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HomeMy WebLinkAboutSPCC Minutes 1990-06-25SRRA/SRCC MINUTES (SF ial Joint) Budget Hearing 6/25`9 Page 1 IN THE CONFERENCE ROOM AT PICKLEWEED COMMUNITY CENTER, MONDAY, i"N E 25, 1990 AT 7:00 PPI. Special Joint Meeting: Present: Lawrence E. Mulryan, Chairman/Mayor San Rafael City Council/ Albert J. Boro, Member/Councilmember San Rafael Redevelopment Agency Dorothy L. Breiner, Member/Councilmember Michael A. Shippey, Member/Councilmember Joan Thayer, Member/Councilmember Absent: None Also Present: Pamela J. Nicolai, Executive Director/City Manager Gary T. Ragghianti, Agency Attorney/City Attorney; Jeanne M. Leoncini, Agency Secretary/City Clerk; Ransom E. Coleman, Finance Director 1. BUDGET HEARING - PRELIMINARY 1990/91 BUDGET - File 8-5 x R-103 Executive Director/City Manager Nicolai gave an overview of the proposed budget, noting that it is a balanced budget. She thanked the Council for the January workshop, where priorities were set, particularly for the service providing departments. She stated that this is a balanced budget with use of the $300,000 surplus for Capital Outlay and Capital Projects. She noted that the reserve has not built up as it has in the past, and if we do not carry over some of the funding there will be projects which cannot be done. She noted that the sales tax is slightly higher than projected, and funded an additional police officer who was added last year. She noted that the Hazardous Materials Program was also added, so this budget is actually larger than was presented last year. She noted that the proposed Operating Budget is up 6%, and added that merit increases are factored in, but the miscellaneous employees do not have the negotiated salaries factored in, nor the cost of living increase which will be negotiated. Ms. Nicolai stated that staff is avidly pursuing all possible sources of outside revenue, and serious attention should be given to the Revenue Options Committee report and recommen- dations. Regarding Worthy but Unfunded items, Ms. Nicolai stated that there are many items which are worthy but not included on the list in the Budget Message, noting that there are ongoing operating needs for all departments. She noted that it is a challenge to figure how to provide services to the community, since public service is primarily manpower with personnel out there doing the services. Mayor Mulryan noted that what the City Manager has presented is a balanced budget, adding that the Worthy but Unfunded list can be looked at, and pointing out that it shows the things we would like to provide compared to the revenues which we have. Ile briefly discussed the items on the list, and then noted that the budget is not really balanced because of the use of the $300,000 reserve. Councilmember Boro noted that a concern is the fact that there is about a 10% increase over last year's budget, and the City should start looking at the long range issue. Mayor Mulryan responded that 10% is not unreasonable, and he would like to suggest that one of the things which will make it more complicated is the Revenue Options Committee. He stated the budget should be based on the revenues we know, rather than having it based on the Revenue Options Committee. Councilmember Shippey stated that is the reasonable thing to do. He inquired if, when the City has a potential request which will pay its own way, is there a special way of looking at it. Ms. Nicolai responded that some are more direct than others. She gave an example, where the City hired someone to collect on business licenses, which resulted in more revenue to the City although the person was paid to do it. Ms. Nicolai cited sidewalk repair as a classic example; by keeping the sidewalks repaired claims are kept down, even if it is just "interim repair". Mayor Mulryan asked what has been paid out in the last year on sidewalk liability. Assistant City Manager Golt stated she will get the figures for the Council. Councilmember Boro stated the Council should know exactly how they will fund the projects. He added that the Revenue Options should be ready by September and would be worthwhile. He noted that everyone working for the City should be made aware of these issues so they will understand. Ms. Nicolai stated she needs to make sure what the Council wants to measure so that the data can be factored in, and if that is not sufficient she can go back and do a historical data report. SRRA/SRCC MINUTES (Special Joint) Budget Hearing 6/25/90 Page 1 SRRA/SRCC MINUTES (Speic, Joint) Budget Hearing 6/25/9L Page 2 Councilmember Breiner stated we need to look at clearing some of the properties with toxics, which could be developed, such as Fifth and Lincoln. She stated a priority for the Redevelop- ment Agency should be getting such projects pushed through the Health Department. Ms. Nicolai stated that through our Hazardous Materials Coordinator we have a list of all the contaminated sites and