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Home My WebLink About03/00/1990, - ADJOURNED MEETING OF THE CITY COUNCIL O\ ty (v C1TY o[ SAnp t�u�: 0131SPO Cn O COMMUNITY ROOM • CITY/COUNTY LIBRARY • PALM & OSOS STREETS � 0 � **Lead Pek6on-Item to come back to Coin 1b *�Deno.tez action by Lead Peon S �� No Aateni sk-Insonmati.on Onty A (iBNDA ADJOURNED MEETING OF THE CITY COUNCIL MONDAY, MARCH 5, 1990 - 12:00 - 5:00 P.M. CALL TO ORDER: Mayor Ron Dunin ROLL CALL: Vice-Mayor Jerry Reiss, Councilmembers Peg Pinard, Penny Rappa, Bill Roalman and Mayor Ron Dunin PUBLIC COMMENT (Not to exceed 15 minutes) Immediately prior to scheduled items, members of the public may address the City Council on items that DO NOT appear on the printed agenda. Please observe the time limit of three minutes. A speaker slip (available in the Foyer) must be filed with the City Clerk prior to the beginning of the meeting. As a general rule, action will not be taken on issues not listed on the agenda. Staff will generally be asked to follow-up on such items. The Council is interested in hearing from the public regarding issues or concerns of the community and welcomes your input. STUDY SESSION '` 1. MID-YEAR REPORT OVERVIEW ( DUNN /102 - 10 MIN. ) Consideration of mid-year review of progress, priorities, and budget status. CAO RECOMMENDATIONS: 1. Receive an introductory report for the Mid—Year Review of programs, priorities, and budget status. 2. Receive and file summary reports regarding the status of Reportable Goals and Capital Improvement Projects. FINAL ACTION: Received and Wed. 2. REPORTABLE GOALS DOCUMENT (HAMPIAN/202 - 30 MIN. ) Review of the status of 1989-91 .Reportable Goals and Objectives. CAO RECOMMENDATION: Receive and file. HAMPIAN* FINAL ACTION: Received and 6iZed. Reno tgTA;F 0�e A?MWMed on quan teAty bah-iv COUNTY OF SAN LUIS OBISPO ) SS Page 1 of 3 CI-r" 0- S :? cF • arfin-y t"at r an, emptc by t,C rity c` in 02 City Clerk'! _i Capart nt; and „`!,Is h9tri.I 7s@r tha front door of City 1Ea11 on U Dat S1 nature i March 5, 1990 Council Agenda 3. CIP STATUS REPORT (BAMPIAN/202 - 30 MIN.) Review of Capital Improvement Program status report. CAO RECOMMENDATION: Receive and file. ,MPIAN FINAL ACTION: Received and Jited. 4A. COMMUNITY DmnrrnPl�i'P WORKPROORAM (JONAS/202 - 60 MIN.) Consideration of the Management of the Community Development Department workprogram. CAO RECOMDUNDATIONt Review the workprogram of the Community Development Department, conceptually approve the recommendations, and direct staff to ary for implementation. return to the City Council with the actions necess ONAS FINAL ACTION: Amended a6 di6cuabed. 4B. UTILITIES DEPARTMENT WDRRPROORAM (HETLAND/202 - 60- MIN.) Consideration of the Utilities Department's workload and priorities. CAO RECOMMENDATION:, Agenda report not received by agenda close. To be distributed under separate cover. {ETLAND FINAL ACTION: Appnoved as recommended. 14 5. MD YEAR BUpG= ggppo T1 (STATLER/202 - 30 MIN. ) Consideration of Mid-Year budget report. CAO RECOMMENDATION: A. Receive and file the mid-year budget for fiscal year 1989-90. b. Adopt resolution approving mid-year budget revisions for 1989-90 and amending the 1989-91 Financial Plan. STATLER* FINAL ACTION: Re6oZuti.on No. 6777 adopted appuving Mid-Yeah Budget n.eque6t6 VOGES* a6 amended. Page 2 of 3 Council Agenda March 5, 1990 CONWINICATIONS (Not to exceed 15 minutes) During the balance of this meeting, any Councilmember or the City Administrative Officer may informally update the Council of written or oral communications and ask for comment and/or discussion. State law provides that Council take action only on such matters which have been noticed at least three days in advance of the meeting unless special circumstances are found to exist. Formal action or approval is not preferred and such items should be continued to the next Regular meeting. A. ADJOURNMENT. Page 3 of 3 * V f * Cly, Of SAn Lui�,- ot3ispo y 000 t► O COMMUNITY ROOM o CITY/COUNTY LIBRARY • PALM & OSOS STREETS 0 Q (�� S 0C A G E N D A ADJOURNED MEETING OF THE CITY COUNCIL MONDAY, MARCH 5, 1990 - 12:00 - 5:00 P.M. CALL TO ORDER: Mayor Ron Dunin ROLL CALL: Vice-Mayor Jerry Reiss, Councilmembers Peg Pinard, Penny Rappa, Bill Roalman and Mayor Ron Dunin PUBLIC COMMENT (Not to exceed 15 minutes) + Immediately prior to scheduled items, members of the public may address the City