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HomeMy WebLinkAboutcc min 1981/05/16 MINUTES OF AN ADJOURNED REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA, CALIFORNIA Held Saturday - 8:00 a.m. May 16, 1981 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 the Council Conference Room, City Hall, 276 Fourth Avenue. BUDGET REVIEW SESSION NO. 1 ROLL CALL Councilmen present: Mayor Hyde, Councilmen Scott, Gillow, Cox, McCandliss, who arrived late Councilmen absent: None Staff present: City Manager Cole, Assistant City Manager Asmus, Development Services Administrator Robens BUDGET OVERVIEW Mr. Cole presented the FY 1981-82 Budget and acknowledged City Manager the innovative assistance of all members of management and middle management who took part in the preliminary budget sessions. He reported that expenditures are projected to exceed revenues by $700,000, resulting from the State's reduction of bail out funds, and added that the unexpected revenues from Disaster funds and Harbor bonds reduced the deficit from $1.0 million. The pre- liminary budget reflects a 4.7% increase in the proposed FY 1981-82 operating budget, excluding wage adjustments, from $18,338,220 last year to $21,219,420. Mr. Cole distributed a "Summary of Personnel Changes, 1981-82 Preliminary Budget", reflecting a net decrease in personnel of 2.41 positions. He discussed the impact of each addition and deletion on service levels within the affected departments, noting that the changes would entail effort and adjustment of ail personnel. Specific discussion related to reductions in Parks and Recreation, the Library, street sweeping, building maintenance, custodial service and various clerical and technical functions, the possibility of reduced counter hours to reduce interruptions and increase staff efficiency, and secretarial consolidations in City Hall (following re- location of the Municipal Courts), Public Services Building and the Word Processing Center. Noting the deletion of the Legal Secretary position in the office of the City Attorney, Council and staff discussed the immediate need for secretarial backup and possibly hiring of a part-time secretary to be available for vacation relief. Development Services Discussion related to the Budget recommendation of Administrator transferring Construction and Repair from the Building and Housing Department to a newly established Public Works Operations Department, which would also include the Street Division and Equipment Maintenance. This change would entail addition of a new department head who would report to the Development Services Administrator. Mr. Roberts presented a comparison of utilities costs for the five fiscal periods 1977-78 through 1981-82, re- flecting an increase in energy consumption of $1.0 million from costs associated with vehicle and equipment operation, street lights and traffic signals. Council recessed at 9:00 a.m. and reconvened at 9:15 a.m. Held Saturday - 8:00 a.m. -2- May 16, 1981 Director of Finance Mr. Grant detailed the effects of the State's reduction of bail-out funds and added that Chula Vista's allocation was reduced by 96% of the first year allocation. The total reduction was in excess of $737,000. Discussion followed concerning substantial revenue accounts of $1 million or more. In addition to Secured Property tax revenue, Mr. Grant commented on Sales and Use Taxes, Utility Taxes, and revenue from State Motor Vehicle Licenses. Ne reported that Investment Earnings were projected low because they are based on anticipated revenues, and that actual earnings on investments are historically higher than budget forecasts. Discussion related to proposed sewer fee increases; allocations of $90,000 per quarter in Federal revenue sharing (this being the first year of a three-year entitlement period); allocation of $1,099,000 in Community Development Block Grant funds, representing a 2.8% decrease; consideration of theatre tax referendum; and revenue from the Transient Lodging Tax. REPORTS REQUESTED BY Mr. Thomson presented reports regarding (1) the City's COUNCIL grantsmanship procedures and evaluating the need for a grantsman/lobbyist staff position, and (2) evaluation Director of PAPE of a police dictation system. He recommended against the staff position and in favor of the dictation system. MSUC (Scott/Gillow) to accept the report as presented. Discussion followed regarding the grantsmanship expertise of the Community Development staff and assistance avail- able through SANDAG and the League of California Cities. ACTIVITY 105 