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HomeMy WebLinkAbout03/08/1983City Council Minutes Tuesday, March 8, 1983 - 3:45 p.m. Page 2 1. Recognize the budget as a planning process (1983-85). 2. Initiate that planning process today, at varying levels of detail. A. Revenue B.r Functional areas C:' Program comments-by-Council 3. Expectations are: A. Are current departmental objectives appropriate? ' B. Are proposed departmental objectives appropriate? C. Are there departmental objectives that staff has omitted'which Council believes should be pursued? 4. Desired outcome of Council participation: A. Eliminate surprises in budget review process regarding level of services (use of-development modification matrix to identify area•of Council concern). - B. Staff preparation of a budget document which reflects.those concerns. 5. Disclaimers. A. Staff and Council realize that directions given: at this. session are not final decisions. Decisions will be a result of review and-adoption of-the-budget.- - B. Staff work to date has been on programs; not exact calculation of cost data. Rudy Muravez, Finance Director, reviewed the 1982/83 estimated revenues, 1982/83 estimated tax revenues, 1982/83 appropriations by category, and submitted a budget calendar for 1983 -84 (see file no. 223). Basically, when looking at the tax revenues, he stated there would be more of a "controlled" revenue increase, basic control and slow recovery. He showed an estimated 1982 -83 revenues of $16,633,000 and showed a total of $7,800,000 estimated in 1982 =83 tax revenues. He sees total appropria- tions for 1982 -83 of $23,798,000. The budget planning document was divided into six functional areas and presented by one department head as follows: General Government - Geoff Grote; Community Development - Toby Ross; Leisure, Cultural-and-Social. Services - Jim Stockton; Public Safety - Roger Neuman; Public Utilities - Dave Romero;`Transportation — Dave Romero. Councilman Settle arrived at the meeting at 4:20 p.m: Each.presenter then gave a 10 -15 minute presentation on his functional area including organization, program, personnel and major capital emphasis-for 1983 -85 (see file:no. 223) 5:30 p.m. Mayor Billig declared.a recess. 7:05 p.m. City Council reconvened," all Councilmembers present. Council then went - through each functional area including the matrix making comments and giving direction where they would like to see special emphasis and de- emphasis placed on individual programs. 1. General Government A. Finance Department Councilman Griffin supported on -going finance programs nos. 3,- '8,'9, 10, 11, and new programs 1 and 3. He felt it was crucial that staff place emphasis -on an integrated management information system allowing.timely information to be available to both staff and Council. City Council Minutes Tuesday, March 8, 1983 - 3:45 p.m. Page 3 Councilman.Diinin requested.busiriess licenses be looked at again to be sure that all.businesses have one, i.e.',.home, rentals, etc. He suggested staff .look at a possible new program for the-City to issue "bonds" for drainage and other projects and the establishment of a cash - investment policy. He would like to see the Assistant Administrative Officer look at alternative funding sources, i.e-.,'grants and matching-funds for idle cash. Councilwoman Dovey requested that an on progress toward existing objectiv, Councilman:•Settle stressed strategic government relations with the County the two -year budget concept and as a two -year contracts with employees to update be submitted listing status as 'of 'all departments.. planning, land use, and inter - and the City. He was supportive of part of that would like to see coincide with the budget. Mayor!Billig was supportive of the present.. course of action. 2. Personnel Department . Councilman Griffin requested that staff upgrade recruitment methods in order to achieve hiring of top -notch personnel. He suggested develop - ment.of-a.performance system separating public safety and general employee's.and:'suggested application of a.bonus.system br an incentive system: He supported the'affirmative action program. He would like to see the classification system reviewed and finished. Councilwoman.Dovey . also.supported : a recognition system of some.kin&: Mayor Billig liked the affirmative action program and hoped staff would continue to try to streamline records management. She was concerned about the classification system and good-employee relations program. She agreed that a recognition and incentive program should be established. ' 3. Administrative Office Councilwoman Dovey again asked for.an update and stressed the need for water management. Councilman Settle stated that strategic planning was high on his list, Team:Managemenv and bringing in advisory - bodies wherever possible to help.review and submit valuable input to the Council. He was very suppor.tive:of programs 6,.7, 9, 10, and.11. Councilman Dunin stressed the need to develop a good priority list with regard:-to the essential services, k.e., 1).Police, Fire, and drainage; 2) general streets, planning, parks; and 3) social services, recreation, golf, P.C.C. funding, recreation programs, buses;. -etc. He would,like to see these-programs more self- supporting: He felt the CAO.should be, careful-to -treat Councilmembers .equally.insofar:as information is disseminated to.all members in:the same manner.:: Councilman Griffin.commended staff:on the good .work on the agendas and reports:but continued to stress.that all departments should have complete, concise'agenda reports. .He,: would also::encourage.development of the mid - managers. skill: in this area., He would like to see Council establish closer relations with advisory bodies. ... ..I Mayor.Billig agreed.. She.felt, the agenda.reports were very important and should include technical knowledge that is easily understood by the Council and lay.people. Reports, either written or oral, should be imparted to the.public at a-'level they can understand. CouncilmaniGriffin stated that adding a touch.