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HomeMy WebLinkAboutSPJT Minutes 1996-06-24SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page IN THE COUNCIL CHAMBER OF THE CITY OF SAN RAFAEL, MONDAY, JUNE 24, 1996, AT 7:40 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 Cyr Miller, Councilmember/Member Gary O. Phillips, Councilmember/Member Absent: None Others Present: Suzanne Golt, Assistant City Manager Jake Ours, Interim Redevelopment Agency Executive Director Jeanne M. Leoncini, City Clerk/Agency Secretary BUDGET HEARINGS - 1996/97 BUDGET - File 8-5 x (SRRA) R-103 Assistant City Manager Suzanne Golt provided an overview of the proceedings for the evening, stating the budget being presented to the Council/Agency was a "maintenance of effort" budget, in that there were no new positions or programs of any great note. She reported there were some large items which needed to be accommodated, such as the Police Radio System, which was estimated to be approximately $1.2 million. She noted six of the seven employee groups had successor MOU's (Memorandums of Understanding), so this would likely be a fairly expensive item. Ms. Golt stated that to balance this budget the City would be drawing on Reserves, up to $525,000, noting the contributions to the Vehicle Replacement Fund had been reduced by $300,000. Ms. Golt pointed out there had been some extremely good news regarding Sales Tax, noting it had come in last quarter at approximately 11.9% over what the City had expected, so the Vehicle Replacement Fund contribution might be restored, if the Council/Agency chose to do so. Ms. Golt stated the various departments would be discussing their achievements during the past year, and reviewing their Goals and Objectives for the upcoming year. She noted there were some areas in which the departments could improve, in terms of being more specific, both in their achievements and in the Goals and Objectives, and it would remain a goal of the City Manager's Office to ensure that happens next year. Ms. Golt pointed out the Budget Oversight Committee had continued its work this year, and the Volunteer Program got underway, noting two Councilmembers were now advisors to the Volunteer Program. She reported a major Data Processing Study was also completed during this past year. She reported the Worthy But Unfunded list would be discussed, and the grants would also be reviewed. Finance Director Ransom Coleman stated the budget was based on a moderate increase of all of the City's revenues, noting there were no new revenues in the budget, nor any dramatic increases in the revenues, at least at this point. He reported Property Tax had shown very little growth over the past couple of years, noting in years past it had been up to almost double digit increases, but lately the increase in Assessed Valuation had declined to approximately 2.5%, so this year staff was estimating an increase of 2.4%, pointing out the only item of question was the ERAF surplus. He noted he had spoken with the County, and they were still optimistic the ERAF surplus of $170,000 would come to the City again next year; however, this would depend on legislation in Sacramento, and it was still not certain the City would receive the surplus. Mr. Coleman reported the Sales Tax had been a real surprise, noting they had been experiencing a very modest increase in Sales Tax, and had fully expected no more than 4%; however, the first quarter of 1996 came in at 11.9%. He noted that figure would have been 14.5% if we discounted the adjustment the State of California made because of past misappropriations in 1995. Mr. Coleman stated the other major revenue was Motor Vehicle In -lieu Fees, explaining this was dependent upon State-wide registration of motor vehicles, and was subvented to us by the State based on population. Mr. Coleman stated most of the other revenues were either flat, or showed only moderate growth, noting that, overall, the General Fund revenue would be up approximately 3.6%. Mayor/Chairman Boro explained to those in the audience that each Department Head would review their budget in detail, and members of the public would be given the opportunity to comment. The Council/Agency would adopt each Department's budget in concept, and then adopt the final budget in July. GENERAL GOVERNMENT SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page CITY ATTORNEY: (Page 32) City Attorney Gary Ragghianti stated the City Attorney's budget contained an increase in Deputy City Attorney Eric Davis' position, from half-time to three-quarter time, noting they had originally requested this commence July 1, 1996, but after discussion with Mr. Coleman and Ms. Golt, they were asking that this become effective January 1, 1997. Mr. Ragghianti stated their budget showed an increase of 3.4%, noting this was the direct result of the increase attributable to taking Mr. Davis from half-time to three-quarter time, and the attendant benefits which would result. Mr. Ragghianti stated the original budget submitted contained approximately $17,500 more than ultimately was being recommended at this time, noting they had deleted all of the money in their Office Equipment Account, reduced their Travel and Conference Account, and attempted to meet the request of the Acting City Manager to keep the budget as lean as they could make it. Referring to Contractual Services, which he noted was the one portion of the Budget over which they had no control, Mr. Ragghianti stated he was pleased to report that as of the end of this fiscal year they expected to finish approximately $10,000 to the plus, noting $40,000 had been authorized, and at the end of May they were at $29,000. He explained this account moved up and down depending on what happens to their office by virtue of personnel hearings or litigation. Mr. Ragghianti stated his report listed the achievements his office had accomplished, and also their Goals and Objectives for the upcoming fiscal year. Councilmember/Member Cohen asked why Mr. Ragghianti felt they needed to increase Mr. Davis' position to three-quarter time? Mr. Ragghianti reported one of the attachments he had presented to the Acting City Manager and Finance Director in April indicated that over a six month period, based on input from the Council and City Manager, there was a need expressed for an increase in Code Enforcement work. Mr. Ragghianti reported Mr. Davis was the individual from his office who dealt with these issues, and they determined it made sense to concentrate on that, and attempt to fund the position in such a way as to commit him to handle this, and a number of related issues, on an ongoing basis. Mr. Ragghianti noted his office had initiated and assisted in the implementation of a coordinated Code Enforcement Program, which not only involved the Code Enforcement Officer, but also the Fire Department, Public Works Department, Police Department, Finance Department, and the County Health Officer. Mr. Ragghianti stated they had also asked Mr. Davis to draft a new Storm Drain Discharge Ordinance, which has added a new area of Code Enforcement work, as well. Mr. Ragghianti stated that if the three-quarter time position for Mr. Davis was approved, his office wanted Mr. Davis to be responsible for the entire area of Code Enforcement, noting he believed this was what the Council wanted them to do, and what the expectation was. Councilmember/Member Cohen moved and Councilmember/Member Heller seconded, to approve the City Attorney's budget, in concept, in the amount of $340,459. AYES: COUNCILMEMBERS/MEMBERS: Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: ABSENT: COUNCILMEMBERS/MEMBERS: CULTURAL & RECREATION SERVICES LIBRARY: (Page 36) Cohen, Heller, Miller, Phillips & None None Library Director Vaughn Stratford reported the major change in the Library budget for this year was filling a full-time Librarian position, which last year had been an on-call position, and also a full-time Library Assistant position. Mr. Stratford recalled last year many of their goals centered on the implementation of their automated system, and integrating this new tool of automation into their service, noting every aspect of the Library's operation had been changed due to this new tool. Mr. Stratford reported that during the coming year their goals center around planning, noting the Library Board and staff wanted to initiate a planning process in which they develop a new Library Plan of Service. He stated they were now a year and a half into automation, and it had really changed the way they did things; therefore, they would like to update their Plan of Service to acknowledge this fact. In addition, for the last several months the Library Board has been talking about the issue of inadequate space in the current Library building, and before they can discuss SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page the building issue, they felt they needed to have a new Plan of Service so they knew which services they would be planning to provide in the future. Mr. Stratford stated other Goals and Objectives listed in his report related to the Friends of the Library, noting last year they had a goal of increasing the membership of the Friends, and although they did not meet the rather ambitious goal they had set for themselves, the Friends of the Library was a very active and ambitious group. He reported the Friends had set a goal for this year of raising $30,000 to purchase new furniture and signage for the Library, and they would be presenting this furniture at the Library's 90th Birthday celebration in September, 1996. Mr. Stratford noted that in addition to the support the Library receives from the Friends, there were several grants for which the Library intended to apply. Those grants primarily supported the Library's Literacy Program, noting there were no General Fund monies given to this program, and the Library had supported the program over the past ten years through grants and private donations. Mr. Stratford emphasized the number of volunteer hours contributed to the Library over the course of a year, estimating it to be approximately 32,000 hours per year from community members who were supporting the Library and its Literacy Program, noting they were very proud of this achievement, as well. Councilmember/Member Cohen noted one of the Goals and Objectives was providing capability for public Internet stations within the Library by January, 1997, and asked if this meant only having the capability of doing this in the future, or were they proposing to have computers available in the Library for Internet access, and if so, where were they in wrestling with the issue of charging versus free Internet access? Mr. Stratford stated the Marinet Board and staff would probably feel the first thing that would be appropriate to bring on-line would be a catalog, which would look like a World Wide Web interface, and use the Internet to access community resources and other resources outside the Library. Mr. Stratford stated the first use of the Internet would be to support what they are doing in the Library, and support their basic mission. He pointed out there were some real issues related to public Internet stations which needed to be wrestled with, noting there could be people sitting and using them all day. In addition, there are many information resources, some of which may not be appropriate for children to use. Counci lmember /Member Heller encouraged the Council/Agency, as they study the Worthy But