Mfl’JUTES
MALIBU ADMINISTRATION & FINANCE SUBCOMMITTEE
SPECIAL MEETING
NOVEMBER 8, 2022
TELECONFERENCED - VARIOUS LOCATIONS
3:00 P.M.
The following meeting was held pursuant to AB 361 and fully teleconferenced from various locations during the coronavirus disease (COVID-19) pandemic.
CALL TO ORDER
Councilmember Pierson called the meeting to order at 3:00 p.m.
ROLL CALL
The following persons were recorded in attendance:
PRESENT: Councilmember Mikke Pierson and Councilmember Steve Uhring ALSO PRESENT: City Manager Steve McClary; Assistant City Manager Joseph Toney; Planning Director Richard Mollica; Development and Operations Manager Patricia Salazar; Media Technician Parker Davis; and Executive Assistant Mary Linden
APPROVAL OF AGENDA
MOTION Councilmember Uhring moved, and Councilmember Pierson seconded a motion to approve the agenda. The question was called, and the motion carried unanimously.
REPORT ON POSTING OF AGENDA
Executive Assistant Linden reported that the agenda for the meeting was properly posted on November 4, 2022.
ITEM 1 PRESENTATIONS
None.
ITEM 2 OLD BUSINESS
None.
ITEM 3 NEW BUSINESS
A. Approval of Minutes — October 11. 2022
Recommended Action: Approve the minutes for the Administration and Finance Subcommittee Special meeting of October 11, 2022.
Malibu Administration and Finance Subcommittee
Special Meeting
Minutes ofNovember 8, 2022
MOTION Councilmember Ubring moved, and Councilmember Pierson seconded a motion to approve the minutes for the Administration and Finance Subcommittee Special meeting of October 11, 2022. The question was called, and the motion carried unanimously.
B. Funding For Contract Planners
Recommended Action: Provide a recommendation to the City Council regarding appropriation of $950,000 from the General Fund Undesignated Reserve to fund additional contract planners to augment Planning Department staffing.
Assistant City Manager Toney presented the report.
Councilmember Pierson stated he understood there was a backlog in Planning. He stated the Council wants to do anything it can to bring on necessary resources. He stated it was critical to help projects move forward, and it was smart to ask for more than was needed. He thanked staff for bringing the item forward.
Councilmember Uhring questioned why the request was to go to the Reserves.
Assistant City Manager Toney stated it would provide a smoother transition while trying to fill permanent positions. Councilmember Uhring asked the dollar difference between hiring contract planners rather than employees. Assistant City Manager Toney discussed staffing overhead costs, including pensions and benefits.
Councilmember Uhring requested comparison costs be provided when it was presented to the Council.
In response to Councilmember Uhring, Planning Director Mollica stated Planning would contract a minimum of five planners, but the goal was for more. He stated a contract planner cost between $20,000 to $25,000 per month. He stated the optimum would be 13 contract planners. He discussed the firms currently contracted by the City.
Councilmember Uhring asked how contract planners were managed and trained.
Planning Director Mollica stated lead planners came to City Hall. He stated the City provided lead planners with City emails and phone numbers for the public to communicate with them directly.
In response to Councilmember Uhring, Planning Director Mollica stated senior City Planning staff reviewed the General Plan, Zoning Ordinance, and Local Coastal Program (LCP) with new contract planners. He discussed how the Planning Department utilizes quality assurance committee meetings for internal reviews.
Councilmember Uhring asked what the problems were in hiring staff. He asked why projects were backing up. He discussed projects that came to the Planning Commission multiple times.
Malibu Administration and Finance Subcommittee
Special Meeting
Minutes ofNovember 8, 2022
City Manager McClary discussed the request for proposals (RFP) for development services review. He stated that consultant would help provide recommendations to improve these processes.
Councilmember Ubring stated the management team at City Hall should have some ideas on how to improve the process. He stated there were too many variances.
Assistant City Manager Toney stated process improvement was difficult to attain when departments were short-staffed.
Councilmember Uhring stated the client should be the City and the Code, not necessarily the applicant. He suggested looking for short-term solutions. He stated he would like to see some metrics.
In response to Councilmember Ubring, Planning Director Mollica provided a presentation on Planning Metrics.
MOTION Councilmember Uhring moved, and Councilmember Pierson seconded a motion to recommend that the City Council approve the appropriation of $950,000 from the General Fund Undesignated Reserve to fund additional contract planners to augment Planning Department staffing. The question was called, and the motion carried unanimously.
ADJOURNMENT
MOTION At 3:29 p.m., Councilmember Ubring moved, and Councilmember Pierson seconded a motion to adjourn the meeting. The question was called, and the motion carried unanimously.
Approved and adopted by the Administration and Finance
Subcommittee of the City of Malibu on November 16, 2022.
A
STEVE UHRING, Counci member
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