-of humor:or some personal style,is helpful. , Councilwoman Dovey would like to see all agenda reports include:date of writ ing•.•- City Council Minutes Tuesday, March 8, 1983 - 3:45 p.m. Page 4 Councilman Dunin disagreed with the need for additional information in reports. He would rather de- emphasize the role of the report. Staff should be spending more time in the field than in the office and should be reducing time required to prepare special reports. Councilman Griffin emphasized quality over quantity. Councilman Dunin supported completion of the Municipal Code revisions. Reports from the City Attorney should go to Council before the press and Council kept up -to -date at all times as to pending legislation, etc. Councilman Settle urged the Attorney's Office give current updates on litigation and legislation. 4. City Clerk's Office Councilman Dunin was supportive of a records management system as being proposed. Councilwoman Dovey was supportive of the microfilm system and requested what the current status was. Councilman Dunin stated that the agenda reporting with the Mayor and the CAO is good and should reduce demands on paper work. Would push ahead on both Code revisions and microfilming. Clerk and CAO having an orientation session with new Councilmembers would be helpful. Mayor Billig emphasized good agendas and good record keeping and would place the emphasis on use of technology, i.e. computers, rather than additional personnel. 5. Administration - Public Works Councilman Griffin supported pushing ahead with the implementation of the Ralph Andersen Report. He also requested status on goals. Mayor Billig supported the capital and project management program. 6. Communitv Development Councilman Settle was very supportive of the concept of project managers for individual projects. He was supportive of the proposed capital projects. He would like to improve the relations with the County, especially in relationship to land use in the city. Councilwoman Dovey liked the arrangement of planning personnel; this would also help in cross - training. She questioned the level of priority of Los Osos Valley Road, as the project has yet to be reviewed and approved by Council. Training program for the Planning Commission outlined in last year's goals should be enhanced to include all advisory bodies. In addition, she would like to see solar criteria surveyed. She was supportive of the strategic planning program. She wished to see a permanent ordinance establishing the Cultural Heritage Committee within the next year. She asked for feedback concerning the physical move of the City Engineer upstairs to the Public Works Office. She would like to see a more active role taken by the Mass Transportation Committee. Councilman Griffin was supportive of the yellow sheet as proposed. ' Councilman Dunin agreed. With regard to long -range planning, he felt downtown goals and objectives should be included. He would like staff to review current trend of subdividing floor space in the downtown area, both the pros and cons, and what effect it has on large -size businesses. He was supportive of one person working as a project manager on indivi- dual applications. He felt there should be a better inspection of Code enforcement. He would like to see staff come up with a review of the direction being taken by the Architectural Review Commission, including staff's recommendation to Council. City Council Minutes Tuesday, March 8, 1983 - 3:45 p.m. Page 5 Mayor--.Billig-agreed that the project planner was a good approach. Hillside Planning and the General Plan are still high priorities. Project review and enforcement has been a problem, and she is glad to see-At improving. She would like'to see better coordination with other departments. Item 7 on the yellow sheet, she felt, was critical concerning downtown parking, promotion, beautification; and downtown revitalization. Major,capital..projects should be prioritized. 7.- -Leisure, Cultural 'and Social. Councilman Dunin again requested that the golf course be more.self- support- ing. He would like to see the matter of tours and recreational programs sponsored;by the Recreation Department resolved. .He.felt the Park and Recreation assessment analysis was excellent but again stressed the -need to resolve differences between competition swimmers and private-activi- ties at the swimming pool. Councilman - Settle was supportive of solar-over the pool; all other progtams okay: Councilman Griffin agreed. Councilwoman Dovey asked that staff continue to find other ways to subsidize the pool, golf course, etc. She would like to see matching grants actively pursued for all projects. Councilman Dunin was concerned about the'role of.the HRC.'and, the PCC as proposed as part of Recreation. He wanted to be clear the HRC was not going.towards a separate.department.. He would like to see the Admini- strative Officer prepare a resolution.that delineates exactly what the position of the HRC is as part of the organization. In his opinion the .CAO should have control of HRC employees, not the Commission. With regard.to -the PCC, if -.they are to -be under.the:Park and Recreation Department,-it should be..clearly delineated-.as well. He was very supportive of the recreation programs and did not feel any of them were expendable; -He-supported public safety of the community and the recrea- tion programs are essential in keeping the moral and citizens involved in other activities. Councilman:Griffin did.not feel:Park - and Recreation was a low priority or expendable. It is time for the Council to better.articulate the programs of the HRC. The service activities have been around long enough now that.he felt they could be evaluated. What was the extent of the programs, staffing, organization, etc. Mayor Billig would like to see more emphasis placed on the recreation center, Jack House and the library; those are the areas needing atten- tion�-..No Recreation programs were expendable in her opinion either. 