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HomeMy WebLinkAboutSPJT Minutes 1988-06-27SRRA/SRCC Minutes (Special Joint) BUDGET HEARING 6/27/88 Page 1 In the Webb Room of the San Rafael Public Library, Monday, June 27, 1988 at 7:30 PM. Special Joint Meeting: San Rafael City Council/ San Rafael Redevelopment Agency Present: Lawrence E. Mulryan, Chairman/Mayor Albert J. Boro, Member/Councilmember Dorothy L. Breiner, Member/ Councilmember Gary R. Frugoli, Member/Councilmember Joan Thayer, Member/Councilmember Absent: None Also Present: Pamela J. Nicolai, Executive Director/City Manager; Jeanne M. Leoncini, Agency Secretary/City Clerk; Ransom E. Coleman, Finance Director RE: BUDGET HEARING - PRELIMINARY 1988/89 BUDGET - File 8-5 x R-103 Mayor Mulryan opened the budget hearing for Fiscal Year 1988/89, and called upon Executive Director/City Manager Nicolai for her comments. Ms. Nicolai stated this year's budget indicates a freeze on vacant positions, noting the City has been cutting back for a period of years, and there is a cumulative effect. She stated in the past, some deferred items have been the Vehicle Maintenance Account; Street Resurfacing and ongoing mainte- nance of various facilities. She noted while it appears to be a $600,000 cut, the City was previously in a deficit situation, and if we were to annually be listing the "Worthy But Unfunded", it would become overwhelming after a period of time. REVENUE ESTIMATES Finance Director Coleman stated the budget is predicated on an increase in Sales Tax of about 23-2 percent and this year the City is looking at possibly coming in about 2 percent over a year ago. Property Tax Property Tax increases each year depend primarily on resales. An 8 percent increase is estimated from discussions with the County Assessor's Office. Business License Tax Business License Tax is up due to an increase in fees. Estimate for the coming Fiscal Year is based upon the CPI increase. Paramedic Tax is based upon CPI increase and final figures will reflect the voter -approved increase including extending costs to commercial properties. Permit License License Permits are on a straight line based on conversations with the Building Department and it is hoped fines will pick up. Two years ago the City had around a $600,000 level predicated on full staffing of the Parking Enforcement program. State Vehicle In -Lieu Fees The new State Vehicle In -Lieu fees are provided to the City by the State of California based on their estimated revenue generated from Vehicle Registrations. Miscellaneous Revenue from Other Agencies These are revenues from the Redevelopment Agency for services provided to the Agency by the City. Charges for Current Services Some of last year's fees were revised and reflect the volume of activity. SRRAARCC Minutes (Special Joint) BUDGET HEARING 6/27/88 Page 1 K SRRA/SRCC Minutes (Spec; Joint) BUDGET HEARING -7/88 Page 2 Billings - Sanitary District Services This amount is equal to the amount shown in the Public Works Budget. Miscellaneous Revenue Mr. Coleman stated this is difficult to predict, noting the large figure shown for the 1987/88 year is payment received by the City for work on property on Cala Vista several years ago. The property owner has finally paid the lien which is included in Other Revenue Items. Parking Meters No changes expected. Gas Tax These figures are provided by the State of California. Recreation These estimates are based on figures from the Recreation Director and Recreation Supervisors. General Obligation Fund This is basically enough to cover the debt service, with the tax rate to be set by Council at a later time. Revenue Sharing This item was eliminated two years ago and the figures shown are "clean up" figures. In response to question from Member/Councilmember Frugoli regarding Revenue from Other Agencies under Grants, Mr. Coleman stated all monies from the current Fiscal Year and the year prior were storm related reimbursements from FEMA and FAU. He noted the only ongoing State money budgeted of $40,000 is money for the Library provided by law based on certain actions the City takes and on our population. It was mentioned that the funds from Proposition 70, the Parkland funds measure, will be available in 1989. In response to Member/Councilmember Boro's concern regarding the Paramedic Tax, Mr. Coleman indicated he had anticipated the measure would pass, noting the $150,000 has been built into the proposed budget. ADMINISTRATION & MANAGEMENT SERVICES City Council - Page 11 Ms. Nicolai stated this budget is status quo and that cuts were made in travel and conference in order to achieve a 3 percent reduction, including less funds required for purchase of Centennial coins. Member/Councilmember Frugoli moved and Member/Councilmember Breiner seconded, to conceptually approve the budget for the City Council of $53,469. AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Frugoli, Thayer & Chairman/ Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None City Clerk - Page 12 Ms. Nicolai stated this item is status quo with three employees. She noted funds were scheduled this year for microfilming but not expended in trying to balance the budget. Member/Councilmember Thayer