HomeMy WebLinkAboutCC Minutes 1998-06-01SRCC MINUTES (Regular) 6/1/98 Page 1
IN THE COUNCIL CHAMBER OF THE CITY OF SAN RAFAEL, MONDAY, JUNE 1, 1998 AT 8:20
PM
Regular Meeting: Present: Albert J. Boro, Mayor
San Rafael City Council Paul M. Cohen,
Councilmember
Barbara Heller, Councilmember
Cyr N. Miller, Councilmember
Absent: Gary O. Phillips, Councilmember
Also Present: Rod Gould, City Manager
Gus Guinan, City Attorney
Jeanne M. Leoncini, City Clerk
OPEN SESSION:
Mayor Boro announced Closed Session items.
CLOSED SESSION:
la. Conference with Legal Counsel - Anticipated Litigation
Significant Exposure to litigation pursuant to Government Code
Section 54956.9 (b) (3) (c)
Tort claim of Gary & Ann Kaye
lb. Conference with Real Property Negotiator (Government Code Section 54956.8)
Property Address: Terrace Lane (Easement), San Rafael
Negotiating Parties: City of San Rafael, Christopher and Carter Bradshaw,
Kimball and Michelle Kaufman, Leonard and Judy Stein,
and Richard D. Murphy, Trustee.
Under Negotiation: Instructions to negotiator with respect to price and
terms.
Assistant City Attorney Gus Guinan announced no reportable action was taken on
items la and lb.
ORAL COMMUNICATIONS OF AN URGENCY NATURE:
PM
None.
CONSENT CALENDAR:
8:15
Councilmember Miller moved and Councilmember Cohen seconded, to approve the
following Consent Calendar items:
ITEM RECOMMENDED ACTION
2. Resolution Authorizing Execution of an RESOLUTION NO. 10219
Agreement With Leslie A. Thomsen, Attorney,
as the City's Substitute Counsel in Connection
With the Development Approval Process for the
Dominican College Development Project (CA)
- File 4-3-343 x 4-3-310 x 4-3-318
3. City Work Plan Review (CM) - File 237
4. SECOND READING AND FINAL ADOPTION OF
ORDINANCE NO. 1726 - An Ordinance of the
City of San Rafael Amending the Zoning Map
of the City of San Rafael, California,
Adopted by Section 14.01.020 of the Municipal
Code of San Rafael, California, so as to
Reclassify Certain Real Property From the
Planned Development (PD 1718) District to the
RESOLUTION
AUTHORIZING
EXECUTION OF AN
AGREEMENT
WITH LESLIE A.
THOMSEN,
ATTORNEY, AS THE
CITY'S
SUBSTITUTE SPECIAL
COUNSEL IN CONNECTION WITH
THE DEVELOPMENT APPROVAL
PROCESS FOR THE DOMINICAN
COLLEGE DEVELOPMENT
PROJECT.
Accepted report.
Approved final adoption of
Ordinance No. 1726.
SRCC MINUTES (Regular) 6/1/98 Page 1
SRCC MINUTES (Regular) 6/1/98 Page 2
(PD 1726) Planned Development District to Allow
Retail Uses on Parcels 5 and 6 and Food and
Beverage Service Establishments and Amend the
Planned District Text Relating to Trip Generation
Rates and Use Square Footages (RE: ZC97-10,
1615 East Francisco Boulevard, AP Nos. 9-320-40
through 45) (Shoreline Center) (CD)
- File 10-3 x 10-5 x 10-7
5. Resolution Approving Baypoint Lagoon Apartments RESOLUTION NO. 10220
Request for a Waiver of Fees (CD) RESOLUTION
AUTHORIZING A
- File 5-1-292 x 229 WAIVER OF BUILDING PERMIT
FEES, BUT NOT THE WAIVER
OF TRAFFIC MITIGATION FEES
FOR BAYPOINT VILLAGE
APARTMENTS (345 CATALINA
STREET).
6. Purchase of Staff Vehicles for the Fire RESOLUTION NO. 10221
Department (FD) - File 4-2-294 x 9-3-31 RESOLUTION
AUTHORIZING THE PURCHASE
OF FOUR (4) STAFF VEHICLES
FROM THE STATE OF
CALIFORNIA DEPARTMENT OF
GENERAL SERVICES,
PROCUREMENT DIVISION FOR
THE AMOUNT OF $126,777.24.
7. Resolution of Appreciation to Forrest Craig, RESOLUTION NO. 10222
Deputy Fire Marshal (FD) - File 102 x 9-3-31 RESOLUTION OF
APPRECIATION TO FORREST
CRAIG, DEPUTY FIRE
MARSHAL.
8. Approval of Final Map of Vista Marin RESOLUTION NO. 10223 -
Subdivision (PW) - File 5-1-332 RESOLUTION APPROVING FINAL
MAP ENTITLED, "MAP OF
VISTA MARIN", SAN RAFAEL,
CALIFORNIA.
9. Report on Selection of Consultant for Freitas RESOLUTION NO. 10224
Park Rehabilitation Project (PW) RESOLUTION
AUTHORIZING THE
- File 4-3-344 x 2-1-29 x 12-5 x 9-3-65 x 9-3-66 DIRECTOR OF PUBLIC
WORKS TO SIGN A
PROFESSIONAL SERVICES
AGREEMENT WITH KELLER
MITCHELL & COMPANY IN AN
AMOUNT NOT TO EXCEED
$57,500 (AS CONSULTANT FOR
FREITAS PARK
REHABILITATION PROJECT).
AYES: COUNCILMEMBERS: Cohen, Heller, Miller & Mayor Boro
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Phillips
SPECIAL PRESENTATION:
10. PRESENTATION BY SAN PEDRO FIFTH GRADE CLASS ON "VISION FOR THE CANAL" (CD)
- File 10-2
Cindy Bradley, teacher at San Pedro Elementary School, presented a model of
the Canal area, which had been designed and built by her fifth grade
students. She reported her class had participated in the "Architects in
the School" program, working with Architect Anne Laird -Blanton of San
Rafael.
Mrs. Bradley stated that when she met with Ms. Laird -Blanton to decide on a
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SRCC MINUTES (Regular) 6/1/98 Page 3
focus, she had hoped they could tie the student work into their class study
of equity, and show that all people could have access to environmental
beauty. Thanks to Ms. Laird-Blanton's encouragement, the students began to
dream and propose change, and now believe their dreams can come true. Mrs.
Bradley hoped the City would support the students, and help them create a
better community for their families, and for all of us.
Mrs. Bradley introduced students Octavio Gocobachi, Anastasia Gallardo,
Cinthya Hernandez, Marisol Zamarripa, and Katherine Stone, who explained
the various aspects of the model they had designed.
The students explained they had to learn how to use scale in order to work
on the model, and Architect Anne Laird -Blanton taught them how to use scale
by having them measure and draw themselves on graph paper. The students
displayed the models of themselves they had drawn.
The students reported historian Lionel Ashcroft visited their classroom and
showed them slides of San Rafael and the Canal Area. The students were
then given individual maps of the Canal area, which they colored to show
the water, their homes, parks, schools, and businesses. They took
photographs of their favorite
places and buildings, and of "things that do not work", such as garbage,
drugs, graffiti, and pollution, designating those places on their maps in
black. They also saw slides of a bike path and recreation area being built
in San Jose, California.
The students created an imaginary city on their maps, discussing what they
wanted the Canal area to have in the future, and including those things for
their model that were chosen as being most important to them.
The students divided into groups, and one group made cars, boats, houses,
bridges, and people out of clay; one group made trees out of tissue paper
and pipe cleaners; one group made maps for the model and mounted them on
cardboard, showing parks, beaches, houses, businesses and schools; one
group created a bike path through the Canal area, and used bridges to
connect to Montecito and Point San Pedro Road, so they could bike to school
and to stores; and one group drew plans and then constructed the model.
The students noted they had included a mall, as there is no big shopping or
recreation center near the Canal area for those who do not have cars. They
created a three story mall with an ice rink, movie theatres, a swim center
with water slides, shops, beauty salon, arcade, food court, a glass ceiling
on the top level, which can be opened on sunny days, and a climbing rock,
which reaches from the lower level to the top of the building.
The students stated one of their hopes had been to be able to present this
model to the City Council and Planning Commission, and thanked Council for
allowing them to do that. They hoped the model would encourage the City to
make these changes in the Canal area, so the people in the Canal would have
a better place to live.
On behalf of the Council, Mayor Boro stated he was very proud to see the
model, noting it was a great exhibit, and would be used as input for the
update of the City's General Plan. He thanked the students for a wonderful
job, and presented Mrs. Bradley with a City flag and City pin, and the
students with City pins.
OLD BUSINESS:
11. PRESENTATION OF DRAFT 1998/99 BUDGET, PLUS SERVICE OPTIONS (Admin. Svcs.)
- File 8-5
City Manager Gould reported Administrative Services Director Nordhoff and
his staff had worked with the Department Directors to present the status of
the City's financial condition, noting they were working from the
assumption that Council's first priority in the budget year would be to
maintain the existing levels of service.
Mayor Boro clarified Council would be discussing the presentation tonight,
and then the budget would be finalized during the two Budget Hearings on
June 23rd and 29th, with adoption of the budget on July 6th. Mr. Gould
stated that was correct, although staff would like some direction at this
time, and would seek further direction at the next meeting, noting this was
a budget building process.