he is evaluating them as to projects planned, to approach them as rapidly as he can. She added that the more hazardous sites will probably get the most attention. Councilmember Breiner recommended energy -conserving measures as a means of cutting costs, such as turning off lights when a room is not being used. She wondered if those costs could be broken down by department, and recommended a concerted effort be made to solicit suggestions for cutting corners and conserving money. Councilmember Thayer stated she noted in the report that we clean our downtown streets every day, and inquired if that is necessary. Ms. Nicolai responded that is only on Fourth Street, noting that the downtown sweeping is funded by the Redevelopment Agency, and this also includes maintenance of the planters at the corners on an ongoing basis. She added this would not be the case if it were funded by the General Fund. Mayor Mulryan stated that a principal cost is the air conditioning going 24 hours a day at City Hall. Ms. Nicolai responded that it shuts off over the weekends and goes on from 7:45 AM to 5:15 PM weekdays on the second and third floors. However, the Police Department has a separate system which must run 24 hours a day. Ms. Nicolai stated she will list all the things staff has done in this regard, such as partial lighting in the City Hall; and added that Recreation is going over a plan with PG&E toward a possible $6,000 rebate because of conservation. She noted that in the parking structures the emergency lighting has been lowered. Public Works Director Bernardi stated he will look at ways to reduce costs in utilities at the Fire Stations. Finance Director Coleman informed the Council that the budget does not include any new revenue from Embassy Suites Hotel. He referred to page 7 of the budget, and added that sales tax revenues have increased from 2 to 4% over the past 4 years. He stated it is expected that the sales tax will be up 9% this year, with much of it from the non -retail areas such as building materials, automatic tellers and computer listings. He added that he expects more revenue from Northgate because they are now fully leased. However, he stated he does not think we can sustain the same levels, and may go back down to 5% next year. Mr. Coleman then analyzed the Licenses and Permits, Fines/Forfeitures & Penalties, and Revenue from Use of Money & Property. Councilmember Boro inquired what Mr. Coleman expects out of Proposition 111, and Mr. Coleman responded probably up to $300,000 over five years. Ms. Nicolai added that money will be restricted to use for streets, rights-of-way, and similar projects. She stated we will get the money this year with no strings attached, but part of Proposition 111 is that we come up with a Countywide plan on Levels of Service, etc., and if the Countywide plan is not completed we may not get the rest of the funds. ADMINISTRATIVE & MANAGEMENT SERVICES CITY COUNCIL - Page 11 City Manager Nicolai reported that there are no significant changes in this budget, with minimal supplies and services. Member/Councilmember Breiner moved and Member/Councilmember Boro seconded, to approve the City Council budget in concept, in amount of $61,945. AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Shippey, Thayer & Chairman/Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None CITY MANAGER - Page 12 The Council discussed the Administrative Assistant position, and it was explained that she will be trained in the Risk Management program and will also free Assistant City Manager Suzanne Golt for other duties such as legal projects. Member/Councilmember Breiner moved and Member/Councilmember Thayer seconded, to approve the City Manager budget in concept, in amount of $328,218. AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Shippey, Thayer & Chairman/Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None SRRA/SRCC MINUTES (Special Joint) Budget Hearing 6/25/90 Page 2 SRRA/SRCC MINUTES (Speci ' Joint) Budget Hearing 6/25/90 Page 3 CITY CLERK - Page 14 Councilmember Boro mentioned that an updated tape machine system is needed, and the Council will see what can be done in this regard. Member/Councilmember Thayer moved and Member/Councilmember Boro seconded, to approve the City Clerk budget in concept, in amount of $164,203. AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Shippey, Thayer & Chairman/Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None FINANCE DEPARTMENT - Page 16 Finance Director Coleman noted there are no changes in personnel, and they are training the personnel in the use of personal computers to upgrade their statistical ability. Councilmember Thayer inquired whether the automation has assisted in any way in the collec- tion of fees, and Mr. Coleman responded that it has helped staff to get the notices out faster, and allows them to move faster on the parking tickets. Member/Councilmember Boro moved and Member/Councilmember Shippey