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HomeMy WebLinkAboutcc min 1984/05/31 ADJOURNED REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA, CALIFORNIA BUDGET SESSION NO. 2 May 31, 1984 4:00 p.m. Council Conference Room ROLL CALL Councilmembers present: Mayor Cox, Councilmembers Scott, Malcolm (arrived late), Moore, McCandliss Councilmembers absent: None Staff present: City Manager Goss, Assistant City Manager Asmus COMMUNITY PROMOTIONS City Manager Goss presented the budget explaining that the City is in receipt of 17 requests totaling in excess of $271,100 for the use of Revenue Sharing or Community B1 ock Grant Funds. The Federal cap on social service funding from Block Grant funds has increased from 10% to t5%. Mr. Goss noted this would mean a possible allocation of ~ 51,350 for 1984. Out of this amount staff is recommending $135,848 or approximately 13% of this 1984-85 entitlement be allocated. Mr. Goss then noted ~e community service organizations that would receive funding under this allocation. He also recommended $10,180 be allocated from Revenue Funds for the Miss Chula Vista contest, Fiesta de la Luna parade, library concerts and the UN Day Committee. MSUC (Scott/Moore) to approve the Community Promotions Budget as submitted by the City Manager. CITY ATTORNEY'S BUDGET The City Attorney's proposed budget of $173,090 is increased to $200,960 or an increase of $27,870 (16%). City Manager Goss explained that $8,600 is proposed for a legal research system (Lexis or Westlaw). The existing one-half time legal secretary position is recommended to be made full-time. The increase to full time would be charged to Redevelopment since this work Assistant City Attorney ($300)1 and one Sony dictating unit at $530. City Manager Goss indicated equipment for the word processing center will be explained in detail in the Management Services Division - the acquisition of an automated Data Entry System with optical recognition capability at a cost of $13,900. This is due to the fact that 1 engthy documents will be placed into the processing system such as the City Code. Also recommended for the word processing center is the Wang Professional Printer and Computer at a cost of $12,430. The equipment that will be replaced will be transferred to the -- ! T ; · ir Adjourned Regular Meeting - 2 - May 31, 1984 City Attorney's office and shared with the City Clerk, Mayor and the City Council. Currently the City Attorney has a Burroughs Word Processor and the City Clerk a Wang. This standardized hardware will facilitate an effective cross utilization of clerical personnel in these offices. City Attorney Harron explained the operation of the legal research system which produces and speeds up legal research capabilities of a law office. MSUC (Moore/Scott) to approve the City Attorney's budget as submitted by the City Manager. CITY CLERK'S BUDGET The Budget as proposed by the City Manager is down from $112,680 to $1O6,100 or $6,580 (5.8%). MSUC (Scott/Moore) to approve the City Clerk's budget as submitted by the Manager. ELECTIONS City Clerk Fulasz noted that no funds have been budgeted for Elections; however, now that the Charter Review Commi tree has been reactivated to review placing possible measures on the November ballot, she requested the sum of $10,000 be put into the Election's budget to cover the expense of this election. MSUC (Cox/Scott) to approve and place the amount of $10,000 in the City Clerk/Election Budget. CITY ADMINISTRATION City Manager Goss presented a budget of $341,660 which is proposed to increase to $359,830 or $18,170 increase (5.3%). He explained there is no proposed changes in staffing; however; both the 1983-84 and 1984-85 budgets contain funding for a Deputy City Manager for Development Services. Mr. Goss noted that although recruitment has occurred for that position; it will not be filled until the City Council and City Manager have had an opportunity to discuss the role of current staff; including the City Manager, in the area of economic development. MSUC (McCandliss/Moore) to approve the budget of City Administration as submitted by the City Manager. Councilman Scott indicated the City Manager's car should be replaced since it is in a state of disgrace. Council discussion followed regarding the report on replacement of all City vehicles (scheduled later in this meeting). Adjourned Regular Meeting - 3 - May 31, 1984 PERSONNEL BUDGET The Personnel Budget is proposed to increase from $212,930 to $219,580 or $6,650 (3%). Mr. Goss reported the departmental request is for the addition of one Senior Personnel Analyst; however, he is not recommending that this position be filled at this time. He