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HomeMy WebLinkAboutSPJTBUD Minutes 1994-06-15SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page I IN THE COUNCIL CHAMBERS OF THE CITY OF SAN RAFAEL, WEDNESDAY, JUNE 15, 1994, AT 7:00 PM Special Joint Meeting: Present: Albert J. Boro, Mayor/Chairman San Rafael City Council/ Paul M. Cohen, Councilmember/Member San Rafael Redevelopment Agency Barbara Heller, Councilmember/Member Joan Thayer, Councilmember/Member David J. Zappetini, Councilmember/Member Absent: None Others Present: Pamela J. Nicolai, City Manager/Executive Director Jeanne M. Leoncini, City Clerk/Agency Secretary BUDGET HEARINGS - 1994-95 BUDGET - File 8-5 x (SRRA) R-103 Mayor/Chairman Boro described the process to be followed for the budget hearings. City Manager/Executive Director Nicolai gave a brief overview of the budget, noting we have no implied threat of major cuts from the State. Therefore, the budget was developed with revenues we traditionally receive. Ms. Nicolai referred to the following questions from the previous night: - The Davidson Bequest - Library Director Stratford prepared a memo giving a history of the fund. - The number of vehicles owned by the City - a list of the vehicles has been provided along with the date they are to be replaced, the replacement costs. - Central Services pool cars - A memo from Assistant City Manager Golt listing the pool cars. - Central Services, Services and Supplies Account - A memo from Ms. Golt itemizing the individual accounts by title, what the 93/94 budget was for that account, the 94/95 proposed budget and an explanation of the accounts. - Recreation Revolving Fund - Recreation Director McNamee wrote a memo indicating the number of full-time and part-time employees and an explanation of the Services and Supplies account. Councilmember/Member Thayer asked what was the total amount in the vehicle replacement fund. Ms. Nicolai answered the balance is $1.5 million. Councilmember/Member Cohen asked if individual vehicles are tracked to show if there is any money accrued that is currently in the fund to replace that vehicle. Finance Director Coleman stated each individual vehicle is not tracked; when a vehicle is put into circula- tion, the lifespan is estimated, the estimated replacement costs, and rental charges begin at that time. That money then goes into the pool, and it is presumed that when the vehicle is replaced, the money would be sufficient to replace it. Ms. Nicolai explained that there are vehicles scheduled for replacement that have paid for themselves, but if they are still operating well, we do not automatically get rid of them. On the other hand, a car may have to be replaced sooner than expected. She stated we periodically review the yearly charges and adjust them as necessary. Mr. Coleman stated the general replacement schedule for sedans, except for the Police Department, have a 10 year, 100,000 mile life. Police Department patrol cars have a 2 -year life, non -patrol cars have a 5 -year life. PLANNING DEPARTMENT Ms. Nicolai stated this is a status quo budget. Last year's budget recommended freezing and eliminating a position of Planning Technician. She stated as they got into the fiscal year, they found that to be unworkable, therefore, other vacancies were frozen and the Planning Technician was re -allocated. Planning Director Pendoley stated the permit requests have stayed where it has been for the last five years, however, a variety of larger and special projects were taken on. One new project they would like to take on is the Montecito Neighborhood Plan, which is listed as a second priority project in the General Plan. Another project they would like to complete that is not listed is the fee revision which would fund a permit tracking system to improve the Planning Department's service. Councilmember/Member Heller asked when the Montecito Plan would be scheduled. Mr. Pendoley stated they would like to start in April, 1995. Councilmember/Member Thayer stated she has received several phone calls from people regarding the Montecito Plan which we have been considering since 1987. They would like SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page 1 SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page 2 to get sidewalks in the area and a four-way stop sign, which would be a good place to start. Ms. Nicolai stated that one thing that must come out of the neighborhood plan is a consensus on what they want. She also noted that sidewalks are not the City's responsibility, but rather the property owners must create an assessment district. Mr. Pendoley noted that if the Council is able to maintain the funding levels, they will be able to start the Plan. Councilmember/Member Cohen asked if the fee increases that the Council currently reviewed were a part of this budget. Mr. Pendoley said they were not. Mr. Cohen asked if there was any way to accelerate the beginning of the Montecito Plan. Ms. Nicolai stated we would like to do most of the neighborhood plan in-house rather than hiring a consultant. Therefore, we are trying to wrap up other projects, and if that can be accomplished quickly, we may be able to start the Montecito Plan sooner. Mr. Pendoley pointed out that one large project that has taken a lot of time is the St. Vincent's/Silveira project which should once again be brought before the Council in July or August. If that project is scaled back or if the time is not right, that would definitely give more time to begin the Montecito Plan. Councilmember/Member Zappetini asked if there is a prioritized list based on the amount of time and money being put into these developments. Mr. Pendoley explained that the basic priorities are set by the Council in the General Plan that was adopted in 1988. A section of the General Plan called Implementation takes every project and lists them in order of priority. The Montecito Plan is a second level project which means that it should be undertaken at this time. All of the first level projects but one have now been completed. Mr. Zappetini asked what the cost would be to the City to do the Montecito Plan. Mr. Pendoley stated there is probably a one person year of work. He stated when a project is begun, a work program is presented to the Council that contains a schedule for what and when it is to be done. Mr. Zappetini asked if there has been any discussion pertaining to the elimination of the Design Review Board and putting Design Review Board Members on the Planning Commission. Mr. Pendoley stated that the Hughes-Heiss Report recommended increasing the authority of the Design Review Board by giving it some of the authority that the Planning Commission now