8:40..p.m. Mayor Billig declared.a recess. 8:50 p.m. City Council reconvened, all Councilmembers present.- 8. Public Safety Councilman'Griffin supported'new.program B =3 analyzing Worker's Compen- sation;--lost:time data and•proposing.alternatives.for more effective management and cost reduction. .He..would:like-to see this.program considered city wide. Staff should look at the inter - relations of a broad risk management under general government. Continue.to emphasize integration and support between the Police and Fire services. Councilman Dunin was supportive of.the Police:Department and their proposed programs:- He would hope there were no large capital projects in the works. He would like to see the neighborhood watch program expanded•to get more foot- patrol,traffic:interaction: with the neighbor- hoods. He questioned the Police Departments goal last year to reduce burglaries by five percent, which-he did not-see happening;,.. He-supported shared equipment between Police and Fire services. He did have a problem with the proposed Fire training facility. He would request the City Council Minutes Tuesday, March 8, 1983 - 3:45 p.m. Page 6 Administrative Officer and Chiefs look hard at this prior to bringing it to Council. Councilman Settle was supportive of the programs for both departments. Councilwoman Dovey stated she was very pleased with the physical fitness program, EMT II, and hazardous materials response preparedness. She would like to see public education enhanced and more citizen participation considered. She would support expanding the neighborhood watch program and would like to see the noise control ordinance reviewed with some stricter enforcement plans initiated. Mayor Billig emphasized the need for the Police Chief to monitor the Police facility expansion construction. She supported the noise ordin- ance and agreed with need for a comprehensive Worker's Compensation analysis. She also felt the disaster preparedness was a must. She did caution getting too close with the County concerning mutual aid unless mutual financial cost benefits were also present. She did not wish to see the City providing man -power for the County with nothing in return. Councilman Settle agreed that the mutual aid must be backed up with a cost - effective program. 9. Public Utilities Councilman Settle was supportive of the proposed programs. He liked the CIP items 2A, 2B, Corporation Yard and water supply. Councilwoman Dovey was supportive of the projects and would emphasize cost - effectiveness for the hydroelectric project. Councilman Griffin was supportive of the water management plan. He felt it needed to be better articulated and major components expanded. Staff could have simply listed a comprehensive source of analysis, rather than getting into the details on the proposed yellow sheet. He suggested looking at the level of service areas intended to be recommended to the Council. Councilman Dunin had no problem with the water management plan. The plan could have been achieved if staff hadn't gotten involved with two hydro projects. It needs to be looked at as a priority again. He was concerned that we should be expending $1.25 million for a hydro project and only $200,000 for sewer main replacement. Studies connected with water management plan must be completed this year. Separation of conservation plan was extremely important in his opinion. He had received several complaints concerning water quality. Mayor Billig felt significant priorities should be given to the water management plan. Continued improvements to the wastewater treatment plant was also important. The hydro project was a high priority but if the city can't iron out the problems it currently faces, she would not be opposed to shelving it. Equipment maintenance and record keeping were also high priorities. She felt that Salinas and related costs should be looked at closely. Reporting mechanism must be accurate. Minimum level of patrol should remain at Whale Rock. Keep the equipment in good order; improve fire hydrant installation and maintenance; and staff to use caution in writing contracts and bid documents. 10. Transportation Councilwoman Dovey was supportive of separating drainage from streets and sidewalks; liked the Sunday service proposal for Dial -a -Ride and urged staff to continue to look at preventive maintenance. Councilman Settle was very supportive of the Dial -a -Ride idea in order to justify savings for a fare box ratio. He questioned what percentage of salary would be from Zone 9 towards salaries. City Council Minutes Tuesday, March 8, 1983 - 3:45 p.m. Page 7 Dave Romero, Public Works Director; explained..there was a total of $50,000 to come from Zone 9 this year,.part of which would go towards cleanup and part for salary, the ratio yet to be determined. Councilman Dunin. was also supportive of the new program to separate drainage from streets and sidewalks. He would like to see staff look at a program for -the sale of surplus land and disposal of property which would.Tinclude mini parks.. The•bus.system.should be looked.at to find less costly ways of running the system. Tropicana's recent proposal not to bus students to Cal Poly should not result in the City picking up the tab.