is recommending that a .25 Summer Intern be included in the budget to assist in survey work and to do some of the more routine functions needed to meet the affirmative action reporting requirements. The Department has also requested the addition of one Risk Analyst. Mr. Goss stated he is not recommending the position be filled at this time but the position be studied by the new Finance Director in order to evaluate the most effective way to administer the Risk Management function. City Council discussion followed regarding recruitment for a Risk Analyst and the Qualifications needed for this position. MSUC (Cox/Moore) to approve the Personnel Budget as submitted by the City Mana ge r. FINANCE BUDGET The Finance Budget which includes Finance Operations, Purchasing, Print Shop and Parking Meters is recommended to increase from 5560,204 to $562,520 or $2,316 (.41%). The City Manager remarked there were not very many changes in this particular budget; he noted tile automated equipment being used in the department which is achieving progress in the systems and organization of the department. City Council discussion followed regarding the parking meter funds and the operation and the Parking Place Commission. Notice was taken that the City of San Diego has increased its parking meter times to 25¢ and 50¢ whereas Chula Vista still maintains the l~ and 5¢ meter times. Councilman Scott noted San Diego is experiencing a great deal of vandalism in the parking meters because of the increased amount of money in the meters. MSUC (Moore/Scott) to approve the Finance Department Budget as submitted by the City Manager. INSURANCE Mr. Goss reported the 1984-85 insurance budget is recommended to decrease from 5215,500 to $183,160 or a decrease of $32,340 (15%). MSUC (Cox/Moore) to approve the insurance budget as submitted by the City Manager. Adjourned Regular Meeting - 4 - May 31, 1984 NON DEPARTMENTAL BUDGET City Manager Goss reported the proposal for this budget is to increase it from $54,110 to $155,530 or an increase of $101,420 (187.4%). He explained that normally the expenses in this budget include professional services, memberships and dues, a reserve for damaged and destroyed vehicles, utility user's tax refunds and telephone. Included in the budget this year is a provision of $83,500 for a mid-decade census to be conducted by the City or the State Department of Finance. The annual estimate of the State funds coming back to the City from vehicle in lieu fees, gas tax funds and cigarette taxes is based on the City's population. Although the last census noted the population as being 82,000, Mr. Goss indicated it is now close to 90,000; therefore, the necessity to have this mid-decade census. Additional funds are included for a visitor brochure; $5,000 for professional services to help conclude the development of a new City Seal or Logo; and $10,OOO for a fireworks display for July 1985. As to the visitor brochure, the cost now is down to $9,040 rather than the $12,840. Mayor Cox questioned whether any amount of money has been placed in this budget for possible annexations. MSUC (Cox/Scott) to place the amount of $10,000 in the non-departmental budget for possible annexations with this to be a restricted usage. Council discussion followed regarding the possibility of getting video taping equipment; the Chula Vista Chamber's brochure; promotional activities for the City; an Economic Development Plan being proposed with the Public Information Officer, getting "feedback" once the Chamber's brochure goes out and possible hiring of Interns to assist the Public Information Officer. MSUC (Scott/Moore) to approve the Non-Departmental Budget as proposed by the City Manager. MANAGEMENT SERVICES City Manager Goss submitted the budget, noting the increase from $546,040 to $584,260 or $38,220 (6.9%). He noted the Department consists of policy analysis and department evaluation; data processing; word processing and public information. Under the Policy Analysis section, Mr. Goss discussed the ongoing reviews or the beginning phases of a Public Safety Officer Study and the travel in connection with that study. Under the Word Processing (as explained in the City Attorney's budget), major equipment purchases are recommended in order to promote the City's overall word processing capability. A Wang professional computer and printer at a cost of $12,430 is recommended for purchase. The Municipal Code will be put into the Word Processing (System) this year with a savings of approximately $4,000; a spelling verifier will be added to the Word Processing System at a cost of $1,840; a graphics plotter at a cost of $1,860. Under the data processing section the