Unfunded list, to look very hard at opening the Library on Sunday from 1:00 PM to 5:00 PM, as this was an essential service for the City's school children, and for everyone in the community. Councilmember/Member Cohen asked if Mr. Stratford was told he had a choice, and the Council would fund additional hours of operation for either Sunday or Monday, but not both days, which day would Mr. Stratford rather see the Library open? Mr. Stratford stated the additional hours on Monday would be easier from a management point of view, but noted he did not really have a preference. He stated being opened on Monday from 1:00 PM to 9:00 PM would add more hours for the public than being opened on Sunday from 1:00 PM to 5:00 PM; however, either day would add a real element of service to the public. LIBRARY SPECIAL REVENUE FUNDS: (Page 122) Mr. Stratford reported that last year Council proposed the Library use $78,000 from the Davidson Bequest to supplement the Book budget, and bring it up to what it should be. Council had put $50,000 into the Book budget to reduce the amount taken from the Trust; therefore, $28,000 actually came from the Davidson Bequest last year. He stated his Department was requesting $30,000 this year. Referring to the Friends of the Library, Mr. Stratford noted their goal of raising $30,000 for furniture and signage for the Library, pointing out the current furniture in the Library was approximately thirty years old. He also explained the Friends' Programs were primarily for the funding of the Summer Reading Program and the Children's Programs. Mr. Stratford stated the Library's original video collection was purchased by the Friends, explaining the revenue from the rental of the videos and audio books then goes into a special account, from which new items are purchased. He reported this item had been budgeted at $6,000, which was a good estimate of annual revenue from this source. Mr. Stratford stated copy machines were also purchased by the Friends of the Library, and the new item listed in this category was to fund the Friends' Coordinator. Mr. Stratford reported there were also indirect funds the Library received through certain Literacy Grants from the State of California, and that money was proposed for the purchase of equipment, such as a new cash register for the Circulation Desk, SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page and other essential equipment they needed. Mayor/Chairman Boro referred to the decrease in circulation cost, and asked if that was primarily due to their mechanization? Mr. Stratford reported this reflected a decrease in labor cost. Councilmember/Member Heller moved and Councilmember/Member Phillips seconded, to adopt the Library budget, in concept, in the amount of $907,541, and its associated Special Revenue budget, in concept, in the amount of $80,200. AYES: COUNCILMEMBERS/MEMBERS: Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: ABSENT: COUNCILMEMBERS/MEMBERS: CULTURAL AFFAIRS: (Page 40) Cohen, Heller, Miller, Phillips & None None FALKIRK SPECIAL REVENUE FUNDS: (Page 120) Library Director Stratford pointed out the major change in the Cultural Affairs budget was that in the past they had funded a Development Coordinator who worked to help them raise money, and in the coming year more of Falkirk Director Carol AdneyI s time would be spent on this, and an Administrative Assistant would be working on some of the ongoing matters to keep the operation going, under Ms. Adney's supervision. Falkirk Director Carol Adney presented an overview of activities undertaken last year. She reported they had completed the exterior preservation of the Falkirk Mansion and the conceptual plan for the exterior landscape. She stated it was at this point that they sat back and assessed what they wanted to do with the eleven acres of grounds, and determined they really needed to assess Falkirk's Vision and Mission into the future, and how they could become more self-sufficient. In order to do this, they began a planning process, which is grant funded, to actually determine the means by which Falkirk could become more self-sufficient through earned income, and possibly include more private financial support and leadership. Ms. Adney stated they were at an exciting stage, as many new, private people were becoming involved, and they were getting a lot of encouragement for the future. Ms. Adney reported that while they had a slight decrease in their budget for last year, they actually expanded their family programs, having found this was an important part of their activities, noting they would continue to expand these programs even more in the coming year. She stated that in order to increase collaborations they held a series of focus groups with other cultural organizations, particularly those in San Rafael, noting there would be on-going meetings at Falkirk to determine major ways in which they can begin collaborating in the future. Ms. Adney reported they had increased visitors by more than 10% during the past year, and increased Earned Revenue 43%, noting most of this was through rentals and leases. Ms. Adney stated the Earned Revenue was something that really showed well when they went to organizations to receive additional funding, because it pointed out the amount of activity within the organization, and showed people were using the facility, people were coming to Falkirk, and there are things going on. Referring to the Capital Campaign, Ms. Adney reported they had received grants from the San Francisco Foundation and the Marin Community Foundation to fund the organizational development process, and while the $15,000 was nice, more importantly it showed the Marin Community Foundation was backing them in their effort to move to become more self-sufficient and grow, noting that was a very significant kind of support, which they hoped would lead to much more in the future. Ms. Adney stated they had submitted a grant application for planning of the first floor renovations, and should hear from the Institute of Museum Services in September on whether or not this was funded, noting they hoped to do an historically correct preservation to the first floor. Ms. Adney reported they had completed two assessment reports last year which were historic assessments of the intrinsic value of both the home and the grounds, noting that before they begin any type of renovation, they wanted to know what was significant. She stated one thing they had found, of particular interest, was the wisteria in the oak tree outside the desk was a very victorian type of planting, noting they previously had been encouraged by people to get rid of the wisteria because it would kill the oak tree. However, they now had found this to be a very significant feature, and Ms. Adney noted a representative from the Filoli Estate had come to assess it. Ms. Adney stated they were very pleased to have received the Institute of Museum Services Grant this past year, which is given to organizations displaying professional excellence, noting we were one of only 27 museums in the United States to receive funding, out of 1,079 applications. She stated this was a real stamp SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page of approval in the field, and should help us raise more money. Ms. Adney reported last year's outstanding events for the public included the Halloween Haunted House, which had really grown, with a costume contest and a parade Downtown, sponsored in conjunction with the Business Improvement District; and the Antenna Theater presentation of the Parade of the Dead, with 1,000 people attending the opening of the exhibition. She noted in the coming year they would again have the Easter Egg Hunt on the lawn, the Young Explorers' Festival for children and their families, and a Victorian Rock and Roll Concert, at which a Rock and Roll band will play Victorian music. She added they would also sponsor a mask making booth at both the Marin County Fair and Canal Street Fair. Councilmember/Member Phillips stated he was continually amazed by the contributions from volunteers in the City of San Rafael, pointing out 3,760 hours of volunteer time this past year. He noted this said a lot about the people, and Ms. Adney's leadership with regard to generating that kind of interest. Ms. Adney reported there had also been $8,600 of "in-kind" services and materials contributed this past year. Councilmember/Member Phillips referred to the Goals and Objectives, and asked for a definition of "Capital Campaign - Financial Analysis of Alternative Organizational Structures". Ms. Adney reported this was where they were hoping they could involve more private leadership in the organizational planning process, noting they felt they might get to the point where they should create an organization, such as a 501C3 - The Friends of Falkirk, which would be a separate non-profit, with the responsibility of raising funds for Falkirk. She noted this was not within the purview of the Cultural Affairs Commission, and stated they needed to have private citizens be their advocates, with leadership responsibilities and privileges, and also the responsibility of helping to raise money. Councilmember/Member Miller thanked Ms. Adney for hosting the location of the Volunteer Coordinator's offices at Falkirk, and also for hosting the meetings of the Federation of San Rafael Neighborhoods, noting these were great outreach programs. Ms. Adney stated Falkirk would get as much out of it as the Federation, from the increased use, and getting to know the neighborhoods better, and she hoped to get more volunteers for Falkirk through the Volunteer Program. Mayor/Chairman Boro noted Mr. Stratford and Ms. Adney had submitted a memo discussing the issue of fire, stating concern about wiring, the heating system, and the age of the building itself, and asked what thoughts they might have about this issue for the coming year? Mr. Stratford stated they still did not have a very good estimate of what the cost would be, but the basic issue was that a wood frame structure of Falkirk's vintage, and with its wiring, was in great danger of being destroyed by fire. He reported the recommendation of at least a couple of architects, including Glenn David Mathews, who is on the Cultural Affairs Commission, was that there be a sprinkling system installed in Falkirk, and that the knob and tube wiring be replaced with modern wiring. Mr. Stratford stated they had been encouraged by the Marin Community Foundation to apply for a Technical Assistance Grant in developing a plan for the infrastructure, and he felt there was a good possibility they could at least get partial funding for some of the infrastructure, or Capital Improvements, which would address the fire hazard at Falkirk, noting it was likely the Marin Community Foundation would be looking for matching funds. Mr. Stratford stated this was one source of funding they had identified, and which they would actively pursue. Mayor/Chairman Boro invited members of the public to speak on this issue, and there was no one who wished to speak. Councilmember/Member Phillips moved and Councilmember/Member Heller seconded, to approve the Cultural Affairs budget, in concept, in the amount of $161,897, including the Falkirk Special Revenue Fund, in concept. AYES: COUNCILMEMBERS/MEMBERS: Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: ABSENT: COUNCILMEMBERS/MEMBERS: RECREATION: (Page 44) Cohen, Heller, Miller, Phillips & None None Recreation Director Sharon McNamee reported