MINUTES OF A REGULAR MEETING OF THE CYPRESS CITY COUNCIL HELD AUGUST 12, 2013

A regular meeting of the Cypress City Council was called to order at 5:30 p.m. by Mayor Narain in the Executive Board Room, 5275 Orange Avenue, Cypress, California.

Members present:
Mayor Prakash Narain
Mayor Pro Tem Leroy Mills
Council Member Doug Bailey
Council Member Rob Johnson
Council Member Mariellen Yarc

Staff present:
City Manager John Bahorski
City Attorney William Wynder
Director of Finance and Administrative Services Richard Storey
Police Chief Jackie Gomez-Whiteley
Recreation and Community Services Director June Liu
Police Commander Tom Bruce
Police Commander Rod Cox
Police Commander Steve Ramsey
Assistant City Engineer Kamran Dadbeh
Planning Manager Doug Hawkins
Public Works Superintendent Bobby Blackburn
Administrative Services Manager Andrew Tse
City Clerk Denise Basham

ORAL COMMUNICATIONS:

None.

WORKSHOP SESSION:

The Administrative Services Manager stated that the purpose of the workshop is to discuss the procurement for a replacement CAD/RMS system.  He introduced Steve Ditmars, Interim Dispatch Administrator. 

Mr. Ditmars provided background information on the Computer Aided Dispatch/Records Management System (CAD/RMS) replacement process and stated that each West-Comm member city is a subscriber to the City of West Covina CAD/RMS system.  He stated that an updated system would be necessary due to maintenance issues and substantial costs, and that members of the City of West Covina subscribers’ group is dwindling. 

Mayor Narain asked how long the current system has been in use.

Mr. Ditmars responded that the current system has been in place since 1997.

Mayor Narain asked which member cities are included in the system use.

The City Manager replied that the member cities are Seal Beach, Los Alamitos, Cypress, and a contract with O.C. Beaches and Parks. 

Council Member Bailey asked what each city’s shared cost is.

The City Manager responded that the City of Cypress contributes 45% of the West-Comm budget. 

The Administrative Services Manager indicated that Los Alamitos’ share is 24.4% and Seal Beach’s share is 30.3%. 

Mayor Pro Tem Mills asked if the shared costs are prorated according to the City’s population.

The City Manager indicated that shared costs are determined by a formula in the Joint Powers Agreement.

Mr. Ditmars stated that the purpose of the workshop is for the City Council to determine a procurement process and maximize the purchasing powers of the member cities.  He explained the CAD/RMS system and indicated that the new system would have updated features and improved performance.  He stated that the software system has a typical life expectancy of 5 to 10 years, and that the current system is 20+ years old and routinely crashes.  He stated that the City is paying a lot of money for maintenance service support. 

Mayor Pro Tem Mills asked if the system could be repaired remotely.

Mr. Ditmars responded that the City of West Covina does have the ability to make some repairs remotely.  

The Police Chief responded that the current system is ineffectual for data retrieval and is outdated.  She indicated that all of the modules would be integrated in an updated system, eliminating delays and inaccuracies.  She stated that barcoding used in the property evidence module is being paid to a third-party vendor, in addition to the City of West Covina.  She spoke of concerns related to being fiscally and operationally responsible. 

Mayor Narain asked if the City Council decision would allow an opportunity to explore other options.

Mr. Ditmars explained that a consultant should be retained for continuity, and that the procurement process could take six months to one year.  He indicated that each City would be responsible for a portion of the costs of their system and modules based on the current Joint Powers Agreement.

The City Manager stated that the West-Comm Joint Powers Agreement shared costs were created in a negotiating process based on multiple factors such as the number of calls, city population, and budgets. 

Council Member Bailey asked if a new system is needed for the Police Department and West-Comm, and if the system should have the capability to work independently of West-Comm. 

The Police Chief responded that a new system is needed for the Police Department and West-Comm, and that the capability of working independently of would need to be explored. 

