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HomeMy WebLinkAboutcc min 1980/05/10 MINUTES OF AN ADJOURNED REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA, CALIFORNIA Held Saturday - 8:00 a.m. May 10, 1980 An adjourned regular meeting of the City Council of the City of Chula Vista, California, was held on the above date beginning at 8:00 a.m. in Conference Rooms 2 and 3, Public Services Building, 276 Fourth Avenue. BUDGET REVIEW SESSION NO. 1 ROLL CALL Councilmen present: Mayor Hyde, Councilmen Gillow, Cox, McCandliss, Scott Councilmen absent: None Staff present: City Manager Cole, Development Services Administrative Robens, Assis- tant City M~nager Asmus, Director of Finance Grant, All Department Heads BUDGET OVERVIEW City Manager Cole presented the 1980/81 fiscal budget noting that the combined operating and capital budget proposed totals $18,699,070 an increase of 5% over last year. The proposed operating budget is $116,729,070 - an increase of 9.4% over last year's operating budget. Funds for salary increases are not included. Mr. Cole discussed the growth indicators, preparation of the budget, the fiscal highlights, effects of Proposition 4 and the impact Proposition 9 will have if it passes. He added that the SCOOT and Redevelopment Agency budgets are not included as part of this City budget. Presentation by Director Director of Finance Grant detailed the effect Proposition of Finance 9 will have on the next fiscal budget if it is passed~ As reported by the League of California Cities, the percentage range loss would be from 5.3% to 13.3%. In dollar amounts, the loss to Chu~a Vista would be between $~633,600 to $1,590,000. Mr. Grant's presentation involved the new accounting pro- cedures which will be required under Proposition 9, revenue estimates~ sa]es tax (Chula Vista rates 4th or 5th in the county cities~, the 8% growth figure for the transient lodging tax, estimated revenue from the utility users' tax for 1980/81 ($1,420,000); projected revenues from the licenses and permits and library fines. A new program which will be instituted this year under the passage of AB66 is that the State will now share its revenues with the cities (similar to the Federal revenue sharing). Chula Vista ~s p~ojecting $142,000 as the amount that may come in. DATA PROCESSING Director of Policy Analysis and Program Evaluation (PAPE) Thomson submitted copies of his report on contractual data processing services noting the proposed increases in ser- vices from Coronado and other cities and agencies. Other Revenues Director of Finance Grant continued his presentation by discussing the estimated revenues to be received from the golf course, sewer service funds and State Library funds. Recess A recess was called at 10:05 a.m. and the meeting reconvened at 10:15 p.m. Presentation by Assistant Assistant City Manager Asmus presented the personnel/organi- City Manager zational changes noting the posi'tiens recommended to be added to the next fiscal year's budget: 1 Senior Adminis- trative Analyst for the Assistant City Manager; a Revenue and Recovery Officer for Finance; Senior Administrative Analys~ to the Police Department. Mr. Asmus also listed the positions deleted and those not approved by the City Manager. Held Saturday - 8:00 a.m. -2- May 10, 1980 Presentation by Development Development Services Administrator Robens explained the Services Administrator additional personnel needed in his division: the addition of an Associate Planner in Planning; a .5 Engineering Technican II in Engineering; and an additional Clerk II in the Transit Department. Council discussion ensued on the hiring of a consultant in the Planning Department for the special assignment rather than an on-going permanent employee. WORD PROCESSING Director of PAPE Thomson discussed his written report stating that there is a significant need for word processing in the City departments; however, an extended time (4 to 5 months) is needed to complete a more thorough study of related issues such as clerical pooling, dictating systems, on-line terminals, etc. Mr. Thomson commented that clerical pooling and centralization of the word processing equipment would probably be recommended. He asked that the Council approve the