the Recreation Department had three basic funds; the General Fund, which amounts to approximately 15% of what the Department spends and/or generates; $822,000 generated in the Revolving Fund, which reflected all of the Recreation Programs, Sports, Seniors, and Aquatics; and $1.9 million for the Child Care Budget. Ms. McNamee reported that overall, the Recreation Department managed a $3.3 million budget, noting she had been asked to speak at a conference last February, to discuss SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page the wonderful projects we do in the parks, and how we generate a lot of community support. She reported the buzz word at the conference was "enterprise funds", and while the other cities were enthusiastically stating they wanted to get into such a program, Ms. McNamee realized it was what the City of San Rafael had been doing for the past fifteen years, noting the City of San Rafael had far surpassed every other city in the State of California. Ms McNamee reported computers had been listed in her budget, but had been removed. She noted they have been waiting for a long time, and get "hand-me-downs" from other departments all the time. Ms. McNamee stated they would be looking for some creative ways to get new computers. She stated her department was also part of the Economic Development of the City, noting they provide parks, child care services, and the quality leisure experiences people and businesses look for when they move to town. Ms. McNamee reported her department expected to generate approximately $253,000 in grant funds during the coming year, for such projects as finishing the Pickleweed Project, child care money, and pre-school money, noting the Pickleweed Kids Club received a neighborhood award of $5,000 this year. She stated the other part of the money they generate, which was a little harder to identify, reflected all the partnerships and resources they generate in their programs or the parks. She stated the Bocce Federation, which has been very successful for the past three or four years, operated on a $200,000 budget, and noted they were a non-profit organization providing programs, maintenance, and management of the park, pointing out this was a lot of money which they were managing on behalf of the City. She reported the Lonatese Garden was planning to break ground in the Spring, bringing a beautiful new garden to the Community Center, noting their budget was approximately $150,000. Ms. McNamee stated they were in the midst of creating the Boyd Park Master Plan, and noted the Marin Historical Society had begun the initiative by donating $20,000 for the cost of the Master Plan, and would be spending millions of dollars on their new facility. She reported the Pickleweed Kids Club was in its third year of operation, noting this was a program completely funded by outside resources of approximately $50,000 during the school year, with roughly fifteen different organizations collaborating to offer this free program for kids. Ms. McNamee reported the Goldenaires, which runs programs for Seniors, was a separate non-profit, with a budget of approximately $260,000 per year, which they generated and managed themselves. Ms. McNamee pointed out these programs represented approximately $700,000 in money associated with the programs the Recreation Department runs, but were actually community partnerships, and her department was very proud of this, noting it takes a lot of work and effort on behalf of the staff. Ms. McNamee highlighted some of the more extraordinary achievements of the past year, pointing out this was the first year, after doing a lot of staff reorganization, in which her department had gone through an entire year with new responsibilities in place, after everyone shifted and traded responsibilities. She acknowledged the managers for making these switches, realizing new efficiencies and challenges. Ms. McNamee stated one of the things everyone was proud of was the Pickleweed Kids Club, which was one of the most successful programs going, noting it was building a lot of community support, and giving the kids something really wonderful to do. She reported her department had received a Golden Bell Award from Marin County Schools, acknowledging the department's work with the San Rafael and Dixie School Districts, and all the programs provided in child care, after school programs, and the coordination of facilities. Ms. McNamee reported that last year the Recreation Department had taken over a private program called Jumping Jacks, which used to be a Gymboree type program, stating the program had not been doing well, so the Recreation Department bought out the company, bought the equipment, and was now running the program themselves. She reported it was going very well, noting it had been a risk, but one that had paid -off very well. She stated another good partnership which had been developed during the past year was the Canal Arts Program, which was being hosted at Pickleweed Park on Saturdays, and was drawing hundreds of kids and families. She noted this was a grant funded program, with a lot of volunteer artists and parents, and was a wonderful thing to see on the week -ends. Ms. McNamee reported there was also a new State Pre -School Program at Pickleweed. Ms. McNamee stated Goals and Objectives the department would be working on during the coming year included programs and projects in East San Rafael, such as getting the Pickleweed/Bellam site on-line, the Pickleweed Kids Club, getting the Canal Arts Program on an even keel, and building collaborations with the local organizations. She stated they would also begin a new focus in the Terra Linda area, with the North San Rafael Vision. She reported they had park building and SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page reconstruction commitments to do in the North San Rafael area, so they would be watching the Vision Plan to see how they can work toward this. She noted Freitas Park was definitely on the list, and there were also some new parks they were committed to. Ms. McNamee stated they would continue to evaluate all of the programs offered, trying to keep them current, and respond to the community needs at the Community Centers and school sites. Councilmember/Member Phillips referred to the goal to purchase and install new portables at Dixie and Mary Silveira for child care programs, and asked if this was to be in conjunction with the Dixie School District? Ms. McNamee reported the City Council had authorized the Recreation Department to collaborate with the Dixie School District for the portables, explaining the Dixie School District will purchase them, and the Recreation Department will buy them from the School District, noting they would be installed by Fall. Councilmember/Member Heller asked if the fundraising for the tennis courts had begun, and if we had moved forward with plans to charge fees? Ms. McNamee stated her department would be looking at doing some serious fundraising, and noted the Park and Recreation Commission had recently met and discussed the idea of locking some of the tennis courts and selling keys. She stated the Commission would be doing a final review of that issue in July, and Ms. McNamee would present a proposal to the Council in August. Councilmember/Member Phillips recalled that when the Council visited the parks with Ms. McNamee, they visited the Freitas Water Park, noting there had been some discussion about regenerating it, and asking what the status was? Ms. McNamee reported that at the time they toured she had stated they would begin planning this in the Spring, but because of the Pickleweed/Bellam and Boyd Park projects, and a few others, she had been unable to begin this project. However, she expected to begin the project this Summer or Fall, noting she would begin by getting people in the community together and asking them how they wanted their park to look, and then begin the renovation. Mayor/Chairman Boro invited members of the audience to address this issue, and there was no public comment. Mayor/Chairman Boro noted enthusiasm was the by -word in Ms. McNamee's department, pointing out they have great legions of volunteers. He felt it would be helpful if in her budget message next year she could break out the groups, such as the Bocce and Goldenaires, who run programs that compliment the organization but are truly run independently under Ms. McNamee's auspices. Counci lmember /Member Heller stated she and Councilmember/Member Miller were members of the Volunteer Committee, and reported they would be trying to pull together some of the figures of overall City volunteerism, and have something on a quarterly basis which they could bring to the Council, showing what is happening in San Rafael, and the number of people who are giving their time and assistance to the City. Councilmember/Member Cohen stated he had always been supportive of the Child Care Division, and believed the Council, as a whole, had also been supportive of child care. He agreed with Ms. McNamee' s view of it being a real service to the community, as well as a service to the Economic Development efforts the City had been pursuing. He noted he had just completed his first year as the parent of a young child at Short School, and extended his highest compliment to Ms. McNamee and her staff. Counci lmember /Member Phillips asked why the San Rafael High School Aquatics Program had been reduced? Ms. McNamee reported the San Rafael High School swimming pool did not draw the community, in part because of its physical lay -out, and because parking was difficult there. Ms. McNamee stated they had spoken with the School District several times to discuss visions for the future, and to try to help them visualize what the pool, tennis courts, and the field could look like if it were more community oriented and educationally based. She stated they would continue to discuss this issue, noting she felt there would be significant support to try to re -do this facility for Central San Rafael access, which we desperately need. She noted at this point the Recreation Department offered a few lessons and public swim, but it was very minimal, and was not drawing the people they would expect. Mr. Phillips asked if the number of participants was enough to have a program of any kind? Ms. McNamee stated this was something they would be looking at if they could not make a physical change, noting they might have to reevaluate whether they continue to offer the current programs, or if they may need to do something different to try to meet the needs of the neighborhood. Councilmember/Member Cohen moved and Councilmember/Member Heller seconded, to approve the Recreation Department budget, in concept, in the amount of $517,297. SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page AYES: COUNCILMEMBERS/MEMBERS: Cohen, Heller, Miller, Phillips & Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: None ABSENT: COUNCILMEMBERS/MEMBERS: None PLANNING DEPARTMENT: (Page 53) Planning Director Robert Pendoley reported two of the Planning Department's goals for the year had been to do another round of the Priority Projects Procedure, and to implement the Design Review changes, which had been authorized by Council the previous year. He stated most of this had been accomplished, noting a few things remained to be done, but he felt they had made significant progress. He stated a third goal had been to develop additional brochures which explained various City