MINUTES OF AI REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF BRADBURY HELD ON TUESDAY, AUGUST 15, 2017  MEETING CALLED TO ORDER:  The Regular Meeting oft the City Council of the City of Bradbury was called to order by Mayor Lathrop at 7:00 p.m. Mayor Lathrop led the Pledge of Allegiance. PRESENT: Mayor Lathrop, Mayor Pro-Tem Pycz, Councilmembers Barakat, Hale and Lewis  ROLL CALL:  ABSENT: None and City Clerk Saldana the motion which carried.  STAFF: City Manager Kearney, City Attorney Reisman, Councimember Hale made a motion to approve the agenda to proceed with City business. Councimember Barakat seconded Inc compliance with the California Political Reform Act, each City Councimember has the responsibility to disclose direct or indirect potential for a personal financial impact as a result of participation in the decision making process concerning agenda Mayor Lathrop stated that he has to abstain from approving  APPROVAL OF AGENDA:  DISCLOSURE OF ITEMS REQUIRED BY GOV. CODE SECTION 1090 & 81000 ET  SEQ,:  items.  demands & warrants for AxonTech.  PUBLIC COMMENT: CONSENT CALENDAR:  None  All items on the Consent Calendar are considered by the City Council to be routine and will be enacted by one motion unless a Councilmember requests otherwise, in which case the item will be removed and considered by separate action. All Resolutions and Ordinances for Second Reading on the Consent Calendar are deemed to "waive further reading and A. Minutes- - Regular City Council Meeting of. July 18, 2017 B. Resolution No. 17-14: Demands & Warrants for August 2017 C. Monthly Investment Report fort the month of July 2017 D. Appointments toi the Utlity Users Tax Oversight Committee E.A Amendments tot the 2016-2017 Budget F. Second Reading and Adoption of Ordinance No. 348: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BRADBURY, CALIFORNIA, AMENDING CHAPTER1, SECTION 2.01.040 OF THE BRADBURY MUNICIPAL CODE AND ADOPTING PROCEDURES TO CONSOLIDATE ITS GENERAL MUNICIPAL ELECTIONS WITH STATEWIDE JUNE ELECTIONS PURSUANT TO: SENATE BILL 415 BEGINNING IN: 2018, AND TOI EXTEND THE TERMS OF EXISTING COUNCILMEMBERS ASARESULT OF THE MANDATED CHANGE IN THE CITY'S GENERAL MUNICIPAL ELECTION DATE  adopt."  Minutes CC Meeting August 15,2017 Page 1 of7    MOTION TO APPROVE CONSENT  Councilmember Barakat made a motion to approve the Consent Calendar, as presented. Councimember Lewis seconded the motion, which was carried by the following roll  CALENDAR:  call vote:  AYES: Mayor Lathrop, Mayor Pro-Tem Pycz, Councilmember Barakat, Hale and Lewis  NOES: None ABSENT: None Motion passed 5:0  DISCUSSION- USE OF CAL RECYCLE FUNDS:  City Manager Kearney stated that during the July meeting, the City Council discussed the possibility of setting up a program to facilitate the brokering of the City's surplus of Cal Recycle's restricted funds. As a result, the Council directed staff to provide more information at this meeting on the specifics on Each year, the City of Bradbury receives $5,000 from Cal Recycle. City Manager Kearney stated that in previous years the City has allocated $1,500 to the City of Duarte for Earth Day. The City currently has a surplus of $12,108.86. Traditionally, there have been challenges expending these monies, as funds from Cal Recycle can only be utilized to support activities related to container recycling and litter Itis recommended that the City Council receive this report and direct staff on how to proceed. Should the City Council decide to implement a grant program through the City, staff would set up a program to facilitate the brokering of the restricted Cal Councilmember Barakat inquired if these funds could be used to remove litter and trash from the trails. City Manager Kearney did not think this would be an allowable use unless there is a program in place. Councilmember Hale stated that maybe the cities of Duarte or Monrovia have programs Bradbury could Mayor Lathrop suggested to partner with the Duarte Unified School District. Councilmember Barakat stated that he would favor allocating $4,000 to the DUSD, but not all $12,000. Councilmember Hale suggested to give up to $10,000 to other cities' programs and for staff to "throw it out and see what Councilmember Barakat stated that he wouid like more detail on what the recycle funds can be used for before making a final No further action by the City Council was required at this time.  the fund's restrictions.  FINANCIAL REVIEW:  abatement.  RECOMMENDATION:  Recycle funds.  DISCUSSION:  contribute to.  comes back." decision.  ACTION TAKEN:  Minutes CC Meeting August 15, 2017 Page 2 of7    DISCUSSION- USE OF A FACILITATOR FOR THE CITY COUNCIL & PLANNING COMMISSION RETREAT: RECOMMENDATION:  City Manager Kearney stated that at the July meeting, the City Council directed staff to research potential facilitators for the City Council & Planning Commission Retreat in January 2018. Staff has received three (3) proposals for the Council to review. Itis recommended that the City Council receive this report, review the submitted proposals for the use of at facilitator for the City Council & Planning Commission retreat, and direct staff on Staff reached out to a number of facilitators. Names of individuals and companies derived from Councimember recommendations, other cities' recommendations and staff's past positive experience with facilitators. The following proposals were received with their respective costs:  how to proceed.  