seconded, to approve the Finance Department budget in concept, in amount of $428,823. AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Shippey, Thayer & Chairman/Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None PERSONNEL DEPARTMENT - Page 18 City Manager Nicolai explained that additional funds are requested under Services and Supplies, and this is mostly for advertising expenses for the recruitment documents. Councilmember Boro inquired about the Affirmative Action program, and Personnel Officer Daryl Chandler responded that they have not dropped it completely, and have expanded their mailing lists for job announcements, as well as having a policy statement which is updated every year. He stated they have made steps in the child care issue, but noted it is diffi- cult with 1z clerical people and 1 professional to get more done. City Manager Nicolai reported that the Personnel Rules and Regulations have had a priority, and will be ready soon. Member/Councilmember Breiner moved and Member/Councilmember Thayer seconded, to approve the Personnel Department budget in concept, in amount of $199,752. AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Shippey, Thayer & Chairman/Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None CITY ATTORNEY - Page 20 City Manager Nicolai noted that additional funds are requested for travel, legal publica- tions and outside contractual services. She added that this year the contractual services will not be as high as previously. Member/Councilmember Shippey moved and Member/Councilmember Boro seconded, to approve the City Attorney budget in concept, in amount of $252,916. AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Shippey, Thayer & Chairman/Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None CENTRAL SERVICES - Page 21 City Manager Nicolai reported that this budget includes all of the duplicating functions, and that they share one-half clerical person with Personnel. Councilmember Breiner noted that printing costs have gone up, and Assistant City Manager Golt responded that this budget reflects as accurately as possible what the costs are going to be. She stated that maintenance has been rather costly, for the printing machines. She added that the recycled paper being used costs a little more. She stated that she intends to monitor this account personnally throughout the year. Councilmember Breiner wondered about the unauthorized use of telephones, stating this is a potential problem. Ms. Golt responded that when the City installed Centrex they analyz- ed the usage of the telephones and put restrictions on many of them. She noted they are SRRA/SRCC MINUTES (Special Joint) Budget Hearing 6/25/90 Page 3 SRRA/SRCC MINUTES (speic Joint) Budget Hearing 6/25/9C 'age 4 currently having a Pacific Bell audit to see if costs can be further reduced. Councilmember Breiner suggested that even after the audit, the calls should be audited throughout the year. Councilmember Boro inquired about the telephone costs for Supplies and Services, and Ms. Golt responded that Central Services used to have the bills for all departments, but now it is being broken down between some departments, such as Recreation and the Police Depart- ment. Member/Councilmember Breiner moved and Member/Councilmember Boro seconded, to approve the Central Services budget in concept, in amount of $779,203. AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Shippey, Thayer & Chairman/Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None Ms. Victoria DeWitt, President, West End Neighborhood Association asked for a breakdown of the Central Services Budget next year. City Manager Nicolai stated she would have a more programatic budget presented next year for Central Services for duplicating, automation, utilities and janitorial services. CULTURAL AND SOCIAL SERVICES LIBRARY - Page 23 City Manager Nicolai informed the Council that the Bookmobile in the Canal area is getting very good usage. There was discussion regarding the salaries reflected in the proposed budget, and the actual salaries. Mr. Coleman explained that each year he comes back to the Council amending the budget, usually the second meeting in July, with an amended Resolution. Member/Councilmember Thayer moved and Member/Councilmember Boro seconded, to approve the Library budget in concept, in amount of $785,016. AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Shippey, Thayer & Chairman/Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None CULTURAL AFFAIRS - Page 26 City Manager Nicolai stated that for the last couple of years staff has been attempting to reach some balance at Falkirk to keep up with cultural programs and at the same time focusing on additional usage. She noted that the Cultural Affairs Supervisor position was paid for with a grant. She noted they have a parttime Curator and also a parttime Rental Coordinator. Councilmember Thayer stated that she felt badly when she visited Falkirk and