regulations, reporting they had developed three more, and seemed to be getting a good response. Mr. Pendoley noted the Planning Department's highest profile goal for the year was to develop General Plan and Zoning Ordinance changes to implement the Vision for Downtown, and work on this was completed early this Spring. Mr. Pendoley reported the Montecito/Happy Valley Neighborhood Plan was also completed this Spring, and the General Plan and Zoning for the neighborhood were redone, noting the Neighborhood Plan won an award from the American Planning Association. Mr. Pendoley stated the department had also set a goal of beginning the update for the Circulation Element to the General Plan, and while they did assist with the Traffic Model, that goal had to be dropped in favor of a project the Council had asked the Planning Department to undertake in January, which was to develop a Work Program for the North San Rafael Vision, and which Mr. Pendoley reported had been completed. Mr. Pendoley noted there were a couple of other projects that were not on the list, but nevertheless, were accomplished this year. He reported they had completed work on the Pond Management Plan for Smith Ranch Pond, and assisted with the construction of Home Depot, the Deer Valley Apartment Project, and the Montevideo Terrace Project. Mr. Pendoley stated they also had a goal of processing 325 discretionary permits, which are permits that go to the Zoning Administrator, the Planning Commission, or to Public Hearings before the City Council. Mr. Pendoley noted that by the first of May they had reached 300, which meant that with the year 85% completed, they had basically met the permit goal. Mr. Pendoley noted the permit stream had risen 15% for the comparable January to May period of the previous year, and pointed out this had also been figured into their budget recommendation. Mr. Pendoley noted the Planning Department's most important goal for the coming year would be to process the various permit applications and the Environmental Impact Report for Fair, Isaac in Downtown, and the second most important goal would be to complete the North San Rafael Vision. Mr. Pendoley noted at this time a year from now, they should have a draft Vision completed and ready to bring to Council for review. Mr. Pendoley stated other goals they hoped to address next year included finishing the Hand-outs Program, reporting the biggest hand-out which needed to be completed was for Design Review, noting it was also the most technical and complicated. Mr. Pendoley stated they would be processing an Environmental Impact Report for the Dominican College Master Plan, which the Planning Department expected would involve extensive neighborhood participation and work, over and above the usual permitting process. Mr. Pendoley stated the Planning Department also hoped to come before Council toward the end of the coming fiscal year and present a Work Program for evaluating today' s General Plan, as well as options for updating it. Mr. Pendoley noted it was very important that the City get the General Plan updated within the next couple of years, stating our current Plan was basically in good shape, and seemed to be responsive to the community, but nevertheless, the economy was changing, the demographics were changing, and the Plan had to stay flexible and responsive. Mr. Pendoley pointed out there was a new emphasis today on Economic Development, and he felt everyone had learned what could be done with a Downtown Vision, and the corresponding General Plan amendments which, in addition to managing growth, were also aimed at promoting desirable growth. Mr. Pendoley stated this work had contributed to attracting Fair, Isaac, noting the Vision was the most important thing, but the changes in regulations also contributed, as well. Mr. Pendoley noted we could do this in other parts of our General Plan, but it had to be approached as a whole. Mr. Pendoley reported the most significant change in the Planning Department's Budget was that they were proposing to bring in a full-time Intern, to help the department run their Zoning counter. Mr. Pendoley noted the Zoning counter was currently only open for three and a half hours per day, pointing out it was not even open at lunch time, which was a real problem for some of the Planning Department's clients, because that is a good time for them to come in and speak with the City' s Building Inspectors. Mr. Pendoley stated that with an Intern, the department would not only be able to meet the goal of having someone available during hours that correspond with the SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page Building Department, but could also keep the Planners off the counter, allowing them to do less of the routine work, and more of the work they were trained for, such as processing difficult permits. Mr. Pendoley stated this should improve Customer Service, as well as respond to the increasing permit load they have seen over the past five or six months. Mr. Pendoley noted that last October Council increased some of the Planning Department fees, and applied a 7-1/2% surcharge toward various computer projects within the Department which would relate directly to permitting. Mr. Pendoley stated they had already had a yield on this, allowing them to buy two new PC's, which are tied directly to the Public Works Geo -based Information System, and are extremely important for Planning. He noted they had also been able to send several of the Planners to training courses for personal computers, which was very important as they transition from MacIntosh into the world of DOS, Windows, and MicroSoft Office. He stated they had a small, dedicated revenue stream, and it was already beginning to yield big results within the office, noting this would show up later in the work presented to the Council at Public Hearings. Councilmember/Member Cohen referred to the Planning Department's fee structure, and earlier discussions about changing to an hourly based charge for Permit processing. He noted one of the issues they discussed was trying to track how good a job was being done of estimating, so if someone came to the counter and asked how much the Permit was going to cost, we could give them the hourly rate, and an estimate based on the length of time the process for such permits have usually taken in the past. Mr. Cohen asked if the Planning Department had done any of this tracking? Mr. Pendoley stated they were able to track this information, and would be presenting a report to Council in the near future. He reported there had been fewer permits than he expected, pointing out there was a two-tiered system, one for flat rate permits and one for those based on an hourly rate, and stated the vast majority of the permits were flat rate; however, on the hourly permits they have only had to go back to one client and ask for an additional deposit. Mr. Pendoley stated he would like to bring this report to Council in a month or two, at which time he would also like to propose raising other fees which had not been raised, noting they were mostly Design Review fees. He stated he had not wanted to discuss raising the Design Review fees until after the Planning Department had made more progress implementing the changes Council authorized last year. Councilmember/Member Miller asked what hours the Intern would be working? Mr. Pendoley stated the first couple of months the hours would be 8:30 AM until 1:00 PM, and after that they would like to be able to extend the hours into the afternoon. Mr. Pendoley stated this person was currently in a training routine, and this seemed like the best way to start. Mr. Miller noted his experience with Interns in a very busy office was that they get a lot of experience, but not much reflection on that experience, because everyone is just too busy, so it ends up being just cheap labor. He asked if there was any written program to ensure the Intern was also receiving input from the office? Mr. Pendoley explained everyone in the office had a special job of some type, and some part of the office operation they were responsible for. He noted there was one Planner who has always been responsible for training the Interns, and goals have been set for the Intern's progress. Mr. Pendoley pointed out that over the past seven years all but one of the Planning Department' s Interns had moved on to a permanent, professional position, noting two of them became Assistant Planners for the City of San Rafael, and others went on to Assistant Planner positions working for other cities, having been hired away during their internships. Councilmember/Member Miller pointed out there was only one Code Enforcement Officer, and noted that from the public side, people were constantly asking for more enforcement. Mr. Miller asked how far down the line this put us in terms of being really effective in meeting those needs? Mr. Pendoley reported that slightly less than a year ago they finished the last of the Planning Department's work in the Canal, and when the permanent Code Enforcement Officer came back from maternity leave, the major emphasis had been placed on just trying to catch up, and in setting some new priorities. He noted City Attorney Ragghianti also organized an effort in his office to try to coordinate the other types of Code Enforcement, which were not Planning Department issues per se. Mr. Pendoley stated they felt this had improved performance a lot, resulting in more production, and that the production had been better focused. Mr. Pendoley stated that for the two years the Canal project was going on, they simply turned away a lot of business, having to say they just could not respond to specific complaints, and agreeing to pursue only the most serious problems. He noted the result was tremendous dissatisfaction. Mr. Pendoley stated they no longer have to turn anyone away, noting that during the past six months all complaints were responded to, and all telephone calls, almost without exception, received a response within a day. Mr. Pendoley explained the next thing that needed to be done was to look at the way the legal side of the program was structured, noting it was his feeling some of the Ordinances were very difficult SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page 10 to administer, and it was very hard to get to the point of actual enforcement, pointing out the question remained that if we did not get voluntary compliance, then how did we compel compliance? Mr. Pendoley felt certain Ordinance changes would correct this. He also stated staff needed to go through a priority setting exercise with the Council, looking at the full range of Code Enforcement, noting it was more than just Zoning, Subdivision, and actual Permits, it was a whole host of other things which did not have anything to do with Zoning Ordinances, such as the Nuisance types of issues. Mr. Pendoley stated it may be that some of our effort needs to be refocused to respond to the types of needs the Council sees. He felt these two suggestions could be done with little or no expense, and could improve the overall delivery. He acknowledged that ultimately this was a Budget problem, stating that to ultimately get to the best service delivery, the program needed more cash, noting Code Enforcement services, hour for hour, were also relatively expensive. Counci lmember /Member Heller asked how the City-wide Code Enforcement Committee was working out, and if the Committee had been able to prioritize some