Administrative Services Director Nordhoff stated this report was very
similar to the study session on the budget held May 18th, noting this
budget was essentially a "steady service" budget. He pointed out there
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SRCC MINUTES (Regular) 6/1/98 Page 4
were two key elements in developing every budget, establishing the
Council's priorities, which were revised in April, as well as continuing to
use our fifteen Financial Management Policies, which are the foundation for
developing the budget.
Mr. Nordhoff described structural changes from the last meeting. First,
the City became self-insured for dental insurance in January of this past
year, and because of that, a separate fund has been established. He
explained each full-time employee is charged a rate for the dental program,
and that money is put into a fund to cover claims and administrative costs.
He noted this was something new going into 1998/99. Second, Mr. Nordhoff
reported that after discussions with Fire Chief Marcucci, they have
segregated out the Paramedic/Emergency Medical Service Program. He
explained a majority of these costs are funded through a special tax, and
some of them are also funded through third -party billing for transportation
services. Mr. Nordhoff stated they felt it was important to show what the
full cost of running this program was, and the revenues that are generated
for it, so Council and the community can have a clear picture of exactly
what their taxes are paying for. In addition, Mr. Nordhoff referred to
Exhibit E of the staff report, which contains a listing of personnel
changes amongst the various departments over a four-year period.
Discussing revenue trends, Mr. Nordhoff recalled that several years ago the
State shifted 26% of the local property taxes, which we no longer get, and
do not anticipate getting back going into next year. He reported that up
through 1997/98, that total amounted to $5,389,000 of lost local revenues,
which the City has been unable to allocate for programs and Capital needs,
and he anticipates losing an additional $1,129,000 next year. In addition,
he stated there was presently a threat in Sacramento to either reduce or
eliminate Vehicle License Fees. Mr. Nordhoff noted this was currently the
City's third largest source of revenue to the General Fund, which is
estimated to be $2.1 million next year, and amounts to 6.5% of our General
Fund revenues. He reported he had spent a day in Sacramento, as had the
Mayor, Police Chief Sanchez, Chief Marcucci, and City Manager Gould, and
they all came away realizing it was likely something was going to occur,
although it was not clear what that would be. He stated they had built the
budget under the assumption that these revenues would continue; however,
should they become aware of information that they will not, staff will come
back before Council, and make adjustments accordingly.
Reporting on major tax sources, Mr. Nordhoff noted we were in the throes of
a very strong economy, and we were seeing strong increases in our Sales
Tax, noting staff estimated them to be up 7% this year, and looking ahead
to next year, up another 4.58%, or approximately $565,000. Mr. Nordhoff
reported Sales Tax was getting close to $13 million, representing
approximately 40% of the General Fund revenue, and noting it continues to
become more and more necessary in terms of funding our operations. Mr.
Nordhoff reported Property Taxes, holding aside the loss mentioned earlier,
showed an approximate 3% growth, up approximately $190,000 going into next
year. He re-emphasized that while Property Taxes would seem to generate a
lot of money, even a large construction project valued at $10 million would
generate only approximately $12,000 to the City, which might pay for 1/6 of
a Police Officer position. He pointed this out to show how much new
Property Tax we would have to create in order to fund increased levels of
service. Mr. Nordhoff stated, assuming our Motor Vehicle Fees stay with
us, they should be up approximately 4% heading into the coming year, but
noted we would have to wait and see how that goes.
Mr. Nordhoff stated there were several other major tax sources, such as
property transfer tax, hotel occupancy tax, and business license tax, and
he sees those as being up, collectively, approximately 8% going into next
year. He noted they were seeing a strong surge in the Transfer Tax, which
is the tax paid upon transfer of title, or sale of property. He pointed
out we were in a market where that is happening a lot and, therefore, it
was generating a lot of revenue. Mr. Nordhoff reported there would be a
modest decline in our Franchise Fees, due to utility deregulation. He
noted electric rates were cut 10%, as of the end of March, and because the
City's revenues are based upon gross sales of electricity, it was
anticipated our revenues in that area would decline heading into next year.
Referring to Expenses, Mr. Nordhoff covered major elements that were fairly
universal across all the funds and activities of the City. He reported
most of the bargaining groups were entering the final year of a three-year
contract, noting compensation increases ranging from 3.4 to 4.4% were
written into those contracts and, therefore, those costs had been built
into the budget, where appropriate. In addition, a cost of living
adjustment of 3.4% has been provided, which was tied to the CPI (Consumer
Price Index) in the San Francisco Bay Area. He stated they had allowed for
SRCC MINUTES (Regular) 6/1/98 Page 4
SRCC MINUTES (Regular) 6/1/98 Page 5
growth, in terms of Operating Expenses, and Capital Outlay for small
equipment types of purchases, and allowed the Departments to move that
money around within their budgets where they felt it was most appropriate,
within the 3.4% guideline.
Mr. Nordhoff noted, as Mr. Gould had mentioned, we are in a "steady state"
service level budget; however, since January the Council had done such
things as approving the Community Oriented Policing Program, and because of
that, staff was asked to employ a Sergeant, and that position has been
built into the budget. Council also approved the hiring of an additional
Engineer to address the traffic, which has also been built into the budget.
In addition, staff has included a half-time assistant for the Fire
Department, as well as a reduction of one full-time and one half-time
Public Works Department staff members, who had been working on Andersen
Drive on a contract basis. He noted those employees were no longer
factored into the budget.
Mr. Nordhoff stated another major impact to the budget was the City's
retirement contributions. He reported they had incorporated the rates
which were done through the actuarial process by the County last fall,
which will translate into an approximate $500,000 reduction in retirement
contributions, or roughly 15% of where we are today, noting $359,000 of
those reductions would benefit the General Fund. He stated they were
anticipating rate increases to the City's Liability and Worker's
Compensation Funds of approximately $97,000.
Mr. Nordhoff referred to the General Fund, which he explained was the
City's major operating fund, and includes all of the City's major services,
such as Parks, Library, Police, Fire, and Administration. He reported they
had estimated the appropriations, or budget, to be slightly over $30
million, which he stated would include a full year of running the Library
programs, and keeping the Planning staffing Council approved last Fall. He
noted $80,000 from retirement savings had been set aside, in part to deal
with the rate fluctuations, recalling several years ago the City was caught
short by a fairly significant increase. Therefore, they have established a
$300,000 reserve, so should that occur in future years, beyond 1998/99, we
will have some opportunity, and some money, to help mitigate that kind of
change. Mr. Nordhoff reported they were also transferring $80,000 into the
Americans with Disabilities Act (ADA) Fund, where the City is attempting to
meet a number of Capital needs, noting they have earmarked that money for
sidewalk wheelchair ramps in the coming year. Mr. Nordhoff stated a
portion of General Fund monies, particularly taxes, support the City's
Street Maintenance and Street Cleaning programs, as well as partially
funding the Recreation and Storm Drain activities.
Mr. Nordhoff reported they were holding several types of reserves, which he
stated was necessary and prudent financial management. He recalled three
years ago the City received $215,000 in Property Taxes, related to the
valuation and assessment of the cable television infrastructure; however,
he reported this has been the subject of a lawsuit since 1988, and they
were holding that money aside in case the lawsuit settles, and we need
funds to settle that claim.
Mr. Nordhoff recalled last year there had been surplus monies, and a
portion of that was used for one-time items. He reported $165,000 of that
surplus remains, noting City Manager Gould would address the use of these
funds for one-time items later in the meeting. Mr. Nordhoff stated they
were also holding aside monies for Revenue Sharing, pursuant to the
Memorandums of Understanding and agreements with the bargaining groups, so
the City can meet its Policy Objective of compensation levels for the
entire staff of the City.
Touching on a few other funds, Mr. Nordhoff recalled that when the draft of
the Five -Year Financial Forecast was reviewed, the largest unmet need was
obviously the City's infrastructure, which related to everything from
medians to public buildings, streets, sidewalks, storm drains, bridges, and
the like. He noted that report had identified $5.6 million, above and
beyond our spending levels, in order to maintain the City's infrastructure
at an adequate level. Mr. Nordhoff pointed out there was approximately $2
million in the budget for Capital needs, approximately $1,385,000 for
street projects, $147,000 for some portion of our building maintenance, and
$600,000 for storm drain projects. He noted that while these may seem like
large amounts of money, when compared to the actual results in the Five -
Year Forecast, they really were not adequate.
Mr. Nordhoff reported Development Impact Fees are collected for traffic
mitigation and park purposes, and noted staff was setting aside money to
rehabilitate the Hoffman ballfields, to do work at Boyd Park, and for the
SRCC MINUTES (Regular) 6/1/98 Page 5
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rehabilitation of Freitas Park. He reported they would be using a
significant amount, approximately $3.9 million, of Traffic Mitigation
money, the bulk of which would be to complete the East San Rafael changes
approved recently by the Council, as well as the Second Street widening
project, which is coupled with the Fair, Isaac project.
Mr. Nordhoff noted the Parking Services District was the one fund they
continued to struggle with. He stated the expenses for enforcement, foot
beat Officers, citation processing, and general maintenance exceed the
current revenue sources. He felt it was important to note that the City
was estimating to spend $690,000 worth of grant based monies for a variety
of programs, and were these grants not available, either these programs
would not exist, or they would have to be funded in some other manner.