Budget Request: $55,050 CITY COUNCIL City Manager Recommendation: $55,050 MSUC (Scott/G]llow) to approve Activity 105 as recommended. Council discussed the increase in the allocation for air fare and reiterated Council policy regarding use of air fare for one in-state and one out-of-state conference, at the discretion of the individual Couneilmembers. ACTIVITY 150 Budget Request: $152,060 CITY ATTORNEY City Manager Recommendation: $128,980 Highlights of Activity 150 are deletion of the Legal Secretary position and deletion of air fare to out-of- state conferences in accordance with the new administrative policy applicable to all department heads. Council discussed the educational benefits of attending conferences and preferred that a set dollar amount be budgeted, to be utilized at the discretion of the depart- ment heads, rather than entlrely deleting tile allocation. MSUC (Scott/McCandliss) for staff to come back with a sum certain to be included in the budget for travel to con- ferences and provide staff with the option of deciding which conferences to attend. In response to Council query, Mr. Lindberg commented on the need for additional secretarial backup, particularly during vacations. MSUC (Hyde/Gillow) to provide .5 secretarial position at $7,840, which represents one-half of the deleted Legal Secretary position ($15,680). MSUC (Scott/Gillow) to approve Activity 150, as amended. Held Saturday - 8:00 a.m. -3- May 16, 1981 ACTIVITIES 160 & 170 Held over until City Clerk is present. CITY CLERK AND ELECTIONS Council recessed at 10:25 a.m. and reconvened at 10:35 p.m. ACTIVITY 210 Budget Request: $277,700 ADMINISTRATION City Manager Recommendation: $271,180 Highlights of Activity 210 included transfer of one Administrative Secretary to PAPE and a corresponding reduction of $14,970, and a $500 increase in maintenance costs for three vehicles assigned to Administration. MSUC (Scott/McCandliss) to approve the activity as recommended. ACTIVITY 212 Budget Request: $113,760 PAPE City Manager Recommendation: $112,910 The Activity reflects addition of $14,760 for a Secretary II position (transferred from Administration). MSUC (Hyde/McCandliss) to approve the activity as recommended. ACTIVITY 213 Budget Request: $229,060 DATA PROCESSING City Manager Recommendation: $225,590 Mr. Thomson highlighted increases in the Data Processing budget, primarily in projected personnel acquisitions. He referred Council to page 69 of the Supplemental Budget to justify the increased costs and noted that a correspond- ing increase in revenues is projected from servicing new Data Processing customers. He added that the requested positions would not be filled unless justified by sufficient new business. MSUC (Cox/Scott) to approve Activity 213, as recommended. Clerk's Note: At this point in the session (approximately 11:30 a.m.) the tape recorder malfunctioned, the tape broke, and staff was unable to correct the malfunction. ACTIVITY 214 Budget Request: $104,880 WORD PROCESSING City Manager Recommendation: $ 73,400 Mr. Thomson highlighted the substantial allocation of $30,260 in Employee Services, noting that the increase reflects addition of one Word Processing Supervisor and one Word Processing Operator. He added that these positions would be offset by the clerical staff reductions in Plan- ning and Transit. MSUC (Hyde/Gillow) to approve Activity 214, as recommended. ACTIVITY 250 Budget Request: $205,070 PERSONNEL City Manager Recommendation: $190,610 Director of Personnel Thorsen highlighted the elimination of pre-employment physicals for all new employees, ex- cepting Police and Fire, and the corresponding savings of $3,250 in Account 5201 (Professional Services). Council discussed the potential value of pre-employment physicals in the event Workman's Compensation claims are filed and recommended budgeting funds so that physicals could be required in cases where there ~s demonstrated need. Held Saturday - 8:00 a.m. -4- May 16, 1981 MSUC (Hyde/Scott) to direct staff to analyze Account 5201 (Professional Services) to determine whether it would be appropriate to include funds for pre-employment physicals for selected positions. MSUC (Scott/Gillow) to approve Activity 250, as amended. ACTIVITY 255 Budget Request: $1,250 VOLUNTEER SERVICES City Manager Recommendation: $1,250 MSUC (Scott/Gillow) to approve Activity 255, as recommended. ACTIVITY 420 Budget Request: $275,150 FINANCE OPERATIONS City Manager Recommendation: $273,050 Director of Finance Grant highlighted his departmental budget, and discussed use o£ one