Council on items that DO NOT appear on the printed agenda. Please observe the time limit of three minutes. A speaker slip (available in the Foyer) must be filed with the City Clerk prior to the beginning of the meeting. As a general rule, action will not be taken on issues not listed on the agenda. Staff will generally be asked to follow-up on such items. The Council is interested in hearing from the public regarding issues or concerns of the community and welcomes your input. STUDY SESSION 1. MID-YEAR REPORT OVERVIEW (HAMPIAN/102 - 10 MIN. ) Consideration of mid-year review of progress, priorities, and budget status. CAO RECOMMENDATIONS: 1. Receive an introductory report for the Mid-Year Review of programs, priorities, and budget status. 2. Receive and file summary reports regarding the status of Reportable Goals and Capital Improvement Projects. 2. REPORTABLE GOALS DOCUMENT (HAMPIAN/202 - 30 MIN. ) Review of the status of 1989-91 Reportable Goals and Objectives. CAO RECOMMENDATION: Receive and file. Page 1 of 3 Council Agenda March 5, 1990 3. CIP STATUS REPORT (HAMPIAN/202 - 30 MIN. ) Review of Capital Improvement Program status report. CAO RECOMMENDATION: Receive and file. 4A. COMMUNITY DEVELOPMENT WORKPROGRAM (JONAS/202 - 60 MIN. ) Consideration of the Management of the Community Development Department workprogram. CAO RECOMMENDATION: Review the workprogram of the Community Development Department, conceptually approve the recommendations, and direct staff to return to the City Council with the actions necessary for implementation. 4B. UTILITIES DEPARTMENT WORKPROGRAM (HETLAND/202 - 60 MIN. ) Consideration of the Utilities Department' s workload and priorities. CAO RECOMMENDATION: Agenda report not received by agenda close. To be distributed under separate cover. 5. MID-YEAR BUDGET REPORT (STATLER/202 - 30 MIN. ) Consideration of Mid-Year budget report. CAO RECOMMENDATION: A. Receive and file the mid-year budget for fiscal year 1989-90. t. Adopt resolution approving mid-year budget revisions for 1989-90 and amending the 1989-91 Financial Plan. (Report not received by agenda close. To be distributed under separate cover) . Page 2 of 3 Council Agenda March 5, 1990 COMMUNICATIONS (Not to exceed 15 minutes) During the balance of this meeting, any Councilmember or the City Administrative Officer may informally update the Council of written or oral communications and ask for comment and/or discussion. State law provides that Council take action only on such matters which have been noticed at least three days in advance of the meeting unless special circumstances are found to exist. Formal action or approval is not preferred and such items should be continued to the next Regular meeting. A. ADJOURN TO MARCH 12, 1990 AT 12:10 P.M. 4' Page 3 of 3 L }' (v City0 [ San Luis- ot3iso 000 �� O COMMUNITY ROOM o CITY/COUNTY LIBRARY PALM & OSOS STREETS .gid. � 0 Q FA (reg.mtgs.: ll/1 0 C� GENDA . ON LIST (1/11/90) A G E N D A ent in box) ADJOURNED MEETING OF THE CITY C4_ASI P1e3ident MONDAY, MARCH 5, 1990 - 12:00 - 5 BIA (in box) Chamber of Commerce (in box) Housing Authority (in box) CALL TO ORDER: Mayor Ron Dunin KCOY ROLL CALL: Vice-Mayor Jerry Reiss, Councilmemb Bill Roalman and Mayor Ron Dunin KKUS --- KSBY KVEC PUBLIC COMMENT League of Women Voters (Not to exceed 15 minutes Libraryremtlts._:_ front desk)_ Mustang ki3y Immediately prior to scheduled items, members of the Planning Comm s (reg.mtgs: .in box) Council on items that DO NOT appear on the printed i Settle, Allen (until 6/30/90)Telegram Tribune (in box) time limit of three minutes. A speaker slip (avai Pacific Gas & Elec.Co. (reg.mtgs) filed with the City Clerk prior to the beginning of CentCstRadNwsNet (ti16/30/90) As a general rule, action will not be taken on issues not listed on the agenda. Staff will generally be asked to follow-up on such items. The Council is interested in hearing from the public regarding issues or concerns of the community and welcomes your input. STUDY SESSION 1. MID-YEAR REPORT OVERVIEW ( /102 - 10 MIN. ) Consideration of mid-year review of progress, priorities, and budget status. CAO RECOMMENDATIONS: 1. Receive an introductory report for the Mid-Year Review of programs, priorities, and budget status. 2. Receive and file summary reports regarding the status of Reportable Goals and Capital Improvement Projects. 