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HomeMy WebLinkAboutcc min 1993/06/03 Special Worksession/Meetin~ of the City of Chula Vista City Council Thursday, June 3, 1993 City Council Chambers 6:10 p.m. Public Services Building CALL TO ORDER 1. ROll- CAhL: PRESENT: Councilmembers Fox, Horton (arrived at 6:14 p.m.), Moore, Rindone, and Mayor Nader. ALSO PRESENT: John D. Goss, City Manager; Dawn Herring, Budget Manager; Teri Enos, Principal Management Assistant; Stephanie Snyder, Principal Management Assistant; and Beverly A. Authelet, City Clerk. BUSINESS 2A. REVIEW OF BOARDS AND COMMISSIONS BUDGET Nancy Taboada, 478 Oak Mace, Chula Vista, representing the International Friendship Commission, stated that Sister City, Odawara, Japan, had contacted them that they want to visit us in October and bring a delegation of forty-five people. She requested Council review their budget and not cut their budget. Mayor Nader asked how staff would handle such an unbudgeted visit of dignitaries from our Sister City. Dawn Herring responded that at this point staff does not have enough information about the substance of the request to be able to make a recommendation. What we would like to do is to approve the budget as recommended, work with the Commission to determine the exact cost, and at that point locate a source of funds and come back to Council Councilman Moore stated this commission should have some special consideration because their task is to greet and entertain foreign dignitaries from Sister Cities. In the past, we have used the under utilized funds in the Council's budget and/or promotions. We need a contingency in there each year because we never know what year they will come. He felt that something in excess of $S,000 would be minimal for entertaining a group of forty-five people for two days. Dawn Herring stated that during fiscal year 1990-91, the year they believe the group had come previously, the Commission spent $2,188 out of promotions. For the current year, we are proposing a budget of $3,000 which is significan~y more. MSUC (Moore/Fox) to approve the Boards and Commir-sions budget in concept. Mayor Nader stated that there was an indication that the Youth Commission budget was being reduced by $150, ($50 in three separate accounts) on the basis that those monies were not used this year; therefore, they were being cut next year. He had a concern that in bureaucracies and governmental agencies that as the fiscal year comes to a close, there is a tendency to spend excess money for fear the policy makers will cut their budget the next year. Councilman Fox noted that in a couple of the Commission budgets, an item for contractual services for over $1,000. He asked if this was for secretarial services. Dawn Herring responded that was correct. MSUC (Nader/Moore) to put the $150 back into the Youth Commission's budget MINUTES June 3, 1993 Page 2 · / 2B. REVIEW OF COMMUNITY PROMOTION BUDGET Councilman Rindone asked if monies for the Community Pride Fair and Fourth of July Fireworks were contained in the Park and Recreation budget. Jess Valenzuela responded the Community Pride Fair was within the Cultural Arts Commission budget. Mr. Goss stated the Fourth of July fireworks was in the non-departmental budget. Councilman Rindone stated we were looking at the possibility of revamping these. He asked if staff was comfortable with this if there was a revamp and if this would have to come back to Council since it was in the budget. Mr. Goss stated that if they are in the budget, they would have funding. The only thing which would have to come back to Council would be the awarding of the contract for the fireworks provider because it would exceed $25,000. Mr. Valenzuela responded that they were comfortable with the Cultural Arts Fair funding. MSUC (Nader/Moore) to approve the Comm~lrfity Promotion budget in concept, 2. REVIEW OF DEPARTMENTAL BUDGETS Joseph W. Garcia, 484 Fifth Avenue, Chula Vista, inquired about the consultant contract with Advocatlon, Inc., for the legislative representative at $74,000. He did not believe these consultants were needed. He stated he had been trying to reach them for the past month. He proceeded to play a tape which he had recorded earlier in the day of Advocation's answering machine message stating the office was closed for Good Friday. He wanted to know why we were paying them when they had not been in their offices since Good Friday. Daniel Bentema, Senior Management Assistant, stated their offices opened at 7:30 a.m. and close at 5:00 p.m., Monday through Friday except on Federal holidays. He had talked to them a couple of times today. Councilman Moore asked if a member of the public wished to question the City regarding what we were doing and how we were doing it, who would they contact. Mr. Goss replied that the appropriate contact would be the person involved in that activity. In the case of our legislative lobbying in