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06/08/19821 M I N U T E S ADJOURNED MEETING OF THE CITY COUNCIL CITY OF SAN LUIS OBISPO TUESDAY, JUNE 8, 1982 - 7:00 P.M. COUNCIL CHAMBERS, 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; Pamela Voges, City Clerk; Rudy Muravez, Finance Director; Dave Romero, Public Services Director; Jim Stockton, Recreation Director; Geoff Grote, Assistant City Administrative Officer; Steve Henderson, Human Relations Coordinator; Lane Wilson, Superintendent of Parks & Maintenance 1. LEISURE, CULTURAL AND SOCIAL SERVICES Council continued its discussion of the 1982 -83 City budget concerning leisure, cultural and social services. A. Human Relations Commission - Requested Budget $3,090. Steve Henderson, Human Relations Coordinator,.reviewed the HRC admini- strative budget including the six major service activities and five major objectives for 1982 -83. Total request was for $3,090.00. This was $90.00 over last year's budget. Two significant expenditure changes were 1) an increase in travel and meeting expense to allow commissioners to attend seminars and workshops, and 2) for an increased salary from $400.00 to $600.00 per month for their recording secretary. After lengthy discussion, and upon general consensus, Council gave conceptual approval to the requested amount of $3,090.00 with the following amend- ments: Major Service Activities 1. To be given more definitive language, specifically with regard to the words presently.used, "advocacy and viable force ". 3. "Mediation services to groups and individuals needing rights information and catalyst -style cooperation." S. Reworded to read, "Provide upon recommendation by the City Council funds to the public and non - profit agencies who are attempting to meet unmet needs within the City of San Luis Obispo." 6. "Develop and revise a more.comprehensive Request for Proposal process to better meet the needs of agencies requesting funds." Major 1982 -82 Objectives 1. Revised, "Review and evaluate J¢¢Oof proposals from public and non - profit agencies seeking to provide for unmet needs.within.the City of San Luis Obispo." - ifgU000 ij0i�W fit $128,000. $tivilf City Council Minutes Tuesday, June 8, 1982 - 7:00 p.m. Page 2 $00,000 to 000 ido dod -OWU Vt ioi IAW� viii MI Mo� dooio. 2. Revised, "Conduct up blic workshops and seminars on tenant /landlord situations; discrimination, and other pertinent issues affecting city residents." 4. Revised, "Conduct training for commission members on..." 5. 5 deleted, new 5 added 'Wilof Ivi 01 Ux"ifW OW of fU 990 fWWYto , "Address the 5 most severe indicators of unmet needs: 1) housing opportunities; 2) cooperation and coordination of Human need agencies; 3) human awareness and advocacy; 4) improved information on individual rights; and 5) resource development and management." (5 -0) Significant expenditure changes Previous increases deleted. Now reads "None." 2. HUMAN RELATIONS PROGRAM - Requested $115,160. Steve Henderson, Human Relations Coordinator, reviewed the 5 major service activities and 6 objectives for the Human Relations Program with a requested budget of $115,160. Council discussed Grants -in -Aid - Requested amount $60,000. Steve Henderson explained that they received requests for over $120,000, so they have requested an additional $16,000 this year for Grants -in -Aid. Councilman Settle stated he could support the request. Councilman Griffin was supportive of the request but only so long as it did not raise the expectations of the recipients since, regardless of HRC recommendations, the Council would still be reviewing each of these requests on an individual basis. Councilman Dunin felt that the grants should be given first to those organizations trying to survive on their own but were unable to do so. He felt special consideration should be given to those looking for "seed money ". He did not wish to encourage organizations trying to compete with the HRC in their performance or duplication of efforts with the city's assistence except specific cases. He suggested leaving $44,000, the same as requested for last year,with some additional left in the contingency account in the event a request were submitted during the remainder of the year. He suggested leaving Grants -in -Aid of $50,000 with $10,000 in a contingency account. Councilwoman Dovey felt two important areas were: 1) the continuing support of some organizations; and 2) other support for "seed money ". She would not be supportive of leaving funds in a contingency account. Paul Lanspery, Administrative Officer, suggested that if an organization were to come in during the remainder of the year with an exceptional request, they could be treated as any other department and be given con- sideration for the Venture Capital contingency fund that the other departments would be competing for. Councilman Dunin stated that the HRC should not be treated as a depart- ment. They were an advisory body only and they were only given staff as they are faced with a great responsibility for the citizens. The contingency account set aside for the venture capital contingency was for departments only for innovative ideas but was not to be included for advisory bodies. Mayor Billig was concerned with the increase of agencies now applying for funds. She felt the State and County were no longer supportive of many of these organizations but it should not be the sole responsibility 1 J I City Council Minutes Tuesday, June 8, 1982 - 7:00 p.m. Page 3 of the City either. She would support taking care of those groups that were already providing a service in the community and with a proven recorded service. She does not encourage a lot of " "seed money" because it often encourages duplication of progress. She would rather see the HRC provide a service to help those agencies better able to help them- selves in the area of fundraising. She did not like the idea of leaving contingencies. She would be supportive of the $50;000. After brief discussion, and upon general consensus, Council approved the HRC budget in the amount of $105,160 with $50,000 being allocated for Grants -in -Aid. - Other changes made to the Major Service Activities: 1. Deletion of any reference to numbers and dollar amounts. 