2. REPORTABLE GOALS DOCUMENT (HAMPIAN/202 - 30 MIN. ) Review of the status of 1989-91 Reportable Goals and Objectives. CAO RECOMMENDATION: Receive and file. Page 1 of 3 r Council Agenda March 5, 1990 3. CIP STATUS REPORT (HAMPIAN/202 - 30 MIN. ) Review of Capital Improvement Program status report. CAO RECOMMENDATION: Receive and file. 4A. COMMUNITY DEVELOPMENT WORKPROGRAM (JONAS/202 - 60 MIN. ) Consideration of the Management of the Community Development Department workprogram. CAO RECOMMENDATION.: Review the workprogram of the Community Development Department, conceptually approve the recommendations, and direct staff to return to the City Council with the actions necessary for implementation. 4B. UTILITIES DEPARTMENT WORKPROGRAM (HETLAND/202 - 60 MIN. ) Consideration of the Utilities Department's workload and priorities. CAO RECOMMENDATION:• Agenda report not received by agenda close. To be distributed under separate cover. 5. MID-YEAR BUDGET REPORT (STATLER/202 - 30 MIN. ) Consideration of Mid-Year budget report. CAO RECOMMENDATION: A. Receive and file the mid-year budget for fiscal year 1989-90. 9. Adopt resolution approving mid-year budget revisions for 1989-90 and amending the 1989-91 Financial Plan. (Report not received by agenda close. To be distributed under separate cover) . Page 2 of 3 Council Agenda March 5, 1990 COMMUNICATIONS (Not to exceed 15 minutes) During the balance of this meeting, any Councilmember or the City Administrative Officer may informally update the Council of written or oral communications and ask for comment and/or discussion. State law provides that Council take action only on such matters which have been noticed at least three days in advance of the meeting unless special circumstances are found to exist. Formal action or approval is not preferred and such items should be continued to the next Regular meeting. A. ADJOURN TO MARCH 12, 1990 AT 12:10 P.M. Page 3 of 3 11.i�I�I��I��IYIIIIIIIIIII'I:IIuIII 1" MEE3TI/5,90E. cityo sat. _uis osispo COUNCIL AGENDA REPORT " "" BEA: FROM: Q John Dunn, City Administrative Officer PREPARED BY:Ken Hampian, Assistant City Administrative Officer SUBJECT: Mid-Year Review of Progress, Priorities, and Budget Status CAO RECOMMENDATIONS: 1. Receive an introductory report for the Mid-Year Review of Progress, Priorities, and Budget Status. 2. Receive summary reports regarding the status of Reportable Goals and Capital Improvement Projects. DISCUSSION: Background As a part of the adoption of the City's two-year Financial Plan and Budget, numerous goals and objectives are established by the City Council and staff. The Council Work Program, Management Team Objectives, and other high priority objectives are considered the City's "Reportable Goals" for the two-year financial plan period. Previously, staff had been providing Councilmembers with a written update concerning these Reportable Goals on a quarterly basis. These quarterly reports also included information concerning the status of capital improvement projects. Separately, each year a Mid-Year Budget Report has been provided to the Council which summarizes the City's financial condition at the fiscal year mid- point and also recommends budget revisions, as needed. Rather than providing these reports separately, staff believes that it would be more productive to consolidate this information into a single "Mid-Year Progress, Priorities, and Budget. Status Report", which is the subject of this study session. In addition to consolidating the presentation of existing reports, during this study session staff will be presenting detailed information concerning projects and priorities in the Community Development and Utilities Departments, and will be asking for Council direction with respect to priorities and the resolution of significant work load issues. Given the interrelationship between the issues in these departments and the City's overall goals and objectives, it is appropriate to consider these reports within the context of an overall interim review. Introduction to the Study Session: A Perspective Most of what the City and its respective departments do on a daily basis is operational in nature. That is, most City employees are engaged in the provision of basic municipal services. For example, �� aH�meul8�pomu��ll city of San tins OBISpo COUNCIL AGENDA REPORT Agenda Report Page Two most Police. Department employees perform the fundamental activities required to