Mr. Nordhoff stated the good news was that we could sustain our current
levels of service, and he believed there was even room to make some modest
adjustments. Referring to Capital Needs, he pointed out Exhibit C of the
staff report identified a variety of services the Department Directors felt
were important, noting they had put this list together by working with
Management staff. Mr. Nordhoff reported we presently have $115,000 of
discretionary money the Council could choose to apply to a number of those
options. He recalled there had been a discussion during the meeting of May
18th regarding the Paramedic Tax, and noted if Council chose to do that,
which has been approved by the voters, that would generate another
$140,000, because there is a cap in place of $.05 per square foot (for
commercial), and this money could also be used for discretionary funding.
Mr. Nordhoff reported there was approximately $165,000 remaining to fund
one-time needs, which were identified in Exhibit D.
In summary, Mr. Nordhoff reported all the funds were balanced heading into
next year, noting he and his staff had some final refinements to do in
terms of Capital Projects and some minor fund modifications, particularly
in the areas of grants; however, they did not see the figures presented in
Exhibit A altering very much. He stated the total figure of $46 million
looked less than where we actually are this year, because they have knocked
off a fair number of Capital Projects and, therefore, see that budget
declining into next year. Mr. Nordhoff reported after taking direction
this evening, staff would be back before Council on June 15th with a
shorter list of options. He noted June 23rd and June 29th had been set
aside for each department to come forward and present their goals and
objectives for the coming year. He noted it was his anticipation that
after this was accomplished, we would be able to adopt the budget on July
6th.
City Manager Gould referred to Exhibit B-2, stating he had made some
assumptions of additions to the current budget, which he believed Council
would easily approve, because they were fairly straightforward. He
reviewed the following with Council for their concurrence. He noted the
City had been underfunding the fuel used to power the City's fleet of
vehicles by approximately $18,000 per year, and short of eliminating
vehicles, he believed there was no choice but to increase the budget
accordingly. Therefore, he had requested that sum be placed into the
budget, to represent the current level of service. Similarly, he noted
Council had recently approved, and seen implemented, the decorative street
tree lighting along Fourth Street. He reported that comes with an ongoing
cost of $10,000 for additional energy costs to keep the twinkle lights
going year round. Regarding signal maintenance, Mr. Gould reported the
number of traffic signals the City owns and controls was being increased
this year from 78 to 87, partially as a result of Andersen Drive, and with
that would come an additional cost for the City's Contract of Services of
$19,600. He noted the Andersen Drive landscaping involved a two-year
contract to maintain the landscaping that has been implemented, reporting
the contract would lapse at the end of this coming fiscal year, and to
finish it out would require another $7,000. He reported the following
year, when the City assumes this cost, if we were to contract with someone
else, or employ someone to take care of the landscaping, it would cost
approximately $42,000 to continue the landscaping and maintenance along
Andersen Drive.
Mr. Gould requested Council's affirmation of a policy decision. He
reported it had been a decade since the City had done a full-blown analysis
of its road work and road repair needs. He explained that with a Pavement
Management System, testing is done of the major roads, arterials, and side
streets, and a listing is made of what needs to be done to the streets, and
when, in order to maintain a level of service. Mr. Gould stated staff was
suggesting it was time for the City to revise and update its Pavement
Management System, noting that although the need for road resurfacing and
preventive maintenance far outstrips our abilities to fund, it makes it
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that much more important that we be very strategic in where we place our
limited resources. Therefore, with Council's concurrence, he recommended
taking $100,000, which would otherwise have been used next year for paving,
and putting it toward an updated and modern Pavement Management System,
noting the technologies and techniques had improved during the last decade,
and he believed it made a lot of sense for the City to have a very strong
game plan regarding where we are going to put our scarce road money in the
future. Mayor Boro asked if this was a one-time charge, and Mr. Gould
stated it was. Mayor Boro noted an additional $90,000 from the Paving Fund
was also being recommended to fund two positions, and he asked if that
would be on an annual basis? Mr. Gould stated that was correct. He
clarified the $100,000 would be a one-time charge for the study, and then
when we get to the additional street maintenance workers, that would be
ongoing expense. Mr. Gould reported there were also two positions for
temporary employees, which the San Rafael Sanitation District would offset
by reimbursement, and would be at no expense to the City.
Referring to the Police Department, Mr. Gould stated when Council approved
the change to the Community Oriented Public Service strategy, it included
the purchase of a vehicle for the Sergeant who acts as the community
mobilizer, and the sum for the actual vehicle purchase has been built into
the budget. He explained that with the City's fleet of vehicles, rental
rates are charged back to the operating departments, so the City can do the
preventive maintenance on the vehicles, and when the time comes, replace
them. He stated there would be an additional charge of $6,380 per year for
the rental charge of the Sergeant's vehicle, and as he believed this was
part of the service level Council had directed, he had asked that this be
built into the budget, as well.
Mr. Gould reported that for the past four or five years the Police Chief
and Captains had gone without any clerical assistance, as a cost saving
measure, noting, as far as he was aware, the Police Chief was the only
Department Director without any clerical support. Therefore, staff was
suggesting three-quarters of a full-time position be added to the Police
Department's budget for secretarial support for the Police Chief and his
Captains. Mr. Gould stated Council would not be allocating additional
funds to the budget, rather Chief Sanchez would change priorities within
his current spending plan to absorb that cost. Mayor Boro asked if there
would be an overall savings to the City if the three-quarter position was
not replaced in Mr. Gould's office, but absorbed by another person,
resulting in a net gain? Mr. Gould stated there would, noting he would
address that issue later in his report.
Mr. Gould reported the Police Department had recently engaged the services
of an individual who does crime analysis and statistical work, which has
proven to be extremely valuable to the Department. He noted this person
was also able, through this data analysis, to generate revenue by such
things as collection of overdue fines and fees. Mr. Gould stated it was
believed this person would more than off -set the $30,000 cost of his three-
quarter time contract, and he assumed that could be built into the budget,
as well.
As part of the public outreach portion of Community Policing, Mr. Gould
recalled that when Chief Sanchez gave his presentation, he addressed how
the Police Officers would make a greater effort to be in contact with the
City's residents and businesses when they call for service, and afterward.
He stated Council approved cellular phones in each of the Police vehicles,
and now the City must budget for the operating costs of the phones, which
are to be used not just in emergency circumstances, but in the normal
course of business, in order to better serve the public. He reported this
would cost $19,000, which he believed had been approved by Council, in
principle, last March when they received the report on Community Policing.
Mr. Gould noted the Police Department had been successful in persuing
grant funding for a new Cadet program, announcing the Department would be
hiring three Cadets this summer. He reported at this time the cost was
being fully off -set by grant funding. Mr. Gould noted there were also some
additional costs for Parking Enforcement, for overtime when Police Officers
are on vacation or sick leave. He reported there has been an increased
cost, which needed to recognized, and $6,000 had been placed in the budget
for this purpose.
Mayor Boro referred to the money for the three-quarter secretarial position
from Mr. Gould's office to the Police Department. He noted the staff
report stated a reduction in overtime would absorb this cost for the first
year, and asked if Administrative Services would show a net reduction for
the position, since that job was being absorbed by another person? Mr.
Gould stated there would be an off -set for another position in Management
Services. Referring to the $66,000 for the new Cadet program, Mayor Boro
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asked if that was unfunded for the year 1999/2000, and if it was a
liability for the future? Mr. Gould stated there was a good likelihood
there was at least two years of grant funding for that program. Chief
Sanchez confirmed this was correct.
Addressing the area of Management Services, Mr. Gould reported there had
been a fair amount of reorganization in Administrative Services, which will
become Management Services. He stated they had found the need for a
counter person, for which they are currently contracting, noting this
should be recognized as an ongoing need, to better serve the public. Mr.
Gould reported this position would cost approximately $37,000, but by
having this person to serve the public, which is a very busy position
during the day, it would allow some of the other professional employees in
the department to do things that are more at their job level, including
collecting overdue fines and permit fees, doing desk audits, and persuing
delinquencies. He stated staff felt it would be very easy to recoup the
expense for this position through better collection procedures, noting this
has been an area where we have been somewhat weak in the past, and by
staffing properly, he believed we could get caught up, and more than off-
set the cost of this position. He added they would also need to purchase a
personal computer for that position, at a cost of approximately $2,000.
Mr. Gould stated it had been suggested that we increase the hours for a
part-time typist/clerk in the Risk Management position, to support both the
Liability and Worker's Compensation funds, at a cost of $4,500, and he
suggested splitting the cost between those two funds, noting it would have
an immaterial affect on the two. He stated that because they have
centralized Risk Management, staff was doing a better job of administering
claims, pointing out they needed a little higher level of secretarial
support to do so.
Councilmember Cohen referred to the reorganization in Mr. Gould's office,
noting Mr. Gould had reported a secretarial transfer to the Police
Department, yet that did not show up. Mr. Gould asked Mr. Nordhoff where
the entry level accountant position was shown? Mr. Nordhoff reported this
was found in Exhibit C.