recommendations of the City Manager for the capital expenditures totalling $20,210 and the personnel (1 Clerk II) but freeze the appropria- tions until such time as the final PAPE report is completed. Mr. Thomson added that it would be his recommendation to approve the purchase of the on-line terminal requested by the Finance Director and the electronic typewriter request- ed by the Library. Motion to accept report It was moved by Mayor Hyde, seconded by Councilman Gillow and unanimously carried that the report he accepted. REPORT ON GRANTSMANSHIP Director of PAPE, referring to his written report, noted the City's overall grant activities and the recommendations of Administration: (1) prior to accepting a grant, an analysis of the fiscal and project monitoring requirements of the grant should he completed; (2) Finance to review all proposals; (3) Personnel to be informed of grant availability and (4) PAPE to assist with grant applica- tions; (5) staff and Council to attend meetings regarding the City's grant application funds; (6) Council and/or staff should contact legislators regarding requests; (7) request Comprehensive Planning Organization (CPO) to create a staff position to monitor federal, state and private grants and notify local agencies of their eligi- bility. Motion to accept report It was moved by Mayor Hyde, seconded by Councilman Scott and unanimously carried that the report be accepted. CAR-POOLING Assistant City Manager Asmus stated that a new program will be started this next fiscal year for car-pooling. The cars which are driven home by the department heads will become pool cars during the day. Details as to how this will be monitored still needs to be worked out; however, the Development Services Administrator figures it will eliminate the need for two additional vehicles in this next fiscal budget. Inflationary factor Mr. Asmus remarked that staff will be asking for an addi- tional $105,000 to be added to this budget for the increased cost of gasoline and diesel. TRAVEL, CONFERENCES City Manager Cole stated that the budget adheres to the ACCOUNT Council policy of one trip in-state and one out-of-state. The increases in costs reflect the increases in transpor- tation and lodgings. Held Saturday - 8:00 a.m, -3- May 10, 1980 CITIZEN SURVEY A general discussion followed regarding the $2,500 budgeted last year for a citizen survey. Mayor Hyde said he felt the annual calendar should be reinstated and the survey made a part of that report. Lunch Break The Council recessed for lunch at 12:15 p.m. and the meeting reconvened at 1:00 p.m. ACTIVITY 0105 Budget request: $84,570.00 CITY COUNCIL City Manager's recommendation: $84,910.00 Mayor Hyde again expressed his opinion that the City should publish the annual calendar, but stated it should not be a part of the City Council budget. Assistant City Manager Asmus commented that it could be budgeted under "Community Promotions Account." Motion for staff report It was moved by Councilman Scott, seconded by Councilwoman McCandliss and unanimously carried that the staff look into the feasibility of having a calendar. Motion regarding It was moved by Councilman Scott, seconded by Mayor Hyde National League Conference and unanimously carried to increase the number of Council- men going to the National League of Cities Conference (Washington) to two. Councilman Scott noted that the Mayor/City Council Legisla- tive Institute is scheduled in the budget for Monterey in July 1981 which is in the next fiscal budget (1981/82). City Clerk Fulasz indicated this was a typographical error and the conference should be included :in this next budget. She will check on the exact date and report to Council. Motion regarding League and It was moved by Councilman Cox, seconded hy Mayor Hyde and Monterey Conferences unanimously carried to change the number of Councilmen permitted to go to Monterey to 2, and for the League Con- ference, that 3 be budgeted. Motion to delete 1 filing It was moved by Councilwoman McCandliss, seconded by cabinet Councilman Scott and unanimously carrled to delete one filing cabinet at the cost of $160.00. Motion for citizens survey It was moved by Councilman Gillow, seconded by Mayor Hyde budget and unanimously carried that a