HomeMy WebLinkAboutcc min 1981/03/12 MINUTES OF AN ADJOURNED REGULAR MEETING OF THE CITY COUNCIL
OF CHULA VISTA, CALIFORNIA
Held Thursday, March 12, 1981 Council Conference Room, City Hall
ROLL CALL
Councilmen present: Mayor Hyde, Councilmen Scott, G]llow, McCandliss
Councilmen absent: Councilman Cox
Staff present: Acting City Manager Asmus, Director of Policy Analysis &
Program Evaluation Thomson, City Clerk Fulasz, Senior
Administrative Analyst Leuck
1. PRESENTATION OF THE OPERATIONS ANALYSIS AND REVIEW OF THE CITY CLERK'S OFFICE
Director of Policy Analysis and Program Evaluation Thomson stated that the
report was presented to the City Council on February 3, 1981 and continued to
February 10 at which time the Council accepted the report and directed that it
be set for a Council Conference.
Mr. Thomson noted the following two recommendations: (1) Direct the City Cler~
to implement the Report recommendations with assistance from PAPE; (2) Direct
the City Clerk and PAPE to jointly provide implementation status reports to
the Council, six and twelve months following the report's adoption.
Marilyn Leuck, Senior Administrative Analyst, using a flip chart, presented an
over-view of her analysis of the City Clerk's operations. She found that there
was a (1) good level of service provided to both the public and interdepart-
mental people; (2) work methods were logical; however, most assignments are
manually processed which reduces the efficiency factor; (3) the status of the
records in the office is such that they require a more consistent and program
approach - there is not a comprehensive approach of all facets of records
management; (4) there are areas of improvement in employee utilization - the
study shows that through the use of word processing 25% of a position could be
utilized and then S0% once the work distribution among the permanent full-time
positions is realized.
Mrs. Leuck explained her recommendations for (1) comprehensive records manage-
ment program; (2) continuance of the microfilm program; (3) curtailing the use
of parttime employees; (4) delegation of employee duties; (5) establishing two
major program activities: records services and special services.
The estimated cost of these activities are: (1) word processing - $5,500 to
$14,000; (2) Records Management program - $1,200 to $12,000 depending on the
services of a consultant; (3) microfilming - $3,000; (4) Vital Records Program
$300; (5) tape recorder meter or alternative ~ $40.
Acting City Manager Asmus remarked that the City has broader needs for another
piece of microfilm equipment and the staff will be studying this in-depth in the
next few months. There is a chance that they will be recommending withholding
the microfilming in the City Clerk's office until such time as the study is
finalized.
Mr. Asmus added that the City Manager supports the recommendations in the report;
however, as far as budgeting for the records management program, he feels this
should be deferred until the budget review.
Council discussion followed regarding the level of service provided by the
consultant; the details of a records management program.
City Clerk Fulasz complimented the PAPE staff, specifically Mrs. Leuck, on her
analysis and review of the City Clerk's department. She said she was especially
pleased that the report brought out the recommendation she has been proposing
for a number oF years: a records management program. However, she is concerned
about the recommendation for hiring the consultant to do just the design system
with the City Clerk charged with the complete implementation and maintenance of
the system. Since this involves 70 years of City records, with over 100,000
documents, each to be read, logged, popsibly microfilmed, recorded and/or set
for records destruction, this takes up a great deal of time and she indicated
it would be impossible for her to do this work by herself, especially when
there is a time element involved.
City Council Meeting -2- March ]2, 1981
The City Clerk added that if the Council approves the $1,200 for this consultant's
services, she will be asking for an additional person to help with this program.
This would, of course, offer no real savings in the long run (from the $1,200
to $12,000).
Acting City Manager Asmus commented that there may be some option (between
($1,200 and $12,000) at which the consultant and additional help can be utilized.
MSUC (Hyde/Gillow) to accept the report and direct the City Clerk to implement
the Report recommendations with assistance from PAPE, and for the City Clerk and
PAPE to jointly provide implementation status reports to the Council, six and
twelve months following the Report's adoption, and that the decision with regard
to implementation of the MUFFS filing system be finalized at budget time.
Compliments to PAPE
Councilman Scott stated he was impressed with the report and complimented the
PAPE staff on their excellent work. The Council and City Clerk concurred as to
the professionalism exhibited by PAPE staff.