Referring to the City Attorney and City Clerk budgets, Mr. Gould stated
they would like to add $2,000 for temporary staffing for the times the City
Attorney's secretary is on vacation or ill, in order to maintain the level
of service. In addition, and more importantly, he stated he believed the
City needed to extend the City Attorney's contractual services budget by
$60,000 per year, which represents the heightened pace of activity this
year, and in the coming one, based on the open cases and litigation the
City is currently involved in, as well as the activity that permeates
throughout the City. Referring to a request from the City Clerk's office,
Mr. Gould noted there have been difficulties at Council meetings when we
have encountered feedback from our microphone system and from outside
sources. He reported our local expert had looked at the system, and he
believed the City needed to make a major technological change to update the
sound system in the Council Chamber, in order to avoid this problem in the
future. Mr. Gould reported there would be a one-time cost of $9,432 to
update the sound system so we would not have that trouble in the future.
Mr. Gould stated staff believed this would be a worthy investment.
Mr. Gould stated the foregoing were his recommendations to Council, just to
maintain the level of service the City currently enjoys, and asked if
Council was comfortable with these decisions? Mayor Boro referred to
Exhibit B-2, and asked, of the items totalling $197,012, how much would be
ongoing expense, and how much would be one-time expenses? Mr. Nordhoff
reported that for the Public Works Department items, the $100,000 item was
one-time, and everything else was ongoing, noting we also had to anticipate
that expenses for Andersen Drive would increase $35,000 the following year.
Referring to the Police Department, he stated the vehicle would be a one-
time purchase, and all other costs would be considered ongoing, even if the
grant funding lapsed after two years for the Cadets. Referring to
Management Services, he stated those were ongoing costs, except for the
computer, which was a one-time outlay; and in the areas of the City
Attorney and City Clerk, the sound system would be a one-time cost, and the
other expenses would be considered ongoing. Mr. Gould stated it might be
that we could adjust the contractual services in the City Attorney's office
downward next year, or the following year, noting we would just have to see
what occurred. Mayor Boro noted it looked like approximately plus $200,000
on a permanent basis. Mr. Nordhoff stated on Page 6 of the staff report he
had identified approximately $239,000, of which $107,000 was off -set, with
the others considered new costs, for a net of approximately $132,000. Mr.
Gould asked if Council was comfortable with those adjustments, as they
build the budget?
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Councilmember Cohen suggested that when the budget is prepared there be a
little more detail regarding the $60,000 for the City Attorney's office,
including why that is, whether we expect it to be permanent, or just during
the current workload. Mr. Gould reported one of the things Assistant City
Attorney Guinan was working on in the Department was to give Council a
litigation status update once a year, so they can see the status of the big
cases, and where the Attorneys are spending their time. Mr. Guinan stated
one of the reasons this increase was being requested was because as
recently as two or three years ago, this fund was budgeted each year at
$10,000, and routinely, with even one personnel action, that amount would
be utilized and exceeded. He reported they had tried to bring this up to a
level they felt would be comfortable, so the account would not be exceeded,
noting if they do not use the entire amount for a given fiscal year, that
amount would be rolled back into the account for the following year, to be
supplemented with enough to bring it back up to the requested level. He
pointed out there might be some years where there was very little expended,
or there might be others, like more recently, when they are spending quite
a bit. Mr. Guinan explained that during the City Attorney's presentation
at the budget hearing on June 23rd, they would go into this in more detail.
Referring to Exhibit C, Mr. Gould explained these were the requests by the
departments for increases in ongoing services, or one-time purchases of
specialized equipment. Mr. Gould reiterated Mr. Nordhoff's earlier
statement, that currently we anticipate an excess of Revenues over
Expenditures, in the range of $115,000. He noted if the Council decides to
adjust the commercial charge for emergency medical services to $.05 per
square foot, which is currently authorized by the voters, that would
generate another $140,000, so there would be approximately a quarter of a
million dollars Council could allocate for such ongoing spending.
Mr. Gould addressed the Public Works Department and the Garage, and
reported they wanted to invest in a computer system that would help track
and manage the maintenance of the City's fleet of 150 various vehicles and
major pieces of equipment, noting this was what any Fleet Manager would
require to do his job. Mr. Gould reported this would be a one-time expense
of $27,500. He stated his recommendation on several of the vehicle or
equipment purchase items was that the City conduct a good audit of the
Vehicle Replacement Fund. He did not believe we had a firm handle on
whether we have included all of the vehicles that need to be replaced, or
set aside sufficient dollars to replace those vehicles. Therefore, he was
requesting Council hold on the decisions for these items, until staff can
provide a better picture of where the Vehicle Replacement Fund stands, and
then staff will return and ask for Council's decision on these types of
purchases.
Addressing the Fourth Street sidewalk cleaning, Mr. Gould reported the
Redevelopment Agency had invested over $1.5 million in the new sidewalks on
Fourth Street, which everyone agrees are a dramatic improvement over the
old. He believed it seemed prudent that the City do some ongoing
maintenance, and $15,000 represents the contract cost to do high-pressure
cleaning of the sidewalks, at least quarterly. Mr. Gould reported there
was a line item in the Redevelopment Agency budget, which addressed
maintenance in the Downtown, and was currently at a $50,000 figure. With
Council's concurrence, they wished to spend $15,000 of that $50,000 for the
contract sidewalk cleaning. Mayor Boro noted he and Economic Development
Director Ours had, in the past, discussed the possibility of purchasing our
own sidewalk cleaner, and asked if this had been considered? Public Works
Director Bernardi stated the City had one in the past, but it was not
really big enough to do the job on a full-time basis, so it was mainly used
for spot cleaning, when there was a particularly dirty area. Mayor Boro
asked how much it would cost for one of the machines that looks like a big,
riding vacuum cleaner? Mr. Bernardi stated he did not know, but would look
into this for discussion during the budget hearings. Mayor Boro noted
there were two components to this, the cost of the equipment, and the
ongoing cost. He felt we should be talking with our partners in the
Downtown, the BID (Business Improvement District), about possibly assisting
in some of the ongoing costs to do this. He stated at $15,000 per year,
after five years we would have paid $75,000, and we would have clean
streets but no equipment. He noted he would like to find out how much the
equipment would cost, if we could buy it, and if we could get the BID to
pay for part of the operation? Mayor Boro stated he was not opposed to
what staff was recommending, he simply wanted us to look at all of the
alternatives. Mr. Gould stated staff would return to Council with further
information.
Mr. Gould stated there was a Resource Allocation recommendation in the area
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of Street Maintenance, explaining Public Works Director Bernardi and his
Street Maintenance Supervisor had suggested taking $90,000 of monies that
would otherwise be spent on street repaving, and hiring two entry level
street maintenance workers, who would be employed to improve on patching,
pot hole repairs, pump station maintenance, and a whole host of activities
necessary to keep up the streets in a very visible, day-to-day fashion.
Mr. Gould stated he was comfortable in recommending Council make that
resource allocation change, and convert $90,000 of re -pavement money into
street maintenance workers, because he believed they would see the benefit
in a lot of areas. Councilmember Cohen asked how much area of resurfacing
this represented, and whether it would make a significant change? He
pointed out we had been on a 45 -year cycle, noting Mr. Bernardi had
struggled valiantly to knock it down to 41 years, and asked if this would
bring it back up to a 45 -year cycle? Mr. Bernardi explained it cost
approximately $100,000 per mile to resurface our streets, so this
recommendation would cost one mile of resurfacing. Councilmember Cohen
asked how many miles the City resurfaces in a year? Mr. Bernardi stated
this year we would be doing approximately nine miles, primarily because of
the infusion of the Franchise Fee that was collected specifically for this
purpose. He noted this would then become ongoing, with the City doing
approximately six miles per year. Mr. Cohen clarified we were talking
about doing six miles per year, and eliminating one of those miles each
year to put the funds into these two positions.
Mayor Boro noted this was the same year the City had agreed to spend
$100,000 for a computer program, so we would really be doing 2 miles less.
Mr. Bernardi stated that was correct, and $100,000 for the Pavement
Management System, which was a one-time expense. Mayor Boro asked if it
made sense to do both of these in the same year, if we were going to save
money in the long run by having these people out there, and if they were
going to take existing streets and make them last longer by being on top of
things. Mr. Bernardi stated that was correct. He noted one of Mr.
Nordhoff's charts points out the $5.6 million annual need, explaining the
bottom line of that chart assumes our infrastructure is going to remain at
a constant level. However, the reality is that as time goes on, our
infrastructure is going to continue to deteriorate. He reported these two
positions would attempt to keep that line flatter, rather than going down
over time; therefore, if Council wanted to wait a year, there would be
4,000 hours of maintenance time less to be spent on the infrastructure.
Mayor Boro asked if the budget amount of $900,000 for paving did not
include approximately $200,000 that has been set aside here, and the
$900,000 would go forward? Mr. Bernardi stated the $900,000 would go
forward. Mr. Nordhoff explained all the items on the first list, Exhibit
B, which Mr. Gould went through, were incorporated in the numbers being
seen now, and those items on Exhibit C were not included in the budget at
this time.
Mayor Boro pointed out there was $100,000 on the first list to pay for the
one-time computer program, and there was another potential $100,000 being
recommended to pay for two employees; however, the City had recently
approved a contract for $900,000 worth of street resurfacing. Mr. Nordhoff
stated that was using up 1997/98's allocation of Gas Tax and Franchise
Fees. Mayor Boro asked, "If we did not go forward with these two
positions, would we have $2.1 million to spend this fiscal year?" Mr.