moved and Member/Councilmember Boro seconded, that the microfilming cost of $6,400 be added to the "Worthy But Unfunded" list. SRRA/SRCC Minutes (Special Joint) BUDGET HEARING 6/27/88 Page 2 SRRA/SRCC Minutes (Speciate Joint) BUDGET HEARING 6,7/88 Page 3 AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Frugoli, Thayer & Chairman/ Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None Member/Councilmember Breiner moved and Member/Councilmember Frugoli seconded, to conceptually approve the City Clerk's Budget of $140,171. AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Frugoli, Thayer & Chairman/ Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None City Attorney - Page 19 Ms. Nicolai stated the City Attorney's budget is status quo with the same number of authorized positions. One year ago, there was an agreement that City Attorney Ragghianti would provide a legal assistant from his office he found necessary rather than it being reflected in the City budget. However, with the volume of work generated in the City Attorney's office, additional demands have been put on that office. She stated in order to continue with the legal assistant in his office it needs to be budgeted in the City's account. This would amount to a part-time law clerk for $13,000 which is not reflected in the budget as submitted. Ms. Nicolai stated the department's budget reflects a $10,000 increase in the contractual services account to bring the total for outside legal contractual services to $15,000. Staff was directed in the future to show contractual services charged to this account used by various departments regarding legal needs. Member/Councilmember Frugoli moved to add $13,000 to the City Attorney's budget for a parttime law clerk. Motion died for lack of a second. Member/Councilmember Breiner moved and Member/Councilmember Boro to concep- tually approve the City Attorney's budget of $202,741. AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Frugoli, Thayer & Chairman/ Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None Funding of $13,000 for the parttime Law Clerk to be discussed at the end of the budget process as part of the "Worthy But Unfunded" list. City Manaqer - Page 14 Ms. Nicolai stated there are no funds requested for the Administrative Assistant but asked that $10,400 be included in the part-time budget to allow for hiring of an Intern. She noted if the Intern were willing to work for one to two years while going through a Masters Degree program, some significant projects could be accomplished. Ms. Nicolai stated cuts are being made in some training accounts, and additional funds are requested for the yearly safety consultant contract in amount of $6,000 and for management development of $2,000. She noted the safety contract was previously budgeted in Personnel. After further discussion, Member/Councilmember Boro moved and Member/ Councilmember Thayer seconded, to conceptually approve the City Manager's budget, including the $10,400 requested for a part-time intern, of $251,470. AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Frugoli, Thayer & Chairman/ Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None Finance - Page 16 Finance Director Coleman stated the budget is status quo with reduction of the part-time salary accounts reflecting on-going part-time hours and SRRA/SRCC Minutes (Special Joint) BUDGET HEARING 6/27/88 Page 3 SRRA/SRCC Minutes (Speci Joint) BUDGET HEARING t .7/88 Page 4 elimination of the summer intern program. He stated some of those hours absorbed additional clerical support work with the Code Enforcement program so the Code Enforcement Officer could spend more of his time out in the field. Member/Councilmember Breiner directed staff to look into what other communi- ties are doing in possibly adding a fine for motorists having repeated parking tickets. In response to query by Member/Councilmember Boro to have an audit done of fixed assets, Finance Director Coleman responded it is being worked on and he hoped something will be in place by June 30, 1989. Mr. Boro suggested staff utilize the MBA student intern programs from the University of California and Stanford University at no cost. In response to query by Member/Councilmember Thayer regarding investment functions, Mr. Coleman stated he has been involved with the Joint Powers Insurance Authority (JPIA) handling all liability exposure of 106 cities in the State of California. He noted there is approximately $122,000,000 in assets which they are responsible in investing and noted because of the time and expertise needed to invest the monies, the JPIA has hired a firm to do the work. He indicated he would come back to Council in early Fall with recommendations for having a portion of the City's portfolio subject to the arrangements of the firm the JPIA has hired. Member/Councilmember Frugoli moved and Member/Councilmember Boro seconded, to conceptually approve the budget for the Finance Department of $329,519. AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Frugoli, Thayer & Chairman/ Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None Personnel - Page 20 Ms. Nicolai stated the Personnel Department remains with two employees and was