Sacramento, one would talk with Mr. Bentema or Mr. Morris or call the City Manager's office. Management and Information Services: Councilman Moore asked why the reclassification of Administrative Analyst in the budget instead of just a promotional item. Mr. Goss responded that this involves a new title in that department. Mayor Nader stated that if we no longer had a separate department called Management Services, and we put it under non-departmental or under the City Manager Office, how much would it cost us to provide the fee reimbursed regional programs? Louie Vignapiano stated that those contracts were for computer related services, and in effect what we do to the other cities in order to get that money is resell them our services for automated accounting, payroll, MINUTES June 3, 1993 Page 3 land use inventory, etc. These are services we are already running for our City. We still need to run payroll, and we still need to have automated accounting. Mayor Nader asked for clarification that payroll is run out of the Management Information Services Department? Mr. Vignapiano replied that the automated part of it is run on the computer which is downstairs. Mayor Nader asked if there was a non-automated part to it? Dawn Herring stated that the non-automated portion was completed by Finance who administers the payroll system and Management Information System oversees the mainframe and computer part. Mayor Nader asked what else is there to do besides process and write the checks? Mr. Vignapiano stated the computer system for payroll, accounting, and the other services require that on a periodic basis the input needs to be put into the system, the process needs to be updated, reports need to be created, printed, and distributed to the correct departments. All the report creation and distribution is done by Management Information Systems. Finance Director, Lyman Christopher, stated the payroll system is very complex and comprehensive and actually overlaps three different departments: Finance, Data Processing, and Personnel. Mayor Nader asked what the cost was in providing date processing services to other jurisdictions? Dawn Herring replied that the Information System Division has ten employees with a total cost of $759,000. Mr. Vignapiano stated that these ten employees administers, in addition for the outside agencies, the Cinfs telephone switch, telephone system, voice mail system, and oversees the two hundred plus micro-computers, four local area networks, programming of the mainframe computer, data entry, and giving assistance and advise for the GIS system. Mayor Nader stated that the telephone system has messed things up in his office more times than he can count. He had been told that a private sector company had the contract. Mr. Vignapiano stated we had a maintenance contract with the vendor, NEC. The system is maintained by them, but anything on a day-to-day basis such as changing phone numbers is done in Management Information Systems. MS (Fox/Moore) to give tentative approval to the MIS budget. Mayor Nader stated in the past we were told we had zero based budgeting. If we had zero based budgeting, this is a department whose budget would not be slated for an increase which is proposed. There are ten employees doing computer services for the City. In the Mayor-Council Office, we still don't have an updated constituent tracking system, and we still don't have a system to meet our needs in terms of calendaring. He felt that we could get essential computer and data processing programming services from the outside on an "as needed" basis at less cost. Or perhaps we could scale down our expectations. This isn't the time to be expanding lans. We need to identify what the essential computer and data processing services are for the City, and what services we get reimbursed for regionally and budget for those. Mayor Nader wanted a radical restructuring of how these services are provided to the City. He felt we should take those services which are essential and put them under non-departmental or city manager's office, and take those which are less essential and cut them from the budget until such time as we have made a cost benefit comparison at the policy level. MINUTES June 3, 1993 Page 4 ) Mr. Goss stated that staff has really looked at this budget over the past three or four years as to ways we could save money. There already has been some consolidation and reorganization. Last year, the Public Information Section was moved out of this department into Administration. At one time, we had both a Data Sentices Manager and a Management Services Director which have been combined at a cost savings to the City. We also had a programming manager full time and froze that position. We are trying to keep things down to the basics. Ms. Herring stated that the largest increase in this budget was in supplies and services. However, this was not an increase to the City as a whole. In