citizens' questionnaire survey item be included in this activity - the amount to be available but not to expended until after a Council Conference is held to discuss the matter (what kind of questions to be included). The amount to be $2600.00. Mayor's expense account Councilwoman McCandliss commented on the $300.00 a month budgeted for the Mayor's expense account which was approved by the Council sometime ago because they felt the Mayor was not appropriately compensated. However, now with the recent increase granted the Mayor, she felt the expense allowance should be changed. Motion to reduce Mayor's It was moved by Councilwoman McCandliss and seconded by expense account Councilman Scott that the expense allowance for the Mayor be dropped from $300.00 a month to $150.00. Discussion of motion Councilman Scott discussed the expenses granted to the Councilmen in 1968 ($50.00 a month); the yearly increase in the Council's expense allowance; and the increase granted when a former Mayor worked full-time. Mayor Hyde stated that he is abstaining from voting on this matter. Held Saturday - 8:00 a.m. -4- May 10, 1980 In answer to Councilman Scott's question, Mayor Hyde said he does not spend $300.00 a month for"expenses"; however, he felt the "demands of the office" justified the expense inasmuch as being a full-time Mayor, he is unable to get another job that would increase his income. City Attorney Lindberg explained that the $300.00 was an expense account and noted how the fund could be used. Councilman Scott asked that the matter be held over until later on in the budget review. Motion withdrawn Councilwoman McCandliss withdrew her motion; Councilman Scott withdrew the second. City Attorney Lindherg stated he would provide the Council with a written opinion on the subject since there is also a case law on it, Motion for report from It was moved by Councilman Scott, seconded by Councilwoman City Attorney McCandliss and unanimously carried that this matter be held over until Tuesday and the City Attorney be asked to submit a report on what exactly the language of the Charter (on this item) means and the perimeters of the Charter. Membership: San Diego It was moved by Councilman Cox and seconded by Councilman Country Club Scott that the membership in the San Diego Country Club be dropped. Discussion of motion City Manager Cole commented that the Community Development Director used this membership to take potential business prospects to lunch or dinner. It was noted that Mr. Desrochers, Director of Community Development was not present at this time. Substitute motion to place It was moved by Mayor Hyde, seconded by Councilman Gillow on WANT LIST and unanimously carried that this item be placed on the WANT LIST. Motion to approve Activity It was moved by Councilman Scott, seconded by Councilwoman 0105 McCandliss and unanimously carried to approve Activity 0105, City Council's budget, a5 recommended by the City Manager and as amended. ACTIVITY 0150 Budget request: $127,490.00 CITY ATTORNEY City Manager's recommendation: $126,090.00 City Attorney Lindberg explained his justification for the requests in the Vacation Relief and microfilming his records. Councilman Scott mentioned that since 80% of the total budget goes to salaries, he felt it would be beneficial to him and the Council to go into Executive Session and have the staff explain their feelings with regard to the perimeters of the negotiations. Motion to approve Activity It was moved by Councilman Scott, seconded by Councilman 01S0 Gillow and unanimously carried that Activity 0150 be approved as recommended by the City Manager. EXECUTIVE SESSION It was moved by Councilman Scott, seconded by Councilman Gillow and unanimously carried that the Council hold an Executive Session for purposes of personnel negotiations. The Council recessed to Executive Session at 2:05 p.m. and the meeting reconvened at 2:25 p.m. Held Saturday - 8:0~ a.m. -5- May 10, 1980 ACITYVITY 0160 Budget request: $121,080 CITY CLERK City Manager's recommendation: $94,390 In answer to the Council's ouestions, the City Clerk dis- cussed the amount of overtime as reported explaining that it covered the Council meetings attended by the Deputy City Clerk and the City Clerk plus the time