saw the amount of repairs which are needed, and she would like to know what kind of grant money is avail- able for the restoration. She said she would like to see creative financing for the type of repairs needed for the chimneys and kitchen. Ms. Nicolai responded that this budget does not address any Capital Improvements, but the staff did investigate the seismic requirements. Library/Cultural Affairs Director Vaughn Stratford informed the Council that the State felt it would take much less radical measures to make the seismic improvements than those recommended by the architect with whom he had dealt. He stated he feels they can take care of the water seepage and seismic difficulties at Falkirk and at the Boyd House. Councilmember Boro inquired if the revenues cover the budget, and Finance Director Coleman responded that they have only around $30,000 per year, and Mr. Stratford added that this year they hope to have $37,000. He noted they make about $24,000 on the classes. Ms. Nicolai explained that the classes are not considered revenue. She stated that the overall General Fund commitment will consider revenue review, which is closer to $100,000. Councilmember Breiner inquired about the third floor renovation, and Cultural Affairs Supervisor Carol Adney responded that they received an estimate of $90,000, and noted that floor would bring in from $1,000 to $1,500 a month in rent. She noted it would pay for itself in five years. Mr. Stratford noted that usually about 28% additional revenue is obtained through grants. Member/Councilmember Boro moved and Member/Councilmember Shippey seconded, to approve the Falkirk budget in concept, in amount of $153,160. SRRA/SRCC MINUTES (Special Joint) Budget Hearing 6/25/90 Page 4 SRRA/SRCC MINUTES (Speic Joint) Budget Hearing 6/25/90 °age 5 AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Shippey, Thayer & Chairman/Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None RECREATION - Page 28 City Manager Nicolai explained that the Recreation budget is in two phases, the Consolidated General Fund and the Consolidated/Revolving. Mayor Mulryan inquired if the figures shown for the three Centers are net costs, and Ms. Nicolai responded that they are, and that part of the salaries are paid by programming, from the Revolving account. Recreation Director McNamee noted that there are ongoing repairs for the air conditioning at the San Rafael Community Recreation Center, and also that they are changing to lesser intensity lighting. Councilmember Breiner stated she had heard that the floor was not insulated and a number of space heaters are being used at the Pickleweed Center. Ms. Nicolai responded that the building is on pilings and not on a foundation. Member/Councilmember Shippey moved and Member/Councilmember Boro seconded, to approve the Consolidated General Fund portion of the Recreation Department budget in concept, in amount of $471,785. AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Shippey, Thayer & Chairman/Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None The Council then discussed the Revolving Account portion of the Recreation budget, and Councilmember Thayer required if any programs are not self-supporting and must be subsidized by other programs. Ms. McNamee responded that all of the programs are self-supporting. Councilmember Thayer inquired if there is a Joint Powers Agreement (JPA) with the City Schools on the use of their facilities, and Ms. McNamee responded that they a JPA, and there is very efficient use of the school resources. She noted that programs go up and down, and staff keeps track of trends. She said they are considering doing a City-wide needs assessment. The San Rafael High School pool was discussed, and Ms. Nicolai stated that the City provides for the chemical costs in the Summer and maintenance in the Winter. Mr. Bernardi added that it takes 1/2 man-year for this program. Ms. McNamee added that the pool use is February through October. Ms. Nicolai stated that the water does not drain properly, and the San Rafael pool uses much more chemicals than the Terra Linda pool. She stated that the City put $70,000 into fixing up the maintenance area of the pool. Councilmember Breiner inquired about hiring a pool service, but Mr. Bernardi responded that the pool is too old, and pool services are not interested. Ms. McNamee added that the school opens it in February and the City does not pay the utilities until June. Councilmember Boro stated this is too costly, and recommended staff taking a fresh look at the situation and taking up the issue with the School Board. Councilmember Boro added that he was on the Child Care Task Force, and it is a great job that the people running this program do for the City. He called it an "unsung program". Ms. McNamee added they are opening a new Child Care Center at San Pedro School in the Fall. Member/Councilmember Shippey moved and Member/Councilmember Boro seconded, to approve the