the current year's budget, this cost had been spread in each departmenes budget. We found it wasn't economical for us, because there was a lack of control. Actually, this amount has been reduced city-wide. Mayor Nader stated he would support retaining the maintenance portion of this budget. He felt there were computer services that various departments needed from time-to-time. However, he was not convinced it was being provided in the most cost effective way. MOTION to give tentative approval to the MIS budget approved 3-2 (Rindone and Nader opposed}. Personnel/Volunteers: Councilman Rindone stated that in recession and high unemployment times, this is the one department whose workload increases dramatically. This is because you have more people applying for jobs, unemployment insurance, etc. For this depa~h~ent to come in with no changes, is remarkable. Councilman Rindone recommended that we continue to search for ways to interface with other public agencies. Personnel Director, Candy Bosheil, responded that we are working closely with a number of the high schools to provide volunteer training capacities in a number of departments in the City. Some of these individuals have moved on to employment in our city and at other agencies at about an 80 percent placement rate. Mayor Nader suggested that when we have jobs available that students in the community could apply for, we should have announcements put in school newspapers and bulletins. MSUC fflINDO~VMOORE) to give the Personnel budget tentative approval. Finance/Parking Meters: Mayor Nader stated that one of the increases in this budget was a 1/2 full-time equivalent position that was being transferred from Management Information Services, Word Processing Division, to the Finance Department. He questioned if here, why not elsewhere? Mr. Goss responded that in reviewing the organization, the recommendation was based on two things. One, in a Word Processing Center we have 2.5 full time equivalent people, but we have noticed the work load had been diminishing. Therefore, it was to recommended to reduce the Division from 2.5 to 2. Likewise, in reviewing the Finance budget, there was a need for 1/2 time person for data entry purposes. Mayor Nader asked if there was any reason why similarly needed data-related services could be done within other departments as is being done here. Mr. Goss stated there are; that is why we have over 200 microcomputers. There is a lot of individual data work being done in individual departments with that equipment. MSUC (Rindone/Moore) to give the Finance Department budget conceptual approval. MINUTES June 3, 1993 Page 5 MSUC (Moore/Nader) to give the Insurance budget conceptual approval. Debt Service: MSC (Moore/Fox) to give the Debt Service budget conceptual approval. Approved 4-0-1 CRindone had left the room). Non-Departmental: MSUC (Moore/Rindone) to give the Non-Deparunental budget conceptual approval. SUPPLEMENTALS: No. I Budget Graphics. An informational item. No. 2 Revisions to Proposed 1993-94 CIP budget. A CIP issue. No. 3 Request for Co-Sponsorship of Bonitafest. MSUC (Moorefrlorton) to give conceptual approval. No. 4 Boards and Commission 1993-94 budget request. Item was covered under Boards and Commissions. No. 5 Report on Chula Vista 21's priority projects. MSUC (Moore/Kindone) to give conceptual approval. No. 6 Equipment Replacement Budget. MSUC {Fox/Moore) to give conceptual approval. No. 7 Comparison of 1993-94 proposed CIP with prior three fiscal year budgets. An informational item. No. 8 Comparison of 1993-94 consultant contracts with prior three fiscal years. An informational item. No. 9 Chip seal lane miles. Mayor Nader stated there has been citizens complaining about th~ conditions of our streets. (Example: Broadway or G Street). He asked if we were waiting some further work to be done before it is considered completed? Councilman Moore stated he had talked to John LippiVc, the Director of Public Works about this issue. If you are a professional, you can put in a patch job that is smooth without a ridge. People are getting away with sloppy work. No. 10 Proposed Youth Action Program. Mr. Goss suggested that this be put on a wish list. All five programs would cost $73,000. MSUC (Nader/Moore) to put item on the Wish List. Councilman Rindone requested an explanation of the Ar'dst in Residence program. Mr. Valenzuela stated it is a grant funded program through the California Arts Council. We would have to look for a match of approximately $4,000. We have not applied, but it would be contingent upon getting a grant. It would come back to Council at that time. MINUTES June 3, 1993 Page 6 Councilman Rindone recommended that staff really examine the program for the Senior Youths, 16 to 19 year olds. Mayor Nader stated we had made strides with cooperation with schools in making use of facilities which already exist. He felt the next step would be in making use of church