spent catching up on staff workload and Council banquets (award dinners, Board/Commissions banquet). A discussion followed regarding the amount of time spent on drafting minutes. Councilman Scott noted the overtime reported (approximately 800 hours) and felt this was "extraordinary" amount of overtime being put in - that perhaps the department of PAPE should look into it: what are the legal obligations of council minutes and perhaps do a time study, and recommend how i.t can be done better. If the 800 overtime hours are justified, perhaps the Clerk II request should be an additional position. Motion for City Clerk It was moved by Mayor Hyde and seconded by Councilman Cox report that the City Clerk be asked to come up with a proposal for a scaled-domx version of Council minute reporting. Discussion of motion Councilman Scott remarked that he would still like to see this go to PAPE. Councilwoman McCandliss felt the department head has the responsibility of the department audit and PAPE should not be involved. Motion amended Mayor Hyde amended his motion to state that the City Clerk immediately look into this matter and that it be referred to PAPE to be put on a list of tasks for them to undertake. Councilman Cox agreed to the second. Director of PAPE remarked that his department will be doing a continued study on the word processor and the records management program requested by the City Clerk and said he would prefer to work along with the Clerk on this study. Motion and amendment carried The motion and amendment carried unanimously. Increase in Account 5266 City Clerk Jennie Fulasz explained that her department will be receiving one of the microfilm machines from the library which was previously used at the counter to check out books. Her staff will be using the equipment to continually update the microfilming on the resolutions and ordinances. She was just informed, however, that the contract for the main- tenance of the machine is $240.00 a year and she asked that Account 5266 be increased by that amount. Motion to increase Account It was moved by Councilman Scott, seconded by Councilman 5266 Gillow and unanimously carried to increase Account 5266 by $240.00 (to $600.00) Motion to approve Activity It was moved by Councilman Scott, seconded by Councilman 0160 Gillow and unanimously carried that Activity O160 be approved, as recommended by the City Manager and as amended. ACTIVITY 0170 Budget request: $420.00 (Training Seminar) ELECTIONS City Manager's recommendation: $420.00 The City Clerk explained that no elections are proposed for 1980/81 fiscal year. Motion to approve It was moved by Mayor Hyde, seconded by Councilman Cox and Activity 0170 unanimously carried to approve Activity 0170 as recommended by the City Manager. Held Saturday - 8:00 a.m. -6- May 10, 1980 ACTIVITY 0210 Budget request: $262,200 CITY ADMINISTRATION City Manager's recommendation: $261,600 In answer to the Council's query, City Manager Cole and Assistant City Manager Asmus explained the need for a Senior Administrative Analyst. Motion to place on WANT LIST It was moved by Councilman Scott, seconded by Councilman Cox and unanimously carried that this request be placed on WANT LIST. Motion to approve It was moved by Councilman Cox, seconded by Councilman Activity 0210 Scott and unanimously carried to approve Activity 0210, as recommended by the City Manager. ACTIVITY 0212 Budget requested and recommended by the City Manager: POLICY ANALYSIS baND PROGRAM $81,240.00. EVALUATION Motion to approve It was moved by Councilman Scott, seconded by Mayor Hyde Activity 0212 and unanimously carried that the Activity 0212 be approved as recommended by the City Manager. ACTIVITY 0213 Budget requested: $157,920.00 DATA PROCESSING City Manager's recommendation: $162,180.00 Motion to approve It was moved by Councilman Scott, seconded by Councilwoman Activity 0213 McCandliss and unanimously carried to approve Activity 0213, as recommended by the City Manager. ACTIVITY 0250 Budget requested: $183,910 PERSONNEL City Manager's recommendation: $168,070 Account 5224 In answer to Councilman Cox's question regarding the $3,480.80 additional requested for management training, DSA Robens explained that this will be for 10 half-day training