of the problems? Mr. Pendoley stated he did not directly participate in this, as there was a Planning Department representative who took part, noting the program itself was managed by the City Attorney' s office, which was a typical situation in many cities and counties. Mr. Pendoley stated he gathered their main focus during the first six months or so had been just to understand the lines of responsibility, and to test that with some of their cases. He stated it seemed to have improved prioritization somewhat, but he was unable to give a complete report on the issue at this time. Councilmember/Member Phillips asked how much had been approved for the North San Rafael Vision process? Mr. Pendoley reported the recommendation at the Council meeting the previous week had been $87,000. Mr. Phillips stated there would be at least two new Planning Commissioners, perhaps more, this coming year, and asked if there had been anything budgeted to allow for Mr. Pendoley to assist the new Commissioners in their training process? Mr. Pendoley stated nothing had been directly budgeted for this purpose, and he had not been anticipating two new Commissioners when he prepared the Budget. He pointed out what had helped was the dedicated Revenue stream he had spoken of earlier, noting he had intended to use training money to cover the new computers, but that would now be covered with the surcharge on the permit fees, freeing up training money which could be used for training Planning Commissioners, and for Planners to attend conferences and other educational sessions. Mayor/Chairman Boro asked if members of the public wished to address this issue, and there was no public comment. Councilmember/Member Miller moved and Councilmember/Member Phillips seconded, to adopt the Planning Department Budget, in concept, in the amount of $745,137. AYES: COUNCILMEMBERS/MEMBERS: Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: ABSENT: COUNCILMEMBERS/MEMBERS: SAFETY SERVICES POLICE DEPARTMENT: (Page 80) Cohen, Heller, Miller, Phillips & None None Police Chief Krolak began with an overview of some of the Police Department's achievements during the past year, reporting the Police Department had successfully completed and conducted three Citizen Police Academy sessions and one alumni session last year, and conducted approximately 109 pre-employment investigations, which resulted in the hiring of eleven new employees for the Police Department. He stated the Department's in-house training staff, comprised of several instructors in various fields, conducted over 3,600 hours of in-house training, and also facilitated another 5,100 hours of external training, which was sending officers and employees to other training providers. He noted the Department's Investigations Unit conducted 480 major criminal investigations. Chief Krolak stated the Youth Services Bureau was instrumental in conducting 290 training classes at the elementary, middle, and high school levels, which involved teaching or having close contact with 8,500 students in the San Rafael School Districts, and noted the Youth Services Bureau had also conducted 1,778 counseling sessions involving 480 juveniles and 82 families. Chief Krolak reported the Police Department handled 41,457 calls for service, with approximately 30,000 of those being 911 calls. He noted there were approximately 113 calls per day, which were received for any one of a number of services the Police Department provides, pointing out they were not all 911 emergency calls, but calls for service in general. From these calls, the Officers wrote a total of 12,256 reports, which was approximately 33 per day. Chief Krolak reported that, unfortunately, the Police Department had seen gang related activity, which included weapons and violence, rise from a total of 50 incidents in 1994 to approximately 98 incidents in 1995. He noted the Department had participated in traffic and crowd control activities during two executions at San Quentin Prison, and had two impromptu SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page 10 SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page 11 civil demonstrations, which occurred in the East San Rafael Canal area. Chief Krolak stated major goals for the coming year included increasing the use of volunteers, looking specifically at the area of subpoena service and document imaging systems. He noted the Department also wished to continue seeking alternative funding sources, noting the Police Department had just been informed they had been allocated $55,000 from federal Block Grant money, which would require a 15% match, giving the Police Department approximately $60,000. He noted the Department hoped to finish the complete revision and updating of the Police Department's Operational Manuals, which would allow them to make certain they were operating under current case law and statutes throughout the State. Chief Krolak noted he had recently sent the Councilmembers/Members the first draft of the Police Department's Crime Prevention Newsletter, explaining he hoped to have this finalized during the next couple of months, and then send the first edition to the Neighborhood Watch groups. Chief Krolak stated the Police Department continued to enhance their technology, as best they could, allowing them to enhance their service to the public at the same time. He noted he has had discussions with City Manager Gould regarding community policing and how that might occur, and stated they would be meeting again for further discussion regarding this issue. Chief Krolak referred to some of the fiscal issues which were highlighted in the Budget, noting the Police Department had been able to reduce the amount budgeted this year for Worker' s Compensation by $90, 000, as a result of taking certain steps, economically, within the Department to help reduce or eliminate injury, so the Police Department did not have to pay money out for injuries or lost time. He noted they had also reduced the money budgeted for Liability Claims by $70,000, stating this was partially attributable to the training given the Police Officers, making sure they understood what the liability issues were, including report writing, so that we were not being sued or having claims filed against the Police Department. Chief Krolak reported there was $34,000 in the budget, which was the Department's match for a Federal Cops More Grant for laptop computers and software. He noted some of those who have gone through the Citizen's Police Academy had commented on the amount of time the Officers must spend writing reports and, in some cases, the duplicity of the reports they have to write. Chief Krolak explained the laptops and new software would assist, and hopefully reduce, the amount of time the Officers would have to spend writing these reports, making it much easier for them, as well as having a more professional product. Mayor/Chairman Boro noted the Police Department's Special Operations Budget showed staff being reduced from 17 to 12, and the Patrol Division increased by the corresponding five positions. He asked Chief Krolak to explain the shifts and how this was going to play -out, and also asked if we would still have the same amount of attention we have known in the past for the types of things the Special Operations Division had always done, now that five Officers have been reassigned to the Patrol Division? Chief Krolak explained the five individuals who were moved from Special Operations to the Patrol Division were the Uniformed Traffic Unit, noting that in refining the organization, it was decided to take everyone in Uniform Services and place them under the Patrol Bureau, because so many times in the past the Traffic and Motorcycle Officers were involved in special events, and basically were controlled by, and answered to, two different commanders. He explained that by making this move, everyone was under one Commander, who would be responsible for the coordination of special events, and could more easily control the personnel involved in appropriately handling those functions. Councilmember/Member Heller asked if the Police Department was fully staffed at this time, particularly in the Patrol Division? Chief Krolak stated they were not, noting there were currently two vacant Patrol Officer positions. He noted they had a list of approximately thirty people on whom they were doing background investigations, and there were two Officers currently going through the FTO Program, who should be ready for solo patrol functions in September. Councilmember/Member Phillips asked if the additional Overtime being requested was the most efficient way to run the Patrol Division, as opposed to hiring additional Officers? Chief Krolak noted one of the problems they have had with Overtime was the fact that approximately one-third of the Overtime was for something they could not control, which was court time. He noted that while the Officers have become more active in enforcement actions, as they have been encouraged to do, they also have to spend more time in court testifying. He pointed out one of the problems they had was that the court sets the dates, subpoenas all the Officers involved, and they all have to show up. He noted because of contractual agreements, the Officers receive four hours of Overtime if the court appearance is on their day -off, and if it is on a work day, but not during their work hours, they get three hours of Overtime. Counci lmember /Member Phillips noted there had been brief discussions regarding this SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page 11 SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page 12 issue in the past, and while he acknowledged the City could not control this, he wondered if perhaps the City or the Police Department might be able to influence it, noting it seemed like a complete waste. He asked if we might be able to influence the courts and attorneys to reduce this somehow, if they knew the burden it placed upon us, noting he suspected this would involve a substantial amount of money. Chief Krolak acknowledged it was a substantial amount of money, and reported the Police Department had attempted to influence the courts; however, it was not just the scheduling of the judges or District Attorney's office, but also the Defense Attorney's particular scheduling. Chief Krolak reported the Department continues to try to work with the District Attorney's office, and one of the things that had recently occurred was a Proposition passed a couple of years ago, which allows that one Police Officer, after receiving the proper training, can read the report, interview witnesses, and attend the Preliminary Hearing, and testify on hearsay evidence and hearsay testimony, which means the Department could have one Officer testifying rather than a large number of Officers being subpoenaed for a particular Preliminary Hearing. However, when a case goes to jury trial or a court trial, it does necessitate all of the Officers involved in the case being called. Chief Krolak stated the County's Police Chiefs' Association collectively meets with the judges, noting the District Attorney was also one of their members, and this issue was something that has been discussed quite often because it has such an impact, not only for the City of San Rafael, because of our budget and the number of Officers and activity, but also for the smaller Police Departments, because of the number of Officers they have and the amount of Overtime it also costs