2. PROPOSAL TO PLACE TWO CHARTER AMENDMENTS ON THE NOVEMBER 3, 1981 BALLOT
City Clerk Fulasz presented the Council with the costs of previous elections
and that estimated by the Registrar of Voters for the elections scheduled in
1981/82. She noted the escalated costs for a run-off election from $650 in
1976 to an estimated $18,500 for 1982. The City Clerk proposed two Charter
amendments: (1) to delete the requirement for a majority vote and reinstitute
the plurality vote; and (2) add a provision to the Charter giving the Council
the right to call an all-mail election whenever desired.
Councilman Gillow commented that there may be an election whereby there would
be a large number of candidates with no one getting more than 15% of the total
vote to win. He would suggest perhaps having the winning candidate get 49% of
the total vote.
Councilman Scott questioned the possibility of forming an ad-hoc committee to
study the proposals. Mayor Hyde remarked that there was a complete review of
the Charter by the Committee two years ago and perhaps the staff could now be
directed to look at the Charter and see whether or not there are an7 provisions
in it that need to be changed.
All Mail Ballot. Discussion followed on the merits of this system. Councilman
Scott indicated that he would like to see the outcome of the San Diego all-mail
ballot (scheduled in May of this year) before making any decision.
MSUC (Hyde/Scott) to schedule this item for the regular City Council meeting in
two weeks (March 24, 1981).
3. CITY CLERK'S CONFLICT WITH BUDGET REVIEW SESSIONS.
City Clerk Fulasz noted that the Council's budget sessions were scheduled begin-
ning May 9 through May 22 (one every other day). She will be out-of-town from
May 15 through the 22nd and will be able to take only the first few meetings.
The City Clerk requested Council's permission to have the Mayor/Council's
secretary and the Boards & Commission secretary take one or two of these meetinngs
in her absence (along with the Deputy City Clerk).
MSUC ($cott/Gillow) to approve the City Clerk's request.
4. DEPUTY CITY CLERK APPOINTMENT.
City Clerk Fulasz stated that the new Deputy will begin work on March 23. Her
name is Elizabeth Conti, and she is currently the secretary to the Redevelopment
Agency in La Mesa.
5. ACTING CITY MANAGER'S REPORT.
a. March 26 Council Conference. Mr. Asmus reported that with Council's permission,
he would like to reschedule the Closed Door session regarding salary negotiations
scheduled for 4:00 p.m. to 7:00 p.m. that evening and have the marina financin8
matter (Wilson's RV Park) considered at the 4:00 p.m. meeting. Both the fire and
Police units want to address the Council prior to the Closed Door session at
7:00 p.m. The Council agreed to the change.
City Council Meeting -3- March 12, 1981
5. Acting City Manager's Report (Continued)
b. Glenn Restaurant Proposals. Acting City Manager Asmus stated that he has
received two proposals for the operation of The Glenn. There will be an
auction of The Glenn's equipment in two weeks.
6, MAYOR'S REPORT.
a. Possible Hazard at Local LNG Plant~ Mayor Hyde referred to the recent news-
paper articles concerning the possible hazards at this plant and said that the
Director of Public Safety has been participating in conferences involving repre-
sentatives from San Diego Gas & Electric. SDG&E will be preparing contingency
plans in the event of an emergency.
7. COUNCIL COMMENTS.
a. Councilman Scott said he has been getting favorable comments from several people
that the "golf course is coming back rapidly."
ADJOURNMENT at 5:17 p.m. to the meeting scheduled for March 17, 1981 at 7:00 p.m.
STATE OF CALIFORNIA ) AFFIDAVIT OF POSTING ORDER
COUNTY OF SAN DIEGO ) ss OF ADJOURNmeNT OF .WIEETING
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 regular meeting of the Council of the City of
Chula Vista was held Tuesday, March 10, 1981
and said meeting was adjourned to the time and place specified in
the order of adjournment ATTACHED HERETO:
That on Wednesday, March 11, 1981 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 March 10, 1981
was held.
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 Tuesday, March 10, 1981
The City Council met in the Council Chamber at the Public Services
Building, 276 Fourth Avenue on the above da%e at 7 p.m. with
the following
Councilmen present: Mayor Hyde, Councilmen Scott,Cox,Gillow,McCandli~s
Councilmen absent: None
ADJOURNMENT
The Mayor adjourned the meeting at 8:17 p.m. until Thursday,
March 12, 1981 at 4 p.m, in the Council Conference
Room, City Hall, 276 Fourth Avenue, Chula Vista, California.
I, J~nnie 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 March 10, 1981