has. However, that has not been given serious consideration. He referred to a study requested by the San Rafael Chamber of Commerce to determine what kind of improvements could be made to the Design Review process. That study has been completed and recommends 28 revisions to the design review process, some of which should streamline the process. Mr. Zappetini asked why there are two copy machines in the Planning Department. Mr. Pendoley stated one of the copiers is coin operated for public use, and it almost pays for itself. The second one is on lease -option for the department, and it will be purchased this year. Mayor/Chairman Boro asked for comments from the audience. Jackie Schmidt, representative of the Montecito Neighborhood Association, thanked the Council and Mr. Pendoley for supporting the neighborhood plan. Mayor/Chairman Boro emphasized that the Council would like to see the Montecito Plan begun as soon as possible. He asked for an update on the Canal Home Safety Program. Mr. Pendoley stated there are 1739 apartment units in the Canal. The Council, in setting up the program, asked that 75 percent of the units be inspected and brought up to code. To date there have been at least initial inspections on 1131 units, which is 65 percent of the total. Of those, 957 have been reinspected and brought up to code. The goal is to complete 1280 by October, 1994. He noted there has been a tremendous response and cooperation from the landlords. Councilmember/Member Thayer moved and Councilmember Cohen seconded, to adopt the Planning Department budget in concept in the amount of $679,637. AYES: COUNCILMEMBERS/MEMBERS: Cohen, Heller, Thayer, Zappetini & Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: None ABSENT: COUNCILMEMBERS/MEMBERS: None PUBLIC WORKS Ms. Nicolai stated this budget is the closest to a program budget we have in the sense that nearly all the employees keep timecards which allocate the work function they are performing. There has been some reclassification due to the elimination of some mid - management positions. Public Works Director Bernardi stated there has been one vacant position in street maintenance and one in Parks this year, however, they have just been filled. Mr. Bernardi stated there are additional funds for Workers' Compensation costs in the SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page 2 SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page 3 Admin/Engineering budget. Supplies and Services is up slightly due to liability claims and safety consulting services. He stated their biggest issue is the participation and administration on a County -wide basis of the National Pollution Discharge Elimination Systems Program, which is a federally mandated program the City must fund. During the 1994/95 fiscal year, $50,000 has been included in the budget for this program. He stated this deals with the management of the storm water. There is one staff person paid for by the Street Light Joint Powers Authority who is managing the program for the County. Councilmember/Member Zappetini asked if the development of the computerized filing system is done through CMSI. Mr. Bernardi stated they have been discussing this with CMSI to determine if the mainframe computer should be tied up with this project, or have a PC run the filing system. A complete analysis has not yet been done. Mr. Zappetini asked for the cost to the Public Works Department for the Flood Control Study. Mr. Bernardi stated the Corps of Engineers is funding the design of the project. In the last twelve years, the City has put in about $300,000, and staff time was equiva- lent to that. We had to do a lot of work on the reconnaissance studies and all the rest of that to get to where we are today. So, there has been a lot of the City's staff time and dollars devoted to this project. Mr. Zappetini asked if there is a limit on how much we can spend, and Mr. Bernardi stated the only limit is whatever the Council approves. Mr. Zappetini asked about the $10,000 addition to the Workers' Compensation costs. Ms. Nicolai said it was based on a three-year average, which is adjusted annually. She noted the Administration Account carries the Workers' Compensation for the entire department. Mr. Coleman clarified that we are self-insured, and those are the actual costs as a result of claims. Councilmember/Member Cohen asked how much time and money is it anticipated will be spent on the Flood Control Study in this fiscal year. Mr. Bernardi stated this project is on the back burner as far as the City is concerned because of the large amount of matching funds the City needs to raise to fund this project. The latest estimate is about $25 million will be needed to construct the sea wall and to acquire the necessary easements to do the work; our matching share of that will be between $5 and $6 million. He stated he told the Corps of Engineers that we would need to determine if there is enough support from the community to support this project. There is no money in the budget this year for this project; there will only be staff time involved, probably no more than one-person month. Mr. Cohen asked if the computerized filing system will be linked to the one in the Planning Department. Mr. Bernardi stated it is different; the Public Works Department has very extensive files. He explained that the permit tracking program will be linked between Land Development and the Planning Department. Councilmember/Member Thayer asked how long it will take for a comprehensive mapping of City -owned facilities and infrastructure. Mr. Bernardi answered that we are now in the field gathering data to put into the data base. He stated it has been stretched out over such a long time because of the high cost of the program and we could not afford the up front costs all at once. Ms. Thayer asked how much has been spent on this project since it was begun in 1988. Mr. Bernardi stated we have spent about $500,000 on the data base. He estimated it will take another two years to gather the data. Councilmember/Member Heller asked why the 1991/92 Salaries and Wages and that of 1994/95 are so close in amount when we have lost twelve employees. Mr. Coleman stated some of the personnel slots were vacant. Also, there have been salary increases. Street Maintenance Mr. Bernardi explained that Street Maintenance is divided into four divisions. The street maintenance division handles such things as pothole patching, sidewalk repair and signs. Street Cleaning Division has added a half a person from the Street Maintenance Division as a result of the Canal Area Street Sweeping Program. Street Painting Division does the striping and painting of the curbs. He noted that