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Home My WebLink About12/08/19751 1 1 Pledge Roll Call City Staff MINUTES ADJOURNED MEETING OF THE CITY COUNCIL CITY OF SAN LUIS OBISPO MONDAY, DECEMBER 8, 1975 - 7:30 P.M. COUNCIL CHAMBERS, CITY HALL PRESENT: Councilmen Graham, Norris, Petterson, Gurnee and Mayor Schwartz. ABSENT: None PRESENT: J.H. Fitzpatrick,.City Clerk; R.D. Miller, Administrative Officer; A.J. Shaw, City Attorney; Wayne Peterson, City Engineer; Rudy Muravez,.Finance Director; Robert Strong, Community Development Director; Michael Alamo, Parks Dept.; Terry Sanville, Community Development Dept. 1. City Councilmen representing the City on the following standing committees, - reported on the activities of the committee.since the November update: A. B. C. D. E. F. G. H. I. J. K. Area Planning Council Solid-Waste Traffic Committee Tree Committee Waterways Planning Board Whale Rock Commission Zone 9 Advisory Committee Water Advisory Board Central Cost Criminal Justice Committee Mass Transportation County Office of Manpower Services Councilman Gurnee Mayor Schwartz Councilman Norris Councilman Graham Councilman Petterson Mayor Schwartz Councilman Graham Mayor Schwartz Councilman Norris Councilman-Petterson Councilman Norris 2. R.D. Miller, Administrative.Officer, submitting the quarterly update of-the 1975 /76 C.I.P.,_reported on-the progress of C.I.P...projects under construction,.completed and in the planning stage. On motion of Mayor Schwartz, seconded by Councilman Norris, that City.Clerk prepare appraisal of golf course and driving range and City Attorney to see if lease could be continued. Motion carried. 3. R.D. Miller, Administrative.Officer, again reviewed his proposal for.establishing a.policy on..hiring consultants as well as suggestions for conditions-to be-included in the consultants'.contract. . The City Council discussed the Administrative Officer's proposal and asked him to rewrite the proposal in resolution form for future consideration. 4.. Rudy Muravez, reviewed the contents of the monthly.financial state- ments for Council information. 5. The City Council reviewed with Staff the 1974/75 annual audit of City.financial..records, prepared by the City's independent auditors, Diehl, Evans and Company. Rudy Muravez,.Director.of Finance,.went over the suggestions.and..recommend- ations of the independent auditors.as.to..improvements to the City's financial records, based on their observations during the audit: CITY COUNCIL.MINUTES DECEMBER 8, 1975 PAGE 2 1. An outside..appraisal should be made of all City property, and general fixed asset records maintained as specified in.the City Charter. The Finance Officer was authorized to-secure a proposal for an appraisal and installation.of a fixed asset accounting system. 2. If..feasible, the.Library Trust Fund, Whale Rock Fund,-and Duvall Trust Fund should be combined into one-Trust Fund.-to eliminate unnecessary record keeping. The Finance Officer was authorized to look into this and implement if feasible. 3. A study should be made of any liability the City might possibly incur relative.to.the_Whale Rock Dam and to.determine the City's responsibility in the event.of a disaster. Is insurance.needed or feasible? The City.Staff.is working with State Representatives to accomplish the recommend- ation. 4. Consideration should.be given to replacing the present cash register with a new remittance control machine. The present machine is.over 25 years old and._is.obsolete. Staff reported this item was requested in the 1975/76 budget but was taken out. City Council authorized Director.of Finance. to prepare proposal and call for bids to purchase remittance control machine. 5. For.records.efficiency and to eliminate waste,.it was suggested that one - active bank account be maintained and that inactive accounts be maintained in those depositories giving the highest interest rates. If rotation was deemed necessary, change active banks every three years-rather than each year. Choosing a.depository should be based_on.which one could give the-City the best services. On motion of Mayor Schwartz, seconded .by.Councilman.Petterson, that the City Director of Finance:-be authorized to.prepare a_ "Call for Bids" for the City's active account for 1976/77 fiscal year taking into consideration the recommend- ation of the independent auditor. Motion.carried.on the.following.yote: AYES: Councilmen Petterson, Graham, Gurnee and Mayor.. Schwartz NOES:...Councilman Norris ABSENT: None 6. Enterprise Funds should.be maintained on the accrual basis -of accounting. Fixed.assets applicable to these funds.should.be_ recorded and allowances for depreciation should be maintained:. Water.and sewer inventories of meters, pipe, hydrants, and other items should be maintained and recorded and controlled. Revenue bonds liability accounts applicable to these funds, should be maintained and recorded in these funds. Director of Finance authorized to implement. 7. All City billing should be centralized and controlled.by the Finance Department.rather than initiated by some..department heads. Recommendation approved, Director of Finance to implement. 