PROPOSALS:  Facilitator Cultivating Leadership $3,000 Management Partners $7,900 PeterBarronStark  Costs  $9,800 plus travel costs  Prior to submitting quotes, all three companies requested a phone conversation with the City Manager to assess the situation and to determine what the City was desiring from the retreat. During discussions with each facilitator it was clear that the standard practice is for the facilitator to interview Council- members and Planning Commissioners to gain a better understanding of the situation and to discuss the retreat's desired outcomes. This planning also assists with the crafting of an effective agenda. Aside from facilitating the workshop, each facilitator also prepares a report summarizing the results and any follow-up steps that should be taken. The quotes obtained for the use of a facilitator range from $3,000 to $9,800 plus travel costs. These costs have not been budgeted for Fiscal Year 2017-2018 and an appropriation to account number 101-11-6100 would need to be made should the Council decide to move forward with a facilitator. City Manager Kearney stated that he worked with Mindy Danna from Cultivating Leadership in during his time in Beverly Hills. Mayor Lathrop suggested to hire a retired City Manager to referee. Councimember Barakat suggested Don Hopper. City Attorney Reisman stated that hiring Don Hopper will result in a problem with CalPERS because he served as the City's Interim City Manager in the past, unless he volunteers this time. City Manager Kearney inquired if Don Hopper is viewed as neutral. Councimember Hale stated that it is not us (City Council) against them (Planning Commission). Councimember Hale volunteered to give Don Hopper a call. City Manager Kearney stated that we have plenty of time until January to make a No further was action by the City Council at this time.  FINANCIAL REVIEW:  DISCUSSION:  decision.  ACTION TAKEN:  Minutes CC Meeting August 15, 2017 Page 3of7    DISCUSSION- - UPDATED CREDIT CARD POLICY: BACKGROUND:  City Manager Kearney stated that at the July meeting the City Council requested to revisit the City's credit card policy to ensure that the policy reflects the current internal controls for During the July meeting, the City Council briefly discussed the current credit card policy and requested that the policy reflect the City's current internal controls. As a result, staff has drafted a new policy for the City Council's review. This new policy elaborates upon the current policy to include items such as cardholder responsibility, requests for additional cards, violations, returns and documentation. Additionally, the new policy addresses the City's current practiced internal control Should the Council decide to move forward with the new draft Itis recommended that the City Council review the updated There was no discussion or feedback regarding the updated Councilmember Barakat made a motion to adopt the new updated policy regarding credit card usage, as presented. Councilmember Hale seconded the motion, which was carried  usage of the credit card.  regulations.  policy, it wouid replace the current policy. draft policy and provide feedback to staff.  RECOMMENDATION: DISCUSSION: MOTION:  credit card policy.  by the following roll call vote:  APPROVED:  AYES: Mayor Lathrop, Mayor Pro-Tem Pycz, Councilmember Barakat, Hale and Lewis  NOES: None ABSENT: None Motion passed 5:0  COMBINATION NATIONAL NIGHT OUT AND 60TH ANNIVERSARY EVENT:  City Manager Kearney stated that on Tuesday, August 1, 2017 the City held its joint National Night Out and 60th Anniversary event, and many considered it a success. Even though it rained during the event, this still did not stop about 100 people from attending. During the event, the following vendors were  present:  Los Angeles County Sheriffs Department Los Angeles County Fire Department Foothill Unity Burrtec Waste Services Congresswoman Chu's office Assembly Rubio's office Supervisor Barger's office VCA Southern California Edison Duarte Unified School District Red Cross Care Ambulance  Minutes CC Meeting August 15, 2017 Page 4 of7    FEEDBACK FROM ATTENDEES:  Aside from the vendors in attendance, the City hosted two food trucks and an ice cream truck - all of which was free to the attendees. Additionally, there was music, a speech by the Mayor, and handouts, such as tote bags, customized 60th Anniversary glasses, and educational iterature. Overall, staff received very positive comments from attendees about the The financial goal of this event was to keep costs down, especially in comparison to the event in 2007, which was Bradbury's 50th Anniversary. Overall, the costs for this year's event totaled $4,150. This amount covered post cards and mailing, anniversary drinkware, a DJ, two food trucks, an ice cream