they are now required to use latex paint rather than oil based paint for air quality reasons. Therefore, it does not last as long. They are also beginning the center line restriping. The Pump Station Division is going through the pumps and pulling those necessary to be worked on to get them back in the pump stations by the time it starts to rain. Mr. Bernardi stated they have taken the utilities portion out of this Division for better tracking the electrical costs of the street lights. The vehicle depreciation costs are higher because a new street sweeper has been added. Councilmember/Member Cohen stated that because of budget constraints street repaving is being done on a 45 -year cycle rather than the recommended 15, and he is afraid it will catch up with us in terms of public liability. Mr. Bernardi explained that street paving is funded out of the Gas Tax Fund. If more money was allocated for repaving, money would have to come from the General Fund to pay for those other items in the Gas Tax Fund. He stated we are paving about four miles of street each year instead of the 15 miles we should be paving. Mr. Cohen stated he is also very concerned about sidewalk maintenance SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page 3 SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page 4 because of our liability exposure, and he asked if we have gotten to the point of paying out more for liability claims than to repair the sidewalks. Ms. Nicolai stated that there is $100,000 in the budget for sidewalk repair, which is in an effort to try to reduce claims. Mr. Cohen asked if we are falling as far behind on sidewalk maintenance as we are on the street paving. Mr. Bernardi stated we are; as the trees mature, the problem will get worse. He also stated that he has been working with the Risk Management Committee, the Risk Management Consultant and the City Attorney's office to develop an ordinance which would transfer some of that liability to the contiguous property owner rather than the City. Councilmember/Member Zappetini asked what we are now paying for liability costs. Mr. Coleman stated it is $110,000 for the Street Maintenance Division in the 1994/95 budget. Mr. Zappetini noted the Canal area gets street sweeper service four times a week, while many neighborhoods have street sweepers only once a week. Mayor/Chairman Boro stated that the same street in the Canal is not being swept four times a week, it is done in sections. The Council implemented the program as a part of the Canal Action Plan directed specifi- cally at the Canal area. It also did not reduce the street sweeping in other areas, rather, staff time was reallocated from other services. Signals & Lighting Maintenance Mr. Bernardi reported that Signals & Lighting Maintenance is a reclassified Division that used to be the Electrical Division. Street maintenance, street lights, traffic signals and street light maintenance and energy costs comprise this Division. There are no employees, it is all contracted out work. Councilmember/Member Cohen asked where the money came from in this budget. Mr. Bernardi explained it was pulled out of Street Maintenance. Garage Mr. Bernardi stated this Division is status quo with very little change. Councilmember/Member Heller asked if we are in a position to do any work for outside entities. Mr. Bernardi stated we have been working with San Anselmo to maintain some of their meter enforcement buggies, and with the school districts to maintain some of their vehicles. Councilmember/Member Zappetini asked what comprised the $250,000 in Supplies and Services. Ms. Nicolai stated $105,000 is fuel for all City cars except the Fire Department. Land Development Mr. Bernardi stated this is relatively stable; the biggest change has been in building permits. In 1988, 250 single family dwelling building permits were issued. In the last fiscal year, 15 were issued. The bulk of the work has been remodeling to interior homes and businesses, and the building of multiple family dwellings. Councilmember/Member Zappetini asked if the vehicle depreciation was for all five cars. Mr. Bernardi stated that was correct, and they were increased by $300 each. Mr. Zappetini asked if there is money in the budget for the implementation of a computerized permit tracking system. Ms. Nicolai stated there is not, it would have come from fee increases if adopted by Council. Councilmember/Member Cohen asked whether building permit fees are incorporated in the fee schedule of the Planning Department or separate and what is the cost recovery on them. Mr. Bernardi stated they are separate and the cost of the inspection is covered by the fee. Building Maintenance Mr. Bernardi stated that the increase in costs has resulted from transferring some electrical maintenance. This deals with requests to change a plug, rewire a switch, etc. in a City building. An additional $1200 was added for vehicle depreciation. Councilmember/Member Heller asked if the Council changes the amounts needed to pay to park at a parking meter, is it this department that would do it and would more time need to be budgeted. Mr. Bernardi stated it is funded out of the Parking District, so the amount in the Building Maintenance budget represents supervision costs. Councilmember/Member Zappetini asked how many vehicles are in this Division. Mr. Bernardi stated there are three, including two pick-up trucks and a sedan. Parks/Street Trees, Islands Mr. Bernardi stated there was one vacant position for most of the year in the Parks Division. Much less time is being spent on street trees and islands. The only time spent on islands this last year was to spray them with weed spray. We no longer have the contract with the County, so San Pedro Road, for example, is not being maintained. SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page 4 SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page 5 Mayor/Chairman Boro asked for an update on the Adopt -A -Park Program. Mr. Bernardi stated they have been dealing informally with neighborhood associations. On San Pedro Road, the Glenwood Homeowners' Association adopted a couple of the medians immediately adjacent to Glenwood. He has gotten calls from others who want to do the same thing, and what it has taken for us to feel comfortable with it is one individual to set up some cones so people will be safe within the island. That involves about four hours of overtime. Councilmember/Member Thayer stated she received a call from a resident concerned that we were not maintaining islands, and explained it was necessary due to budget constraints. The lady wanted to know why there is yearly tree planting in the Dominican area. Mr. Bernardi