City Council

Dee Margo

Peter Svarzbein, District 1

Mayor

Alexsandra Annello, District 2

Cassandra Hernandez-Brown, District 3

Sam Morgan, District 4

Tommy Gonzalez

Michiel R. Noe, District 5

City Manager

Claudia Ordaz Perez, District 6

Henry Rivera, District 7

Cissy  Lizarraga, District 8

CITY COUNCIL WORK SESSION MINUTES

MAIN CONFERENCE ROOM, 2^ND FLOOR

October 2, 2017

9:05 AM

The City Council met at the above place and date.  Meeting called to order at 9:46 a.m.  Mayor Dee Margo present and presiding and the following Council Members answered roll call: Peter Svarzbein, Alexsandra Annello, Cassandra Hernandez-Brown, Claudia Ordaz Perez, Henry Rivera, and Cissy Lizarraga.  Late arrival:  Sam Morgan at 9:48 a.m.  Absent:  Michiel R. Noe requested to be excused.

AGENDA

1.

Update on the Neighborhood Improvement Program (NIP)

Ms. Nicole Ferrini, Interim Director of Community and Human Development, presented a PowerPoint presentation (copy on file in City Clerk’s Office).

Mr. Mark Weber, Neighborhood Coordinator, stated that the majority of projects were park related.

Representative Lizarraga asked if the department had worked with the Sunset Heights Association.

Mr. Weber replied that they had worked with them on an application.

Representative Ordaz Perez asked if it was $250,000 per district and if the unused monies rolled over.

Mr. Weber replied that the monies do roll over within the district.

Representative Ordaz Perez requested a list for each representative of available funds in their districts and asked for the timeframe for application submittal.

Mr. Weber replied that the applications will be out in January and will be due in April and then another nine months to get them back to the neighborhoods.

Representative Ordaz Perez asked if applications go out every two years given that design and construction takes nine months.

Ms. Ferrini stated that they need to ensure that the requests are aligned with other projects.

Representative Annello asked if the representatives are made of aware of the projects in case of controversy.

Mr. Weber replied that a list of applications are sent out to the representatives along with a final list of recommendations then the department sits down with each representative to review.

Ms. Ferrini stated that it’s important to engage the community prior to the completion of the projects.

Representative Svarzbein inquired about the Manhattan Heights project.

Representative Annello stated that the community doesn’t like the design.

Ms. Ferrini commented that they had worked with the design group and the historic preservation officer.

Representative Annello replied that a list of people who gathered in opposition of the design wasn’t obtained.

Mr. Tommy Gonzalez, City Manager asked if the feedback received was about the entry way.

Representative Annello replied that it had an “industrial look.”

Mr. Gonzalez asked if the entry way was lit.

Ms. Ferrini replied that it was not.

Representative Annello stated that the people who didn’t like it felt their voice wasn’t heard.

Ms. Ferrini replied that they would try to get in front of those concerns.

Representative Svarzbein asked if there was a link for people to use to see an example and about the method of outreach going out.

Mr. Weber replied that one was not available but that there’s an example of the guide used in during the last round.

Ms. Ferrini stated that the Neighborhood Services department will work one on one with associations.

Mr. Gonzalez replied that Council will get a look at actual forms.

Representative Svarzbein asked about the process for neighborhoods to be recognized as a Neighborhood Association.

Mr. Weber replied that the criteria are:

·15 members from separate households or businesses

·Need bylaws (he has a sample)

·Need boundary map

·Application form with contact information for two members

·Need to meet at least once per year

Representative Svarzbein questioned cost.

Mr. Weber replied that there is no cost however some associations require dues to run flyers or provide refreshments and that he will help communities interested in forming one.

Ms. Ferrini stated that they have a mentor from an association that helps others.

Representative Svarzbein asked if there was a petition process after the first round.

Mr. Weber stated that they put together the petition forms to clearly identify the scope of projects to try to get 100% or 50% of household/businesses.

Representative Svarzbein asked about which projects get to petition point.

Mr. Weber replied that projects that are not feasible or projects that are withdrawn.

Representative Svarzbein asked if there was a shift between two year layouts.

Mr. Gonzalez commented that in 2013 they didn’t take into account the procurement process or community engagement and that is was poorly rolled out at beginning.

Mr. Weber stated that he believes it benefits the program to move to two year layout.

Representative Svarzbein questioned the score card.

Mr. Weber replied that the score card was approved by Council and that he would bring it back to Council.

Representative Svarzbein asked if the score outweighed funds.

Mr. Weber replied that he would address this.

Representative Svarzbein commented that it seemed a lot was used for shade structures and inquired about changing the ordinance to require shade structures on new parks playgrounds and picnic areas.

Mr. Gonzalez replied that they would look into it.

Mayor Margo agreed that it needs to be addressed on new developments.

Representative Rivera commended Mr. Weber on responding to concerns and thanked him.

Representative Lizarraga echoed that.

Representative Hernandez-Brown asked about the number of cycles left.

Mr. Weber replied that there was $7 million and they were looking at 2, 2 and 3 or 2, 2, 2 and 1.

Representative Hernandez-Brown commented that the Neighborhood Improvement Program was very popular and should continue.

Representative Hernandez-Brown asked about funds available for this year.

Mr. Weber replied the funds included $250,000 plus any balances rolled over.

Representative Hernandez-Brown commented she believes the process is lengthy and suggested it could be the subject of a Six Sigma project.  She also stated that it took too long to install mile markers, that smaller projects could be expedited, and that more points could be given to projects that are leveraged with other funds.

Mr. Gonzalez explained that they would bring this back to Council along with the inclusion of additional conduit.

Mayor Margo agreed with expediting small projects and explained that the process should be amended so they don’t have to come back to Council for approval if the project has already been approved within their respective districts.

Mr. Gonzalez agrees on looking at the different steps and mapping the process using Lean Six Sigma methodology.

NO ACTION was taken on this item

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ADJOURN

Motion made by Representative Ordaz Perez, seconded by Representative Annello, and unanimously carried to ADJOURN this meeting at 10:32 a.m.

ABSENT: Representative Noe

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APPROVED AS TO CONTENT:

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Laura D. Prine, Interim City Clerk