Nordhoff explained that would be for next fiscal year, 1998/99, noting the
contract just approved was using up 1997/98 funds. Mayor Boro asked if we
were going to spend those funds in 1998/99, and Mr. Nordhoff stated we
would begin now, and they would roll over into the next fiscal year. He
explained the way the City allocates Capital Project money, Mr. Bernardi is
given the allotment, and then we do not worry about the timing, assuming
that if he has $900,000 to spend on paving, he bids it and spends it, and
we do not worry too much about when we pay the bill. He noted that going
into each budget year cycle allocates the new money coming in for the new
fiscal year. Mayor Boro felt it was strange that we were allocating
$900,000 for paving in April, when the fiscal year ends in June, and we
know we are not going to finish it. He asked for clarification that these
funds were for the current fiscal year? Mr. Nordhoff stated that was
correct, noting part of this was timing, and had to do with weather
conditions. Mr. Gould explained in previous years the City had been a
little behind in paving, and we have a year and a half worth of paving
money. Mayor Boro asked if that was why that money was so inflated? Mr.
Gould stated that was correct, noting it would drop down closer to a
$600,000 repaving project each year after that. Mr. Gould asked if it was
Council's pleasure to defer the hiring of the additional staff for a year?
Mayor Boro noted Mr. Bernardi had stated he would be able to save $100,000
by having these people here, as far as the infrastructure was concerned.
Mr. Gould acknowledged there would be a lot of work for them to do, noting
they were understaffed in the Streets Division.
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Mr. Gould reported there was also a request for a one-time purchase to
replace a forty year old forklift, which he agreed should be replaced. He
noted the San Rafael Sanitation District would pick-up half that cost, and
again, he was suggesting they hold any decision on this until they had a
review of the Vehicle Replacement audit.
Referring to an item a number of departments felt strongly about, Mr. Gould
reported the City currently employs a person half-time to remove graffiti
throughout San Rafael, and this person would like to work full-time. Mr.
Gould reported this person had many skills, noting one of his prior jobs
had been as a Police Officer in the City of Berkeley. Mr. Gould stated one
of the ongoing complaints the City receives from a number of neighborhoods,
particularly those around the Downtown, is that the City does not have
sufficient presence in the parks during week -ends and odd hours. Mr. Gould
noted the Parks Division was currently understaffed, and the thinking was
that if we could make this person's position full-time, he could spend 20
hours a week in the major City parks, cleaning -up, making sure people are
not sleeping in the parks, lighting fires, or holding beer parties. Mr.
Gould noted this would be a great improvement in service from the
standpoint of a number of Neighborhood Associations, stating he believed
this individual would be very conscientious, and give the City a very good
return on the $28,000 it would cost annually to make the change from part-
time to full-time. Mr. Gould noted four out of five of the Department
Directors agreed that this was something they would like Council to
consider very seriously, as they allocate resources.
Addressing the Police Department, Mr. Gould stated that in addition to the
vehicle for the COPS Sergeant, Chief Sanchez was requesting an additional
Police vehicle. He noted the reason that is necessary is because the
current fleet is just large enough, if all the vehicles and their equipment
are operational, to put our people on the streets when we are fully staffed
on the larger shifts. He noted that if any one of the vehicles is out of
service, because the radio, light bar, siren, or other electrical equipment
is not working, then Officers wait until another car shows up, so they can
trade-off and get back out on the street. Chief Sanchez would like Council
to consider an additional vehicle, so the Police Department can put more
people on the street. Again, Mr. Gould requested Council hold this
decision until they have a better handle on what is going on in the Vehicle
Replacement Fund.
Mr. Gould stated probably the most frequent request for additional service
received by the City, was for additional traffic enforcement. He reported
the Police Department was currently staffed with two Motorcycle Officers,
one of whom is out on extended leave, leaving one Motorcycle Officer doing
traffic enforcement in San Rafael. Mr. Gould noted Chief Sanchez was
addressing this situation in a couple of ways; first, he was encouraging
the other Officers to begin writing more tickets from their vehicles, which
has not been emphasized in the past, but something we are getting back to,
as it is an important vehicle safety issue. Mr. Gould reported Chief
Sanchez had also applied for an Officer Transportation Safety grant, which
we believed we had a very good chance of receiving. He explained that like
Federal dollars, this was a State grant that would fund the full cost of
the additional Motorcycle Officers the first year, and would drop down to
half the cost in the second year, and a third of the cost the third year.
He noted Chief Sanchez had submitted an application for two additional
Motorcycle Officers, and we should have confirmation within the next month
or so that we have received authorization. The issue would then come
before Council for a decision. Mr. Gould stated that while it would be
easy during the next fiscal year, it would become more problematic down the
road, becoming an increased operating cost. During the second year it
would be a $75,000 expense to maintain that level of service, and $150,000
after the third year to keep the two Motorcycle Officers on. Mr. Gould
noted he told Chief Sanchez that once the community gets used to the higher
level of traffic enforcement, they were not going to want to go back;
therefore, we would need to have a contingency plan, so in case the economy
declines, and the grant monies go away, Chief Sanchez would know what he
would recommend come off the bottom in his department, if that were to
occur. Mr. Gould stated Council did not need to make a decision on this
now, but staff wanted to bring it to their attention, because they felt it
would be very desirable to have four Motorcycle Officers in our employ, to
address the ever increasing traffic in San Rafael. Mr. Gould believed
there would be a 100% improvement in traffic enforcement, noting with that,
there would also be an off -set of revenues, as Motorcycle Officers
generally write approximately ten tickets per day, and more importantly
than the revenues the Officers would generate, we would see a reduction in
the number of injury accidents.
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Mr. Gould reported an application had been filed for a grant to receive
funds for the staffing of a Domestic Violence Investigator, noting this,
sadly, was one of the few areas of rising crime in San Rafael, and most
communities across California. Mr. Gould noted this grant would pay for a
Domestic Violence Investigator, and perhaps a clerical person, although he
believed we would likely trim the clerical person out of it. He stated
there could be approximately $210,000 from the two-year grant, at full
funding, with the possibility of further funding beyond that. Mr. Gould
stated Chief Sanchez would very much like to have a full-time Investigator
on this issue, and Mr. Gould believed this was an issue the City should
address as seriously as it can, noting it would be great to have two years
of funding to step up in this area.
Mr. Gould noted, as Mr. Nordhoff had stated earlier, the only fund that did
not balance easily was the Downtown Parking District, noting Council had
three options in order to make the fund balance. Mr. Gould stated staff
believed the reason the Parking District has had trouble meeting its
expenditures was because the City has added Police Officers over time, for
the Downtown foot beat, and because the projections made two or three years
ago, regarding the revenues that would accrue if the parking meter rates
were raised, have not borne out. Therefore, the Parking District fund is
upside down $105,000 per year. Mr. Gould stated Council had several
options; one would be to increase the meter rates in the Downtown, noting
it would have to be a substantial hike to off -set that kind of revenue.
The second option would be to shift one Officer out of the Parking
District, and back into the General Fund, which would account for a savings
of approximately $75,000 to the Parking District. The third option would
be to reduce the level of staffing, and instead of having three Officers
dedicated to the Downtown, go to two. Mr. Gould stated this had been
discussed at staff level, and it was agreed that having three foot beat
Officers has been very effective in the Downtown, and they did not believe
it would be desirable to cut back on the level of service. Mr. Gould
stated it would be staff's recommendation that Council take a hard look at
moving one Officer back into the General Fund, and adjusting meter rates,
to make sure the Parking District is whole.
Referring to the General Plan Update, Mr. Gould noted this was a "moving
target". He recalled last year Council allocated $100,000 to get the
General Plan revision started, and at the same time, implemented a
surcharge on a number of Planning Fees and Permits, to generate money for
the General Plan revision. Mr. Gould stated staff estimated that with the
$100,000 Council allocated last year, and the surcharge generating funds
last year, this year, and next year, there would be a total of
approximately $400,000 available to revise the General Plan during this
year and next year. Mr. Gould reported Community Development Director
Brown and his staff had done a very detailed analysis of the consulting
studies that would be necessary to revise the General Plan, and they
believed the cost of doing it right may still be higher, perhaps on the
order of a half million dollars. Mr. Gould pointed out the City of Novato
recently revised their General Plan at a cost of $1 million, and the City
of San Rafael spent nearly $600,000 on its Downtown Vision process, noting,
as wild as it sounds to spend a half million dollars revising the General
Plan, that was actually a fairly modest sum. Mr. Gould stated that while
staff did not have a good figure yet on the total cost of the General Plan
revision, there were certainly enough funds to get it started this coming
year. He reported Mr. Brown would be presenting the work program for the
General Plan revision in July or August for Council's approval, and
conversations were already being held with the various stakeholder groups.
He stated there was no need for Council to take any action currently, with
the exception that when we revise the Business Cost Study in November, they
might want to review the surcharge being added to the various Permit Fees,
to make certain the City is collecting enough, not only for this General
Plan revision, but also the next one ten years hence, so there will be
plenty of funds available to do the job that is necessary.