ses- sions for 35 to 40 people - the cost is $2000 plus expenses for the trainer who comes from Santa Cruz. The reason the cost is so low is that one-half of the training sessions will be conducted by Mr. Robens. Motion to place on WANT LIST It was moved by Councilman Scott, seconded by Mayor Hyde and unanimously carried to place this on the WANT LIST. In the meantime, the DSA is to submit a copy o£ the outline of the course to the Council. Account 5203 Director of Personnel Thorsen explained that she had re- Special Contractual quested $5,250 for a Recovery Resource Program for training Services supervisors to recognize problems among their employees and for those employees who have problems. Councilman Scott stated he fully supports this program - that the City has been remiss in not having such a program to help those en~01oyees with alcoholic and drug problems. Motion for staff report It was moved by Councilman Scott, seconded by Councilman Cox and unanimously carried that (the staff) look into this Recovery Resource Program - what it costs - what it entails- and place this on the WANT LIST ($5,250). Motion to approve It was moved by Mayor Hyde, seconded by Councilman Scot2 Activity 0550 and unanimously carried that Activity 0250 be approved, as recommended by the City Manager. Activity 0255 Budget request: $1500.00 VOLUNTEER SERVICES City Manager's recommendation: $1500.00 Motion to approve It was moved by Mayor Hyde, seconded by Councilwoman Activity 0255 McCandliss and unanimously carried that Activity 0255 be approved, as recommended by the City Manager. Held Saturday - 8:00 a.m. -7- May 10, 1980 FINANCE OPERATIONS Budget request: $263,660.00 ACTIVITY 0420 City Manager's recommendation: $254,550.00 Additional Personnel Assistant City Manager Asmus stated that the Recovery and Revenue Officer is included in this budget. Account 5565 Mr. Asmus remarked that the $5000.00 proposed budget for Automotive Equipment this account for an automobile for this department can be deleted - the vehicle was purchased with this year's funds. Motion to delete $5,000 It was moved by Councilman Scott, seconded by Councilwoman McCandliss and unanimously carried that $5,000 be deleted from Account No. S565. Account 5568 Mr. Asmus explained that this was for the "on-line terminal" Other Equipment ($3500) recommended for purchase by the Director of PAPE. Motion to approve It was moved by Councilman Scott, seconded by Mayor Hyde Activity 0420 and unanimously carried that Activity 0420 be approved, as recommended by the City Manager and as amended. ACTIVITY 0440 Budget request: $104,770.00 PURCHASING City Manager's recommendation: $98,720.00 Motion to approve It was moved by Councilman Scott, seconded by Mayor Hyde Activity 0440 and unanimously carried that Activity 0440 be approved, as recommended by the City Manager. ACTIVITY 2300 Budget request: $72,710.00 PARKING METER FUND City Manager's recommendation: $72,710.00 Motion to approve It was moved by Councilman Scott, seconded by Councilwoman Activity 2300 MeCandliss and unanimously carried to approve Activity 2300, as recommended by the City Manager. EXECUTIVE PAY PLAN In answer to the Council's questions, City Manager Cole explained his method of increasing the salaries of the department heads. ACTIVITY 0700 Budget request: $305~200.00 INSURANCE City Manager's recommendation: $305,200.00 Joint Powers Agreement Assistant City Manager Asmus said a report will be coming to the Council at the end of this month for a preliminary commitment to join all the other cities in the County (with the exception of San Diego and San Marcos) for a Joint Powers Agreement (JPA) for insurance coverage. Mr. Asmus added that included in this next budget is more than enough money needed for next year's liability coverage. In talking to the consultant, he indicated that Chula Vista may be saving approximately 30% in insurance costs under the JPA. Motion to approve It was moved by Mayor Hyde, seconded by Councilwoman Activity 0700 McCandliss and unanimously carried that Activity 0700 be approved as recommended by the City Manager. ACTIVITY 0730 Budget request: $83,230.00 NON-DEPARTMENTAL City Manager's recommendation: $83,230.00 Account 5101 Assistant City Manager Asmus explained