recommendation is that the City begin a two year program in replacing two aging Singer T-type machines. These machines are used to input data into the main frame and it is recommended that one of these T : · ir Adjourned Regular Meeting - 5 - May 31, 1984 two machines be replaced this year with a micro-computer at a cost of $6,750 along with a data entry software at a cost of $4,760. Under the Newsletter, City Manager Goss and Management Services Director Thomson explained the different concepts of providing newsletters to the citizens. One of the recommendations would be to include the newsletter with the trash bills. Mayor Cox submitted several copies of various City newsletters remarking on the size content and structure of the news. Council discussion followed regarding the mailing cost (7.4¢ per mailing); having it go to every resident in the City's 34,000 households or sending it with utility bills which would cover 20,000 households. The estimate is that it would cost $10,000 to produce a quarterly insert type newsletter (20,000 copies per issue). VIDEO EQUIPMENT A cost of $10,600 is being recommended for certain video equipment to be purchased to provide production capability to the City which will meet the technical standards for television broadcasting. Mr. Goss explained the purchase of this equipment will be used for training, public information, public relations and historical documentation. Having video capability provides the City with a powerful tool in communicating with the public. Mr. Goss commented the time is available on public access channel on which the City can produce public service announcements. MSUC (Moore/McCandliss) to approve the Management Services budget as submitted by the City Manager. EQUIPMENT REPLACEMENT City Manager Goss stated that Principal Administrative Analysts Gary Goelitz and Marty Chase were responsible for the report on equipment replacement. Mr. Goelitz submitted fact sheets to the Council discussing (1) the objectives of the study; (2) the benefits the City would receive from replacement of the equipment; (3) recommended vehicle and communication equipment replacement for 1984-85; (4) vehicle replacement criteria; (5) a sample application of the criteria noting 27 vehicles were noted to be replaced; (6) communication equipment replacement criteria; (7) financing vehicle replacement; (8) actions necessary to establish a fund; {9) financing the communications equipment replacement; (lO) the actions needed by the City Council to adopt the proposed program. City Council discussion followed regarding various City vehicles and their replacement; the cost of maintaining vehicles for the past three years; the life to date maintenance cost for the vehicles; each department would have an ongoing amortization cost placed in their budgets to cover the cost of the replacements; and the City Manager's car not needing replacement this year because it received a rebuilt engine in 1983 at a cost of over $800. In answer to Council's query, Mr. Goelitz stated the Parks and Recreation van is eight years old with only 37,000 miles on it and it has very little use. It is currently being used by the Athletic Supervisor for transporting equipment. Mr. John A1 den of the City Maintenance Shop explained the van had an accident and the door was damagaed; he will look into having it repaired or replaced. Adjourned Regular Meeting - 6 - May 31, 1984 MSUC (Moore/McCandliss) to approve the Equipment Replacement Budget as proposed by the City Manager. MSUC (Moore/Scott) to approve staff's recommendations No. 2 and 3 of the City Manager's proposed Budget (l) Approval of vehicles proposed for replacement in the 1984/85 budget; (2) approval in concept of the vehicle replacement fund with staff to come back with a report for City Council review and approval of how the fund will be implemented (1985-86); (3) approval in concept of the 5-year replacement schedule of ehicles and communication equipment. The Mayor called a dinner break at 6 p.m. and the meeting reconvened at 6:30 p.m. DISASTER DRILL City Manager Goss reported on the Emergency Disaster Drill conducted by City staff for the past three days. PUBLIC SAFETY BUDGET POLICE City Manager Goss submitted the Police Budget noting the proposed increase from $5,115,910 to $5,521,330 or $405,420 (7.9%). He reported that along with the Fire Department Budget this Police Budget reflects the cost of the increase of the multi-year Memorandum of Understanding (2% at 50 Plan) which goes into effect in October 1984. This proposed expense will increase the Police Budget by $260,000 including vacation and sick leave pay in lieu. Under the reorganization plan of