The City Manager stressed that the purpose of the Joint Powers Agreement is for the cities to work jointly and that new software should not be as proprietary as the current system with the City of West Covina. 

Mayor Narain commented that partnering with the City of West Covina has helped financially, however there should be more independence.

The City Manager commented that Joint Powers Agreement partners are always being sought and that a less restrictive software should be selected. 

Council Member Bailey asked about the scope of the agreement with the consultant.

The City Manager stated that there would be user groups within each functional area to provide input to the consultant.

Mayor Narain asked if there is cooperation among the joint cities.

The City Manager responded that the joint cities have been cooperative and that a new system would be financially positive.  He indicated that the goal always has been to increase West-Comm membership to lower shared costs and that labor tends to be the highest cost.

Council Member Johnson asked if there is an “a la carte” type system and how the cities would pay for smaller, more specific portions of the system.

Mr. Ditmars responded that the vendor would provide the service and that each city would pay the cost.

Mayor Pro Tem Mills asked if all member cities would go through this process and about the design review process. 

The City Manager replied that Cypress is the first member city to go through this process, and that all member cities would do the same.  He indicated that the purpose of this workshop is to have City Council consensus on the procurement of the consultant process. 

Council Member Yarc asked if the City of La Palma would join in order to help defray costs.

The City Manager replied that the City of La Palma has already purchased another software.  He indicated that West-Comm has received a proposal and that the software the City of La Palma has purchased could be an issue. 

Council Member Bailey asked how many votes would be needed for the consultant selection and how it would be handled if Cypress is not satisfied with the selected consultant. 

Council Member Yarc stated that each city has one vote.

The City Manager responded that each city has one vote and that it is likely that all West-Comm members would be in agreement once the final selection process is reached. 

Mayor Pro Tem Mills asked about the timeframe for determining a consultant.

The Police Chief provided a conceptual timeline and indicated that a consultant would be selected prior to a vendor selection. 

The City Attorney commented that Cypress’ willingness to move forward with the process will be a determining factor. 

Mr. Ditmars stated that the estimated fiscal impact includes software and hardware needs of the Cypress Police Department, and that West-Comm needs would be shared costs based on the Joint Powers Agreement. 

Council Member Yarc asked for an approximate cost of Cypress’ independent system.

Mr. Ditmars responded that costs would be based on features and hardware, and that costs would vary based on the vendor. 

The Director of Finance and Administrative Services indicated that approximately $80,000 is spent annually for the City of West Covina’s contract, and that there are not set aside funds for a replacement system.

Mayor Pro Tem Mills asked about the cost for the system and the cost for the consultant.

Mayor Narain clarified the need to look into a new system.

It was the consensus of the City Council to move forward with a consultant for the procurement process for a replacement CAD/RMS system. 

Mayor Narain requested that periodic updates be provided to the City Council.

CLOSED SESSION:

The City Attorney reported that the City Council would be meeting in Closed Session regarding Conference with Labor Negotiators, pursuant to Government Code Section 54957.6; Agency Negotiators: John B. Bahorski and Richard Storey; Employee Groups: Cypress Police Officers Association. 

At 6:12 p.m., the Mayor recessed the meeting.

7:00 P.M. SESSION:

The 7:00 p.m. session of the City Council meeting was called to order at 7:00 p.m. by Mayor Narain.

Members present:
Mayor Prakash Narain
Mayor Pro Tem Leroy Mills
Council Member Doug Bailey
Council Member Rob Johnson
Council Member Mariellen Yarc

Staff present:
City Manager John Bahorski
City Attorney William Wynder
Director of Finance and Administrative Services Richard Storey
Police Chief Jackie Gomez-Whiteley
Recreation and Community Services Director June Liu
Assistant City Engineer Kamran Dadbeh
Assistant Director of Finance Matt Burton
Planning Manager Doug Hawkins
Public Works Superintendent Bobby Blackburn
Administrative Services Manager Andrew Tse
City Clerk Denise Basham

PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was led by Council Member Yarc.