requesting funds to reclassify the Personnel Analyst to Personnel Officer. Cuts have been made for travel and contractual services; the Safety Service contract has been transferred to the City Manager's account. Less funds are requested for preplacement exams; no new funds are requested for the Employee Assistance Program and additional funds are requested to revise the Personnel Rules and Regulations. Personnel expects to have a high level of recruitment in the next month. Member/Councilmember Frugoli moved and Member/Councilmember Boro seconded, to conceptually approve the budget for the Personnel Department of $149,628. AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Frugoli, Thayer & Chairman/ Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None Central Services - Page 22 Ms. Nicolai stated Central Services is status quo in relation to the number of employees. This department is responsible for duplicating and purchasing. The budget includes funding for Citywide programs and expenses associated with telphones and other utilities and major Citywide contracts in areas such as management information services and janitorial/building maintenance. Additional funds are requested for temporary help in amount of $4,525, rental of a telephone system for $17,500 and postage in amount of $13,900. In response to Member/Councilmember Boro's query as to who is responsible for the future use of personal computers, Ms. Nicolai stated she, Police Chief Ingwersen and Finance Director Coleman looked at various ways of management doing certain City functions in-house. They decided to work with the contract of CMSI who provides an in-house data processing manager. The City's key function with CMSI is to provide a system that maximizes the interdepartmental functions needing coordination. CMSI is helpful in consulting with management regarding personal computers. A committee has been formed headed by Fire Chief Marcucci with representatives from SRRA/SRCC Minutes (Special Joint) BUDGET HEARING 6/27/88 Page 4 SRRA/SRCC Minutes (Speci Joint) BUDGET HEARING 27/88 Page 5 each department who, with CMSI, will review whether the hardware the City is purchasing is compatible. Member/Councilmember Breiner moved and Member/Councilmember Boro seconded, to conceptually approve the budget for Central Services of $718,829. AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Frugoli, Thayer & Chairman/ Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None Recreation - Page 30 Ms. Nicolai stated that the Recreation budget for the last two years has been divided into two sections, Consolidated General Fund and Revolving Account. Several years ago staff attempted to establish a level of a General Fund commitment to the recreation program to maintain three facili- ties. Pickleweed, Terra Linda and the Recreation Center would be open half-time and have a minimum of staff and anything over and above would be covered by charges from the programs and Revolving Fund. Ms. Nicolai stated because Pickleweed Community Center has generated revenue, they have money transferring from the Revolving Fund back into the City's account to offset the General Fund obligations in the amount of $10,000. Member/Councilmember Frugoli suggested staff show a breakdown of employees on salary. Member/Councilmember Frugoli moved and Member/Councilmember Thayer seconded, to conceptually approve the budget for Recreation in amount of $382,522 for the Consolidated/General Fund and $1,704,742 for the Consolidated/ Revolving Fund. AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Frugoli, Thayer & Chairman/ Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None Library - Page 25 Ms. Nicolai stated the Library achieved their cut this year by reducing the book budget and reducing service hours. The Library receives State funds of $40,000 with a contingency that it must have a local level main- tenance requirement or the funds will be lost. The budget has been cut by approximately $1,000 to $2,000. If it is cut any lower, the Library will lose State funds of $40,000. Library Director Stratford stated staff intends to ask for a supplemental appropriation from the Davidson Bequest to supplement the book budget. Member/Councilmember Breiner moved to have the Library supplement the book budget with $19,000 from the interest of the Davidson Bequest. Mr. Stratford stated rather than having this request acted upon at the budget meeting, he would present a full report to Council at a future meeting. Member/Councilmember Breiner moved and Member/Councilmember Boro seconded, to conceptually approve the Library budget of $671,320. AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Frugoli, Thayer & Chairman/ Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None Cultural Affairs - Page 28 Ms. Nicolai stated the Cultural Affairs Department reflects positions allocated last year. Without adding to the present dollar amounts and positions, the department will introduce new ideas oriented toward increasing Falkirk as a rental facility; cut back on the Curator and hire a part-time worker to handle the rental of Falkirk. Hopefully in a year's time, revenue from rentals will reinstate the Curator and they can get