them. He stated this issue was not something any of them ignored, it was just a matter of trying to find a way to coordinate it, or influence it, and still comply with the needs of the Justice System. Councilmember/Member Phillips asked if our contractual agreement was standard policy with other cities? Chief Krolak stated it was. Councilmember/Member Phillips asked Finance Director Coleman if he knew how much it cost for Overtime paid for court appearances? Finance Director Coleman stated he did not know the cost of only this specific portion of the Overtime, but reported the total overtime being requested was $287,000. Mr. Phillips noted Chief Krolak had estimated Overtime for court appearances at approximately one-third of the total Overtime, so the amount paid for court time would be approximately $100,000. Chief Krolak stated the Police Department did recoup some Overtime cost, noting they were reimbursed for Police Officers who work during the Farmer's Market and Marin County Fair. He noted when there is a special event and the host of the event works with the Police Department for the coordination and assignment of Police Officers, the Department recoups as much of the Overtime cost as possible. Mayor/Chairman Boro asked if members of the public wished to speak, and there was no public comment. Mayor/Chairman Boro suggested that as Chief Krolak moves into the coming year and further pursues the concept of community policing, he pursue the possibility of using the location the City has in the Canal area, where the Department might be able to station a bilingual Officer during the day, who could provide information to people in the community regarding issues that might be of interest to them. Councilmember/Member Heller noted she had heard the suggestion that we might have an Officer in Pickleweed, and she felt this would be a good public outlet. Chief Krolak stated he and Recreation Director McNamee had discussed the Teen Centers at Pickleweed and on Third Street, and noted he had asked his Officers to drop into these centers and talk with the kids when they have the time, and perhaps sit and write their reports. POLICE SPECIAL REVENUE FUND: (Page 118) Chief Krolak stated this list reflected those things the Police Department would attempt to do, using other than General Funds. He explained the Crime Prevention Funds were derived primarily from donations, and not as much from Juvenile Court fines as they used to be, noting the courts had changed the way this could be done. He reported the Police Department had just received a $1,200 donation from Fireman's Fund Insurance Company for the Department's booth at the Marin County Fair. Chief Krolak reported the Drug Asset Seizure Funds in California were drying up because of legislation; however, when the Department was successful in seizing assets, they were kept in a separate account, to be used for the types of items listed. He noted the Police Department also received money from the Marin County Task Force, explaining money which was left over went back to each contributing agency at the same pro rata share at which they contributed, and these funds were also placed in a separate account for special items. Chief Krolak stated Youth Services funds were primarily derived from fees. He recalled a couple of years ago our Youth Services counselors brought to the SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page 12 SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page 13 Department's attention that in many cases the people they were counselling were in lesser economic situations, and a sliding fee scale was established, and those being counselled are asked for a donation to this program. Chief Krolak noted these monies go back into providing the program, so it can be continued at its current level. Counci lmember /Member Cohen moved and Councilmember/Member Heller seconded, to adopt the Police Department budget, in concept, in the amount of $8,240,557, and Police Department Special Revenue Fund budget, in concept, in the amount of $100,409. AYES: COUNCILMEMBERS/MEMBERS: Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: ABSENT: COUNCILMEMBERS/MEMBERS: Cohen, Heller, Miller, Phillips & None None Mayor/Chairman Boro announced the Council/Agency would next hear the report on Outside Requests, as there were members of the public wishing to address this item. OUTSIDE REQUESTS Interim Redevelopment Agency Executive Director Jake Ours reported five requests for funding had been received from sources outside the City, noting four were from organizations we had looked upon favorably in the past, and the fifth was a new request, which he personally felt was a very good start for a new program. Mr. Ours reported the first request was from the Marin Housing Authority Rebate Renters Program. He pointed out this was something we had been doing for almost ten years, noting the program provided subsidies to low income renters, and was a very successful program, which kept people in their homes and made homes affordable. Mr. Ours stated these monies would come from the Housing Fund and were, in fact, already incorporated in the Redevelopment Agency's Housing Fund budget. Mr. Ours reported the second request came from Marin Mediation Service, and this, too, was a housing issue, and had also been included in the Housing Fund Budget. Mr. Ours stated Marin Mediation Services provided mediation between landlord and tenant, trying to help people understand the problems of each side. He stated this was a very good program. Mr. Ours stated the third request was for Economic Development funds, for such things as the Chamber of Commerce tours. He pointed out we had been doing these types of projects for many years with the Chamber of Commerce, and noted they had been extremely successful, and the Chamber of Commerce's program was very professional. He stated the Chamber had provided us with an excellent quality of merchandise, which had helped us in our Economic Outreach Programs, and they were a significant partner with the City. Mr. Ours reported the fourth request was from the Business Improvement District (BID), and again noted this was something we had been doing for many years, and pointing out the amount being requested was the same amount as last year. Mr. Ours explained the money was used to advertise some of their events, and generally keep the BID as an active and viable organization. He noted this would supplement their own income, which comes from the Assessment District in the Downtown area. Mr. Ours stated the last item was a request from the Hispanic Chamber of Commerce for an initial grant of money to help them establish outreach programs. Mr. Ours introduced Al Cordova, president of the Hispanic Chamber of Commerce. Al Cordova, President of the Hispanic Chamber of Commerce, stated this proposal was their effort in attempting to better integrate a rather large segment of the population, and give the businesses in San Rafael the tools to better serve and help this segment of the population. Mr. Cordova stated this program encouraged patronage, and noted part of the program would be to help the Hispanic business owners and potential business owners, by giving them the tools they might need to start up their businesses. Mr. Cordova thanked Mr. Ours for his efforts. Mayor/Chairman Boro noted the program to implement this effort had not yet been worked out, asking if, at this time, the Council/Agency was merely being asked to "seed" this money, and then the Hispanic Chamber of Commerce would come back with their plan, to ensure it would directly benefit the Agency and the community? Mr. Cordova stated that was correct. Mayor/Chairman Boro stated there seemed to be two categories of requests, pointing out the requests from Marin Housing Fund and the Marin Mediation Service were those we could track and see what was happening; however, he stated Mr. Phillips comments made sense when looking at the last three requests, and he suggested that as the SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page 13 SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page 14 requests come in, perhaps the Agency should discuss a range, or what benefits staff sees. Mayor/Chairman Boro stated everyone knows the Chamber of Commerce has done an excellent job as ambassadors for the City, and he was sure the City got back many times the $30,000; however, he felt it might be worthwhile if the City/Agency could quantify these requests, and possibly discuss what the payback might be with an increase in funding. He noted this would also be true of the Hispanic Chamber of Commerce and the BID, although he noted our goal was to make the BID self-sufficient, and not fund them at all. Councilmember/Member Cohen stated he was not sure we were always going to be able to identify tangible benefits in terms of the concept of return on investment. He stated the Chamber of Commerce pointed to the increase in Transient Occupancy Tax, but to what extent the Chamber's efforts were responsible for the increases, and to what portion of that our $30,000 contributed, which then became a return, would be very difficult to identify in any objective sense. He felt it might be that we should discuss goals and objectives, as we have done with our own internal budget, identifying what we expected to see as a result of contributing to these efforts. Councilmember/Member Phillips noted that while relating our contribution to a return may be somewhat subjective, he felt an attempt needed to be made, and if a group asked for an increase in funding, they should outline the additional programs the City would get. He stated it was difficult to approve the enhancement of a program without this information, or knowing what the impacts would be. Councilmember/Member Cohen stated he was delighted to see the request from the Hispanic Chamber of Commerce, noting it was long overdue. He stated he appreciated their interest in working with the Council/Agency on expanding, noting the City talked a lot about Economic Development, and perhaps this could be the start of something much bigger in the future. Mayor/Chairman Boro reminded everyone to reserve October 19-20 for Fiesta Day. Mayor/Chairman Boro noted the Council/Agency has had long discussions, without much result, about the BID doing two things; extending their boundaries, and increasing their membership. He pointed out the boundaries were a natural thing and, for example, when Fair, Isaac relocates, they certainly should become part of the BID, noting they would be deriving a lot of services, and that should be reflected in fees. Referring to membership, Mayor/Chairman Boro stated there were a lot of professionals in the Downtown, including lawyers, accountants, and doctors, who had an interest in the Downtown, and certainly had a lot to say about it. He noted the City and the BID had talked about extending membership to them, and asked if the BID could start moving on this. He stated the City had been trying to get the BID subsidy down, but as time goes on, more demands come. He stated they should be supporting some of the things the City was doing for them, noting one way to do that would be by expanding their membership. Interim Redevelopment Agency Executive Director Ours reported expanding the boundaries had been a monthly item on the BID's agenda for the past two years, and he felt the Fair, Isaac proposal would give them an incentive to do this. Regarding professional expansion, Mr. Ours