INVOCATION:  The invocation was given by City Attorney Wynder.

PRESENTATIONS:

The Police Chief introduced newly promoted Cypress Police Commander Tom Bruce and Cypress Police Officer Angus Yu.

The Cypress Girls Softball 8U All-Star Team presented the City Council with signed softballs from the team.

Jared Dever, Orange County Vector Control District, made a presentation regarding the West Nile Virus and a recent case reported in the City of Cypress. 

Mayor Pro Tem Mills requested confirmation that the virus is contracted by humans through a mosquito bite and asked if the reported case was near a mosquito trap.

Mr. Dever stated that 99% of the time the virus will be contracted from the bite of a mosquito and stated that the patient is in flight range of the trap collection.

Council Member Yarc asked about the symptoms of West Nile Virus.

Mr. Dever responded that symptoms could include sustained high fever, lethargy, rash, disorientation, and mobility and/or speech impediment. 

Dr. Narain asked about the surveillance efforts timeline. 

Mr. Dever stated that surveillance usually starts late February to early March depending on weather conditions during the winter months.

Council Member Bailey asked for clarification on the location of the mosquito pools near the Los Alamitos Race Track and if it is located at the race track or the former golf course site.

Mr. Dever stated that the mosquito pools are located on an adjacent fence line in between the Los Alamitos Race Track and the former golf course site. 

Council Member Bailey asked for clarification on collaborative efforts between Orange County Vector Control and Los Angeles County Vector Control. 

Mr. Dever responded that the City of Cypress shares a border with five Vector Control agencies and that the greater Los Angeles County Vector Control has had a significant number of positive West Nile Virus cases.  He indicated that Orange County Vector Control is working closely with Los Angeles County Vector Control as not to overlap and/or duplicate eradication efforts. 

Mayor Narain asked how the vector of the month is determined.

Mr. Dever responded that the vector of the month is topical, and that this month’s vector will be opossums. 

REPORT OF WORKSHOP AGENDA/CLOSED SESSION:

The Mayor asked for the report of the Workshop Agenda items discussed earlier in the evening. 

The City Manager reported that the City Council held a workshop regarding the CAD/RMS replacement process for the Police Department and West-Comm.  

The Mayor asked for the report of the Closed Session Agenda items discussed earlier in the evening.

The City Attorney reported that the City Council met in Closed Session regarding Conference with Labor Negotiators, pursuant to Government Code Section 54957.6; Agency Negotiators:  John B. Bahorski and Richard Storey; Employee Groups: Cypress Police Officers Association.  He stated that a privileged and confidential briefing was provided by the negotiating team and that questions were asked and answered.  He stated that the latest position of the parties in the negotiations were shared and reviewed, and the City Council unanimously gave negotiating authority to Mr. Storey.

No other action was taken in Closed Session, nor was any solicited.

ORAL COMMUNICATIONS:   LIMITED TO ONE-HALF HOUR.  (THREE MINUTES PER SPEAKER, SPEAKING ONCE.)

Mayor Narain asked anyone who wished to speak on any topic not included on the meeting Agenda to come forward.

Shelley Henderson, Cypress, spoke regarding the Cypress Community Festival.

Patricia Rudner, Cypress, spoke regarding Measure L.

PUBLIC HEARINGS:    7:00 P.M. (PUBLIC COMMENTS RESTRICTED TO TEN MINUTES PER SPEAKER, UNLESS EXTENDED BY THE CITY COUNCIL).

No items.

CONSENT CALENDAR:

All matters listed on the Agenda under “Consent Calendar” are to be considered by the City Council to be routine and will be enacted by one motion approving the recommendations listed on the Agenda.

It was moved by Mayor Pro Tem Mills and seconded by Council Member Johnson, to approve Consent Calendar Items No. 1 through 5.