stated there is none in that area, and the maintenance contract we have is the one we go out to bid on every year. It was modified this year to include some trimming. Councilmember/Member Zappetini asked how much the winter training program costs. Mr. Bernardi stated it is in-house, so the only cost is staff time and the cost of copying material. During bad weather, they review safety procedures, chain saw operation, OSHA issues, etc. Mr. Zappetini asked about the maintenance management system. Mr. Bernardi explained it is in-house; the Yard is going to be computerizing within the next 3-4 months. The equipment was $7,000 in the current budget, plus $2,000 for training. Councilmember/Member Cohen asked if the removal of dangerous trees is contracted out. Mr. Bernardi stated it is, on a single year agreement, and it will be put out to bid again in the next two months. Mayor/Chairman Boro asked about the use of the San Quentin crews. Mr. Bernardi stated he is working with Chief Marcucci, and it is their intention to use the inmates in areas of open space adjacent to property, plus opening up some of the roads. The Marin Conservation Corps trimmed brush back from Bret Harte Road. Mr. Bernardi noted there is money in the Public Works budget to fund a crew once every five weeks. The money is used to pay for the guard who will keep track of the inmates. Sanitory Sewers Mr. Bernardi explained that this is fully funded by the San Rafael Sanitation District. There is no cost to the City. On the proposed budget, a surcharge has been added for the processing of the paychecks and is passed onto the Sanitation District as well. Councilmember/Member Cohen moved and Councilmember/Member Heller seconded, to approve the Public Works budget in concept - Consolidated $5,661,528; Admin/Engineering $841,680; Street Maintenance $1,442,755; Signals & Lighting Maintenance $410,000; Garage $506,892; Land Development $390,438; Building Maintenance $221,619; Parks $893,972; Street Trees, Islands $456,473; Sanitary Sewers $497,599. AYES: COUNCILMEMBERS/MEMBERS: Cohen, Heller, Thayer, Zappetini & Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: None ABSENT: COUNCILMEMBERS/MEMBERS: None GAS TAX Mr. Bernardi explained that the gas tax funds are received from the State. The recommended projects are street resurfacing, right-of-way improvements, Northgate/Las Gallinas northbound left turn lane extension, and traffic controller replacement. Councilmember/Member Heller asked about the $350,000 for operating transfer to the General Fund. Mr. Bernardi stated this is used to support the Street Maintenance Division in maintaining the streets, cleaning catch basins, painting or putting up signs, filling potholes, etc. Councilmember/Member Cohen moved and Councilmember/Member Thayer seconded, to approve the Gas Tax budget in concept in the amount of $970,000. AYES: COUNCILMEMBERS/MEMBERS: Cohen, Heller, Thayer, Zappetini & Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: None ABSENT: COUNCILMEMBERS/MEMBERS: None TRAFFIC MITIGATION Mr. Bernardi gave a summary of the projects identified as those necessary to be funded by development as it occurs. Councilmember/Member Thayer expressed her surprise that McInnis Parkway Extension is still listed. Ms. Nicolai stated it does not matter what other jurisdictions have said, it is still in our General Plan. Councilmember/Member Heller asked if this money is collected from developers only and from no other source. Mr. Bernardi stated that is correct. Councilmember/Member Zappetini asked if Andersen Drive is included. Mr. Bernardi stated SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page 5 SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page 6 it is being funded by the Redevelopment Agency. Councilmember/Member Cohen moved and Councilmember/Member Heller seconded, to adopt the Traffic Mitigation Budget in concept in the amount of $20,842,732 for East San Rafael; $19,468,000 for Northgate and $2,686,125 for Downtown/Peacock Gap. Councilmember/Member Cohen stated the fate of McInnis Parkway Extension is tied in with the hearings this Council will have in the near future on the St. Vincent's/Silveira properties because it may play some role in development of those properties. Therefore, he felt it was necessary to continue to show the McInnis Parkway Extension listed until a decision is reached. AYES: COUNCILMEMBERS/MEMBERS: Cohen, Heller, Thayer, Zappetini & Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: None ABSENT: COUNCILMEMBERS/MEMBERS: None (The City Council/Redevelopment Agency took a break.) SAFETY SERVICES FIRE DEPARTMENT Ms. Nicolai stated this budget has one of the most significant changes and new programs in the budget for this fiscal year, which is the creation of a second paramedic unit. In order to accomplish that, the budget assumes that the Council and Marinwood CSD and CSA 19 will all agree to raise the paramedic fee from its current rate as well as support the implementation of third party billing which will generate new revenue and allow us to offset the cost of a new paramedic unit. Part of that allows us to shift some existing employees that are currently charged to the City's General Fund into the paramedic program. Last year we were also working with the CSD and Marinwood with the idea to close down Fire Station No. 3, and work out an agreement with Marinwood where they would provide first response and fire protection to the north part of San Rafael north of Joseph Court and east of Highway 101. That was put on hold after reaching an agreement with the Fire Association as an alternative to go to two person engine companies at Station 3 and Station 2 for a year. The meetings with Marinwood were renewed recently, and they have not been going as well as we had hoped. Therefore, this budget does not presume an agreement with Marinwood. However, Ms. Nicolai indicated we are continuing to talk with Marinwood because we feel an arrangement of functional consolidation to a greater degree than we already have would be beneficial to San Rafael. Finance Director Coleman stated that an error was made in the typing of the Consolidated budget on pages 61 and 70, and an Errata Sheet has been furnished. Councilmember/Member Cohen asked if the change in the Hazardous Materials budget was incorporated in the change of the Consolidated. Mr. Coleman replied that it was and pointed out that none of the corrections affect this year's budget, but only the historical information. Councilmember/Member Zappetini asked if there is a fee for CMSI. Ms. Nicolai stated there is not, it is all in Central Services. Mr. Zappetini asked if we know what it will cost to develop and