reported the BID has had two lawyers reviewing this issue, but nothing has happened. He stated he keeps asking them about this issue, and will remind them this is now an issue the Council is personally interested in. Mayor/Chairman Boro stated the Council/Agency was looking to decrease the subsidy and see a revenue stream come in. Mayor/Chairman Boro asked if there was any further public comment, and there was none. Councilmember/Member Cohen moved and Councilmember/Member Phillips seconded, to adopt the budget for Outside Requests, in concept, in the following amounts: $21,300 for Marin Housing Authority Rebate to marin Renters, $11,000 for Marin County Mediation Services, $30,000 for Economic Development (San Rafael Chamber of Commerce promotions and economic development projects), $35,000 for Downtown Business Improvement promotions, and $10,000 to the Hispanic Chamber of Commerce. AYES: COUNCILMEMBERS/MEMBERS: Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: ABSENT: COUNCILMEMBERS/MEMBERS: SPECIAL ACCOUNTS NON DEPARTMENTAL (Page 108) Cohen, Heller, Miller, Phillips & None None Finance Director Ransom Coleman reported the Non -Departmental Budget reflected an increase of approximately $25,OOOfrom the current year Budget, with the main increase SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page 14 SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page 15 being in the Insurance section. He noted there were increased costs of approximately $10,000 for the contribution to our Liability JPA, and the cost for Claims Administration for our Liability program was going to be increased by approximately $15,000. Mayor/Chairman Boro referred to the issue of Animal Control, noting there had been some discussion on changing the delivery system, which would mean a reduction in cost, and asked where we stood on this issue? Assistant City Manager Golt reported the Marin Managers Association facilitated a study of animal control services, and looked into a variety of different ways of providing that service. She stated the end result of the study, which proved to be surprising to many members of the Managers Association, was that the Marin Humane Society provided a top level of services, in a very economical fashion, and the cost incurred by the cities in Marin County were not excessive; in fact, they were low compared to what many of the cities in the Bay Area pay. Ms. Golt stated she believed the next thing to come before the City would be a report on what the Managers Association recommended; however, she stated she knew their recommendation would be that we continue the contract with the Marin Humane Society on a year -by -year basis. She noted she was on a committee that was currently negotiating that contract, which would be for County -wide application, and stated at this point in the negotiations there would not be a cost reduction and there would, in fact, be a slight increase to cover salary increases. She noted the employees had not had increases in four years, and a 5% increase had been approved. Councilmember/Member Phillips asked if the Volunteer Coordinator continued to be a half-time position? Ms. Golt stated this was correct. CAPITAL IMPROVEMENTS: (Page 109) Mayor/Chairman Boro recalled the Council/Agency had received a request to increase the allocation for Vegetation Management from $25,000 to $40,000, noting he was sorry the City could not do even more in this area, as it was a very critical issue. Councilmember/Member Cohen asked if there was actually $50,000 allocated for Sidewalk Repair, $30,000 re -budgeted from 1995-96, and an additional $20,000 for 1996-97? Public Works Director Bernardi stated this was correct. EQUIPMENT REPLACEMENT (Page 117) Mayor/Chairman Boro noted Ms. Golt had reported earlier that staff was currently re-evaluating the formula, and would report back in August. Ms. Golt stated staff would be looking at the methodology of how this particular fund was managed, if they were budgeting too much or too little, and the timeframes applied. Councilmember/Member Cohen moved and Councilmember/Member Phillips seconded, to adopt, in concept, the special Non -Departmental budget in the amount of $329,000, with the change to increase the Vegetation Management allocation from $25,000 to $40,000, the Capital Improvement Projects budget in the amount of $23,000, and the Equipment Replacement budget in the amount of $101,000. AYES: COUNCILMEMBERS/MEMBERS: Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: ABSENT: COUNCILMEMBERS/MEMBERS: PARKING FUND (Page 110) Cohen, Heller, Miller, Phillips & None None Interim Redevelopment Agency Executive Director Jake Ours reported this was a status quo Budget, with the same personnel, and all the same programs in place. He noted the Budget did not take into consideration the increased Foot Patrol which had been discussed, pointing out the current Foot Patrol Officer was funded only through September, so this issue had to be taken into consideration sometime soon. Mr. Ours referred to discussions of how we would go about changing our parking meters, if we decided to do this, noting he found that if we changed the meters to increase the rates, there would be no way to save the penny meters. Mr. Ours explained there were two types of meters, and the mechanical meters, which we have now, could not be adjusted to maintain the penny and change the necessary time. Mr. Ours stated he had asked if we could change to the new electronic meters, but the electronic meters do not take pennies at all. Therefore, the City can increase the parking rates, but if we do, we cannot keep the penny meters. Mayor/Chairman Boro referred to a memorandum which stated the Parking District would eventually need to have an increase just to cover the projected cost for 1996-97, SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page 15 SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page 16 and forgetting about the Foot Patrol, the addition of the Security Patrol and the cost of salary increases would necessitate an increase of approximately $57,000. He asked if that was included in the 1996-97 budget? Finance Director Coleman stated the budget, as submitted, draws down on the reserves of the Parking District, noting this was currently approximately $37,000, and he expected that figure to rise to $57,000 with the salary increases which would be granted. Mayor/Chairman Boro asked if that meant the $57, 000 was included, but we were drawing down on Reserves to cover it, and if the $67,000 represented the additional Police Officer? Mr. Coleman stated that was correct. Mayor/Chairman Boro stated it was imperative the City support the concept as stated in the memorandum, noting we had already gone to a third Foot Patrol Officer, and the worst signal we could send out would be to say we were not sustaining that. He pointed out that as things picked up in the Downtown, especially in the evenings, we were going to have a lot of activities, and we might have to look at this issue again, which was why he made his earlier comment about the BID and their role. He stated the increase they were considering was minimal on the consumers, and certainly both the merchants and the consumers would benefit from the coverage. He stated he felt we had already seen a benefit, and Mr. Ours agreed there had been a marked change since the third Foot Patrol Officer had been added. Mayor/Chairman Boro stated we would run out of funding in September, and the Council/Agency needed to make a decision with regard to the third Foot Patrol Officer. He stated if the money was not taken from this budget, it would be taken from the Police Department budget; or, if it was not taken from the Police Department budget, and the third Officer was cancelled, then he believed the City would be sending the wrong message. Counci lmember /Member Cohen stated the increase in parking meter fees did not bother him as much as the loss of the penny meters. Mr. Ours stated he had not given up on finding a way to keep the penny meters, and he would keep trying to find someone who could work it out mechanically; however, he did not have a lot of hope that this would be the case. Councilmember/Member Heller asked what coinage would be accepted in the parking meters? Mr. Ours reported they would accept nickels, dimes, and quarters, with less time allotted for each coin deposited. Mayor/Chairman Boro invited members of the public to address this item. Laurie Shiffrin stated losing the penny meters would be a very big issue with people, and would cause a lot of bad feelings for the City. Mayor/Chairman Boro stated the City would try to accommodate the penny if it was possible to do so. Councilmember/Member Heller asked if there was any way we could look at just increasing attendant parking, and leaving the parking meters as they are? Mr. Ours stated this had already been done. Mr. Coleman noted pennies were only on the meters which were on the street, and all of the meters in the parking lots were now a nickel or more, noting the only other option would be to increase the meters in the parking lots more than 25%, and save the penny meters. However, then we would have two different rates, with the rate on the streets being less than the rates in the parking lots. Councilmember/Member Cohen moved and Counci lmember /Member Heller seconded, to adopt the Parking Fund budget, in concept, in the amount of $565,860, with the stipulation that this issue come back to the Council before it is enacted and made public. AYES: COUNCILMEMBERS/MEMBERS: Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: ABSENT: COUNCILMEMBERS/MEMBERS: REDEVELOPMENT (Page 135) Cohen, Heller, Miller, Phillips & None None Interim Redevelopment Agency Director Ours reported the Redevelopment Agency budget had one significant change from last year; they had more money because of the bond issues which were passed, and because they had more money, they had more projects. He noted the Redevelopment Agency budget was really just a list of how they were going to spend their money. Mr. Ours stated the Capital Improvements and Real Estate Purchases for the coming year included the Housing Fund, which consisted of a number of programs they would be doing throughout the year, and which have already been approved. He stated there would also be some other grants for low income housing, which would be coming to the Agency within the next few months, and these would also be coming out of the Housing Fund. SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page 16 SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page 17 Mr. Ours reported Drainage Improvements referred to the start of the big Capital Improvement Projects, including the Bret Harte and Francisco Drainage Improvements, noting there would be $1 million this year for the project. He stated the Storm Drain Base Mapping was a continuation of a program which had gotten them their GIS system. Mr. Ours stated he believed one of the reasons Fair, Isaac looked favorably on San Rafael was because the City was doing so many things in the area of the P.G. & E. site, including the undergrounding, which was going forward. He noted the Utilities Undergrounding section of the Budget represented the start-up money for this project, and the remainder of the money would come from P.G. & E. Mr. Ours reported the Promotions and Events category were funds given for such things as some of the Overtime for the Police Officers, to ensure that the City/Agency