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06/07/1982M I N U T E S ADJOURNED MEETING OF THE CITY COUNCIL CITY OF SAN LUIS OBISPO MONDAY, JUNE 7, 1982 - 12:10 P.M. COUNCIL HEARING ROOM, CITY HALL, 990 PALM STREET SAN LUIS OBISPO, CALIFORNIA STUDY SESSION ROLL CALL Councilmembers Present: GlennaDeane Dovey; Ron Dunin, Robert Griffin; Allen Settle and Mayor Melanie C: Billig Absent: None City Staff Present: Paul Lanspery, Administrative Officer; George Thacher,_ City Attorney; Pamela Voges, City Clerk; Rudy Muravez, Finance Director; Steve Henderson, Human Relations Coordinator; Geoff Grote, Assistant Administrative Officer; Ann McKibbin, Personnel Director; Dave Romero, Public Services Director; Lane Wilson, Parks Department 1. GENERAL GOVERNMENT BUDGET REVIEW A. City Council - .Requested Budget, $56,820.00 Councilman Dunin questioned the possibility of reimbursement to Council members for mileage on City business. After brief discussion, Council requested staff to look into the possibility and report back to Council. (5 -0) The Council then discussed the City Council Proposed Budget in the amount of $56,820.00: and a- recommendation by :Pam Voges, City Clerk, to increase postage by $200.00 and the telephone line account by $500.00. After brief discussion, and upon general consensus, there was conceptual approval of the Council's budget in the amount of $57,520.00 which includes $700.00 for postage and telephones. (5 -0) B. Citizens Advisory Committee - Proposed Budget, $300.00 Councilman Dunin suggested that the.Citizens Advisory Committee become a technical committee under the direction of:the City•Administrative Officer. Councilman Griffin stated he could support this given more specificity to an ordinance establishing and setting forth the criteria of the CAC, with ample opportunity and input from the Citizens Advisory Committee. -� He would like to see a draft ordinance brought back to the Council showing the status and function establishing the Committee. Mayor Billig agreed. She felt the CAC had had difficulties in the past with definition of its charge and by working with the Administrative Officer, they would receive clearer directions and better communication would exist between the Council and the CAC. She suggested that the CAO develop a draft ordinance setting-up the CAC as a technical committee with this concept to be used for discussion as to how the committee will operate. She also suggested a cover letter be sent to the CAC explaining the action taken today::. City Council Minutes Monday, June 7, 1982 - 12:10 p.m. Page 2 Councilman Griffin added that he was very supportive and would encourage advisory bodies because they not only.provided valuable information to the City Council but they were also proving grounds of the City's future leaders. Upon general consensus, Council directed the CAO to draft an ordinance setting up the Citizens Advisory Committee as a .technical committee and outlining their charge and function. (5 -0) Upon general consensus, $300.00 proposed in the CAC budget was transfer- ' red to the City Administrative Officer's budget. (5 -0) C. City Administrator - Proposed Budget, $135,;520.00 Paul Lanspery, Administrative Officer, outlined the major objectives and significant expenditure changes'for the Administrative Office. After brief discussion and upon general consensus, Council agreed to approve the requested amount of $135,520.00 with the additional $300.00 transferred from the CAC for a total of $135.820.00. (5 -0) D. Public Services Administration - Requested Budget, $71,700.00 Dave Romero, Public Services Director, briefly reviewed the major activities and objectives and stated there were no significant expendi- ture changes. After brief discussion, and upon general consensus, Council gave concep- tual approval to the requested $71,700.00 as submitted. (5 -0) E. City Attorney - Requested Budget, $131,420.00 George Thacher, City Attorney, briefly reviewed major service activi -. ties, objectives and significant expenditure changes and upon question explained $2,500.00' would go toward refurbishing the law library so that it could function occasionally as a general purpose conference room. Councilman Dunin stated that he was reluctant to approve a remodeling in the Attorney's Office unless it was to definitely be used as a general purpose conference room. Mayor Billig suggested that the conference room would be primarily used by the Council and the timing would coincide with'the Administrative Assistant moving into the library /conference room in the Council's Office area. Councilman Griffin stated he was supportive of the attorney's objective to complete revisions of the Municipal Code and would urge the Attorney and Clerk's office to move ahead with it. After brief discussion, and upon general consensus, Council conceptually approved the Attorney's budget in the amount of $131,420.00. (5 -0) F. City Clerk - Requested Budget, $128,790.00 Pam Voges, City Clerk, reviewed major objectives and significant expenditure changes. Upon general consensus, the requested budget was approved as submitted for $128,790.00. Pam Voges then reviewed the Policy Statement regarding notification and advertising. Councilman Dunin stated he was supportive of the advertising policy but would like to see home occupation permits receive additional attention and have special notification or notices to property owners as this seems to create problems with neighborhoods on .a frequent basis. City Council Minutes Monday, June 7, 1982 - 12:10 p.m. Page 3 Councilman Griffin urged that guidelines be developed to strive for consistency. After brief discussion, and upon general consensus, the Policy Statement was approved as amended including Councilwoman Dovey's suggested wording changes under Major Objectives as follows, "In cooperation with the City Attorney, to revise and maintain the Municipal Code through contract services. Pam Voges then reviewed the