City Council - Regular Meeting

Good evening and welcome to the study session of the city council of the city of Moreno Valley. I now call this meeting to order on February 10th at 6:01 p.m. Would any of my colleagues like to lead us in the pledge this evening? Council member Dogado will lead us in the pledge for this evening. Please join me by placing your right hand over your heart. Ready, begin.

I pledge allegiance to the flag of the United States of America and for which it stands. Thank you, Council Member Delgado. Next up, roll call. And I'll hand it over to our city clerk. Thank you, Mayor. Council member Bernard here. Council member Delgado here. Council member Baka Santa Cruz here. Mayor Prom Gonzalez here. And Mayor Cabera here. Thank you.

Thank you, Madam Clerk. Next up is item D. Staff introductions, please. Patty Rodriguez, city clerk. Sonia Gomez, senior deputy city clerk. Angel Galache, deputy city manager. Angelica Filipo, community development director. Kyle Winski, economic development director. Melissa Walker, director of public works. Jeremy Bubnik, director of parks and community services. Robert Cardinius, human resources director. Sarah Mack, chief of police.

Thank you, team. It's always a pleasure to be in the chamber to conduct the people's business. And that brings us to item E, public comments on matters on the agenda only. And a friendly reminder that public comments shall be limited to only those items on this study session study session agenda and shall be limited to three minutes per speaker. The first item, excuse me. Yeah. The first item is F F1, introduction to the new laserfish public records request portal and depository. And I'll hand it over to our city clerk for a staff report.

Hey Paul, good to see you. Good evening, Mayor.

I will be presenting our presentation today. So, I'm going to get right into it. Good evening, mayor, mayor prom, city council, staff, and members of the public. My name is Paul Bradvika, management analyst in the city clerk's office. It is my honor today to present the city's new public records request system/document repository which is operated within laserfish. You may ask, what is laserfish? Laserfish is an enterprise content management and business process process management platform that helps organizations digitize, manage, automate, and secure their documents and data, transforming manual task into streamlined digital workflows for increased efficiency and compliance. It acts as a central repository for files, enabling secure storage, easy search, and automated routing for approvals, data capture, and other business processes, often incorporating AI for smarter automation. So, you may ask, what are some of the things we're using LaserFish here in the city right now? Well, the biggest thing that we're using it for is our uh document repository, which is we're going to go into detail and show you a little bit right now. Uh, but also some other things we use it for. We use it for travel authorization forms, uh, multiple animal service forms from adoption applications to witness statements, uh, time sheet adjustments, EOCC request forms, and single source justification forms, just to name a few. Uh, so currently the city uses a Microsoftbased software for all public records requests and CRM cases within the city. With the C Microsoft CRM system approaching its end of life, the technology services division and the city clerk's office uh work together in bringing this new system to the city, improving efficiency, transparency, and making sure the system is userfriendly. In the presentation after me, Deputy City Manager Angel will discuss the city's new system, Gov, which replaces the city's CRM case software and combines the city's apps into one centralized location. Uh so we used to be all in one system underneath the

Microsoft CRM system but now our public records request system is moving to laserfish and our CRM system is moving to gov. So they are going to be two separate systems now. So in this new public record request system residents will have the opportunity to go through the city's public portal gaining access to all of the city's public records. for the residents viewing and download. Uh we have ordinances, resolutions, minutes, agendas, agreements, and past public records responses which are available in the portal 247. And so now we're going to get started. I'm going to just kind of give a basic guideline on how to submit a request, give you a look into the portal, and at the very end as well, I kind of give you a live run through of it so everybody kind of sees where it's on the website. So training overview, this is what we'll be going over. First one is going to be submitting a public records request form online. It's a pretty simple step. Second will be navigating the LaserFish public portal. Third will be searching for documents in the portal. And then finally, the fourth will be viewing, downloading, and printing documents. So, submitting a public records request. Our public records request form is now online. So, we're going to go to mobile.org. You'll head up to the top section where it says departments, and we're going to navigate to the city clerk landing page. So, now that we're on the city clerk landing page, what we do is we're going to scroll to the bottom of the page and there's going to be uh some boxes and we're going to click the blue block box labeled public records request. Once you click on the blue box, a hyperlink titled public records is going to appear and you'll click on that um that sorry that hyperlink and again the button is going to be located on the right hand of the page and you will now be redirected to the laserfish public records form. So once we're on the form it's going to be a pretty basic form uh where you're going to fill out you know the following information. It's going to ask for contact information and this is required. uh you'll have to put your