Councilmember Cohen stated if Council was giving direction regarding what
staff will bring back before the Council, he wanted to further discuss the
Parking District. Mr. Cohen noted the Officers had been charged to the
Parking District with the understanding that the revenue generated would
cover that expenditure, not because there was an inherent connection to the
Parking District. He stated if the money was not there to pay for the
positions, and we felt the positions were still needed, he felt it made
sense to move funding for at least one position back into the General Fund,
and get the Parking District closer to being balanced. Mr. Cohen believed
that $70,000 should be factored into the General Fund portion of the budget
being brought back to Council. Regarding the other $35,000, which is still
upside down in the Parking District after we do that, he stated staff would
have to look a lot more places before he would be willing to even consider
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a meter hike. He pointed out the City had already gone through a meter
rate increase, and it was a fairly recent memory, and he felt we should let
the current rates stand for a while, and take a harder look at the Parking
District budget to see if there are other ways to deal with the $35,000
gap. Mr. Cohen noted staff did not report what the impact would be of
moving the $70,000 back to the General Fund, but he assumed it would have a
noticeable impact, since everything was so finely balanced. Mr. Nordhoff
reported it would use up $70,000 of the $115,000 discretionary money
available. Mr. Gould stated if they chose to adjust the EMS Commercial
Rate, there would be a little more money to work with, but it would take
the bulk of what they know today to be available for additional services.
Mr. Cohen pointed out that if they do not do that, the Parking District
continues to lose $105,000 per year, and Mr. Gould noted they would also be
violating one of the City's financial principles. Mr. Gould stated he did
not feel that was an option, and Mr. Cohen agreed. Mr. Cohen stated this
was an important point, and one he did not feel could be left for too long.
Mr. Gould stated he proposed to bring this back at the meeting of June
15th for Council's decision making. Mayor Boro asked Mr. Gould to also
bring back a report on where we are regarding the ratio of Parking
Enforcement Officers to revenue. Mr Nordhoff reported we presently had
five Parking Enforcement Officers, noting that has been consistent for the
past three or four years.
Mayor Boro noted Economic Development Director Ours might want to
speculate, during the time we are constructing the Cineplex, when the
parking structure is torn down and the parking meters are pulled out, how
much of a loss that will give us, and whether we need as many Parking
Enforcement Officers while that is going on. Mr. Gould stated that was one
of the reasons the revenues were down. He explained that during
construction of Andersen Drive and other street improvements the City has
made, a number of meters were pulled, some of them permanently, which has
changed our revenue picture. He confirmed that while the parking structure
is down, there will be a loss of revenue during that period.
Reporting on the Fire Department, Mr. Gould reported the Fire Chief had a
pressing need to replace the breathing apparatus necessary for the
Firefighters and Paramedics to wear when they enter smoke-filled buildings.
He noted our current equipment is five to ten years old, does not meet the
current safety standards, it is becoming increasingly expensive to replace
the cylinders that maintain the compressed air, and they are not
interchangeable with those used by other Fire Departments throughout the
County. Mr. Gould stated it was time to change them, noting we should have
been putting this on the Equipment Replacement Schedule and funding it over
time, so the money was already there, because we now have to do it all at
once. Mr. Gould stated Chief Marcucci had informed him the figure shown of
$200,000 would probably be closer to $150,000 to replace the breathing
apparatus, noting Chief Marcucci would seek bids and provide Council with a
more precise figure. Mr. Gould noted it might be possible to
lease/purchase this equipment, so it is a one-time expense. He believed it
would be prudent to double -up by putting aside the monies to lease/purchase
the equipment, and setting aside money each year for the eventual
replacement of this new equipment, so we do not find ourselves in the same
bind five or ten years from now. Mr. Gould reported it was estimated that
doubling -up would cost approximately $35,000 per year, and he believed this
to be a very high priority for our Firefighters.
Mayor Boro asked about the OSHA (Occupational Safety and Health Agency)
requirement we may be getting of "two in, two out". Mr. Gould reported
that requirement would go into effect in July, noting the City would have
to write its own implementation policy and train our people on it. He
explained if the Fire Department were to staff so there were four
Firefighters on each engine, it would mean an additional expenditure of
$1.5 million. The alternative would be that if our Firefighters arrive on
the scene of a fire where there is a three-person engine, and the building
is fully engulfed by flames, but we do not suspect there are any people in
the building, then the Firefighters would have to stand by until the next
engine arrives before they can enter. He explained the regulation states
that before the Firefighters can go inside a building and fight the fire,
there must be two Firefighters on the outside, who are ready to go in and
save the two Firefighters who are going into the building. Mr. Gould
stated this was an attempt to increase staffing levels in small and medium
sized cities throughout the Country, noting it had just been adopted by
CAL/OSHA (California Occupational Safety and Health Agency), so it becomes
an unfunded mandate for San Rafael. Mayor Boro noted that changing our
response time, evaluating each situation based on its own merits, and
staffing additions were all options. Mr. Gould agreed these were all
options; however, he could not imagine the City making the staff additions
necessary to maintain the current service level with "two in, two out",
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although he noted, happily, the incidence of fire in San Rafael drops each
year. Mr. Gould pointed out the Fire Captain on the scene has the right to
make the choice, and if he believes, for any reason, there might be people
inside the burning building, he can send his people in right away, to
preserve life. However, without a belief that there is anyone inside, he
has to wait until there are two Firefighters outside for every two who
enter the building.
Referring to the Library, Mr. Gould recalled last year the Council had
quite a discussion about where to add additional Library hours, and they
decided to re -institute Monday hours. Mr. Gould reported this has been a
tremendous success, with the Library seeing a 20% increase in circulation,
noting the Library is at its busiest on Mondays. He stated that at the
time, Council had been interested to know what it would cost to provide
limited Sunday hours, and Library Director Vaughn Stratford has determined
that to offer Sunday hours during the school year, September through May,
from 1:00 PM to 5:00 PM, would cost an additional $27,500. Mr. Gould
pointed out there would be a partial off -set, because we have been
receiving State Public Library funds for a number of years, and those funds
increased a couple of years ago to approximately $13,000 per year. He
reported that increase seemed permanent; therefore, the actual cost of
going to half-time Library hours on Sunday, during the school year, would
be more in the range of $14,500, as a budget option. Mr. Gould reported
the Library Board and the Librarian caution that because of the increase in
activity at the Library, the demands for the new Internet services, and
because there are so many more books and tapes going on and off the
shelves, it might be prudent to invest in additional staffing, just to
maintain the current Library hours, which was estimated at $50,000 per
year. Mr. Gould stated he and the Department Directors saw this as a
slightly lower priority than going to Sunday hours, but one the Library
Board and staff wanted to present to Council as an option. Mayor Boro
noted that for approximately $1,200 per month, for the nine months of the
school year, they could open the Library on Sunday. Councilmember Cohen
stated his question was not about the math, it was about the concept. He
asked if the $13,000 in State Public Library Funds would come to the City
only if the Library was open on Sunday, or was that money there anyway, and
we had not been recognizing it in the budget because we thought it might be
discontinued, and now we believe it looks like it will be here permanently?
Mr. Gould stated it was discretionary. Mr. Nordhoff explained a funding
that is "in place" is one where we have maintained an equal or higher level
of expenditures in the Library over the preceding year, although it does
not specify how to use those funds. Mayor Boro noted this was a new
source. Mr. Cohen agreed, but clarified this was not a new source that was
available only if we open the Library on Sunday; rather we could consider
it an off -set against the decision made to re -open the Library on Monday,
and we could apply the $13,000 to some of the issues raised in the request
about dealing with some of the impact of the added hours we put back on
Monday. Mr. Cohen stated the cost of opening the Library on Sunday was
$27,500, and he believed we had to think about that being the cost to do
this, regardless of the $13,000. Mr. Nordhoff noted, up until a couple of
years ago, the level of funding from the Public Library Fund was $17,000
per year, and the City was using that to supplement materials and book
purchases. Mr. Nordhoff reported we were now up to approximately $30,000,
which was believed to be a consistent level of funding looking forward.
Mayor Boro asked how the $27,500 was calculated? Mr. Gould reported this
assumed each member of the permanent staff would work a Sunday, once a
month on a regular basis, and we would supplement with part-time staff to
provide an adequate level of staffing during the Sunday hours. Library
Director Stratford stated that was correct, noting there would be part-
time, non -permanent staff who were "on-call" to work. Mayor Boro asked if
the City would pay a premium for them working on Sunday? Mr. Stratford
reported on-call employees were not paid a premium. Mr. Gould noted this
item would come back on the "short list" for Council's decision making.
Addressing Management Services, Mr. Gould noted Mayor Boro had asked about
the savings accrued by the elimination of a three-quarter time clerical
position in the City Manager's office. He reported there have been a lot
of changes in Administrative Services, which is now the Management Services
Department, stating they were very happy to have been able to increase the
level of professionalism and expertise in that department. Mr. Gould noted
there was one more position to be added in order to round out the services
in that department, and have it fully staffed to support the operating
departments and the public, and that would be the addition of a Junior
Accountant. Mr. Gould reported the true cost would be $35,000 per year;
however, it was believed we could off -set that cost because we would be
reducing the level of clerical staffing in the City Manager's office by
$28,000, which is the position that is moving down to the Police
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Department. He noted that would leave $7,000 remaining.