can continue to have events in the Downtown, and that security does not become an issue. Referring to Downtown Beautification, Mr. Ours noted this was for street improvements such as new garbage cans and newspaper racks. Mr. Ours explained West Fourth Street Parking was a lease the Agency held, noting he felt they would likely be doing this for one more year. Referring to Downtown Street Lights, he noted one had already gone up, and more would be done this year. Mr. Ours stated all the Andersen Drive projects were a continuation of some of the last minute things the City was doing to get Andersen Drive moving, noting this was just "up front" money we were putting up, and a lot of this money would come back to us through State funds. Mr. Ours explained the budget for Macy's Parking Lot was included, in case this was something we needed to do. He stated Macy's was a key issue for us, and if we had to become involved monetarily, we did have some money in the budget to do that. Mr. Ours referred to the Lindaro Pump Station, noting that was the first year of another drainage project, and the Second and "C" Street Drainage was for a project they hoped would take care of the part of the street that always floods. West -End Parking Lot referred to the purchase of Australian Motors. Mr. Ours stated the Agency would like to install a permanent, City owned parking lot in the West End, noting this was one of the things that had come out of the Vision. He reported there was a lot the Agency believed was available, and they had been talking with the land owner, noting the Agency would like to get away from leased land, and have a parking lot that we own. Mr. Ours reported the Mahon Creek Drainage Land Acquisition referred to the Southern Pacific land which runs along the creek, up to Second Street and down to Albert Park. Mr. Ours pointed out this was also a big part of what was going on with Fair, Isaac. Mr. Ours noted the listing of $50,000 for the Corporation Yard Relocation, stating these funds represented the first year's Planning Funds. Mr. Ours reported on some of the projects the Agency has contracted for with the schools, in connection with Redevelopment Refunding and last year's bond issue. He stated these issues would be coming to the Council during a Public Hearing at the second meeting in July, and represented money going to the schools for various improvements, which came out of the Redevelopment Negotiations. Mr. Ours noted his Budget included a three-year total, recapping what he believed the next three years would be like. Mayor/Chairman Boro requested Mr. Ours come back in the Fall to discuss funding for Housing, noting one of the things we wanted to do as a result of the Redevelopment III Agreement was to become much more proactive in the Canal, with the idea of taking over some of the units that are really bad and restoring them, and then getting new management. He stated he would like to see specific strategies for the Canal, noting we needed to start addressing the issue with real dollars. Councilmember/Member Cohen asked Mr. Ours and Mr. Bernardi if there was any way, under Rule 20-A Project Funds relating to undergrounding, the City could extend the undergrounding a little way up "D" Street? Mr. Cohen noted the Council had recently earmarked funds for potential circulation improvements in the Gerstle Park Neighborhood at "D" and Bayview Streets, and one of the problems they had already run into was the existence of power lines overhead, which constrained the types SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page 17 SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page 18 of traffic controls that could be used, as well as the money we were going to have to spend. He asked if there was any way to tap the Rule 20-A funds to cover some of the costs, and whether there was any way to do anything about this particular section of overhead lines? Public Works Director Bernardi stated Rule 20-A Funds could be used anywhere the Council wished to use them, in any part of the City. He explained the Council would need to establish an Undergrounding District in the area, and underground the lines within a specific geographic boundary. Mr. Bernardi stated the problem in this instance was that most of the funds which have been set aside for the undergrounding were going to be spent on Second and Third Streets, in the area around Fair, Isaac. He noted they were also going to have to borrow money from future allocations, which P.G. & E. would allow them to do, in order to complete the project around the Fair, Isaac site. Mr. Bernardi stated an Undergrounding District could be established for the "D" and Bayview Streets location; however, most of the Undergrounding Funds for the next four or five years were going to be allocated to the Downtown area. Councilmember/Member Heller noted she did not see any funds set aside for the relocation or purchase of the St. Vincent de Paul Dining Hall. Mr. Ours stated if there became a need for this, there would be a reallocation of future Housing monies, and the Agency could borrow from existing funds, with the Agency being repaid through future Housing monies. Mayor/Chairman Boro asked if any of that money was currently in reserves? Mr. Ours stated it was not, noting they would have to take it out of some other project, such as a road project, and then get it back within two years, so there would not be a problem with getting it back quickly enough to do the other projects. Mayor/Chairman asked if the way we would get the money back was by purchasing the St. Vincent de Paul building, selling it, and recovering our money through the sale? Mr. Ours stated it could be done a couple of ways; one would be that the City could purchase the property as a housing building, pay for it, and then draw down County funds as they come in annually, as a housing cost. He stated the other way would simply be to sell the building. Councilmember/Member Miller asked, as the Downtown Sidewalk Improvement Project seemed to be growing, if we can, for a very economical price, extend it for another block or so, and if there were adjustments which could be made? Mr. Ours felt this would be something we could do, noting he would have to look at what the circumstances were. Mr. Ours did note he had a feeling this might happen, and there may be a need for a little bit more money to complete something. Councilmember/Member Heller moved and Counci lmember /Member Cohen seconded, to adopt the Redevelopment Agency budget, in concept, in the amount of $9,642,000. AYES: COUNCILMEMBERS/MEMBERS: Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: ABSENT: COUNCILMEMBERS/MEMBERS: WORTHY BUT UNFUNDED LIST: Cohen, Heller, Miller, Phillips & None None Mayor Boro asked Assistant City Manager Golt if the Worthy But Unfunded list would be addressed when the Budget was brought back to Council for adoption, at which time they would be given a list of recommendations? Ms. Golt noted the Worthy But Unfunded list found in this budget report was only a partial listing, and asked Finance Director Coleman if the Council would be given recommendations when the final Budget was brought to them for adoption? Mr. Coleman stated it would be better if Council were to give some direction on whether any of those items on the list should be considered, because other than restoring the cuts to the Equipment Replacement Fund, there were no other Revenues that would be available for any of these items. Mayor/Chairman Boro stated the Council/Agency had already directed Mr. Bernardi to return in late August with a possible solution to Union Street, and at that time they would decide whether or not they wanted to fund it. Ms. Golt acknowledged what the Council/Agency was seeing at this time was only a partial list, noting there was an extensive list, getting into many millions of dollars. She stated the current list was comprised of several projects the various department heads had identified, and covered a broad spectrum of different types of projects, such as the Fire Department's Administrative Assistant, which she viewed as an important position in terms of making that operation smoother, but there was no funding for it. Mayor/Chairman Boro suggested Ms. Golt review this list with City Manager Gould, and when the budget is brought forward for adoption, if they had recommendations they felt the City could afford, perhaps they could pick and choose. Councilmember/Member Cohen stated one thing which must be kept in mind was that the budget did not reflect the economics of the proposed settlements with the various SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page 18 SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page 19 bargaining units. Ms. Golt stated that was correct, noting those would come out of Reserves once they were finalized. Mr. Cohen noted before the Council could consider any of these other issues they would need to see what the final picture looked like. In response to comments about direction, Mr. Cohen stated one thing he might want to look at, in addition to Union Street, was the issue of additional Library hours, noting this was one area where the City could really expand service to the community, and would be one he might want to discuss if we felt we were in a position to look at items on this list. Ms. Golt pointed out there were a couple of things they needed to bring back to the Council, in terms of final figures, such as the results of the study of the Vehicle Replacement Fund and what was being recommended for that, and whether this fund would be operated in the same or a different way. She noted they would also review the Worthy But Unfunded list with the City Manager and the Management Team, and develop a list of recommendations for Council's consideration, identifying key projects which, if the money were available, would be good for the City to fund. Mayor/Chairman Boro stated when the Worthy But Unfunded list comes back to Council, he would be looking for input from the City Manager as to what the City should and should not do, and he assumed that by then they would have a final on the Sales Tax, the Vehicle Replacement Fund, and the Labor Negotiations. Mr. Coleman suggested the Council/Agency adopt the budget as submitted, with the additional amount for Vegetation Management, noting staff would come back with all the amendments, such as Salaries and Benefits, when they had the final figures, and an amendment to the budget could be adopted. Councilmember/Member Cohen moved and Councilmember/Member Phillips seconded, to adopt the budget as presented. AYES: COUNCILMEMBERS/MEMBERS: Mayor/Chairman Boro NOES: COUNCILMEMBERS/MEMBERS: ABSENT: COUNCILMEMBERS/MEMBERS: Cohen, Heller, Miller, Phillips & None None Mayor/Chairman Boro thanked Assistant City Manager Golt and Finance Director Coleman for their efforts in preparing the budget. Ms. Golt noted all of the Department Heads who worked on the budget had been very creative in coming up with the cuts that had been asked for, and in developing ways to continue to provide the service level the City liked to provide. Ms. Golt thanked them for their great cooperation in this process. There being no further business to come before the Council/Agency, the meeting was adjourned at 10:45 PM. JEANNE M. LEONCINI, City Clerk/Agency Secretary APPROVED THIS DAY OF 1996 MAYOR OF THE CITY OF SAN RAFAEL CHAIRMAN OF THE SAN RAFAEL REDEVELOPMENT AGENCY SRRA/SRCC MINUTES (Spec. Jt.) 6/24/96 Page 19