name, email, and phone number. Uh we have a new section which is called request type which kind of helps us filter through our public records. So if you know the specific uh document that you're requesting or the type of document, uh you can select the request type. And then in request details, this is going to be the most important portion of the public records form. Uh this is where we're actually getting your public records request and seeing what documents you are looking for. Uh so we always want to be sure that we want to be detailed and if you know exactly what you are looking for uh please provide that and we'll get that to you as soon as possible. Um and then also at the very bottom we do have a button for additional documents. So what this button is is this doc this button allows you to upload any supporting documents you have. Uh maybe you have a letter you want to attach to your public record request. Maybe you have some photos. Uh maybe there's just something you want to add. So, we have that option and you could add multiple files and I believe it is up to 25 megs per file. Uh, so you can upload some pretty large files onto there. And then after submitting your public records request, you'll receive an automated email from Laserfish. Uh, basically stating that your public records request was received and when you can expect a response. So, now we're going to go into accessing the public portal. So, we're going to be browsing all the available documents in the city's public repository. Uh, and again, I'm excited to show you guys this after because I think it's going to be a great tool uh for people to just go through and see all of the public documents that are available. Uh, so from the city's public records request page, we're going to select public records search. That is going to take us to our Marino Valley full repository. And again, the Marino Valley full repository, that's going to be a link we'll click on. We're going to click on the link and it'll take us into our repository. And we'll select the city clerk folder. So once in the city clerk folder, uh you'll see all the different all the

different sections we have available. Uh so just to name a few, what you can find in the public repository is city resolutions, city ordinances, meeting minutes, meeting agendas, city agreements, and past public records responses. And I just want to touch on that last one a little bit, the past public records request responses. So this is something new we are adding. So as soon as laserfish goes live for public records requests that are responded to in the portal uh once we upload those documents those documents will be made available to the public. Uh so basically what we do is it'll have the P number that is assigned to the request and then in our new portal we're going to have the documents that were produced for that request. We won't have the email or the request form that they sent in and we won't have the request letter from the requester because we want to keep the requesttor information private. you know, the personal contact information. Um, so once we in there, I have the P number and then another cool thing we added was we added an AI summary because we realized we don't want people to go through each folder and have to manually check to see what it is. Uh, so we do have an AI summary function at the end where on the right hand side it basically summarizes what kind of documents are in that folder. Um, you know, so if you have a public records request that maybe, you know, somebody had submitted and you want to follow along, see what we produce, you can ask for the P number and you can look for that in the public records portal. And then searching for documents in the portal. Um, so again, the searching function is pretty robust in Laserfish. If you know how to use it, if you can go in depth, you can find a ton of things in there. Um, but just very basic things you can search by are going to be keywords, document titles, document text, reference number, file numbers. Um, so it's important if you guys ever want to find resolutions, if you just type in the resolution number, it'll pop up. It'll bring up a few other documents with that number associated with it. Um, but it will bring up the document you are looking for. And again, the search

function is going to be located at the top of our page. And I'll go in a little bit about customizing your search. So after your search results appear, you can refine by on the lefthand side. There's going to be a few options. So you can search text content within the documents. You can search by document name, specific fields, creation date, modification date, uh folders. So I mean, if you want to go in there and you can mess around, you can see that there's a ton of different ways that you can search uh that you can find these documents. And then finally, viewing, downloading, and printing. So to view, download and print. Basically, all you'll have to do is you find your document that you're looking for. You'll click on the blue document title. To open it, use the tool bar toolbar at the top. Uh to download, you're going to click the arrow pointing down. To click or to print, you're going to click the print button next to the download arrow. And then obviously to view it, you just scroll through the document in the viewer. And then again, you could download and print as many documents as needed. And these are available 247. Our um our repository does get updated. As soon as we upload any public documents into our portal, it gets uploaded into the public portal. So, for example, like resolutions or ordinances after the meetings, there usually will be available in our portal about a day or two after. So, if you're looking for those, you can go ahead and check the portal. Awesome. And then that's the end of the instructions for the public records portal. And I'm just going to go over I'm going to plug in my computer and I'm going to give you quick instru run through on how to you know get through everything because I realize that a PowerPoint won't make it super familiar for everybody. So I'm going to transition over really quickly.