Mr. Gould stated one of the duties of a Junior Accountant would be to
provide purchasing services for the large operating departments, putting
contracts for services, goods, and supplies out to bid for the Police,
Fire, and Public Works Departments. Mr. Gould noted the three major
operating departments suggested they would be happy to contribute $2,000
from their existing operating budgets to help in that area. The Management
Services Department would pick up the remaining $1,000. Therefore, with
the savings in the reduction in clerical support from his office, and
allowing the operating departments to pick up the remainder, this position
would be funded. Mayor Boro noted the force count for Management Services
had been 15.53, and it was now 19.53. He asked if the Junior Accountant
position would bring the total to 20.53? Mr. Nordhoff stated that was
correct. Mayor Boro asked if three of those positions were due to the Data
Processing coming in-house? Mr. Nordhoff stated that was correct, pointing
out that was started this fiscal year. Mayor Boro asked if the fourth
person was an addition to the auditing staff? Mr. Nordhoff stated the
fourth was the front counter person Mr. Gould had referred to earlier.
Mayor Boro clarified a Junior Accountant position would be the fifth, and
Mr. Gould stated that was correct, noting they would then be well staffed
in Management Services, and he did not expect to increase staff for many
years to come. Mr. Cohen asked why the total would increase from 19.53 to
20.53 if the secretary was moving to the Police Department, and they were
replacing that position with a Junior Accountant? Mr. Nordhoff explained
that at the time they put together the reorganization of Management
Services, they had not included the Junior Accountant position into the
budget, assuming it was self-funded by the elimination of the secretarial
position in the City Manager's Office. Therefore, the Junior Accountant
position needed to be added, as they had not included anything in these
figures for which Council had not given direction or taken action on. Mr.
Nordhoff noted he had reduced the City Manager's count, and then increased
the Police Department's count, because that was already built into the
budget. Mr. Cohen pointed out that in the current year we had 18.53, so
if, before the proposal for the Junior Accountant, we move a secretary to
the Police Department, we end up with 19.53, or a net gain of two before
the Junior Accountant. Mr. Nordhoff responded negatively, explaining the
secretary had been funded out of the City Manager's budget, and that budget
had been reduced by a three-quarter position.
Discussing Organizational Development, Mr. Gould stated virtually all the
departments had a line item account for training, to keep our employees
current in their functional areas; however, there was no funding set aside
for general training and improvement of City staff, other than the Brown
Bag sessions Daryl Chandler has instituted as part of the Human Resources
reorganization. Mr. Gould noted he had recently written to the
Councilmembers about the need for management team -building with the
Department Directors, which he felt was important. He explained this
would be a one-time expense. In addition, consistent with Council's
priority for customer service, staff also felt we needed to institute
ongoing training for the City's employees in the various departments, in
such areas as customer service, phone etiquette, and how to deal with
difficult customers. He noted they were thinking of finding the right
training package to bring in-house, and instituting a regular program. He
stated there were also several employees who had begun offering in-house
training to their peers, a so-called "trainer of trainers" concept, which
staff would like to build upon. Therefore, staff was requesting a little
seed money to do that, suggesting an amount of $30,000, which would be an
ongoing expense for Organizational Development. Mr. Gould noted that with
the City showing a Full-time Equivalence of approximately 400 people, and a
budget of over $50 million, this would seem to be a prudent expenditure.
Addressing the "big ticket" items, Mr. Gould stated that in order for the
City to divest itself completely of the proprietary BRC systems, and to
finance the Police and Fire Departments, the City was going to need to set
aside a quarter of a million dollars, pointing out we needed to begin doing
this as soon as possible. He noted Council had recognized this, in the
study session regarding Information Systems Management. Mr. Gould stated
if Information Systems Management was deleted from the City's Unfunded
Infrastructure Needs, we would still need another $5.4 million per year in
additional funding to do the streets, sidewalks, storm drains, curbs and
gutters, in order to do it right. Mr. Gould noted that would include $1.6
million for the purchase of the Fire Department and Public Works Department
portions of the new radio system. He pointed out Council had set aside
monies to replace the Police Department radio system, and now we were
waiting for bids, at the end of July, for the Countywide radio system,
noting at that time we would have a better idea of what it will cost us;
however, assuming the $20 million (Countywide) that has been our working
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figure throughout, it could still cost us another $1.6 million that we
would have to pay, probably on a lease/purchase format over the next ten
years, in order to replace Police and Fire at the same time. He pointed
out that because it had been agreed by all that San Rafael would go first
of all the agencies, we were going to have to step up and address this
sooner, rather than later.
Mr. Gould noted the last item he wished to address was not on Council's
list, although Mr. Nordhoff had alluded to it earlier, and it had been
suggestion by the Mayor. Mr. Gould reported their visit to Sacramento last
week had reminded them how important it was to have professional advice
from time to time on how best to influence the State Legislature and the
Governor regarding issues of great importance to cities, noting we could
not rely strictly on our membership in the League of California Cities to
make our voice heard in Sacramento. Therefore, he was suggesting staff
come back to Council with a rough estimate of approximately $10,000 per
year, which could be used to engage the services of a consultant to serve
as the City's lobbyist on big matters, such as the Vehicle License Fee
proposal currently being debated, which could cost the City upwards of $2.8
million per year if it were completely eliminated. Mr. Gould stated it was
very common for larger cities to have their own lobbyists, noting the City
of Novato employs a lobbyist, and when he raised this subject at the
Managers' Meeting, representatives from a number of other cities agreed
that it was a good idea. Regardless of whether the other cities do this,
Mr. Gould felt this was something San Rafael should consider, in its own
defense.
Mayor Boro stated, based on their experience in Sacramento last week, and
other experiences he and Mr. Gould have had, he believed it would be very
prudent for the City to hire someone on an hourly basis, or a retainer, and
as the City needs help, that person could come to our aid. Mayor Boro
noted one of the issues that becomes apparent is that while the City looks
at a lot of legislation, we really needed to focus on those issues we
believe are going to have the most impact on the City in any given year,
and then find the right person, who can call and make the appointments for
us, and ensure that we get to the Legislators. Mayor Boro noted that with
the way the Legislators are changing in Sacramento on a regular basis, we
needed to have some contacts, because the long-term arrangements that have
historically been there are no longer there.
Councilmember Miller asked if we would be able to recoup any kind of funds
from some of the various organizations we are already a member of, but do
not necessarily serve our interests well, in terms of lobbying? Mr. Gould
reported the only organization the City was a member of, which lobbies for
cities, per se, is the League of California Cities, and because it has two
primary missions, one being Legislative Advocacy, and the other training
and conferences, he did not feel we could rely solely on this organization
to represent the City's interests in Sacramento. He noted perhaps we might
want to consider whether that is an investment the City wants to continue
to make each year. Mr. Gould pointed out it would be a very big shock to
the system if the City of San Rafael were to drop out of the League, but
not unheard of, reporting there were other cities considering similar
actions. Mr. Gould stated the League was not well set up to be a lobbying
organization. Councilmember Heller asked what the City's annual dues were
to the League? Mr. Nordhoff explained that was calculated on a population
basis, and as he recalled, it was approximately $22,000 per year, although
he would have to verify that figure.
Mayor Boro asked staff to return with ideas on two different items. First,
he noted that at the recent study session with the Budget Oversight
Committee they had discussed the issue of Capital Improvements, and the
fact that our biggest problem was we did not have a Capital Improvement
Fund. He asked Mr. Nordhoff and Mr. Gould to give some thought to the idea
of whether or not we wanted to start this next year, acknowledging there
would have to be an off -set, but stating at some point we had to start. He
felt one way to begin funding Capital Improvements on an ongoing basis
would be to take a percentage each year of projected new Sales Tax Revenue,
not via growth, but from new projects that come on-line. As an example, he
explained if we were to project $300,000 in new revenue next year, we would
take 1/3, or $100,000, and put it in a fund, and then the second year we
would take that same $100,000 and continue that, and also take 1/3 of the
new revenue in the second year, and eventually, we would end up with a good
sized piece of change. He asked Mr. Nordhoff and Mr. Gould to look at what
would happen if we were to start this, and took it within the cycle of our
five-year plan, what it would look like at the end of five years, and also
what the downside would be.
Secondly, Mayor Boro stated he was still looking for some "magic pill"
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concerning the medians. He noted there was nothing concerning medians in
the budget, acknowledging that perhaps all we could do this year was to
start talking about it. However, he stated he would like some strategy we
could begin to look at, something where the City might be able to go out on
a community -wide basis, and appeal to the community with some kind of
City/neighborhood type of joint effort. Mr. Gould stated he and Public
Works Director Bernardi were aware of Mayor Boro's concerns in this area,
and they believed it should be possible to come up with options for Council
to consider, so we could offer choices to the neighborhoods regarding what
improvements could be made to the medians to make them no- or low -
maintenance, even if they are not beautiful, as well as some kind of cost-
sharing arrangement; then it would be a matter of whether or not the
Associations would want to step up and fund their portion. Mr. Gould
stated he had no idea what that would cost, but suggested when Council made
the one-time allocations, they might want to consider putting in some seed
money if we came up with a plan, and if the neighborhood wanted to jump on
it right away, we would have a little money to work with to get it started
this year.
City Manager Gould stated staff would bring this list back before Council
at the meeting of June 15th, after trimming it down from the items that
were really not for consideration this year, and based on the analysis,
would give Council a little more information on the items flagged for
further discussion; then it would be up to the Council to determine which
ones they wished to incorporate into the budget. He noted final
determinations would be made on July 6th.