--He•would request staff look at the original agreement:with Tropicana as he believed.that they were required in a•use permit condition to provide for transportation of.residents.. He felt-a= priority list must be established for capital improvement projects. Priorities should be according to public safety and:then downwards,towards the non - essentials. The sidewalk iepair program is in a state-of flux and should be reviewed. With regard to mission- style.sidewalks, he.felt beautification should be considered a second priority. He clarified that the monies coming from Zone 9 would not be going,towards salary or wages but would be going for cleanup projects only. This is also only a one year allotment and should not be counted on in future years. Councilman Griffin preferred wording of the proposed program under transportation much better,than under public utilities and suggested revision accordingly. He would like to.see a comparison of drainage costs from previous years broken out of the streets and sidewalks so . an honest comparison could be made in-this year'.s budget. He agreed with Councilman Settle. concerning -the,yellow.sheet.. Mayor Billig felt that increased emphasis should be placed on drainage maintenance. She was pleased with drainage being separated out of streets and sidewalks. Too much emphasis is placed.on sidewalk constr- uction and repair'. Meter revenue collection should be contracted out; 1 we need an overall analysis of.where we are.now and where we are going regarding the bus system, i.e., Dial -a -Ride, etc. She did not feel we have.a.good handle on the transportation system -and would encourage an overall transportation analysis..be submitted to Council :..She encouraged better street sweeping for the downtown area. Drainage and maintenance need more_priority. Traffic signals should be considered for possible contracting out:" She would like to stay where we are concerning landscape medians. Councilwoman Dovey suggested the Mass Transportation Committee evaluate the inclusion of the Tropicana area -into the bus routes. She would like to see.fhe advisory bodies more involved with these kinds of studies. Councilman Griffin agreed that staff needed to take a closer look at the Mass Transportation program. Staff should take a master -plan approach to those programs that have been identified and take in a full range of what the city is attempting to provide between local and regional needs. He would not, however, postpone any actions of the major objectives to wait for the comprehensive plan. Paul Lanspery, Administrative Officer, then recapped the nine items he felt Council had reached consensus on. 1. Supported systems, not for the sake of systems, but for obtaining all reliable data necessary to make rational decisions - -need to link financial, goals and objectives, capital project management, agenda. 2. Strong support for the strategic planning effort -- important to link to interval capacity to fund /manage link to a downtown plan. 3. Advisory bodies education, good communication and use of advisory bodies, bap their.•practical expertise ..(specifically MTC working.on a transportation analysis with Public Works staff). 4. Recognition of large amount of capital projects, need for clear priorities - -sound project management. City Council Minutes Tuesday, March 8, 1983 - 3:45 p.m. Page 8 5. Treat our employees fairly, require performance, reward for good performance, support management team concept. 6. Revenues - -user fees emphasis (golf), license and permits, bus system. 7. Clarify some of the organizational relationships via the budget documents; HRC also encourage closer working relationships between departments, i.e. public safety. , 8. Consider enhancing citizen participation development programs - -sup- ported the parks approach and supported Public Safety (crime prevention). 9. Basic services need to be financed -- sewer, water, drainage, public safety, specifically in CIP area, good repair and replacement schedules, consider leaving income with debt. Councilman Griffin also suggested that one program objective might be for the Council to start their own team building program. C O M M U N I C A T I O N S 1. Mayor to write letter to Matthew Umhofer concerning closing of schools and explain that although the city is very sympathetic to the problems being faced by the school district, there was little the city could do and to stress to him to write his legislator and other legis- lative bodies, the need to look for other funding possibilities with the last options for closure of school with a carbon copy to the school district. 2. Mayor directed to write letter expressing need to hold public hearings on the draft EIS comment period be extended for a full 60 days There being no further business to come befor Billig adjourned the meeting at 10:00 p.m. / Council concern for the for the "Lease 73" and the (4 -1). z the City Council, Mayor ^i If - P�inela Voges; City Cle APPROVED BY COUNCIL: 4/5/83 U M I N U T E S REGULAR MEETING OF THE CITY COUNCIL CITY OF SAN LUIS OBISPO TUESDAY, MARCH 15, 1983 - 7:00 P.M. COUNCIL CHAMBERS, CITY HALL, 990 PALM STREET SAN LUIS OBISPO, CALIFORNIA PLEDGE OF ALLEGIANCE ROLL CALL Councilmembers ' Present: GlennaDeane Dovey, Ron Dunin, Robert Griffin, Allen K. Settle and Mayor Melanie C. Billig Absent: None City Staff Present: Paul Lanspery, Administrative Officer; Geoff Grote,