All right, perfect. So, we are on the moal.org main page. Uh, this page might be familiar to a lot of you. This is our main page. Uh, so where do we go from here? We're going to scroll to documents up top and we're going to hit city clerk. So, this is going to take you to our city clerk page. And then if you scroll down from the top of the page, you'll see the blue boxes that I was talking about earlier and you'll see public records requests. We're going to select public records request and then again we'll select public records. So this takes you to our public records page and again it goes into detail a little bit about the public records request process. Uh gives some information in there about uh video footage in the city and how to use the laserfish portal. This is actually where you'll find the resident SOPs, uh, standard operating procedures. So, if you guys do need some help in searching or accessing these documents, uh, we'll have the SOP located uh, in this section of how to use laserfish. And then, so the two sections we were talking about is going to be public record search and public records request. So, public records request is going to be the first one I'll show you. That's going to be the public records form. Again, it is a pretty simple form. Um this is the current form we use right now. Uh so nothing will change too much. We are just adding that request uh details section which will have or not the request details but the request I forget what it's called exactly but it's a section that will basically be able to mark the specific type of document you have if you know that document type. Uh but again but again that is not a required field. Uh so again we see at the top requesttor details phone full name phone number email these are all required and then this is the portion records request where we want you to be very specific on what documents you're looking for if you can just provide as much information as you can and then again the upload button is going to be right here. You can upload up to 10

files, so you can upload quite a few attachments. And then once you're done, you're going to hit submit. And that would send the public records request to our office. And you would get an automated email saying it was received. And then now I'm going to show you the document repository. So this document repository is live on our page. So you are able to access that right now. So again, this is the LaserFish public portal. We're going to click on the link that says Marino Valley full repository. and you'll see all the different documents we have in here. So, we have a public portal and city clerk. This public portal um has documents from animal services which they're required to post to the public. Uh our public portal is going to be located under city clerk. So, if you select city clerk, you'll see all of the different folders we have. So, we have resolutions and resolutions we have all the way until 1984. And it's going to be the same for ordinances. And we'll have RDA, CSD, and city council. And so if we'll just go through really quickly, and you'll see we'll have them all the way to the city's incorporation. And then the one I did want to show you is going to be our public records request portal, response portal. And these are all test submissions. So these aren't going to be like super narrowed down. Um, but basically what we do is we'll see the P number here. you'll see the document. Basically, what will happen is we respond as a division. So, each division that was assigned that specific public records request will have a folder in there. Uh for this specific test, it looks like it was a test for capital projects. It's in our portal. And then you'll see we have the the document that was responsive to that request. So, that's kind of what it's going to look like. And then we'll have the AI summary over here. And again, the AI summary isn't going to be super detailed right now because we weren't detailed in the test. So it basically goes off of the request details that are provided to it. Um so again and that is something we can manipulate at the end

if it we feel like we need to change it a little bit or add a little more we can add to that AI summary. So that is a cool function. And then we have minutes city council meeting agendas agreements. And then I'll just do a quick search. So if we wanted to do a quick search we want to see the first resolution in 2026 we'll do 20261. We'll search and you'll see the customize search option here. So we can customize our search whether that's by text, name, template, field. Uh it can get pretty advanced if you would like. And then also we'll keep that records management and you could add more search terms here. So for 20261 the resolution, it's going to pull any document that refers to 202601. You could see this document has 202601 in it. 202601 and then at the very bottom we'll have the resolutions. So we have resolution 202601. This is a CSD. You can see what the legislative body of approval was. And then this is the one I was looking for 20261 from the city council. Perfect. So that is our public records request system. We just wanted to show the city council um you know the access that the public has to the documents. We want to make this the public aware of these documents. Um I don't think a lot of people know that we have a public repository online. Uh so we we just want people to go in there and take a look. You know, if there's any documents that you're looking for, especially like agreements, resolution, ordinances, things that are public and easily found, you can easily find them on our city website. So I appreciate you guys' time. Thank you so much. I'm available for any questions.