complete the installation of the department's CAD system. Fire Chief Marcucci stated it is included in the existing fee from CMSI, noting the Fire Department is a heavy user of the CMSI system. The fee CMSI charges the City incorporates the CAD system and all the other programs we have adopted. Mr. Zappetini asked what portion of the monthly $26,000 CMSI fee was for the Fire Department. Chief Marcucci stated the fee CMSI charges is for a service level, and the systems are so integrated, it is not possible to break them down. Mr. Zappetini asked if the development of the computer process is a part of the additional $75,000 that is in the budget. Ms. Nicolai stated that as you get more users, we need an additional in-house person to help support staff to learn how to use the system and to maximize the interdepartment capabilities. It is also important to CMSI for us have an in-house support to make the systems work for us. Ms. Nicolai invited Mr. Zappetini to tour the CMSI facility to gain a better understanding. Mayor/Chairman Boro suggested that the Budget Oversight Committee develop pros and cons of project tracking and charge -back to departments for the use of the mainframe. Councilmember/Member Heller asked for a report on which areas most of the medical emergen- cies come from. Chief Marcucci stated he will furnish the Council with a report which is generated by CMSI. Mayor/Chairman Boro asked if there were any questions from the audience. Christopher Desmond, President, San Rafael Firefighters' Association, stated they had a review of the annual audited financial statements of the City going back five years in order to better understand the City's budget. He noted this audit raised several questions and referred to a letter presented today to the Council. Mr. Desmond also asked specifically in reference to the Fire Department, if this budget is predicated on not yet having reached agreement with Marinwood and that changes would occur if agreement was reach on the paramedic unit and paramedic program. He asked what is the timeframe as far SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page 6 SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page 7 as leaving that open for resolution. Mayor/Chairman Boro stated the budget has money in it to fund the alternate plan or the Marinwood plan. He noted that he and Councilmember Cohen met with members from Marinwood, City Manager Nicolai and Chief Marcucci, and all are anxious to get some resolution. Based on which plan is adopted, changes will be made according to the budget, since both are covered. Mr. Desmond stated that one of the areas the Association is concerned about is that this budget includes the hiring of personnel, because if this budget were adopted as is and at some point we hire personnel and then get into a contract with Marinwood, that would be a difficult situation. Mayor/Chairman Boro stated we would resolve one issue before going on to the next, the hiring would be held off until we know what we are doing with Marinwood. Mr. Desmond suggested that the four additional personnel that would be funded not be hired and that amount of money be transferred to the overtime budget. He stated that in light of the current salary situation, the City should take a different philosophy by giving raises to current firefighters rather than expand the ranks. Mayor/Chairman Boro stated the Council is anxious to make a decision as to which plan to adopt, and we are committed to a second paramedic service and also committed to meeting with the Association and the impact on what we are doing. Finance Director Coleman stated he has not yet had to opportunity to examine the audit the Firefighters' Association had done nor read their letter. He stated he would answer some of the major points now, then he will respond in writing to the Association's specific questions in the next few days. Mr. Coleman stated that the Special Revenue Fund is a collection of a lot of special revenues such as the drug enforcement, lease grant monies, developer deposits, etc. The Property Disposal Fund was originally created from the sale of the Blue House to the Redevelopment Agency and is now called the Capital Improvement Fund. The Miscellaneous Revenue Fund is explained in a memo previously submitted to the Police Association, and he will furnish a copy to Mr. Desmond. Mr. Coleman clarified that the General Fund as of June 30, 1993 was $2.7 million. The auditor, for reporting purposes within the General Fund, included the City's Operating Fund plus liability and the Workers' Compensation Fund, so when you see a figure of $5 million, that does not represent any payables or receivables. The actual fund balance of those three funds is $4.6 million; the cash balance is $5.1 million, with the General Fund portion of that which we consider the General Fund Operating Fund is $2.7 million. Mr. Coleman stated that some of these figures can be very misleading if they are not explained, and he would be happy to explain them to anyone coming to his office. Mayor/Chairman Boro stated he felt it would be worthwhile for the auditors used by the Association to talk directly with Mr. Coleman to get the questions answered. Councilmember/Member Zappetini asked if Mr. Coleman agreed with the numbers presented, even if they were presented in a different method. Mr. Coleman said he did, it was a problem of how they are shown that needs to be explained. Ms. Nicolai pointed out that some of the assets listed in the Special Revenue Fund, such as the drug asset seizure money, the Davidson Bequest, and other special use items were never listed as revenue sources in the budget before. They now show in the budget and it may look as though this money just appeared, but it was decided that they should be included and should get authorization for the expenditures. Mr. Coleman stated as an example of that, the money alluded to by the audit in Fund 15 of the Special Revenue Fund actually represents two transfers from two Police Department revenues - drug seizure money and a grant program which was then broken out and put into this special fund. He indica- ted there are approximately forty balances that make up the Miscellaneous Revenue Fund which represent specialized revenues. Mr. Coleman stated he would be happy to meet with the auditor and Mr. Desmond to answer the questions that were raised. Mayor/Chairman Boro asked that Mr. Coleman keep the Council posted. Jim Strong, San Rafael Police Association, stated he appreciates the Council's attempt to clarify issues. He referred to pages 22-25 of the City's audited financial statement for FY 1993. From the aspect of both the Police and Fire