AGENDA LEGISLATIVE POLICY COMMITTEE SPECIAL MEETING NOTICE MAY 16, 2024
PUBLIC MEETING 4:30 P.M. MEMBERS Steve Madison, Chair, District 6 Gene Masuda, District 4 Jess Rivas, District 5 Jason Lyon, District 7 STAFF Brenda Harvey-Williams, Assistant City Manager Javan Rad, Chief Assistant City Attorney Tamer Sabha, Recording Secretary MISSION STATEMENT The City of Pasadena is dedicated to delivering exemplary municipal services, responsive to our entire community and consistent with our history, culture and unique character. In compliance with the Americans with Disabilities Act of 1990, Assistive Listening Devices are available from the City Clerk’s Office with a 24-hour advance notice. Please call (626) 744-4124 to request use of a listening device.
Language translation services are available for this meeting by calling (626) 744-4124 at least 24 hours in advance. Habrá servicio de interpretación disponible para éstas juntas llamando al (626) 744-4124 por lo menos con 24 horas de anticipación. Items on the agenda may not be called in order listed. Agendas and supporting documents are available on the Internet at http://www.cityofpasadena.net/commissions/city-council-legislative-policy-committee/ Materials related to an item on this Agenda submitted to the Legislative Policy Committee after distribution of the agenda packet will be posted online and listed as: “Supplemental Agenda Material Received after the Posting of the agenda”
PUBLIC COMMENT AT THE SPECIAL LEGISLATIVE POLICY COMMITTEE MEETING FOR MAY 16, 2024 AT 4:30 P.M. WILL BE ACCEPTED IN-PERSON AND BY VIDEOCONFERENCE/TELECONFERENCE.
Link to City Meeting Policy:
cityofpasadena.net/CityCouncilMeetingPolicy
TO VIEW A LIVE STREAM OF THE MEETING:
http://pasadena.granicus.com/MediaPlayer.php?publish_id=9 AND
WWW.PASADENAMEDIA.ORG
In order to facilitate public participation at meetings the City will accept public comment in the following manner:
1. Whether participating in-person or virtually at the meeting, members of the public may provide public comment by submitting a speaker card prior to the start of public comment on that item, at the following webpage:
www.cityofpasadena.net/commissions/public-comment/
If a public comment speaker wishes to speak on more than one agenda item, please indicate which items on the online form (multiple item speakers will be handled according to the process posted on the agenda and as specified in the City meeting policy). Public comments are limited to 3 minutes each, and the Chair and Committee may limit this time if reasonable under the circumstances.
2. In-person Meeting Participation: Complete an online speaker card at the following website: www.cityofpasadena.net/commissions/public-comment/ After submitting a public speaker card, members of the public may attend the meeting in-person by coming to the Pasadena City Council Chamber, Room S249 at City Hall at the date and start-time of the posted meeting.
Virtual Meeting Participation: For virtual participants, you may attend by connecting to the meeting using a computer, other electronic device, or by telephone. Please review the agenda to identify the published start time for the meeting and connect to the meeting just prior to, or at the start of the meeting.
To participate in public comment for an item and to be recognized to speak, it is required that the speaker login to the meeting using the same name or telephone number used on the Speaker Card form. This will allow City staff to locate and promote the speaker into the meeting when it is time for their public comment.
Participants’ phone calls to the Committee meeting will be recorded as part of the Committee meeting. By staying on the line and making public comment during the Committee meeting by phone, you are agreeing to have your phone call recorded. Following is the connectivity information for virtual participation:
Computer or electronic devices, join the meeting at: cityofpasadena.net/cczoom Telephone only dial-in: 1-669-900-6833, Meeting ID: 161 482 446
3. Speaker Card Help Line: If a public comment speaker needs assistance in completing a speaker card, please call the City Clerk’s Office at: (626) 744-4124.
Help line will open 30 minutes prior to the posted start time of the meeting.
4. Members of the public may submit correspondence of any length prior to the start of the meeting, at the following email address:
Written correspondence will be forwarded to the Legislative Policy Committee prior to the start of the meeting, posted online, and made part of the legislative record for the item.