Thank you very much, Paul, for the presentation. We'll bring it back to the deis for any council questions of staff. Good job, sir. Thank you. Excellent presentation, Paul. Thank you. Thank you. Um, how far back do you um are we going to start putting in the public requests that like I see 17 entries so far. Did you like start today? You're going to moving forward. We're going to post them and then slowly moving back. How far?

So, right now the plan is moving forward. Any requests that are answered in our laserfish public record request system, they will be in our past public record responses. So, we go live February 17th for laserfish. So, any public records requests received February 17th and on will be in that past public record responses portal. Okay. And what about the past ones before? We haven't had a discussion about that yet. Uh that's something we can discuss. Perfect. Thank you. Yeah. Seeing no further questions, well done. I know you've been working on this for um some time and so really glad to see that this is up and running. So thank you once again. Awesome. Thank you mayor

and we will go ahead and move into actually before we do that public comment. Madam clerk do we have any request to speak on F1.

Thank you mayor. We sure do. The first speaker is Christopher Baka. Hello. Good evening. This is uh really great. I'm really impressed with this. But I want to point out that this is extremely generic when it comes to people that are more involved in the city and want more information rather than the uh some of the stuff that you're that you're offering. Um, I'm sure you guys know, and I would like the public to know, too, that there's been several instances where people have needed to go to court to get public records request um, released. And that's exactly what where it's headed to with some of my request where I saw on one of those uh statements there that stated that you reserve some something to the tone of you reserve the right that certain records you have the discretion not to release. And I think that you guys should really look into the transparency if you're trying to be a a transparent form of government where nothing should be hidden. Uh my request was regarding of course theou that Mohan and the attorney attorney got uh did with the with the Highland Fairview and I asked how did this come about? who gave you the right and who contacted you. And according to Mohan, uh, that's not public information that I'm not that we're not entitled to know how that occurred. I don't think that's right. That's not a transparent government. You're not. This is you're hiding something. What are you hiding? We want to know how you came about this

and who gave you the permission to write thisou and you're not giving me that. And you know, we have, you know, Mr. Mr. Wizard of Oz, Mr. Napoleon Mohan, uh, making the decision to not release the information because maybe he's guilty of corruption. Maybe. So, that's why we want to know why. What is what are you hiding? And on another issue, too, he also had me removed from the city council. Uh, I filed a grievance. I filed a a claim and it got lost. There's nothing on it. So, you know, what type of transparent government do you have here where you're doing whatever you want? You're not respecting the people's the public's uh request for information. So, this is, you know, this is nice. This is beautiful. you know, your staff is doing their job, but you have that dictator at the back that's deciding to hold off the information that should be given to the public and you're all you're going to do is eventually it's going to go to court and you're going to have to release it one way or another and it's going to be found illegal. That's the bottom line. There's nothing, you know, so why just not just release it now and fix it?

Mayor, that concludes public comment on this item. Thank you very much, Madam Clerk. With that, we'll go ahead and move to item F2, GOGV, implementation, driving innovation in city operations and service delivery. And we will hand it over to the city manager's office.

Good evening, mayor and members of the city council, and thank you for the opportunity to present today. On behalf of the city manager's office, I have the privilege to share a brief overview of MOAL 247, a new service request platform designed to improve how residents connect with the city and how we manage non-emergency service request. This initiative focuses on improving efficiency, transparency, and the overall customer experience. I'll begin by briefly walking through the current service demand we're seeing, then jump into what GoGV is, how it works, and how this platform will support Morano Valley's service delivery goals moving forward. To understand why mobile 247 is important, it helps to first look at our current service volume. In 2025 alone, the city received nearly 120,000 incoming phone calls. In addition, staff completed about 80,000 field service calls, including repairing potholes, graffiti abatement, code compliance, inspections, and calls concerning animal services, just to name a few. This level of demand highlights the need for a more streamlined and coordinated approach to managing these requests. Currently, concerns are reported through many different channels and tracking systems. This can create inefficiencies, duplication of effort, and delay in response to our residents. From a resident's point of view, it isn't always clear who to contact or how to track the status of a request. Mobile 247 addresses these challenges directly. So, to start, GOG gov is a trusted cloud-based citizen request management system used by hundreds of government agencies across the United States. It is designed to enable residents to submit non-emergency service requests, report issues, and communicate with city staff through a single user-friendly platform.