Associations, their concern is the Miscellaneous Revenue Fund which was established in 1993 in the amount of $1.1 million and completed the year with a balance of $1.75 million. Mr. Strong stated there have been two written requests and one oral request for an explanation of this fund and to date they have not gotten any answers. SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page 7 SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page I Mayor/Chairman Boro assured Mr. Strong that Mr. Coleman would be meeting with the auditor and representatives from both Associations. Mr. Coleman stated it was his understanding that the Police Association received a copy of his memo dated June 7th which went into detail regarding the Special Revenue Fund. Mr. Strong indicated he does have a copy of that memo, however, their specific question is what comprises the Miscellaneous Special Revenue Fund. City Fire Budget Councilmember/Member Cohen asked how some of the costs are apportioned between the City Fire Department and EMS. Chief Marcucci stated all department staff are on a time entry system with three categories - City, CSA and EMS. Each day the time is recorded, then at the end of the year the percentages are figured. Based on that, the budget is prepared. Councilmember/Member Zappetini asked about the $5,000 for building maintenance. Chief Marcucci explained that building maintenance is a category within the budget where they put funds in to replace broken windows, hot water heater, furnace replacement, etc. As the stations get older, the costs are escalating. Mr. Zappetini asked how much was spent last year on maintenance, and Chief Marcucci answered that it was $25,000 between the seven stations. CSA 19 Chief Marcucci stated this budget is status quo. EMS Chief Marcucci explained that four additional positions have been added in the EMS budget. Councilmember/Member Thayer asked if the budget projected revenues from the third party billing and raised paramedic tax and what are they allocated for? Ms. Nicolai stated $300,000 is estimated for third party billing and the raised paramedic tax is estimated at about $200,000. Hazardous Materials Chief Marcucci stated Hazardous Materials is down from the previous year by about $10,000, mainly because of working on the underground storage tanks ourselves rather than having a contractor doing it. Councilmember/Member Zappetini asked about the $2,000 allocated for a computer. Chief Marcucci explained it is for a lap top computer which has all the information regarding the storage of hazardous materials in San Rafael and is used by the Division Chiefs at the scene of emergencies. Mr. Zappetini asked about the 50 percent increase in salary for the Fire Marshal. Chief Marcucci explained that the 1992/93 salary is inaccurate and should have been $52,000. The hazardous material officer must generate two thirds of his salary in fees, and the City picks up one third because he is also doing fire inspections, etc. Chief Marcucci pointed out that 31 percent of the entire Fire Department budget (over $2 million) is generated by fees. Councilmember/Member Heller asked if the hazardous material position was federally or state mandated. Chief Marcucci stated the position was created because hazardous material was being handled in various departments and not effectively coordinated. It was thought there should be one person to be the focal point to deal with all those issues. Disaster Preparedness Chief Marcucci explained that the City Manager is the Director of Disaster Preparedness. The money in this year's budget is to print a new emergency plan that has been developed for the City and for training for department staff. Councilmember/Member Cohen moved and Councilmember/Member Zappetini seconded, to adopt the Fire Department budget in concept for Consolidated in the amount of $7,169,627, which is comprised of: City $4,790,639; CSA 19 $768,031; EMS $1,513,609; Hazardous Materials $94,848; and Disaster Preparedness $2,500. AYES: COUNCILMEMBERS/MEMBERS: Cohen, Heller, Thayer, Zappetini & Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: None ABSENT: COUNCILMEMBERS/MEMBERS: None POLICE DEPARTMENT Consolidated City Manager Nicolai provided an overview of the budget, pointing out that the significant thing to be highlighted is that the Captain's position has been eliminated. This was not driven by cost savings alone, but rather as a better way to manage the department. Also, the lieutenant position is being reclassified. SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page 8 SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page Chief Krolak indicated that two Police Service Aide positions have been requested. Councilmember/Member Heller asked about the position of Park Ranger. Chief Krolak ex- plained it is one position that takes care of operating the boat on weekends and holidays and patrolling the open spaces and park land the rest of the week. Councilmember/Member Zappetini asked for a breakdown of the $1,046,885 for Supplies and Services portion of the budget. Chief Krolak stated he would furnish it to the Council. Mayor/Chairman Boro noted he has heard many compliments regarding the bicycle patrol. He also suggested a potential expansion of the foot patrol and to fund it through increases in parking meter fees. Chief Krolak stated there are two bicycles which have primarily been used in the downtown area and the Farmers' Market area on Thursdays. Also, in the Crime Resistance Grant which is funded through the State, we are requesting two more bicycles that can be used specifi- cally for the Canal area until the grant is over with. Then we will have two more bikes we can use in other facilities. Councilmember/Member Cohen asked if we are aggressively pursuing grant money. Chief Krolak stated that we are and indicated that recently he, the Mayor and City Manager met with Congresswoman Woolsey regarding a proposal in the President's Crime Bill for approxi- mately $22,000. Administration Chief Krolak pointed out that two positions are being eliminated in this budget. Councilmember/Member Heller asked how much we are spending on booking fees. Chief Krolak stated it is $15,000 - $16,000 per month. We pay $94.71 per booking. Councilmember/Member Zappetini asked for the amount for Internal Affairs contract. Chief Krolak stated there is presently a Sergeant assigned to Internal Affairs investigations, and he would like to allocate $30,000 for an outside person to do that to release the Sergeant back to his patrol position. Mr. Zappetini questioned the fringe benefits being 86 percent of the salary. Chief Krolak stated that included in the fringe benefit amount is $240,000 for Workers' Compensation because the entire Workers' Compensation fund is covered by the department. Information Services Chief Krolak stated that most of the increase in this area pertains to the additional allocation for radio maintenance. The radio system warranty has expired which will increase our costs for maintenance. Councilmember/Member Zappetini asked if we are satisfied that the radios are now working properly. Chief Krolak stated we are not, that we are still working with E.F. Johnson to make the system work. We are also sending all the portable radios back to the factory to have them brought up to factory specifications. The majority of the problems pertain to software issues, and E.F. Johnson is sending software specialists here next week to work on those issues. Councilmember/Member Thayer asked to have the problem of the police radios on a Council agenda in the near future. Ms. Nicolai agreed to place it on the agenda at the July 5th meeting. Dan Hanlon, President, San Rafael Police Association, stated they appreciate the Council's support to get the radio system working. He also pointed out the total number of police employees listed is 97 but should actually be 99 because of 9 full time dispatchers and 4 part time dispatchers. The Association is fully behind the foot patrol. He stated they are expecting several resignations of police officers to other locations because nothing has been accomplished regarding the pay issues. Special Operations Chief Krolak explained that this area is responsible for all law enforcement functions not assigned to the Patrol Bureau. Mayor/Chairman Boro asked what kind of revenue is being generated by the fees we are charging for services such as the Farmers' Market, Classic Car Parade, County Fair, etc. Chief Krolak stated we recover costs but do not make any money. Councilmember/Member Zappetini asked why the Supplies and Services went from $52,110 to $93,448. Chief Krolak answered $30,900 for vehicle depreciation costs which were transferred from Patrol, $4,900 from Street Crimes, $1,200 for miscellaneous supplies and $1,000 for printing. Councilmember/Member Cohen asked when we recover costs for extra services, is it straight SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page 9 SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page 10 costs. Chief Krolak answered it is the police officer's hourly costs plus 30 percent overhead. Mr. Cohen suggested we take a closer look at the real cost impact for police services we provide. Councilmember/Member Heller stated she feels very strongly that we should keep our commu- nity based costs to local groups as low as we possibly can. Patrol Chief Krolak pointed out that this is the largest budget and also has the most assigned personnel. Councilmember/Member Zappetini asked how many actual hours are included in the additional $10,000 requested for overtime. Chief Krolak stated the average overtime is $25 an hour for a patrolman, which works out to be 400 manhours. Councilmember/Member Heller moved and Councilmember/Member Cohen seconded, to approve the Police Department budget in concept for Consolidated in the amount of $7,269,205 which is comprised of: Administration $1,317,193; Information Services $1,082,043; Special Operations $1,518,351; and Patrol $3,351,618. AYES: COUNCILMEMBERS/MEMBERS: Cohen, Heller, Thayer, Zappetini & Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: None ABSENT: COUNCILMEMBERS/MEMBERS: None POLICE SPECIAL REVENUE FUND Chief Krolak noted that most of these funds are derived from donations. Finance Director Coleman provided the fund balances - Crime Prevention $7,640; Drug Asset Seizure $3,372; Youth Services $6,172. Councilmember/Member Zappetini asked about the rental of the storage container in the Drug Asset Seizure Funds and whether it would be cheaper to buy one than to rent one. Chief Krolak stated it is a storage container for evidence, and we rent it through a service that only rents them, and we cannot buy a container and rent a space from them. If we bought a container, we would have to find a storage place. Councilmember/Member Thayer moved and Councilmember/Member Heller seconded, to adopt the Police Special Revenue Fund in concept - Crime Prevention Funds $32,310; Drug Asset Seizure Funds $17,250; Youth Services Counseling Fees $6,000. AYES: COUNCILMEMBERS/MEMBERS: Cohen, Heller, Thayer, Zappetini & Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: None ABSENT: COUNCILMEMBERS/MEMBERS: None NONDEPARTMENTAL BUDGET Mr. Coleman explained that these are items that are not allocated to any specific department. Councilmember/Member Cohen asked if we always use the same companies for insurance, or do we check prices periodically. Mr. Coleman stated we get property insurance through the JPA. The broker shops around for the best price for Workers' Compensation. Mr. Cohen asked if we were committed to the JPA or have we ever tried to go independently. He reasoned that it would make sense that we could get the best rate by pooling with other cities, but periodically we should test that theory by seeking independent bids to see what we are actually saving. Mayor/Chairman Boro asked about the Animal Control amount that appears to be escalating, and asked to have a discussion on this at a future meeting. He stated he would like for us to be able to put a cap on this figure and to have some control over it. Ms. Nicolai stated we agreed several years ago to an escalating formula, and we are finally to that point. She noted we have some control and there is a group of City Managers who meet with the County and Humane Society to deal with this. The Managers Group feels strongly that through MCCMC we should request Requests for Proposals to do this service completely independently of the Humane Society. Councilmember/Member Thayer moved and Councilmember/Member Zappetini seconded, to adopt the Nondepartmental Budget in concept in the amount of $1,068,900. AYES: COUNCILMEMBERS/MEMBERS: Cohen, Heller, Thayer, Zappetini & Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: None ABSENT: COUNCILMEMBERS/MEMBERS: None CAPITAL IMPROVEMENT FUND Mr. Coleman explained that the fund was comprised of money from the sale of the Blue House and the Teeter Plan. The Park Street Storm Drain Replacement was originally budgeted for SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page 10 SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page 11 this year, but the project was not started. Therefore, the project has been rebudgeted. Councilmember/Member Zappetini asked why the Del Ganado Fire Station went from $450,000 to $650,000. Ms. Nicolai stated even though $450,000 was