LIVESTREAM WITH CAPTIONING IS AVAILABLE AT WWW.PASADENAMEDIA.ORG, AND ALSO AT WWW.CITYOFPASADENA.NET/COMMISSIONS/AGENDAS,
IF YOU NEED A REASONABLE MODIFICATION OR ACCOMMODATION PURSUANT
TO THE AMERICANS WITH DISABILITIES ACT
BECAUSE YOU ARE UNABLE TO PARTICIPATE ELECTRONICALLY AS SET FORTH ABOVE, CONTACT THE CITY CLERK’S OFFICE
AS SOON AS POSSIBLE AT (626) 744-4124 OR
[email protected].
CITY OF PASADENA
NOTICE OF THE SPECIAL MEETING OF THE
LEGISLATIVE POLICY COMMITTEE
MAY 16, 2024
PUBLIC MEETING 4:30 P.M.
PASADENA CITY HALL, COUNCIL CHAMBER
100 NORTH GARFIELD AVENUE, ROOM S249
NOTICE IS HEREBY GIVEN that the special meeting of the Legislative Policy Committee, will be held on Thursday, May 16, 2024, at 4:30 p.m., in the Council Chamber to discuss matters on the attached agenda.
STEVE MADISON, Chair
Legislative Policy Committee
I HEREBY CERTIFY that this agenda in its entirety, was posted on the Internet at https://www.cityofpasadena.net/commissions/city-council-legislative-policy-committee/ and on the Council Chamber Bulletin Board, Room S249, and the Bulletin Board in the rotunda area; City Hall, 100 North Garfield Avenue, this 10th day of May 2024 by 5:30p.m. and that copies hereof were emailed or delivered to each member of the City Council and to each local newspaper of general circulation, radio or television station requesting notice in writing, all of which recipients are identified on the distribution herein below.
RUB�
City Manager's Office
DISTRIBUTION:
Gene Masuda, Councilmember
Jess Rivas, Councilmember
Steve Madison, Councilmember
Jason Lyon, Councilmember
Miguel Marquez, City Manager
Brenda Harvey-Williams, Assistant City Manager
Mark Jomsky, City Clerk
Michele Bagneris, City Attorney
Jana Stewart, Management Analyst Ill to Mayor/Council
Chris Giglio, Legislative Advocate
Kyra Ross, Legislative Advocate
Tamer Sabha, Recording Secretary
City Hall Information Kiosk
Pasadena Hastings Library
Alex Padilla, U.S. Senator
Laphonza Butler, U.S. Senator
Adam Schiff, U.S. Congressman
Judy Chu, U.S. Congresswoman
Anthony Portantino, State Senator
Chris Holden, State Assembly Member
Kathryn Barger, Board of Supervisors
La Opinion
Los Angeles Times
Pasadena Independent
Colorado Boulevard.net
Pasadena NOW
Pasadena Star-News
Pasadena Weekly
SPECIAL MEETING
AGENDA
LEGISLATIVE POLICY COMMITTEE
MAY 16, 2024
Public Meeting: 4:30 P.M.
Council Chamber, Pasadena City Hall
100 North Garfield Avenue, Room S249
PUBLIC MEETING - 4:30 P.M.
ROLL CALL
PUBLIC COMMENT – Limited to items on this special meeting agenda and will be heard at the time the item is considered.