What we are now naming mobile 247, which is our gov platform, is an easily easily accessible tool in a mobile app or web platform format to submit requests and receive timely responses. The system will automatically route requests to the proper departments, divisions, and staff. Staff can access and update these requests live while out in the field. Work can also be mapped out to plan and visualize any trends. Residents um can also receive real-time updates as their concerns are addressed. In an effort to improve efficiency, eliminate redundancy, and increase engagement and transparency, MOA 247 brings together the dozens of different places and uh tracking forms that we have on our website into one easy to use platform. MOA 247 also will allow residents to follow a request without duplicating efforts. So, if they're out in the field and want to report a graffiti concern, but somebody got ahead of them, they can choose to follow it and still get the same updates as if they submitted it themselves. Through this centralized request intake format, residents can report issues in one consistent user-friendly system, improving accessibility and reducing confusion. With automated routing, requests are quickly directed to the appropriate department or division based on the type and location, minimizing delays and the manual processing involved. The platform also supports real-time tracking, allowing both residents and staff to monitor progress, strengthening accountability and speeding up response times. Enhanced transparency is achieved through built-in updates and communication tools that keep residents informed and engaged throughout the process, building greater public trust. Finally, mobile 247 provides valuable data and reporting capabilities to enable city staff to identify trends, measure performance,

and continuously improve service delivery across the community. For these next few slides, I wanted to kind of give you um some snapshots and an example of what it would look like. Mobile 247 will be available on a web platform um on our city's website once we go live. And these uh first snapshots are what the web platform looks like. Residents who prefer to use a desktop or laptop can submit service requests directly on here. The platform is easy to navigate and provides clear updates. And this is what it will look like on the home screen. Um the platform is also intuitive and will bring up suggestions as you start to type in your concern. For this example, we use graffiti. Um but it also if I just typed GA gr it included grading. So depending on what your concern is it will kind of help you through the process. Once you have selected the concern you want to report if there is additional information it would appear under the title. Um some of them if uh they engage animal services for example it will say um you know to report an immediate concern please call 911. It'll give additional directions. If none of that applies, uh, you continue to follow the prompts and you click on make a request. From here, you can either use the map or type in the location of where the concern is. Outline um, for this example, it's graffiti. So, is it a city park, a city facility, is it on a wall? You can provide some additional details. Uh, provide a description and upload a photograph if you wish to do so. And then you get confirmation of your request. All of your requests are tracked in your own uh platform and login information. So, you can go back in, continue to follow it, add additional comments if you need to, and read in real time the responses from staff. All responses will be generated

through email notification back um once you submit your request. And moving into our app, which is honestly my favorite because I do a lot of work off my phone. Um, if you currently have our city app, when mobile 247 launches, this new platform will update your current app. So, you will no longer see the outdated format. It will all consolidate into this new visual. Our new app, in addition to uh streamlining our service request, will also link together other pertinent information, really making it mobile 247. So, if you need information on how to get a job, um, city bids, if you want information on business license, and the cool thing about this app is it will no longer link out. It will open it directly from that app. So, you don't have to wait and go to an external browser. Um, but focusing on the service request portion, same thing in graffiti as an example. You start to type in your concern and then you can select and follow the prompts. Um, similar to the web portal, you can uh upload a photograph if you choose to do so and it if it applies to the concern that you're reporting on. Um, the cool thing about the app is that it is geollocated. So, it will automatically pin where you are. Um, but it can be updated if you have since left. If you saw something at the corner of a street and now you waited to park to upload it, you can put in the new address. Since this allows communication with staff and with the report uh with the reporting party, um staff is able to contact you if they can't find it. and it kind of cuts out the middleman versus the phone calls and emails back and forth and similarly just a a confirmation of submission. Looking ahead, residents, we understand residents may and can still choose to call, email, or visit city offices in person. To support this, staff will continue and can log phone calls, emails, and walk-in requests into the system on behalf of the resident. At the same time, we'll continue to encourage

residents to use MOVAL 247 directly when possible for faster service and improved engagement. Our goal really is to meet residents where they are. MOVA 247 provides flexibility, accessibility, and transparency while helping the city operate more efficiently. The platform moves us one step closer to delivering the level of service our community expects. Looking ahead, MOVA 247 represents a significant step forward in how Marino Valley delivers services and connects with residents. And with that, I'm available for questions. Thank you very much, Angel. Appreciate the report there. We'll bring it back to the deas for any council questions of staff.