that the amount Salaries and Wages budgeted ($43,230) is for the department heads salaries increases (excluding the City Clerk, City Attorney and City Manager). Held Saturday - 8:00 a.m. -8- May 10, 1980 Account 5269 Mr. Asmus indicated that this is a new account to cover Equipment Maintenance - the maintenance and repair of City vehicles. City forces Councilman Scott mentioned the number of police vehicles that have been involved in accidents and asked whether the City had an on-going safety program. Mr. Asmus remarked that there is no on-going program; how- ever, for every accident, there is a review board that investigates it. Motion for City Manager's It was moved by Mayor Hyde, seconded by Councilwoman report McCandliss and unanimously carried that the City Manager be asked to investigate the incident of motor vehicle accidents and procedures to reduce or eliminate them. Motion to approve It was moved by Councilman Gillow, seconded by Mayor Hyde Activity 0730 and unanimously carried that Activity 0730 be approved as recommended by the City Manager· ACTIVITIES 3050-3100 Budget request: $43,230.00 BOND INTEREST AND City Manager's recommendation: $43,230.00 REDEMPTION Director of Finance Grant explained that the Harbor Develop- ment Bonds were retired and the two outstanding bonds are the 1965 Golf Course ($53,580.00) and 1970 Police Facility Bond ($128,170.00). Motion to approve It was moved by Mayor Hyde, seconded by Councilman Gillow Activity 3050-3100 and unanimously carried that Activity 3050-3100 be approved as recommended by the City Manager. ACTIVITY 7000 Budget request: $760,460.00 CENTRAL GARAGE City Manager's request: $730,700.00 Account 5265 City Manager Cole stated that the sum of $30,000.00 is Service to Maintain needed to rehabilitate a mobile sweeper. Automotive Motion to approve It was moved by Councilman Scott, seconded by Mayor Hyde and Activity 7000 with the unanimously carried that Activity 7000 be approved, as exception of $30,000.00 recommended by the City Manager with the exception of the in Account S265 amount of $30,000.00 in Account 5265 - this is to be carried over. LANDSCAPING ALONG FREEWAY Councilman Cox questioned whether a City or other entity OFF-RAMPS could go in and landscape on/off ramps subject to design of CalTrans and then be reimbursed by that agency for the costs. Motion for staff report It was moved by Councilman Cox, seconded by Councilman Scott and unanimously carried that the staff be asked to find this out. ADJOURNMENT Mayor Hyde adjourned the meeting at 4:20 p.m. to the next budget review session scheduled for Monday, May 12 at 4:30 p.m. / /~ City Clerk MINUTES OF AN ADJOURNED REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA, CALIFORNIA Held Saturda~ Ma}~ 10~ 1980 The City Council met in the Council Chamber at the Public Services Building, 276 Fourth Avenue on the above date at 8:00 a.m. with the following Councilmen present: Hyde~ Gillowj Cox, Mccandliss, Scott Councilmen absent: None ADJOURNMENT The Mayor adjourned the meeting at 4:20 p.m. until Monday, May 12, 1980 at 4:30 .p.m. in the PublJ~ Services Building, 276 Fourth Avenue, Chula Vista, California. I, Jennie M. Fulasz, City Clerk of the City of Chula Vista, DO HEREBY CERTIFY that this is a full, true and correct copy of an order by the City Council at the meeting of Saturday, May 10, 1980 ~I~,M. FLTLA'SZ~ CMC, C~TY CLERK ~ity of Chula Vista, California STATE OF CALIFORNIA ) AFFIDAVIT OF POSTING ORDER COUNTY OF S~ DIEGO ) ss OF ADJOURN~.~ENT OF .~E~I.~G~ ~m .~ CITY OF CHULA VISTA ) I, Jennie M. Fulasz, being first duly sworn depose and say : That I am the duly chosen, qualified and acting City Clerk of the City Council of the City of Chula Vista; That the Ad~0urned Regular meeting of the Council of the City of Chula Vista was held Saturday, May 10, 1980 and said meeting was adjou?ned to the time and place specified in the order of adjournment ATTACHED HERETO: That on Monday? May 12, 1980 at the hour of 10:00 a.m. I posted a copy of said order at a conspicuous place on or near the door of the place at which said me'ting of May 10~ 1980 was held.  -~ - ~City Clork Subscribed and sworn to before me this . ~?~~~ day of Notary Public in ahd for said County and State of California