back into the cultural programs. SRRA/SRCC Minutes (Special Joint) BUDGET HEARING 6/27/88 Page 5 SRRA/SRCC Minutes (Speciu-L Joint) BUDGET HEARING /27/88 Page 6 Member/Councilmember Thayer moved and Member/Councilmember Breiner seconded, to conceptually approve the budget for Cultural Affairs of $128,525. AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Frugoli, Thayer & Chairman/ Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None Planninq - Page 36 Ms. Nicolai stated with the retirement of the Senior Draftsman, it was proposed the title be changed to a Planning Technician position but the budget reflects freezing that position and not replacing the Senior Draftsman. The workload would be distributed to developers asking them to bring in certain documents and formats with some of the work being done with Planning Technicians within the department as well as utilizing the Public Works Department. The Planning Department is requesting that the Assistant Planner approved in last year's budget as a contract position for advanced planning on a one year basis, become a permanent position and be included within this year's budget. Ms. Nicolai stated the Implementation Program for the General Plan will need to be coordinated and kept up-to-date and the workload is anticipated to be tremendous. In response to query by Chairman/Mayor Mulryan regarding the costs of the General Plan process in the current budget, Ms. Nicolai responded the budget does not reflect the General Plan process other than showing costs for Senior Planner Jean Freitas and Planning Director Anne Moore. Any definable costs relating to outside contracts, etc. have been isolated into a specific account toward costs of the General Plan. Member/Councilmember Breiner requested staff to have costs and revenue relating to Code Enforcement brought to Council for review within the next few months. Ms. Nicolai indicated she received a budget request for additional time to assist Code Enforcement Officer Roy Butts. She noted one way of achieving having more Code Enforcement work done is to take away the clerical work being done by the Assistant Code Enforcement Officer and hopefully they might be able to do this in the future. Member/Councilmember Boro moved and Member/Councilmember Breiner seconded, to approve the recommendation that two Planning Technicians be upgraded to Assistant Planners which will offset the cost of the Associate Planner position to an Assistant Planner; this will reflect a $2,800 reduction in the present budget, and to conceptually approve the budget for the Planning Department of $601,279. AYES: MEMBERS/COUNCILMEMBERS: Boro, Breiner, Frugoli, Thayer & Chairman/ Mayor Mulryan NOES: MEMBERS/COUNCILMEMBERS: None ABSENT: MEMBERS/COUNCILMEMBERS: None Council Discussion Member/Councilmember Boro stated in January, 1988, Council met with the Department Heads and discussed the budget crisis in the City. He asked that staff have a simple summary made each month of the budget by Depart- ment, the actual monies spent monthly, the percent difference and year to date. Chairman/Mayor Mulryan suggested a report could be done, if not monthly, at least on a quarterly basis. Members/Councilmembers agreed, without motion. Member/Councilmember Boro agreed with continuing the force freeze as it is in place and going forward into fiscal year 1988/89, that Council have the opportunity to review any replacements being proposed. Ms. Nicolai stated there are more vacant positions than listed as Unfunded for the upcoming budget, noting the City has been in a hiring freeze since SRRA/SRCC Minutes (Special Joint) BUDGET HEARING 6/27/88 Page 6 SRRA/SRCC Minutes (Speci, Joint) BUDGET HEARING 6 7/88 Page 7 January, 1988, with 20 or more positions down, and only 10 are recommended to continue to not be filled. It was agreed that Executive Director/City Manager Nicolai would provide Agency/Council with a list of all current vacancies at tomorrow night's budget hearing. Member/Councilmember Boro referred to consideration of some small potential tax increases totaling $365,000, stating he would be against such new taxes being placed into the Operating Fund if approved, as he felt these should go toward Capital Improvements. Chairman/Mayor Mulryan disagreed in concept. He stated Council should seriously consider the Utility Tax because of the magnitude of the City's Unfunded Projects; Falkirk, $200,000, Boyd House, $90,000, City Hall, Telephone System, Storm Drainage and annual Street Resurfacing of $1 million. He indicated he had spoken with Executive Director/City Manager Nicolai regarding setting up a 5 -year spending program, and noted the voters should also be informed of the need. Member/Councilmember Boro suggested having a master list of projects and activities going on in the City from each department, and that the report should be received once a month by Council. Executive Director/City Manager Nicolai to follow up. There being no further business, the meeting was adjourned. JEANNE M ()LEONCINI, Ag ncy Secretary/ City Clerk APPROVED THIS DAY OF 1988 CHAIRMAN SAN RAFAEL REDEVELOPMENT AGENCY/MAYOR OF THE CITY OF SAN RAFAEL SRRA/SRCC Minutes (Special Joint) BUDGET HEARING 6/27/88 Page 7