truck, decorations, and table/chair rentals. The costs for the 60th Anniversary event were not budgeted for this fiscal year. As a result it is recommended that the Council approve an appropriation for the total cost of $4,150.13 to Itis recommended that the City Council receive and file this informational report on the City of Bradbury's combination National Night Out and 60th Anniversary of Incorporation. It_is also recommended that the City Council approve an appropnation for the costs of the combined events to account number 101-11-6100 for the amount of $4,150.13. Counciimember Hale made a motion to approve an appropriation for the costs of the combined events to account number 101-11-6100 for the amount of $4,150.13. Council- member Lewis seconded the motion, which was carried by the  event.  FINANCIAL REVIEW:  account number 101-11-6100.  RECOMMENDATION:  MOTION:  following roll call vote: NOES: None ABSENT: None Motion passed 5:0  APPROVED:  AYES: Mayor Lathrop, Mayor Pro-Tem Pycz, Councilmember Barakat, Hale and Lewis  STORMWATER, AUDIT:  City Manager Kearney reported that on June 28, 2017 Assemblywoman Rubio requested that the California Joint Committee on Legislative Audits include an evaluation of the permitting process of regional water boards in her district. The objective of this audit is to address whether or not the requirements of the Clean Water Act (CWA) and the Municipal Separate Storm Sewer System (MS4) permit compliance being imposed upon cities are reasonabie and proportional to the amount of storm water pollution being generated by the cities and not placing cities in difficult financial positions. Since the news broke of this request, staff has been actively monitoring the development of the audit. On Wednesday, July 19, staff discovered that a selected handful of cities will be undergoing the audit, including Azusa, Duarte and Monrovia.  Minutes CC Meeting August 15, 2017 Page 5 of7    Even though many would consider Bradbury to be the "poster child" of how this permitting process puts a city in a difficult financial position, the Assemblywoman did not initially recommend that the City of Bradbury be part of the audit. Bradbury's yearly general fund is approximately $2 million dollars. In contrast, approximations for the State's stormwater compliance permit for the City of Bradbury is projected somewhere between $67 and $80 million dollars. This cost is about 33 to 40 times our annual budget, which could be considered an impossible price tag for the City. Itis recommended that the City Council discuss with staff strategies on how to deal with this current audit and future audits that may arise and receive and file this report. Councilmember Lewis stated that he wants the City Manager to be the "speaky whee!" on behalf oft the City. Councimember Barakat stated that the audit should look at the cost per household in each city. Mayor Lathrop felt that this approach would not work because of the property values in Councimember Lewis suggested to throw everything at them, The City Council directed the City Manager to aggressively pursue all options to get the City of Bradbury included in the City Manager Kearney stated that the August 23 Planning Commission Meeting has been cancelled due to a lack of City Manager Keamey asked the City Council if they still wished to pursue a model ordinance regulating short-term rentals. The City Council felt that short-term rentals were not a problem in the City at this time and decided to drop the issue City Manager Kearney also stated that the City Council will start doing contract evaluations again starting next month. The first contractor to be evaluated is RKA Consulting Group.  FINANCIAL REVIEW:  RECOMMENDATION: DISCUSSON:  Bradbury. whatever works. stormwater audit. agenda items.  ACTION:  MATTERS FROM THE CITY MANAGER:  for now.  MATTERS FROM THE CITY ATTORNEY: MATTERS FROM THE CITY COUNCIL:  Nothing to report  MAYORI LATHROP: MAYOR PRO-TEM PYCZ:  Mayor Lathrop stated that school is back in session and that there is a vacancy on the DUSD school board.  Nothing to report  Minutes CC Meeting August 15, 2017 Page 60 of7    COUNCILMEMBER BARAKAT:  Councimember Barakat stated that he will meet with 15 employees of the LA County Sanitation Districts at City Hall on Wednesday morning to discuss new contracts. The Districts are cutting retirement by % percent and the employees are asking for a 7% raise to make up for the "loss." Councimember Barakat also stated that West Nile Virus is at a Councilmember Hale stated that there is a vacant property in the Bradbury Estates that is being visited by the Mosquito and Vector Control District every week due to water leaks. City Manager Kearney stated that Cal-Am Water Company turned  high right now.  COUNCILMEMBER HALE:  offt the water today. Nothing to report None  COUNCILMEMBER LEWIS: ITEMS FOR FUTURE AGENDAS: ADJOURNMENT:  At7:50 p.m. Mayor Lathrop adjourned the meeting to a Regular Meeting at 7:00 pm on Tuesday, September 19, 2017.  MAYOR CIY/FBRADBURY  ATTEST:  Caulasplons CITY CLERK. - CITY OF BRADBURY  Minutes CC Meeting August 15, 2017 Page 7of7