APPROVAL OF MINUTES
OLD BUSINESS
NEW BUSINESS
1. BUDGET WORKSHOPS – FY 2025 RECOMMEND OPERATING BUDGET* a. CITY ATTORNEY’S OFFICE*
b. CITY CLERK’S OFFICE*
c. CITY COUNCIL*
INFORMATION ONLY
2. REVIEW AND DISCUSSION OF CHARTER REFORM; CAMPAIGN
FINANCE/ETHICS REFORM; AND COUNCIL PARLIAMENTARY
PROCEDURES
ADJOURN
NEW BUSINESS
1. BUDGET WORKSHOPS – FY 2025 RECOMMEND OPERATING
BUDGET*
a. CITY ATTORNEY’S OFFICE
b. CITY CLERK’S OFFICE
c. CITY COUNCIL
NEW BUSINESS
4. BUDGET WORKSHOPS – FY 2025 RECOMMEND OPERATING
BUDGET*
a. CITY ATTORNEY’S OFFICE*
City Attorney/City Prosecutor
FY 2025 Recommended
Operating Budget
Legislative Policy Committee
May 16, 2024
City Attorney/City Prosecutor Department
FY 2024 Accomplishments
• Tried four civil jury trials to verdict, limiting the City’s liability, and aggressively asserting the City’s legal position, where warranted • Provided advice on and drafted ballot materials for three separate Charter amendments approved by Pasadena voters in March 2024 • Provided citywide training and targeted department, operating company and commission training on a wide range of subjects • Reviewed approximately 3,000 new cases for filing consideration; prosecuted over 2,000 new cases and continued to handle cases filed in prior fiscal years
• Responsible for City’s Community Mediation Program; participated in various other programs, including Pasadena Elderly Dependent Adult Liaisons (PEDAL)
2 City Attorney/City Prosecutor Department
FY 2024 Accomplishments (cont’d)
• Integral to launch of new Rapid Diversion Program in Pasadena Courthouse; maintained and expanded existing diversion programs designed to reduce recidivism
• Started new Targeted Offender Program to address recidivism by those defendants charged with the most cases in Pasadena
• Presented Citywide Risk Mitigation training, as well as various risk mitigation trainings for Pasadena Police and other departments • Claim payment integration automated processes, reduced redundancies, and allowed access to real-time data for internal and external stakeholders
• Updated Claim for Damages form with current aesthetic and for easier data entry into Origami risk management system
3 City Attorney/City Prosecutor Department
FY 2024 Accomplishments (cont’d)
• Incorporated defined insurance requirements in ERP for purchase orders • Closed 215 claims; updated insurance requirements Citywide; continued further implementation efforts regarding the risk management information system (Origami); and provided training to staff in various departments, connecting them with essential risk management resources
• Staffed the Community Police Oversight Commission (CPOC), managed the City’s independent police auditor (IPA), and supported the work plan of the CPOC and its 6 ad hoc committees
4 City Attorney/City Prosecutor Department
Appropriations by Category
5 Category
FY 2022
Actuals
FY 2023
Actuals
FY 2024
Adopted
FY 2025
Recommended
%
Change
Personnel 6,427,414 7,439,140 8,002,337 8,165,500 2.0%
Services & Supplies 3,860,686 4,443,369 3,369,475 3,186,159 -5.4% Internal Srvc Chrg 644,908 707,317 728,464 680,557 -6.6% Operating Expense 0 78,649 0 0
Grand Total 10,933,008 12,668,475 12,100,276 12,032,216 -0.6% FTE 39.00 38.00 -1.00
City Attorney/City Prosecutor Department
Significant Changes from FY 2024 Budget
> Personnel increased by $163,163 (2.0%)
Liability & Claims Division (LCID) 3.0 FTEs move to CM Office – Risk Management
Grant funded Deputy City Attorney reclassified to non-grant funded FTE as grant expires in September 2024
1.0 FTE Increase - Deputy City Attorney for RSD (1/22/24) 1.0 FTE requested for Victim-Witness Advocate position > Services & Supplies decreased by $183,316(-5.4%)
LCID move to CM Office – Risk Management
> Internal Services Charges decreased by $47,907(-6.6%) LCID move to CM Office – Risk Management
6 City Attorney/City Prosecutor Department
Significant Changes from FY 2024 Budget
(cont’d)
• Looking at possible additional 1.0 FTE Deputy City Attorney position • Navigate gradual shutdown of Personal Injury Hub in Downtown Los Angeles, resulting in return of new personal injury cases to the judicial district where they occurred.