3. To read, "The HRC staff �440¢JfOO 01 vogilf Of represents the City Council on a coordinated basis, the Human Relations Commission and the City Administrative Officer on issues, such as housing discrimination, legislation, education and areas of social concern to the citizens of San Luis Obispo." Major 1982 -83 Objectives 1. "Absorb, with existing staff, an expected increase in need for services to 1$00 �Wg -U clients and 11,000 phone calls." (5 -0) 3. Deleted. 8:20 p.m. Councilman Settle left the meeting. B. Community Promotion ' 1. Promotional Coordinating Committee - Requested $740. Pam Voges, City Clerk, then presented the activities and objectives for the Promotional Coordinating Committee Administrative budget in the amount of $740. 8:30 p.m. Mayor Billig declared a recess. 8:40 p.m. City Council reconvened, Councilman Settle absent. Councilman Griffin felt that some of the service activities and object- ives were duplications of the Community Promotion budget and would suggest more specificity be inserted with the major objectives, such as, the committee working on their by -laws. Councilman Dunin agreed and would like to see the objectives more clearly defined. Mayor Billig agreed with Councilmembers Dunin and Griffin. She also suggested that under the program description No. 1 (c), "Being alert to industrial development provided such development would be non - polluting and compatible with the environment." should be deleted as this was no longer a function of the committee. Item No.l(b) revised to read: "Development of the city's potential as an attractive tourist and cultural center; and ". Item No. 2 under Program Description, revised as follows <`Hear proposals from all groups seeking promotional funds." Delete the-rest of the-paragraph regarding "seed money ". She would like to-see the City be more-supportive of on -going groups and suggested making line items for the following organizations: Mozart, La Fiesta, Youth Symphony, Symphony Band, SLO Art Association and County Band. With the understanding that the budgets of these organizations would still be reviewed annually by the PCC before..budget and a report given to City Council but that the organizations wouldn't be required to go through the entire application process each year. City Council Minutes Tuesday, June 8, 1982 - 7:00 p.m. Page 4 Paul Lanspery, Administrative Officer, suggested that many of these type of changes could be incorporated in the policy statement rather than be addressed in the objectives and narrative area. Mayor Billig also suggested a strong statement be added that the commit- tees function is to promote tourism to help support the.City's overall economy. Mayor Billig suggested two additional Major Objectives: 4. Evaluate seed money vs. on -going line items, and 5. Develop five year plan for on -going types. Jim Chaney, Promotional Coordinating Committee Chairman, adamantly opposed the suggestion by Council that this be re- submitted to the PCC to be reworded. He explained that the Committee members did not have this kind of time, Council was being too demanding and if this were to persist, he would resign from the committee. Councilman Dunin assured him that he was not unsupportive of the commit- tee but rather he would like to see the committee become more involved rather than being looked at as just,a disbursement committee for Grants- in-Aid. Councilman Dunin was a previous chairman of the PCC; and he felt it was a terrific committee, although times have changed and the function of the committee has taken on other responsibilities, especially as the Chamber of Commerce has taken over many of the initial services that the committee once.did. Mayor Billig also assured Mr. Chaney that the Council wants to see the PCC become more active and more dynamic. The Council is trying to give direction by using the budget as a planning tool and document.and would hope that the committee would not construe that as being a reflection against the committee, it is to help them understand where the Council would like to see them go in the future. - After considerable discussion, and upon general consensus, Council referred the Community Promotional budget, including the Administrative and the Budget Policy to Council liaisons Griffin and Dunin and the Administrative Officer to review and make recommendation for amendments to this budget text. (4 -0) Parks and Recreation 1. Commissions and Committees - Requested Budget $1,650. Jim Stockton, Recreation Director, reviewed 1) the activity and 2) objectives for the Recreation Commission, requesting a budget amount of $1,650. After brief discussion, and upon general consensus, Council approved budget as submitted. (4 -0) 2. Recreation Facilities - Requested