the Department, Mr. Goss explained the proposed operational set-up which the City Council approved in 1981 the reorganization in which the Services and Investigations Division will be a separate section under the Support Division. Council discussion followed on the Public Safety Officer Study being conducted by the Management Services Department; the crime rate decrease; overtime account; transportation study made by the University of Berkeley; Police surveillance on the uplands and tidelands area; and the recent purchase by Coronado of a boat for their Harbor Master. Director of Public Safety Winters stated he was aware that this boat would be available on an as-needs basis; if there were a fire in the marina the availability of this boat would be helpful. Councilman Malcolm discussed the eight new positions being requested but only four recommended by the City Manager the balance contingent upon State funding. Councilman Malcolm indicated this should be a top priority in the City - if these Officers are needed, the City should not wait until State funding becomes available - the Officers should be funded at this time. He questioned the availability of Redevelopment Agency funds for the cost of some of these Officers since they patrol the redevelopment areas. Councilman Scott explained that Redevelopment funds can only be used for special events over and beyond the normal budgetary process. Adjourned Regular Meeting - 7 - May 31, 1984 Council discussion continued following the immediate need of the Peace Officers; the crime wave; Imperial Beach contracting with the Sheriff's Department and getting better service; response time of the Chula Vista Officers; the need for one more patrol car or another beat which would cut down on overtime; that the beats haven't been increased over the last six years; and the training needed for the Public Safety Officers. Councilman Malcolm questioned hiring two Peace Officers at this time with the understanding that they could become Public Safety Officers in the future once the study has been completed by the Management Services Division. In answer to Council's query, Director of Public Safety Winters stated that his high priority now would be for the Peace Officers rather than the Community Service Officers. He commented on the amount of time spent by Police Officers in writing reports. MSUC (Malcolm/Scott) to allow the hiring of two police officers at the adoption of this budget. City Manager Goss noted there was an oversight in the budget with the deletion of $15,000 for the salary of Sergeant Cox who is now working for the State of California Youth Authority. MSUC (Cox/Moore) to add $15,000 for the salary of a temporary Community Service Officer position. The City Manager noted that the cost of two Peace Officers would be approximately $75,000 (including benefits). ENHANCED COMPUTER CAPABILITY Director of Management Services Thomson noted the proposal to replace the current fire desk computer terminal at a cost of $2,600. TRA IN ING Director of Public Services Winters explained the addition of $14,000 to pay for overtime as part of the 12 hour in service training program for the police officers and self-defense techniques and the use of the police baton. Discussion followed regarding State reimbursement from the POST training. The reimbursement averaged 125% for the total amount budgeted for the program. Director Winters noted the classes for the police officers conducted by Southwestern College will no longer held at the Police Facility, it will now be moved back to the College Campus. FACILITY IMPROVEMENT City Manager Goss stated the next budget provides for needed repairs and replacements to be accomplished as part of a five year plan. Draperies at a cost of $5,075 will be replaced; carpeting will be replaced; and $600 for patio glass resealing. Further budget proposals is the equipment replacement for the Department for a total of $414,000 which includes resuscitator mannequins; video cassette tape player recorders; camera; radar units; and seven handguns, etc. -- Adjourned Regular Meeting - 8 - May 31, 1984 MSUC (Scott/Malcolm) to approve the Police Department Budget as submitted by the City Manager, and as amended. FIRE DEPARTMENT The City Manager submitted the Fire Budget explaining the proposed increase from $2,648,200 to i2,837,090 or $188,890 (7.1%). He noted the budget continues the steps begun in 1983-84 to prepare the fire fighters for more effective response to hazardous materials spills and completes the funding to replace the twenty year old 1,O00 gallon per minute tri pl e combinati on pumper. Besi des the equipment and suppl i es for the additional hazardous