prevent crime and enforce the law; most Utility Department employees perform the operational tasks which must be carried out to provide water and wastewater services to residents and businesses. The list of operational tasks throughout the organization is very long. While these activities are often taken for granted, they do compose the majority of the organization's workload.. In many respects, the "Reportable Goals" which will be addressed during the study session are those which go beyond the provision of day-to-day services. They are the "quality of life" goals which. keep the City moving forward; progressing and pushing beyond the delivery of basic municipal services. While most of the City staff is engaged in the provision of basic municipal services, a relatively small percentage of staff is available to support the activities necessary to implement our "quality of life" goals. In this regard the City has been quite ambitious over the years, as evidenced by the quality of our community. With respect to other similarly sized communities, the City provides a very high level of municipal services and programs. Part of the City's ambitious approach is the degree to which our goals and objectives are documented. In fact, the City has received national recognition and several budget awards primarily because our Financial Plan is a goals and policy driven document, as opposed to a compilation of line item budgets. The advantage of being an ambitious organization with well documented goals is that high standards are set and ultimately much gets done. A partial list of recent accomplishments include: • Execution of Agreements for Performing Arts Center, Little Theatre, and Children's Museum • Adoption of High Occupancy Rental Regulations • Adoption of Art in Public Places Program Concept • Conceptual Approval of Civic Center Improvement Program • Completion of Capital Projects to Substantially Increase Well Water Supply • Adoption of Improved Minimum Pool and Water Action Levels • Implementation of Employee Assistance Program • Implementation of the D.A.R. E. Program `—C I �'�n�iii��i�ll(IIIIP1 "IIIIiII city or san tins oBispo COUNCIL AGENDA REPORT Agenda Report Page Three e Implementation of More Stringent vehicle Emission Control Enforcement e Creation of Community-University Task Force e Opening of the Remodeled Senior Center and Dedication of the Mitchell Park Memorial e Significant Progress on the Long-Term Financial Health Program, including direction to form an Ad-Hoc Citizen Advisory Committee to the CAO e Provision of ongoing review and management of the major issues of Water Conservation and the Wastewater Treatment Plant Upgrade. There is a "downside" to our high expectations, however, and that. is sometimes everything cannot be accomplished, or accomplished as quickly as_ envisioned. Since our goals are so well documented, this can create the impression that the City is not adequately achieving. The study session presentation will focus on several City achievements, and our status with respect to key priorities. It also, however, includes information and recommendations on projects and goals which have not been completed, or which are experiencing delay. Staff is asking for the Council's direction in considering these delayed items. They can be considered the natural outgrowth of an ambitious program, the desire to achieve more. However, at just over the quarter mark of -the two-year Financial Plan period, the major community issues are being addressed and much is being accomplished. Study Session Topics/Format Attached is a proposed format for the March 5 Study Session. Rey information concerning the major topics of discussion is outlined below: Overview/Introduction (Section I1 : Staff will present an overview of the study session purpose and format. Reportable Goals Report (Section II) : As mentioned previously, "Reportable Objectives" are defined as Council Work Program items, Management Team goals, and other major departmental objectives. There are 56 such Reportable Objectives established for the two- year Financial Plan period. It should be noted that specific completion schedules for several Community Development Department i�I80f1NIIVIIIII�I�p� �� `� MY Of San LUIS OBISPO i41ING8 COUNCIL AGENDA REPORT Agenda Report Page Four related goals are not provided; instead, they will be established after Council takes