8. It was recommended that the City consider a policy.of collecting utility-deposits from new or transient.users. .This.should.apply only to new applicants for water service. Much utility revenue was escaping that could be offset through a utility deposit system, and most utilities used this system. CITY COUNCIL MINUTES DECEMBER 8, 1975 PAGE 3 On motion of-Councilman Petterson, seconded by Councilman Graham, that City Council.hold.a_.public.hearing early next year for possible implementation of $10 utility deposit. .Motion carried. All ayes. 9. The City Charter should be amended or. updated, since it has been twenty years.since it was last published. Auditors to._be..asked_to expand-on-their.-reason for the recommendation. 10. Consideration should be given. -of departmental petty cash funds, where possible. This would cut down the paperwork on many small expenditures, and facilitate and expedite services. Director of..Finance.to.implement „if he felt it was feasible. 11. Investment _of.inactive.accounts.should be integrated between the ..Finance Department.and.the City Administrator with the Finance Department supplying the cash -flow information, forecasts, and.computations.necessary .for Mr. Miller..'s- decisions and evaluation. A log of transactions.could be maintained currently through the.fiscal year, which would be of assistance to Mr. Miller,.Finance Department; and.the outside.auditbrs. An additional comment on_Item.11 is that in- Municipalities of.the.size of San Luis Obispo, it was.the City Treasurer's duty to invest inactive funds with the Finance Department supplying.the necessary information for that pur- pose. In cases where.the Finance Department supplied the.information necessary for the investment of-inactive funds,..the normal activities-of the Finance Department. continue .uninterruptedly.and.there need not be any-disruption in service. Integration.of these_ services between the Finance.Department. and the Treasurer.would release Mr. Miller from some of the duplication of duties in making the financial - decisions and allow him to more fully concentrate _on his managerial talents. His rapport.with..the banks had been a valuable ' asset for the City, and he could continue the actual investment of funds assisted by.information from the Finance Department. On.motion- of_Councilman Petterson, seconded by Councilman Graham, that the Finance Department.handle . investment.of inactive funds with the Treasurer to oversee the investments and hold the securities with phasing to take place as soon-as possible. Motion carried. All ayes. 12. Just as a General Fixed Asset Group should be set up on.the City's records, so.should the General.Bonded.Debt Group. This group was a reservoir for General_Obligation.Bonds - .the.long- .term.general indebtedness of the entire governmental unit. These-liabilities should be offset by a debit account - Amount to..be.Provided for Payment of Bonds..- in the asset.section. Finance Depar.tment.to.implement as part.of update of City records. 13. Interfund accounts receivable and payable should be-maintained on the accounting-records. Finance Department..to implement as part-of update of City records. 14. 'The cash fund balance of the.Capital Outlay fund as of June 30, 1975, was only $73,941 and the Capital Outlay reserves were listed.as $915,000. ' Mr. Miller - advised the Council that the difference was due to borrowing reserve funds to finance last year's capital expenditures. He submitted revised estimated fund balance which indicated that restricted balances would be within legal requirements. Mr..Muravez commented.that..the borrowing of the Capital Outlay Reserves should be reflected in the accounting record. Director of Finance to consult with.auditors on the inclusion of borrowed reserves in.- the.financial records. ..CITY.COUNCIL..MINUTES. DECEMBER 8., 1975 PAGE 4 6. Review of.Administrative Officers.recommendation.for typical task for Henry _.Marquez :.- continued. for Council discussion.- 7. _.-Review-of Phase II Report, - General Plan continued. 8. Prospects for selection of..San Luis Obispo as site for.1977 Babe Ruth World Series.and._implication.for City continued for Council discussion. 9. On motion -of_ Councilman._ Gurnee,. seconded ...by.Councilman.Graham, APPROVED: April 5, 1976 Fitzpatrick, City Clerk MINUTES .... ADJOURNED.MEETING OF_THE".CITY COUNCIL . CITY OF SAN -LUIS OBISPO ....TUESDAY, DECEMBER 9, 1975 - 7:30 P.M. COUNCIL CHAMBERS, CITY HALL Pledge. Roll Call ..PRESENT:. Councilmen Gurnee, Petterson, Graham, Norris and Mayor Schwartz ABSENT: None City Staff ..,..PRESENT: J.H. Fitzpatrick, City Clerk;.R.D. Miller, Administrative Officer; A.J. Shaw, City Attorney; Robert Strong, Community Development Director;.Dan Smith, Planning Department; Terry Sanville, Planning Department. Planning.Commission PRESENT: Richard.Breska, Doug Donaldson, Dennis Johansen, Vincent Fonte, A.R. Settle, Laverne Schneider,.Gerald Evans --------------------------------------------7---------------------------------- 1. The City Council met.in joint session with the City Planning Commission and discussed the following items: A. South.Street.- Specific Plan .Proposal 1. Annexation.proposal. 2.- ...,Dedication of improved.and unimproved open .space along drainage channel. 3.. Phasing. -of the developers plan.. 4. Location of.commercial land use B. General ..Plari..Revision.Phase.II' 1. Growth Strategy.Alternatives POPULATION YEAR a._.Existing.Population 330400 1975 b.- Limited Growth 42,000 1995 c. Moderate Growth 64,000 1995 d. Induced Growth 86,000 1995 n