material equipment training, a training budget has been set aside to send four fire fighters to attend the National Fire Academy in Maryland for a six weeks hazardous material training course. This national fire academy provides for travel, training and lodging at a cost to the city of only $75 per week per fire fighter. The City Manager then reviewed the replacement of a fire pumper (~59,000) the purchase of four inch fire hoses {$5,900) the computer applications; mechanics services. Mr. Goss explained that during the next fiscal year, the Fire Captain position which performs the mechanical services for the fire apparatus will retire as a result in the change in the Public Employee Retirement System for Public Safety personnel. An Equipment Mechanic from the Public Works Operations will be assigned responsibility of maintaining the Fire apparatus. Further budget provisions included building improvements; portable and mobile radios; and equipment and replacements. MSUC (Scott/Moore) to approve the fire department budget as submitted by the City Manager. Mayor Cox questioned the oldest vehicle - 1911 Fire Truck. Fire Captain Sam Lopez, stated the truck is used in parades and demonstrations. It can travel only short distances since it needs clutch work. Mayor Cox asked the City Manager to provide the Council with an estimated cost of the repair of the clutch prior to the adoption of the budget. CITY COUNCIL The City Council's budget as submitted by the City Manager is an increase of $127,805 to $138,340 or an increase of $10,535 (8.2%). Mr. Goss discussed the main increase for equipment and travel. The equipment replacement would be for the Mayor's car at a cost of $10,500. The City Manager noted that the Lanier dictation equipment if purchased tomorrow, could be purchased at a cost of $1,660. Councilman Malcolm noted the expense money ($50) per month received by the City Council commenting this does not cover the expenses of the Councilmembers and proposed it be increased. Councilman Scott suggested the Charter Review Committee study this proposal. Councilman Malcolm noted the increase being proposed is for the expenses per month and not the salaries which is covered by the Charter. Adjourned Regular Meeting - 9 - May 31, 1984 MSUC (Malcolm/Cox) to increase the City Council's expense per month to $100 and to have one half of that charged to the Redevelopmerit Agency. Council discussion followed regarding the money received for Redevelopment Agency meetings (presently ~30 per meeting for two meetings per month). It was noted the former City Attorney advised this was the maximum amount which could be received by the City Council. Councilman Malcolm remarked the City of Oceanside receives up to $250 per month for their various meetings. MSUC (Malcolm/Moore) for a report back prior to the adoption of the budget regarding the pay per meeting for the Redevelopment Agency meetings and why the City of Oceanside has a different scale of pay. MSC (Scott/Malcolm) to take up the dictation machine and to pay for it out of this year's budget. This would include the portable dictation unit. Director of Management Services Thomson noted the touch tone equipment, portable unit, wiring and additional phone lines recommended for purchase. MOTION RESTATED AND CLARIFIED MSUC (Malcolm/Moore) to approve the recommendation of the Di rector of Management Services for the purchase of the Lanier Dictation Equipment and associated equipment. MSUC (Scott/McCandliss) as a policy question concerning the travel account of the City Council - anything other than scheduled conferences are to be brought back to the City Council for an approval. SECRETARIAL SERVICES Councilman Malcolm discussed the need for relief services for the secretary in the Mayor's office indicating there is a need for additional staff here; someone who can make reports and projects which are currently given to the City Manager. Also, someone who could relieve the secretary in taking Board and Commission meetings and during in the times she is away from the office. Discussion followed with the various Councilmembers expressing their need for additional help in this office. Councilwoman McCandliss noted the proposed renovation of the north end of the building which should pool the clerical help. Mayor Cox indicated the renovation would not solve the entire staff problem and at least an additional half-time person is needed in his office. MSUC (Scott/Moore) for the City Manager to bring back a report on how to solve the clerical coverage in the Mayor's office - the report due June 12. MSUC (Malcolm/Scott) to approve the City Council Budget as amended and as submitted by the City Manager.