Revolving Fund portion of the Recreation Department budget in concept, in amount of $2,115,490. AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Shippey, Thayer & Chairman/Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None TRANSPORTATION & ENVIRONMENTAL SERVICES PLANNING - Page 34 City Manager Nicolai pointed out an error in the listing of positions, noting that there are now two Principal Planners and no Senior Planner, since Jean Freitas was promoted to Principal Planner. Councilmember Breiner noted that the Code Enforcement Officer will become a regular position with benefits. She stated she would like to see another Code Enforcement Officer, and inquired if there is any way the City could have at least a part-time one. SRRA/SRCC MINUTES (Special Joint) Budget Hearing 6/25/90 Page 5 SRRA/SRCC MINUTES (Spec; ' Joint) Budget Hearing 6/25/F- Page 6 Planning Director Pendoley responded that the department has a half-time man, Bill Palmer, and he is very good. Mr. Pendoley stated he will cost it out. He noted it would take more than one person to replace Roy Butts, since he puts in considerable time on his own. He noted it will be much more costly to have a full-time funded person. Councilmember Breiner stated that the additional position is needed, and Councilmember Thayer agreed. Mayor Mulryan recommended putting that issue in the Worthy but Unfunded list. Councilmember Breiner inquired about microfilming and Mr. Pendoley responded that last year they closed the office occasionally and discarded papers which were not needed. He said they had files ready for microfilming, but they were found to be more costly than was warranted once they had been sifted through and the unnecessary papers discarded. He added that the planners now do their own word processing. Councilmember Boro inquired if Planning is able to tie into Public Works or other depart- ments on their computers. Mr. Pendoley responded that it would take $1,100 for that feature, but for the present it is not needed. Mr. Pendoley stated that the first phase of the Zoning Ordinance should be done by Christmas, and the balance will be practically rezoning the City. He added that the first of next year his staff will be finalizing the Zoning Ordinance and will be working on Downtown. He noted that this Summer he will be putting out a contract for the Hillside Standards, noting that most of it will be under contract. He added that Katie Korzun of Redevelopment is working on the West Francisco Boulevard Design Plan. Later this year the staff will be doing the rest of the Tree Ordinance, and will invite public participation. Member/Councilmember Boro moved and Member/Councilmember Breiner seconded, to approve the Planning Department budget in concept, in amount of $774,858. AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Shippey, Thayer & Chairman/Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None Councilmember Boro stated that when he read through the budget a lot of the departments are not as controversial as others, and it might be worthwhile for the department heads to come before the Council on a quarterly basis and given an interim report on their accom- plishments, problems and progress. He stated he felt it would be better than doing it once a year. Ms. Nicolai agreed, noting that some departments are constantly on the agenda, and others are seldom seen by the Council. Councilmember Thayer commended Mr. Coleman for "running a tight ship", adding that it is much appreciated, as are the efforts on revenue enhancement. She said she wishes the people complaining about the budget could be present so they would understand better. Councilmember Breiner stated that she would hope that the Downtown Plan keeps moving expedi- tiously. Victoria DeWitt of West End suggested an incentive program for employees to recommend ways of saving money. Ms. Nicolai responded that the City did that a couple of years ago. Police Chief Ingwersen added that this goes on all the time in the Police Department. Assistant City Manager Golt said they are working on an Employee Recognition Program and they could add a component for an award system for a suggestion program. Councilmember Boro noted that the yearly expenditures are understated, noting that we should keep the true numbers in line, and that perhaps next year we could keep a true base. He noted that the MAPE negotiations are not completed and this will make the percent- age of increase over last year somewhere more than 10%. He stated that in the calculations they should go back to the true base. Ms. Nicolai stated that she will keep track of the figures throughout the year, and arrive at a solid base to compare with the previous budget. here being no further business, the meeting adjourned at 9:45 PM. JEANN �LEONCI Agel�cy Secre ary/ City Clerk APPROVED THIS DAY OF 1990 CHAIRMAN/MAYOR OF THE CITY OF SAN RAFAEL SRRA/SRCC MINUTES (Special Joint) Budget Hearing June 25, 1990 Page 6