Elections Budget in the amount of $1,000.00 and explained that due to the Council's actions a week ago to place a ballot measure on the November election, the City's pro rata share of election expenses would probably be in the neighborhood of between $6,000.00 and $7,000.00. She would, therefore, request Council to appropriate' the additional monies to cover the election expenses. Upon general consensus Council increased budget appropriations from $1,000.00 to $7,000.00. (5 -0) Councilman Griffin left the meeting at 1:15 p.m. G. Finance - Requested Budget,'$320,830.00 Rudy Muravez, Finance Director, reviewed the Financial Administration Budget. After brief discussion, and upon general consensus, Council gave concep- tual approval to the Finance Budget as submitted. (4 -0 -1) H. Personnel - Proposed Budget, $150,050.00 Ann McKibbin, Personnel Director, then reviewed personnel expenditures, objectives and activities for the forthcoming year. Councilman Dunin. suggested the use of a volunteer program be expanded and suggested that the Citizens Advisory Committee might be of help in this area at least to study programs in other cities and possible recommendations for the City of San Luis Obispo. He felt that our City was one of the richest in this type of volunteer help and it had not even begun to tap this resource. Councilman Settle stated he was also very supportive of a volunteer program and working with Cal Poly on this. Councilwoman Dovey felt the volunteer program should be approached very carefully and suggested having a workshop for orientation of city employees. Mayor Billig was supportive of the Personnel Director's objective under Wage and Fringe Benefit Administration, and agreed with the importance of establishing an Employee Recognition Program. She felt this was extremely important to morale of employees and she was anxious to see something materialize. Managerial Training was a form of recognition. Upon general consensus Personnel's budget was given conceptual approval as submitted for $130,050.00. (4 -0 -1) I. Government Buildings - Requested Budget, $118,910.00 Dave Romero, Public Services Director, reviewed the Government Building Proposed Budget. Mayor Billig suggested that under the objective outline, adding a third one creating greater emphasis on- City_buildiiigs.and increasing. the appearance in front of City Hall. She felt government buildings project the image of the Council; and she would, therefore, urge support that maintenance of the grounds and the appearance of the buildings be kept up. City Council Minutes Monday, June 7, 1982 - 12:10 p.m. Page 4 Councilman Dunin agreed and felt that the entrance to City Hall should be enhanced. He would be willing to designate monies towards that end. He suggested adding a contingency fund, with staff directed to prepare options, and suggested that plans be brought back before the budget is given final adoption. Mayor Billig stated she was also concerned from a safety standpoint, especially at night and during the winter months, that the shrubs are trimmed back so that visibility would be better and there would be less ' possibility for someone to hide. After brief discussion, and upon general consensus, Council directed staff to come back with suggested plans for the remodeling of the entrance to City Hall. Council approved requested budget in amount of $118,910 with added Objective No. 3, "Emphasis to increase the appear- ance of city buildings including remodeling to City Hall entrance." (4 -0 -1) J. Other Expenses - Proposed Budget, $181,100.00 Rudy Muravez, Finance Director, reviewed the activities and objectives explaining the two major items: 1) an Informational Systems Development earmarked for $50,000.00; and 2) a Venture and Contingencies Account of $75,000.00. Councilman Settle cautioned that there needed to be a clear delineation of what the funds for venture capital would be used for. He suggested a print -out of what those expenses are be prepared and submitted to the Council before next year, possibly in the form of a "performance audit ". Rudy Muravez explained that the Venture Funding would be set aside for use by the Administrative Officer to fund innovative proposals from an individual department. The purpose is to encourage competitive ideas which significantly increase productivity and service or reduce costs through the use of a one time investment that should be acted on in this year vs. waiting for the following budget year. Councilman Dunin cautioned that the $50,000.00 used for an Informational Systems Development not be set aside as the "beginning of an inform- ational system network ". This is a sizable amount of money, and he was afraid of what it could lead to. Rudy Muravez explained that a subcommittee of the management team, which will also act as a steering committee, is looking at the needs for all City facilities in areas such as telephones, data processing, word processing, computer terminals, etc. and requests of this fiscal budget were deleted and put into a contingency account until the Committee could come back with recommendations for an overall informational network system. In this manner, the City would be able to increase the productivity of existing personnel, in essence replacing.personnel with technology. Requests for additional clerical help had also been deleted in this year's budget. Mayor Billig stated she could support this approach because it would encourage creativity and innovations and felt the idea of a managerial team subcommittee to look at the equipment and personnel needs for the City was a good idea. Upon general consensus Other Expenses Budget Account of $181,100 was ' given conceptual approval. (4 -0 -1) There being no further business to come before the City Council, Mayor Billig adjourned the meeting at 2:20 p.m. to Tuesday, June 8, 1.982, at 7 -.00 .p.m., in-the -.Council Chambers; .City Hall.. Pa t la Voges, City lerk APPROVED BY COUNCIL: 7/6/82