action on the separate Community Development Department report, as discussed below. With respect to one other goal, Fremont Theatre Acquisition, staff will be requesting specific direction before further pursuing this project. In addition to the Reportable Objectives, there are numerous other goals and objectives either documented in the budget or resulting from new activities initiated during the year. Staff will summarize only the Reportable Objectives Report during the study session; however, staff will be available to answer questions regarding the status of any other City projects or activities. Capital Project status Summary (Section III) : Included in the study session binder is a new report format for tracking the status of Capital Improvement Projects. The new format includes the major steps in the development and completion of capital improvement projects and provides actual or projected dates for completing these steps. This report has been prepared in order to provide better information concerning capital project status and also to assist staff in scheduling and tracking the completion of projects. This is staff's first effort using the expanded format, and further refinements are needed (e.g. to better distinguish between funded 1989/90 projects and unfunded, but planned, 1990-91 projects) . Approximately 150 capital projects are summarized in the enclosed report. Selected Department Review - Community Development (Section IV A ) and Utilities (Section IV.B. ) : Work load issues and conflicting priorities exist in these departments which requires Council direction to resolve. Particularly in the case of Community Development, many of the involved priorities relate to Council Work Program items and cannot be unilaterally altered by staff without Council approval. While confronting work load issues this directly is not typical, these are not matters which will "work themselves out" or "go away". They must be cooperatively addressed by Council and staff. With respect to resolving these issues, staff has included recommendations in individual reports prepared by the Community Development and Utilities Departments. In essence, the options for addressing these issues are three: (1) delete or defer the completion of certain goals; (2) add resources; (3) a combination of both of these approaches. Mid-Year Budget Review (Section V) : Staff will present Council with an overall review of the City's revenue and expenditure status at this point in the fiscal year. In addition, Council will be asked to take specific action on several budget revisions. A �� i�HilVillllllllP°�B1I��II MY of San LUIS OBISpo WINGN COUNCIL AGENDA REPORT Agenda Report Page Five separate staff report is included in the binder which will allow Council to take formal action to implement specific recommendations. Wrap-Up/Evaluation: Prior to the completion of the study session, staff would like feedback from the City Council concerning the information provided by staff and the overall value of a consolidated mid-year study session. Specifically, staff will be soliciting input concerning the Reportable Objectives Report (e.g. due to the workload involved, a biannual report is recommended) , the new CIP Status Report Format, the Mid-Year Budget Review, and the overall study session approach. CONCLUSION: At this relatively early stage of the two-year financial plan period, staff believes that significant progress has been made in several key areas. It is hoped that the combination of high aspirations, well documented goals, and a willingness to confront issues and make interim adjustments,. will keep the City progressing toward its fundamental mission, which is to provide quality municipal services, public facilities, effective decision making, and a high quality of life for City residents. ATTACHMENT: Presentation Outline KH\midyear.wp MID-YEAR REVIEW STUDY SESSION: PRESENTATION OUTLINE Topic(s) Estimated 11me I. Overview 10 minutes • Council Discussion/Questions II/III. Reportable Goals and CIE Status Summary 50 minutes • Council Discussion/Questions IV. Selected Department Review 2 hours, 30 minutes A Community Development Presentation • Council Discussion B. Utilities Presentation o Council Discussion V. Mid-Year Budget Review 30 minutes A Current Financial Condition B. Recommended Budget Revisions • •Council Discussion VI. Wrap-Up/Evaluation 30 minutes