I just have comments. This this uh platform, I I I love the logo 247. I mean, Movout 24/7. It can't go wrong with that. It's it's a one-stop shop for everything, right? It's it's it's next generation. Something I wish, you know, my workplace hopefully, right? Bring these ideas over there. But it's um I'm sure it was uh um staff did the research to, you know, obtain this this type of platform or or this company that provided the service. And um I I like the fact that it's geoloccated, right? take a picture of because I had an experience where there was some uh someone abandoned some puppies. So, I had to like call different numbers and whatnot, but just send a picture and snapshot and and some won't come to you. So, this is great. Great job, Steph. Madame Angel, um will we still get a a report, a CRM report generated to us um periodically letting us know um which CRM were generated and resolved and and track it like they do now?

Yes. So, a report will still be provided to you by the city clerk um staff. Uh that will be provided once a week with all of the CRM. What changes here though is that um and one-on-one training is forthcoming with your staff directly. Uh you won't get necessarily email and communication for every single one unless you choose to follow that one, but you will still get a weekly report of everything in your district and everything citywide. Perfect. Thank you. I have a question. Will this still be called CRM or are we going to call it something else? It is mobile 247. When you say follow, what do you mean? we can select to continue getting updates on particular ones that we're interested in.

Yes. So that would include all of the direct communications back and forth. So if there is a specific request or um one of your constituents has reached out on a specific concern, you can follow that one as well and you see all communication from that resident uh with staff and vice versa. Perfect. Thank you so much. It was a great presentation. Appreciate you. Yeah, this is great. So happy that that this is rolling out as well. Uh you answered the question about the mobile city of mobile app. So this is going to essentially take over and going to be the new city of Marina Valley app. Same question though for the street sweeping app. Is the street sweeping part going to be implemented into this or will that continue to be a separate app that's offered as well?

So that app will still be separate but it is available through our mobile 247 app. So if you scroll down it it was hard to capture it on my screen but it is still available there and it links together. Perfect. Thank you so much for answering that as well. And then as far as um just you know it's it's one thing to implement this and to have it in place uh but the next follow-up step is to make sure that our residents are aware of it. What is the plan for rolling this out as far as informing the public and our residents that this is available and they can use it.

Yeah. Um so for that we are also targeting a February 17th launch date. Uh with that uh with our amazing uh media team we have a marketing plan in place. So once we go live and are ready to launch, uh press release is forthcoming, social posts are forthcoming, uh we have a cool video that's in store. So there is a marketing campaign in place as well to continue to educate residents.

Perfect. And then just one last question. Um since we're you know working with a third party in this uh case just when it comes to like data privacy and storage um it's always something that we should keep in mind as people are uploading pictures and maybe even some uh personal information like names and things of that nature. Just want to um ask about you know how that information is stored if it in any way is accessible beyond city hall's virtual walls per se. Um if you can share anything on that. Oh, I can do high level and I do have some folks from our technology services uh team here if they want to chime in. Um but uh personal information is uh restricted to staff. So if you were if you make your account and you're uh communicating with staff directly only we can see that. But if the follow feature for example, other people in the city will not see that I have submitted a request for a spec a specific concern. They just know that one is out there and the dialogue going back and forth. Very good. Thank you. And I'll look to my colleagues to see if there are any further questions, comments. Okay, seeing none, thank you once again, Angel. Appreciate it. And those were our two items of business for this evening. And u yeah, before we conclude this item, Madam Clerk, do we have any request to speak?

We do not have any request to speak, mayor. And with that being said, we'll go ahead and move into item G, which is adjournment. And we will officially adjourn this study session at 6:37 p.m. Have a good night.