facilities. MOTION passed S-O. No. 11 Addition of four afterschool sites for dual staffing. Mr. Goss stated that when the budget was put together, staff did not take into account the direction of Council in 1991 in terms of how to proceed with the program. Therefore, he recommended that the four sites be included in the Parks and Recreation budget. MSC 0lindone/Moore) to approve No. 11. SUBSTITUTE MOTION: M {Nader) to add the item to the Wish List, Motion died for lack of second. MOTION passed 4-O-1 eqadex no). No. 12 Planning Department staffing requests. An informational item. No. 13 Consultant/Service provider use during FY 1992-93. An informational item. No. 14 Workload and general fund support in the Citys development related departments. An informational item. 3. REVIEW OF CAPITAL IMPROVEMENT PROJECT BUDGET (CIP) Councilman Rindone asked where the undergrounding projects were located. John Lippitt, Director of Public Works, replied that the undergrounding program was funded by SDG&E and was not funded out of the Capital Improvement program. Mayor Nader asked if the Economic Development Coordinator, the people working on the hi tech/bio tech zone, or the people working on the Border Environmental Commerce Zone had input into the Capital Improvement budget. He was wondering if certain types of infrastructure improvements that local governments can do that are seen as an assistance in attracting job producing businesses were included in the CIP program. Teri Enos, Principal Management Assistant, replied that none of them were involved directly in the CIP process, but they were all contacted and advised of the process although no one submitted any projects. Mayor Nader suggested that those individuals could be advised of the Capital Improvements projects budget process and if there are potential CIP projects which would assist in the City's economic development efforts, they should make Council, through staff, aware of such items. In next year's process, he suggested that this be consciously incorporated into the process. Councilman Moore suggested that perhaps a better way to handle this would be a memo from the Mayor to the Chair of the Commissions stating that ff they have thoughts of a capital improvement project, they should notify the City Manager or Public Works Director. Mayor Nader suggested that the Capital Improvement Budget be discussed after the CIP Tour on Saturday. MINUTES June 3, 1993 Page 7 Councilman Rindone asked if there was anything which was not proposed for the Central Basin which might be desirable or is this comprehensive. Mr. Lippitt responded that this is supposed to be designed for a fifty year storm. The design is almost completed. We will be going to bid soon in the new fiscal year. Councilman Rindone stated that this is the one project he would like to see fast tracked and completed before the rainy season. Councilman Fox asked for a brief report on the phone system upgrades and what it entailed for $11,000. Mr. Vignapiano responded that the majority of the budgeted amount was for the ongoing staff cost to do our portion of the maintaining of the phone system itself, doing the changes, monitoring and managing the voice mail system, as well as replacing some of the telephone port cards which are the incoming lines to the phone system. It is really a combination of maintenance and upgrade costs. Councilwoman Hotton asked where the widening of Third Avenue at Anita was located in the budget. Cliff Swanson, Deputy Public Works Director/City Engineer, stated it was listed under ST-511 as the Sidewalk Safety Program Annual Allocation. Mayor Nader requested more specific information on the widening of Broadway versus Main Street design. Mayor Nader asked that on Saturday if they could have a complete description of the project at Parkway and Rohr. Mr. Goss stated that this could be added to the tour. ORAL COMMUNICATIONS There were none. OTHER BUSINESS 4. CITY MANAGER'S REPORT(S) Scheduling of meetings: Mr. Goss stated that the next budget meeting was scheduled tentatively for Monday, June 14. The regular budget hearing was scheduled for Tuesday, June 1S. Councilman Moore stated that if staff provided a memo of potential wrap-up items with staffs recommendation, he felt everything could be accomplished at the regular Council meeting on June 1Sth. Mayor Nader suggested that they wait until after Saturday~s tour and receiving of the additional supplementals before a decision is made. 5. MAYOR'S REPORT(S) - None MINUTES June 3, 1993 Page 8 6. COUNCIL COMlVlF2,1TS - None ADJOURNMENT The meeting adjoumed at 9:04 p.m. to Saturday, June 5, 1993 for a joint meeting with the Parks and Recreation Commission at 8:00 a.m. in the Council Conference Room followed by a Council CIP Tour and thence to the regular City Council meeting on June 8, 1993 at 6:00 p.m. in the City Council Chambers. Respectfully submitted, Beverly A, AZthe[et, CMC City Clerk