• Significant expenses incurred in aggressively defending employment and personal injury matters, many of which are scheduled to proceed to trial in FY2025 and/or have significant pre-litigation demands. • Increased prosecution caseload
• Increased prosecution workload with new obligations required by new laws, such as AB 2778 (race-blind charging); greater use of Rapid Diversion Program; implementation of Targeted Offender Program; and continued use of Flintridge Center Diversion after grant expires • Liability, Claims and Insurance Division (LCID) move to City Manager’s Office- Risk Management
7 City Attorney/City Prosecutor Department
FY 2025 Priorities
• Actively reassess legal costs and risks associated with Council and staff goals, especially where court decisions and/or changes in the law may inform certain approaches
• Continue to explore and identify ways to provide high-quality legal services in the most efficient and cost-effective manner possible • Continue to ensure transparency by assisting City departments in promptly and thoroughly responding to public records requests • Implement new case management system for Prosecution Division that will enable compliance with AB 2778 (race-blind charging) and lead toward development of a “paperless office”
• Expand involvement with other City Departments to tackle quality of life issues, including through Community Prosecution, PACE, and CRASH 8 City Attorney/City Prosecutor Department
FY 2025 Priorities (cont’d)
• Provide expanded services to victims and witnesses through addition of Victim-Witness Advocate
• Start Neighborhood Court diversion program in Pasadena for unhoused individuals charged with crimes
• Work closely with City Manager’s Enterprise Risk Management program on risk mitigation efforts
• Continue to support the work of the CPOC to further its purpose of enhancing, developing, and strengthening community-police relations • Manage and sustain the services of the contracted IPA, including the release of public reports and the development of department recommendations in collaboration with the CPOC
9 NEW BUSINESS
4. BUDGET WORKSHOPS – FY 2025 RECOMMEND OPERATING
BUDGET*
b. CITY CLERK’S OFFICE *
Office of the City Clerk
FY 2025 Recommended
Operating Budget
Legislative Policy Committee
May 16, 2024
Office of the City Clerk
Major Accomplishments
• Administered March 2024 Primary Election:
> Nomination Process for Mayor and Council Districts 1, 2, 3, 4, & 6
▪ 11 Candidates Total
> Worked with City Manager (CM), City Attorney (CA), and City staff in Placing Charter Amendment Measures R, S, & T on Ballot
• Assisted in Implementation of City Charter -
Article XVIII (Rent Control)
> Provided Meeting and Administrative Support
> Assisted CM and CA with integration of PRHB as City Dept. > Assisted Rent Stabilization Department and Board staff in navigating internal City processes
2 Office of the City Clerk
• Together with City Manager and City Attorney
Offices, Prepared, Administered, and Provided
Staff Support to Charter Study Task Force (TF)
> Assisted City Council in Task Force appointment process > Prepared RFP and Coordinated the hiring of Task Force consultant
> Together with consultant, City Attorney, and City
Manager’s Office, provided research, information, and
agenda reports to facilitate Task Force discussion
> Coordinated meetings, agendas, minutes, staff reports, and presentations related to Charter Study topics
> Assisting with the Preparation of Final Report
3 Major Accomplishments
Office of the City Clerk
• Completed several key staffing appointments
and Department Reorganization:
> Promoted Sr. Assistant City Clerk
> Hired Assistant City Clerk
> Appointed Acting Management Analyst III – Mail
Services and Records Division Manager
> Appointed Acting Administrative Specialist –
Records Management Staff
> Promoted Office Aide to Senior Office Assistant –
Mail Room
4 Major Accomplishments
Office of the City Clerk
• Council Chamber Technology
> In process of with Department of Information and
Technology on Council Chamber Technology
Refresh
▪ New Audio/Video Components at the Dais
▪ New Computer Components
▪ Enhanced Staff Presentation Options
▪ Improved Integration for Virtual and
Teleconference Participation
5 Major Accomplishments
Office of the City Clerk
Expense by Category
6 Category
FY 2022
Actuals
FY 2023
Actuals
FY 2024
Adopted
FY 2025
Recommended % Change