person to function as part-time Business License Clerk, and part-time Buyer for Purchasing when that employee is on leave. MSUC (Scott/Cox) to approve Activity 420, as recommended. ACTIVITY 440 Budget Request: $136,380 PURCHASING City Manager Recommendation: $ 99,590 Mr. Grant and Mr. Cole highlighted the deletion of one Buyer to be added to Purchasing as a back-up Buyer when needed. It was contemplated that this individual would perform other needed functions in the Finance and Purchasing areas. MSUC (Scott/Gillow) to approve Activity 440, as recommended. ACTIVITY 2300 Budget Request: $77,160 PARKING METER FUND City Manager Recommendation: $77,160 Council discussed revenue generated by the parking meters compared to costs incurred in operating the fund. MSUC (Hyde/Gillow) to direct staff to prepare a one-time report for presentation September 1, 1981 regarding the Parking Place District, covering all phases of its operation and budget. Council recessed for lunch at 12:00 and reconvened at 12:55 p.m. ACTIVITY 700 Budget Request: $262,670 INSURANCE City Manager Recommendation: $262,670 Discussion focused on whether or not assumptions made several years ago concerning insurance rates were still true; whether the City should increase coverage; and con- tracting for a risk management analysis. Mr. Asmus commented on the status of a joint powers agreement with the County for joint purchasing of public liability insurance. MSUC (Scott/Hyde) to direct staff to look into whether or not the City's assumptions are still valid and to trail action on this item until an outside analysis is con- ducted to determine whether to remain "bare" on $800,000. MSUC (Hyde/Gillow) to approve Activity 700, minus the Public Liability and Property Damage portions. Held Saturday - 8:00 a.m. -S- May 16, 1981 ACTIVITY 730 Budget Request: $23,000 NON-DEPARTMENTAL City Manager Recommendation: $38,000 Mr. Cole highlighted the addition of $15,000 in Account 5568 to replace vehicles which are expected to be repaired or replaced before the end of the year. He explained that this is a contingency fund so that staff could be assured of repair/replacement funds being available as they may be needed. Expenditures from this account would require 3/5's vote of the Council, whereas appropriations of unbudgeted amounts would require 4/5's vote. Councilman Scott objected to budgeting funds for needs which have not yet arisen and commented that the vehicles should be specifically identified. MSC (Gillow/McCandliss) to approve Activity 730, as recommended. Councilman Scott voted "no". ACTIVITY 3050 Budget Request: $ 52,410 GOLF COURSE BOND City Manager Recommendation: $ 52,410 Staff conunented that this is a 30 year, $600,000 bond due in 1995. MSUC (Scott/Gillow) to approve Activity 3050 as recommended. ACTIVITY 3100 Budget Request: $123,370 POLICE FACILITY BOND City Manager Recommendation: $123,370 Staff reported that this is a 20 year bond, due in 1990 on a principal amount of $720,000. MSUC (Scott/Gillow) to approve Activity 3100 as recommended. ACTIVITY 620 Budget Request: $478,880 PLANNING City Manager Recommendation: $4S9,280 Mr. Roberts indicated that one Secretary I position is deleted and that it is otherwise a "hold-the-line" budget. Council commented on the previous reference by Mr. Cole (See Overview - Reduced Service Levels) to reduced counter time and it was noted that the Planning Depart- ment would benefit from the opportunity for desk-work on the General Plan and procedures. There was dis- cussion concerning segmentation of the General Plan and updating it portion-by-portion so that at the end of a given number of years, the revisions could be completed. MSUC (Scott/Gillow) to approve Activity 620 as r~commended. Continued discussion related to staff conducting advance planning and General Plan review. MSUC (Scott/Hyde) for one action to include two motions: (1) for staff to come back with a logical division of of the City's General Plan into a stated number of planning units; and (2) subsequently to come back with a projected schedule for review of the specific areas. Continued discussion related to zoning of properties on Third Avenue between "H" and "I" Streets as C-O. Mr. Peterson commented that the specific properties are under many ownerships and uses, and should be addressed by the Planning and Redevelopment Departments. Held Saturday - 8:00 a.m. -6- May 16, 1981 ACTIVITY 620 MSUC (Hyde/Scott) to direct the Planning Department PLANNING to look into the need for rezoning of the properties (Continued) between "H" and "I" Streets on Third Avenue, and to report back to Council within 60 days. Councilman Cox discussed use of a Master EIR and charging off the cost proportionately to specific areas covered. Comments related to the advantages and disadvantages of a Master EIR and it was noted that Supplemental EIR's can be used when necessary. MSUC (Hyde/Gillow) that staff look into the feasibility of having a Master EIR and report back to Council by the first week of September on what action, if any, should be taken and identifying what areas could be included in a Master EIR~ ACTIVITY 260 Budget Request: $ 939,130 CO,UNITY DEVELOPMENT City Manager Recommendation: $ 956,580 Community Development Director Desrochers provided general highlights of the Community Development budget, indicating a projected year-end balance of $2.0 million. Expenditures are anticipated to be $1.3 million next year, leaving a balance of $800,000. Over the next twelve months, income from land sales is projected at $1.0 million and $100,000 in investments. Concerning the Housing Coordinator, Mayor Hyde commented that he expected to see discernible progress in the construction of iow- and moderate-income housing. MSUC (Cox/Gillow) to approve Activity 260, as recommended. REDEVELOPMENT AGENCY FUNDS: Budget Request: $ 756,540 City Manager Recommendation: $ 764,150 ACTIVITY 9901 Mr. Desrochers highlighted the expenditure for legal TOWN CENTRE I PROJECT advertising and discussion ensued regarding the need for promotional activities for the Redevelopment Agency. Staff noted that several proposals had been received from public relations firms and that the Redevelopment Agency members would be polled to serve on a committee to develop a promotional campaign for the fifth year of the Town Centre project. It was recommended that the need for public relations material be examined in depth for both Town Centre and the Bayfront. MSUC (Hyde/Cox) to direct staff to consider a5 an additional project included under Professional Service5 a promotional program for the Redevelopment Agency, to be presented when the Agency considers the final budget at its next regular meeting. MSUC (Hyde/gillow) to recommend to the Redevelopment Agency approval of Activities 9901, 9902, 9903, and 9907, as follows: Budget Request City Manager Recommendation Town Centre I $ 756,540 $ 764,150 Town Centre II $ 48,570 $ 49,470 Housing Project $ 30,060 $ 53,120 Bayfront Project $ 104,160 $ 109,840 Held Saturday - 8:00 a.m. -7- May 16, 1981 ACTIVITY 5750 Budget Request: $ 12,630 TOWN CENTRE LANDSCAPING City Manager Recommendation $ 13,370 DISTRICT MSUC (Scott/Hyde) to approve Activity 5750~ as recommended. In response to Council query, Mr. Desrochers commented on the status of the project and use of "Peppermint Trees". Discussion also related to the comparatively high energy use o£ decorative lighting compared to standard lighting; staff commented that $14,000 front money will come back to the City from the assessment district over a period o£ time. ADJOURNMENT Mayor Hyde adjourned the Budget Session at 2:40 p.m. to the Session scheduled for Monday, May 18, 1981, at 4:00 p.m. JENNIE M. FULASZ, CMC, City Clerk Elizabeth W. Conti, Deputy City Clerk STATE OF CALIFORNIA ) AFFIDAVIT OF POSTING ORDER COUNTY OF SAN DIEGO ) ss OF ADJOURNmeNT OF .~EETING 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 ~he City of Chula Vista; That the regular adjourned meeting of the Council of the City of Chula Vista was held Saturday~ May 16~ 1981 and said meeting was adjourned to the time and place specified in the order of adjournment ATTACHED HERETO: That on Saturday, Ma~ 16, 1981 at ~he hour of 2:30 I posted a copy of said order at a conspicuous place on or near the door of the place at which said meeting of May 16, 1981 was held. Deputy City Clerk Subscribed and sworn to before me this day of 19 Notary Public in and for said County and State of California MINUTES OF AN ADJOURNED REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA, CALIFORNIA Held Saturday, Ma~ 16, 1981 The City Council met in the Council Chamber at the Public Services Building, 276 Fourth Avenue on the above date a% 8 am ~m~ with the following Councilmen present: H~de, Scott, Gillow, Cox, McCandliss Councilmen absent: None ADJOURNMENT The Mayor adjourned the meeting at 2:40 p.m. until Monday, May 18~ 1981 at 4 p.m. in the Council Conference Room, City Hall, 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 May 16, 1981 by Deputy City Clerk JENNIE M. FULA~Z, CMC, CITY CLERK City of Chula Vista, California