The motion was unanimously carried by the following roll call vote:

AYES:        5    COUNCIL MEMBERS:   Yarc, Johnson, Bailey, Mills and Narain
NOES:        0    COUNCIL MEMBERS:   None
ABSENT:    0    COUNCIL MEMBERS:   None

Item No. 1:   APPROVAL OF CITY COUNCIL MINUTES OF THE MEETING OF JULY 22, 2013.

Recommendation:   That the City Council approve the Minutes of the Meeting of July 22, 2013, as submitted.

Item No. 2:   MOTION TO INTRODUCE AND/OR ADOPT ALL ORDINANCES AND RESOLUTIONS PRESENTED FOR CONSIDERATION BY TITLE ONLY AND TO WAIVE FURTHER READING.

Item No. 3:   FILING OF COMMERCIAL AND INDUSTRIAL REFUSE RATES.

Recommendation:   That the City Council receive and file the commercial and industrial refuse rates.

Item No. 4:   AWARD OF CONTRACT FOR ON-CALL LANDSCAPE SERVICES.

Recommendation:   That the City Council award an on-call unit price repair/maintenance service contract for landscaping services to S.C. Yamamoto, Inc., La Habra, California, in an amount not to exceed an annual estimate of $514,293 per year for three years (August 2013 to June 30, 2016), with an option to extend the contract a maximum of one extended term of two years and direct the Director of Public Works/City Engineer to act as Contract Officer.

Item No. 5:   APPROVAL OF COMMERCIAL WARRANT LIST AND WIRE TRANSFERS FOR FISCAL YEARS 2012-13 AND 2013-14 FOR WARRANTS NO. 26819 THROUGH 27012.

Recommendation:   That the City Council approve the attached warrant register and wire transfers for Fiscal Years 2012-13 and 2013-14.

END OF CONSENT CALENDAR

NEW BUSINESS:

Item No. 6:   CONSIDERATION OF CYPRESS VETERAN OF THE MONTH RECOGNITION PROGRAM.

The City Clerk provided background information on this item.

Council Member Yarc stated that she approves of the program in concept and proposed the establishment of an ad hoc committee consisting of herself and Mayor Pro Tem Mills in order to refine the program. 

Council Member Johnson commented that the Recreation and Community Services Commission has an annual volunteer recognition program, and clarified that the Veteran of the Month Recognition would be done monthly if nominations are received.

Mayor Narain asked if this program would be handled through the Recreation and Community Services Department, and if such a program exists. 

The Recreation and Community Services Director stated that the Recreation and Community Services Commission has an annual volunteer recognition program of volunteers and art award volunteer recipients.  She clarified that there is not a Veteran Recognition Program.

It was moved by Council Member Yarc and seconded by Council Member Johnson, that the City Council approve a Veteran Recognition Program in concept and establish an ad hoc committee comprised of Mayor Pro Tem Mills and Council Member Yarc to refine the program.

The motion was unanimously carried by the following roll call vote:

AYES:        5    COUNCIL MEMBERS:   Yarc, Johnson, Bailey, Mills and Narain
NOES:        0    COUNCIL MEMBERS:   None
ABSENT:    0    COUNCIL MEMBERS:   None

RECREATION & PARK DISTRICT MATTERS:  The Cypress City Council, Acting as the Ex Officio Governing Board of Directors.

No items.

SUCCESSOR AGENCY TO THE CYPRESS REDEVELOPMENT AGENCY MATTERSThe Cypress City Council, Acting as the Successor Agency to the Cypress Redevelopment Agency.

No items.

ORAL COMMUNICATIONS:  For Matters Not on the Agenda.

Steve Mauss, Cypress, spoke regarding Agenda Item No. 7.

ITEMS FROM CITY COUNCIL MEMBERS:

Item No. 7:   CONSIDERATION TO CONTRIBUTE TO THE REDEVELOPMENT INITIATIVE RESEARCH AND DRAFTING FUND. (Mayor Pro Tem Mills)

Mayor Pro Tem Mills provided background information on this item.  He stated that a presentation was made through the Association of California Cities – Orange County regarding an effort for the development of a constitutional amendment related to redevelopment.  He stated that legal research contributions range from $25,000 to $50,000, however, he is not requesting even the lower amount by the City of Cypress.