Councilmember Miller referred to the Traffic Officers and traffic control,
stating he felt this was the number one item that should be considered, as
the problem he hears about most often from the public is traffic. Mr.
Gould stated that with the addition of the Associate Traffic Engineer,
which Council had approved, who will help Traffic Engineer Nader Mansourian
and Public Works Director Bernardi work with the neighborhoods to explain
and analyze traffic improvements, and with the additional traffic
enforcement, he hoped we could get on top of a lot of these requests for
service.
Mayor Boro noted Council had not yet seen the agenda for the next meeting;
however, it was known that the St. Vincent's/Silveira proposal would be
before the Council, as well as another significant issue. He stated if it
appeared the meeting was going to be too long, Council might prefer to
incorporate Mr. Gould's next report on the first night of the budget
hearings (June 23rd), because he wanted to give the report enough time for
discussion.
Mr. Nordhoff asked for two points of clarification. He noted Councilmember
Cohen had suggested we shift a Police Officer back to the General Fund, and
asked if it was Council's consensus that staff do that at this point?
Mayor Boro directed that staff show it that way. Mr. Nordhoff pointed out
that would reduce discretionary money by a like amount. Secondly, Mr.
Nordhoff stated, if Council so directed, staff could build the Commercial
Tax Rate increase on the Paramedic Tax, and actually add $140,000 back to
discretionary funds. Councilmember Miller stated he was interested in the
"pay as you go" principle, and was interested in the rate hike in terms of
the parking meters. Mr. Nordhoff stated he would bring back more
information on that issue. Mr. Gould stated staff would also present a
proposal to adjust the Commercial Rate for the EMS (Emergency Medical
Service).
Mr. Gould reported there had also been money left over from last year, from
one-time sources of funding, noting Council had directed staff hold any
further allocation of that sum until they were certain the City could fund
the Court Street Plaza project. Mr. Gould stated the Developer had
committed $150,000 in construction management costs, as well, and it was
believed we would receive another sizeable contribution from the theatre
developer. He reported staff was confident the City would be able to get
the base plaza, at a minimum, and construct that concurrent with the Macy's
project. Therefore, he stated if Council were comfortable, staff would
like to go back to the list of one-time expenditures and ask Council to re-
examine some of the items on that list.
Mr. Gould reported the list included a Council Chamber upgrade, noting this
was part of Council's Public Outreach Priority, noting it was clear we were
not really set up in the Chamber to make presentations that are clear and
understandable to the Council and to the public. He stated an upgrade
would involve moving some of the furniture, and getting some new technology
in place. He estimated it to be a one-time expenditure of approximately
$35,000, which would come back to the City many times over, in greater
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public understanding and participation. Second, Mr. Gould stated the
carpeting in City Hall had already outlived its expected life span twice -
over, and although the carpeting had been improved in the City Manager's
and Mayor's offices recently, staff would like to extend that carpeting
throughout City Hall, at a one-time cost of $30,000.
Mr. Gould reported he had also written the Councilmembers about the City
Hall at the Mall project. He noted he was less clear about the actual cost
of this project; however, to get into business with City Hall at the Mall,
we would need to build -out some tenant improvements, and with whatever
space Mace Rich was willing to give to the City, we would need to build
displays and create excitement to draw people in, and then staff the office
properly. Mr. Gould reported Mace Rich was willing to give the City one-
time start-up funds of approximately $50,000 to get the space in shape, and
provide the furniture and furnishings, and they were also suggesting
$20,000 during the coming year for part-time staffing, in order to achieve
the hours it wishes City Hall at the Mall to be open. Mr. Gould explained
that, and the $1 per year rent on approximately 1,800 to 2,000 square feet,
would be Mace Rich's contribution. Mr. Gould reported it might still take
something more, above that, to get the facility in place and ready to go,
noting he wanted to make sure we could do this right, and it would be
something the City would be proud of.
Regarding the computer system for the shop, Mr. Gould stated he wished to
hold that item for study of the Vehicle Replacement Fund, as well as the
forklift. He stated staff had listed the remaining Unfunded portion of the
General Plan Update as $100,000, but noted that was merely a plug number,
stating they would know more next year.
Mr. Gould stated these were the suggestions of possible ways to expend
approximately $165,000 of the one-time funding left over from last year,
which staff would like Council to consider. Mr. Gould asked if there was
anything Council would like to see added to this list, or removed? As
there were no further comments from the Councilmembers, Mr. Gould stated
the items on this list would be brought back for Council's consideration on
June 15th, unless that Council meeting was too full, in which case the list
would be discussed at the first budget hearing on June 23rd.
Roz Katz, resident of San Rafael, referred to the request for a new
position in Management Services, for a person who would be responsible for
the collection of unpaid fines. She asked if staff had considered all of
the costs that would go into having that person on board; would this
person, or the City, be online with TRW Credit Services, so the City can
include information on a person's credit reference; is the City aware that
a lot of collections must go through a legal process, which may take up the
City Attorney's time; and has the City considered the possibility of
outsourcing this type of work to a collection agency, paid only when they
produce results?
Mr. Gould stated staff had taken a comprehensive look at the City's
collection procedures, which he acknowledged were somewhat out of date. He
noted staff was also looking at what other cities have done, including the
outsourcing of the collection of major delinquent fines. He explained they
believed the combination of the additional staffing and outsourcing was
probably the best way to go. In addition, he stated that getting our
Ordinances in place, and obtaining the assistance of the City Attorney's
office, were going to be of key importance, noting the Deputy City Attorney
had already provided a certain amount of assistance in this area, and this
would likely have to increase. Ms. Katz noted if the City goes after this
aggressively, it will increase geometrically. Mr. Gould agreed. Mr.
Nordhoff stated he appreciated Ms. Katz comments, and reported there was
some money currently in the budget for collection costs. In addition,
staff has been looking at opportunities to do things with the Franchise Tax
Board, noting they now have a program in place where the City can take
delinquent Business Licenses, and other monies that are owed the City and,
in essence, attach Income Tax refunds. He pointed out there was no cost to
the City for that program, other than some information sharing. Ms. Katz
asked if that would be to get money from individuals, or just businesses?
Mr. Nordhoff stated be believed it was from both, but he did not know the
details of the program, as it was new. Ms. Katz stated she imagined most
of the money was owed by individuals. Mr. Nordhoff reported there were a
lot of delinquent Business Licenses, which would also fit into this
program. He explained the City would look at this on an individual basis.
In addition, he stated the City also had the opportunity to work with the
County Controller and County Assessor offices, and if it came to that
point, the City could lien properties and collect money that way, which was
neither a time intensive or costly process for the City.
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12. CITY COUNCIL REPORTS:
a. ST. VINCENT'S/SILVEIRA PROPERTY - File 9-2-45 x 191 x 193
Mayor Boro reported he and Councilmember Heller had been working with
County Supervisors John Kress and Steve Kinsey during the past
several months to see if they could reach some kind of plan to go
forward with the processing of applications for the St.
Vincent's/Silveira site. He stated they have had a number of formal
meetings and informal sessions, noting he had already met with the
environmental groups, last week they had an informal meeting with one
of the property owners, and they would meet with the other property
owner shortly.
Mayor Boro reported they had initially planned to bring this issue
before the Council this evening during a public hearing, but the
process was delayed. However, since the issue had originally been
scheduled for a hearing this evening, the Board of Supervisors were
scheduled to hear the issue at their meeting tomorrow evening.
Mayor Boro noted he had agreed to attend the meeting tomorrow night
with Supervisors Kress and Kinsey to discuss the issue in detail with
some of the environmentalists, to give them the assurances they were
looking for. However, since the document will probably not be
available until later this week, Council will not hear the issue
until June 15th, and the Board of Supervisors will hear it on June
16th, he did not feel it made sense to attend a meeting to explain
the document to a group of interested people, when the document had
not yet been brought before Council, noting he felt it would be a
little presumptuous on his part to do that. Mayor Boro stated,
according to an article in the newspaper this evening, that meeting
was still scheduled to take place tomorrow evening, and the two
Supervisors will be attending to speak to the environmental groups.
He stated his concern was that there would be people other than the
environmental groups who have an interest in this, and he believed it
should be more of a general meeting. In addition, as we do not yet
have a document, he did not understand what they were going to be
able to discuss, except in principle. He noted the Supervisors had
assured him they would not be bringing any documents to the meeting
tomorrow evening.
Mayor Boro hoped that during the next few days they would be able to
get their memorandum out, he and Supervisor Kress would sign it,
everyone would have a chance to read it, and the City would have a
presentation from Community Development Director Bob Brown and
Associate Planner Linda Jackson at the next City Council meeting, for
the benefit of the Councilmembers and members of the public.
Mayor Boro stated his goal has been two -fold; first, this was an
issue along with the Transportation Tax issue, trying to get a
resolution on that site, noting it would be great if that could be
resolved to the satisfaction of a lot of people. However, if that
does not pass, he believed we should have some resolution between the
City and the County as to how we are going to go forward with this
property, so if there is a development opportunity that comes about,
we can process this thing and get it moving.
There being no further business, the meeting was adjourned at 10:15 PM.
JEANNE M. LEONCINI, City Clerk
APPROVED THIS DAY OF 1998
MAYOR OF THE CITY OF SAN RAFAEL
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