Personnel 1,649,674 1,726,333 1,854,923 1,934,161 4.3%
Services & Supplies 529,398 761,099 905,204 904,891 0.0% Internal Srvc Chrg 616,694 643,654 680,113 703,930 3.5% Capital Outlay 0 0 0 0 0.0%
Grand Total 2,795,766 3,131,086 3,440,240 3,542,982 3.0% FTEs 13.0 13.0 0.0%
Office of the City Clerk
Expense by Division
7 Division
FY 2022
Actuals
FY 2023
Actuals
FY 2024
Adopted
FY 2025
Recommended % Change
Official Records – Admin. 1,542,453 1,484,774 1,556,830 1,606,757 3.2% Records Management 517,646 544,114 616,251 642,229 4.2% Elections 193,584 515,397 552,241 551,800 -0.1%
Mail Services 542,083 586,801 714,918 742,196 3.8% Grand Total 2,795,766 3,131,086 3,440,240 3,542,982 3.0% • Anticipated Election Expenses:
> Central Library Bond Measure
> Charter Study Task Force Measure(s)
> Rent Stabilization Charter Measure(s)
> Fire and Police Retirement System Charter Measure
Office of the City Clerk
• Personnel - increasing $79,238 (4.3%)
> Salary and MOU Adjustments: $51,576
> PERS Increase: $21,213
• Internal Service Charges - increasing $23,817 (3.5%)
> DoIT IS charges: $15,526
> BSFMD IS charges: $12,836
> Fleet Maintenance, Repair & Fuel: decrease of $4,545
8 Changes from FY 2024 Adopted
Office of the City Clerk
FY 2025 Priorities / Work Plan
Key Issues
• Complete work associated with Charter Study Task
Force and present recommendations to City
Council (June/July)
Strategies
• Complete review of Charter Study topics
• Work with Chair and consultant on preparation of
Final Report
• Present information and recommendations to the
City Council
• Prepare resolutions to submit Council approved
Charter Study topics to voters for the November
2024 General Election
9 Office of the City Clerk
FY 2025 Priorities / Work Plan
Key Issues
• Assist City Manager and City Attorney in
preparation of various ballot measures scheduled
for November 2024 General Election (June/July)
Strategies
• Prepare appropriate resolutions for ballot measures
• Prepare ballot materials for transmission to Los
Angeles County
• Process various arguments and impartial analysis
• For Charter Amendments, prepare documents for
filing of successful Charter changes with Secretary
of State
10 Office of the City Clerk
FY 2025 Priorities / Work Plan
Key Issues
• Administer the Nomination Process for PUSD Board
of Education Seats 2, 4, and 6 (July/August)
Strategies
• Prepare Election Resolutions for Board of Education,
Notices, Webpage, and Outreach
• Prepare Nomination materials and presentations
• Process candidates for School Board elected
offices
• Work with Los Angeles County on Election
Administration efforts in Pasadena
• Provide support and information to Pasadena
voters
11 Office of the City Clerk
FY 2025 Priorities / Work Plan
Key Issues
• Council Chamber Technology Updated
Strategies
• Work with the Department of Information and
Technology on End-User Experience Input
• Facilitate Council Chamber availability for
installation
• Provide feedback on planned changes and
enhancements
12 Office of the City Clerk
FY 2025 Priorities / Work Plan
Key Issues
• Complete City Clerk Staff Restructure – Mailroom,
Records, and Official Records Divisions
Strategies
• Work with Human Resources Department to review
appropriate changes to classifications
• Utilize existing salary savings for position changes
• Supports employee development, recognizes
operational changes, and highlights Department’s
emphasis on succession planning and promoting
from within
13 Office of the City Clerk
13 Questions/Comments
NEW BUSINESS
4. BUDGET WORKSHOPS – FY 2025 RECOMMEND OPERATING
BUDGET*
c. CITY COUNCIL *
City Council
FY 2025 Recommended
Operating Budget
Legislative Policy Committee
May 16, 2024
City Council
Appropriations by Category
2 Category
FY 2022
Actuals
FY 2023
Actuals
FY 2024
Adopted
FY 2025
Recommended % Change
Personnel 1,719,183 1,746,176 1,850,269 2,040,403 10.3% Services & Supplies 585,902 542,671 933,902 939,116 0.6% Internal Srvc Chrg 443,320 473,684 464,758 493,931 6.3% Grand Total 2,748,404 2,762,531 3,248,928 3,473,450 6.9% FTE 18.00 18.00 0.00
City Council
Significant Changes from FY 2024
Budget
• Proposed Personnel increase: $190,134 (+10.3%)
✓ Salaries, Benefits & MOU Adjustments: $154,044
(+10.15%)
✓ PERS Increase: $36,090 (+10.9%)
• Proposed Internal Service Charges increase:
$29,173 (6.3%)
✓ DoIT IS Increase: $20,294 (+4.2%)
✓ BSFMD IS Increase: $6,379 (+8.8%)
✓ Printing IS Increase: $2,500 (+3.0%)
3