Council Member Bailey commented that redevelopment is a complicated issue and provided information on redevelopment in California.  He stated that the City should maintain what it has and not participate financially.

It was moved by Council Member Bailey and seconded by Council Member Johnson, that the City Council receive and file the report regarding the Redevelopment Initiative Research and Drafting Fund.

The motion was unanimously carried by the following roll call vote:

AYES:        5    COUNCIL MEMBERS:   Yarc, Johnson, Bailey, Mills and Narain
NOES:        0    COUNCIL MEMBERS:   None
ABSENT:    0    COUNCIL MEMBERS:   None

Mayor Narain requested reports from the Council Members on their respective committee assignments.

Mayor Pro Tem Mills:

Attended an OCCOG Board of Directors meeting.  Attended the Cypress Community Festival mixer at Cypress College.  Attended the Cypress Community Festival. Attended SCAG meetings.  Attended the 79th Sustainment Support Change of Command ceremonies.  Attended the Concerts on the Green.  Attended a Citizens Against Lawsuit Abuses roundtable.  Reported on the Federal Surface Transportation Board.  Reported that Brigadier General Keith Jones will be returning to the Joint Forces Training Base.  Reported on the Harmony Housing project and thanked staff for the gas meter releases. 

Council Member Johnson:

Attended the Cypress Community Festival mixer at Cypress College.  Attended an O.C. Fire Authority Board of Directors meeting.  Thanked Fire Station 17 for presenting a life and fire safety program and tour.  Thanked Fire Station 17 for their response efforts related to a recent residential fire.  Attended the Cypress Community Festival.  Attended the Third Annual Cypress Chamber of Commerce Softball Tournament.  Attended the Concert on the Green.  Attended the National Night Out hosted by the Cypress Police Department.  Asked about the dates of the Living with Coyotes classes.  Attended the ribbon cutting for Midas. 

The Administrative Services Manager stated the Living with Coyotes classes would be held on Tuesday, August 14, 2013, at 10:00 a.m. and 2:00 p.m., and Thursday, August 22, 2013, 10:00 a.m. and 2:00 p.m. at the Cypress Community Center.

Council Member Yarc:

Attended the Cypress Community Festival mixer at Cypress College.  Attended the Orange County Division League of California Cities General meeting.  Attended the Cypress Community Festival.  Attended the Orange District Woman’s Club Annual Summer Conference.  Attended an O.C. Forum business meeting.  Attended the National Night Out hosted by the Cypress Police Department.  Announced the Cypress Women’s Conference at the Cypress Community Center on October 22, 2013.

Council Member Bailey:

Attended an O.C. Vector Control Executive Board meeting.

Mayor Narain:

Attended an O.C. Sanitation District Board meeting.  Attended a BRACE meeting. Attended the Cypress Community Festival mixer at Cypress College.  Attended the Cypress Community Festival and announced the winners at the annual 5K/10K Run.  Spoke regarding an e-mail he received regarding scams targeting senior citizens.

The Chief of Police spoke regarding scam scenarios that are commonly used against senior citizens and the keys to avoid becoming a victim.  She encouraged community victims to contact the Police Department with concerns or questions.

ITEMS FROM CITY MANAGER: 

No report.

ADJOURNMENT: Mayor Narain adjourned the meeting at 8:28 p.m. to Monday, August 26, 2013, beginning at 5:30 p.m. in the Executive Board Room.

_______________________________
MAYOR OF THE CITY OF CYPRESS

ATTEST:

___________________________________
CITY CLERK OF THE CITY OF CYPRESS

City of Cypress Department of Administration ~ 5275 Orange Avenue ~ Cypress, CA 90630 ~ 714-229-6780