originally budgeted, it was never felt it would be enough. So, this year since the architects are farther along in the design, they were asked what a realistic amount would be. Rather than keep the fire station at an unrealistic amount, $200,000 was added. Councilmember/Member Cohen moved and Councilmember/Member Zappetini seconded, to adopt the Capital Improvement Fund in concept in the amount of $929,000, and the Park Street Storm Drain Replacement in the amount of $50,000. AYES: COUNCILMEMBERS/MEMBERS: Cohen, Heller, Thayer, Zappetini & Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: None ABSENT: COUNCILMEMBERS/MEMBERS: None EQUIPMENT REPLACEMENT FUND Councilmember/Member Zappetini asked about the rebudgeting of the vacuum rodder truck in the amount of $170,000, and asked what the rental rate on that would be and how often is it used. Public Works Director Bernardi stated this piece of equipment is shared with the Sanitation District which is used by them three days a week, and two days a week by the City. The cost of the amortization is split between both. The rodder has been given a 10 -year life although we will probably keep it for 20. Mr. Bernardi stated he had no idea what the rental rate would be, but will find out. Councilmember/Member Heller moved and Councilmember/Member Cohen seconded, to adopt the Equipment Replacement budget in concept in the amount of $889,000. AYES: COUNCILMEMBERS/MEMBERS: Cohen, Heller, Thayer, Zappetini & Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: None ABSENT: COUNCILMEMBERS/MEMBERS: None PARKING FUND Mayor/Chairman Boro explained the reason the garages are being painted white is for safety and openness. Assistant Executive Director (Redevelopment) Ours stated he has had several comments from the public as to how much safer they feel in those garages which have already been painted white. Councilmember/Member Zappetini asked if this budget reflects the change in the timing for the parking meters. Mr. Ours said it does not; that is part of a proposal that will be brought to the Council at a later date. Councilmember/Member Heller asked why we went from 2.25 people in 1991/92 to 8.75 in 1992/93. Mr. Ours answered that the meter enforcement personnel were added as well as the meter repair person and the foot patrol officers. Councilmember/Member Cohen moved and Councilmember/Member Thayer seconded, to adopt the Parking Fund budget in concept in the amount of $587,321. AYES: COUNCILMEMBERS/MEMBERS: Cohen, Heller, Thayer, Zappetini & Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: None ABSENT: COUNCILMEMBERS/MEMBERS: None REDEVELOPMENT AGENCY Assistant Executive Director (Redevelopment) Jake Ours gave an overview of the history of the Redevelopment Agency since 1972. He explained that the Relocation Costs account has a large increase due to of the relocation of the tenants because of the Rafael Theater. Councilmember/Member Zappetini asked if the $350,000 for Andersen Drive is just for design. Mr. Ours answered that it is for design, layout, survey work and the final drawings. Mr. Zappetini asked if we had not already acquired the Rafael Theater. Mr. Ours stated we have not yet, we have a contract to acquire it, but we have not closed on it because we want to make sure the Film Institute has sufficient funds to guarantee they will go forward with it. Councilmember/Member Zappetini moved and Councilmember/Member Thayer seconded, to adopt the Redevelopment Agency budget in concept for Operating Costs $2,959,000 (Operating Costs $880,000, Debt Obligations $2,070,000, Bond Expenses $9,000); for Project Costs (Capital Improvements and Real Estate Purchases/Expenditures) $2,760,000. AYES: COUNCILMEMBERS/MEMBERS: Cohen, Heller, Thayer, Zappetini & Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: None ABSENT: COUNCILMEMBERS/MEMBERS: None OUTSIDE REQUESTS SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page 11 SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page 12 Ms. Nicolai reviewed the outside requests for funding. Her recommendation was to not fund the request from the Rape Crisis Center in the amount of $1,500, because she felt if we start getting into miscellaneous social services, it would be an unending competition for funds. A request from Mediation Services was received requesting $11,000.00. Ms. Nicolai stated we have contributed to them for many years out of the housing money in the Redevelopment Agency. Also out of the housing money, we have previously funded a request from Marin Housing for the rental rebate program, which is matching money that helps create afford- able units for people. This year they are requesting $21,300. The San Rafael Business Improvement District (B.I.D.) has asked for $25,000 which supplements money they get through an assessment that the downtown merchants are levied through the B.I.D. This is normally allocated out of the Redevelopment Agency Contingency Fund. The San Rafael Chamber of Commerce has requested $30,000 which previously has been funded through the Redevelopment Agency Contingency Fund. They use this money for specific projects which are submitted to the Council. Councilmember/Member Zappetini asked how much of the $11,000 that we gave to Mediation Services did they use. Ms. Nicolai said they used it all; they ask for money from each jurisdiction within Marin County to offset their operating budget. Councilmember/Member Heller stated the B.1.D. is requesting an additional $25,000 and does that mean they want only $25,000 or $25,000 plus more. Mr. Ours stated they are asking for a total of $25,000; the rest is coming from their own assessment. He pointed out that the $25,000 is actually lower than in the past. Mayor/Chairman Boro stated that one of the goals is that through the expansion of the B.I.D. the assessment will increase and the need for funding will decrease. Councilmember/Member Cohen moved and Councilmember/Member Thayer seconded, to approve the recommendation of the City Manager for Outside Requests as follows to be funded from Redevelopment Agency Funds: Mediation Services $11,000; Marin Housing $21,300; Business Improvement District $25,000; San Rafael Chamber of Commerce $30,000 and to deny the request from the Rape Crisis Center. AYES: COUNCILMEMBERS/MEMBERS: Cohen, Heller, Thayer, Zappetini & Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: None ABSENT: COUNCILMEMBERS/MEMBERS: None There being no further comments, the meeting was adjourned at 11:25 p.m. JEANNE M. LEONCINI, City Clerk/Agency Secretary APPROVED THIS DAY OF , 1992 MAYOR OF THE CITY OF SAN RAFAEL/ CHAIRMAN OF THE SAN RAFAEL REDEVELOPMENT AGENCY SRRA/SRCC MINUTES (Spec. Jt.) (Budget) 6/15/94 Page 12