Budget $569,050. Dave Romero, Public Services Director, reviewed the Recreation Facili- ties budget with a requested amount.of $565,750. He explained that since the budget had been.submitted an additional item had come to light regarding the softball field maintenance program-and he would request an additional $3,300 for this budget to cover costs of lighting ($2100), and the hiring of a part time temporary employee during the softball season. He thought that the program would more than pay,for itself and it would estimate revenues in the neighborhood of $5,400. After brief discussion, and upon general consensus, Council increase the Recreations Facilities budget by $3,300 for a total of $569,050 with revision to objective 4 "Implement the weed harvesting policy at Laguna Lake as established in the Laguna Lake Management Plan." and add City Council Minutes Tuesday, June 8, 1982 - 7:00 p.m. Page 5 Significant Expenditure No. 4. "Revenue increase of $5400 from rental and use fees." (4 -0 -1) 3: Recreation Programs — Requested Budget $460,620. Jim Stockton, Recreation Director, reviewed budget in the amount of $460,620. In general discussion, the Council said tha of the present recreation program and would to have the special recreational activities Recreation Director was commended for doing volunteers. the Recreation Program t they were very supportive emphasize continued efforts self - supporting. The a tremendous job with Mayor Billig agreed that the recreational program was a successful one but would caution that any trips or events should not compete against private industry. She felt that the volunteer work had been a real model for other cities to emulate, good progress had been made on the fee policy which the Council would look at again more closely next year. She also encouraged that where possible (in the City's newsletter or other publications) the bus schedule be included along with information concerning use of bus system to get to recreation areas. After brief discussion, and upon general consensus, the requested budget for $460,620 was given conceptual approval, with No. 3 under Major Objectives the first word revised to the word "Re- evaluate" deleting complete. (4 -0 -1) 4. Municipal Swimming Pool - Facility Maintenance - Requested Budget $49,460. Dave Romero reviewed the Service Activities and Objectives and recom- mended budget request in the amount of.$49,460. Council expressed appreciation for the work by the employee primarily responsible for the maintenance of the pool. After brief discussion, and upon general consensus, conceptual approval was given to the requested budget amount of $49,460 as submitted. All Significant Expenditures reflecting overhead charges such as insurance and capital replacement costs noted. (4 -0 -1) 5.. Municipal Swimming.'Pool - Operation and Maintenance'_- Requested .-Budget $99,520. Jim Stockton reviewed the major Service Activities and Objectives and requested budget of $99,520. Mayor Billig expressed appreciation to Mr. Stockton for having filed for the grant and his willingness to serve the City so many times above and beyond the call of duty. After brief discussion, and upon general consensus, conceptual approval given to the Operation and Administration of the municipal swimming pool in the amount of $99,520 with addition under major objectives, No. 4. "Review fee Policy for next year." (4 -0 -1) 6. Municipal.Golf Course - Facility Maintenance - Requested Budget t $86,730. Dave Romero, Public Services Director, reviewed the major Service Activities and Objectives for facility maintenance at the golf course, budget amount $86,730. After brief discussion, and upon general consensus, conceptual approval was given for the $86,730 and with addition, No. 5 statement reflecting fees and charges under objectives. (4 -0 -1) City Council Minutes Tuesday, June 8, 1982 - 7:00 p.m. Page 6 7. Municipal Golf Course - Operation and Maintenance - Requested Budget $14,730. Jim Stockton, Recreation Director, reviewed the major Service Activities and Objectives for the golf course, budget request $14,730. After brief discussion, and upon general consensus, Council gave concep- tual approval for budget request of $14,730 adding Objective No. 2, "evaluate fees and charges for next year." (4 -0 -1) 8. Library - Facility Maintenance - Requested Budget $70,110. Dave Romero reviewed Facility Maintenance for the City-County-Library, budget request $70,110. After brief discussion, and upon general consensus, Council gave concep- tual approval for $70,110. (4 -0 -1) There being no further business to come before the City Council, Mayor Billig adjourned the meeting at 10:40 p.m. to Wednesday, June 9, 1982; 7:00 p.m. .v ame a Voges, Cit4lClerk APPROVED BY COUNCIL: 7/6/82 M I N U T E S ADJOURNED MEETING OF THE CITY COUNCIL CITY OF SAN LUIS OBISPO WEDNESDAY, JUNE 9, 1982 - 4:00 P.M. COUNCIL HEARING ROOM, CITY HALL, 990 PALM STREET SAN LUIS OBISPO, CALIFORNIA TUDY 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; Pamela Voges, City Clerk; Toby Ross, Community Development Director; Wayne Peterson, City Engineer; Rudy Muravez, Finance Director; Geoff Grote, Assistant Administrative Officer; Dave Romero, Public Services Director 1. CONTINUATION OF THE 1982 -1983 PROPOSED BUDGET - COMMUNITY DEVELOPMENT A. Planning Commission - Requested Budget $10,040 Toby Ross, Community Development Director, submitted a memorandum (file no. 233) with his observations and recommendations for the Community