05-30-2000 - Special Meeting - MinutesMINUTES
SPECIAL MEETING OF THE
WEST COVINA CITY COUNCIL
May 30, 2000
The special meeting of the West Covina City Council was called to order by Mayor Herfert at 6:08 p.m. in
e Management Resource Center, Room 314, 1444 West Garvey Avenue, West Covina, California.
OLL CALL Mayor Herfert, Mayor Pro Tem Wong, Councilmembers Howard,
Melendez, Touhey (arrived at 6:10 p.m.)
Others Present Hobbs, Fields, Tucker, Hernandez, Buchanan, Guadalajara, Chung,
Swink, Hatch, Pidgeon, Greene, Keating, Kirchoff, Mayer, Yauchzee,
Gardner, Fox, King, Morgan, Garcia (Lucy), McDonald, Paul,
Samaniego, Wills, Bommarito, McIsaac, Houston
I. PUBLIC COMMENTS ON ITEMS ON THE AGENDA
Mike Miller, 735 E. Herring Avenue, raised a few questions regarding the more than $2,000,000
expenditure from the Self -Insurance Fund in Fiscal Year 1998-1999. He asked where were the funds
spent or used. Other questions included: a) What are the General Liability Self Insurance Fund
reserves for 1999-2000, and what is the projected reserve for 2000-2001? b) What have been the
expenditures from this fund reserve for each of the last five years and how were they used? c) Since
the expenditures for this Self Insurance Fund have declined, why are the contributions from each of
the departments continuing to increase? Mr. Miller noted that his questions did not have to be
answered immediately, but that he would welcome a timely response.
Mayor Herfert stated that staff would be responding to Mr. Miller's questions as soon as the
information was gathered.
H. CITY MANAGER'S OVERVIEW — Dan Hobbs and Margie Tucker
City Manager Hobbs presented an overview of the "Good Things in 1999/2000" which included,
but were not limited to the following: a) Sale of the Water Company; b) the relocation of Clippinger
Chevrolet to West Covina; c) Groundwater Contamination Remedy; d) Waste Collection Diversion
Program; e) Rose Parade Float; f) the various City events; g) the new Finance System; and h)
Standard Field Protocols. Mr. Hobbs went on to review the key components of the Community
Reinvestment Strategy which includes: a) Neighborhood street resurfacing; b) Strengthening of the
Code Enforcement program; c) Encouraging neighborhood paint -up, fix -up; d) Continual use of first-
time homebuyer program for West Covina families; e) Pro -active public safety; and others. He
invited the members of the Council to suggest additional tactics to help make the program work in the
coming year.
Finance Director Margie Tucker reviewed the "Status of Funds". She began with the General
Fund Types, noting that recurring revenues for all general fund type funds are estimated to increase
by 2%. She added that the City projects about $1.4 million in one-time revenue from the sale of land.
She continued with a review of Special Revenue Fund Types, Capital Project Fund Types, Debt
Service Fund Types, Proprietary Fund Types and Redevelopment.
III. STUDY SESSION — DEPARTMENTAL BUDGET PRESENTATIONS
A) Elected and appointed — Jennifer Pidgeon
isAdministrative Analyst II Jennifer Pidgeon highlighted some of the accomplishments of the
City Council for FY 1999-2000 and the issues for the FY 2000-2001, Ms. Pidgeon noted that
the most significant change in this budget is the addition of $7,100 to the Equipment budget for
the purpose of replacing chairs in the City Council Chambers.
Councilmember Touhey asked why the Deferred Compensation went up by such a large
amount. Finance Director Tucker responded that it should have been based upon the number
of members requesting contributions to deferred comp over that year.
Minutes of 5/30/2000
Mayor Herfert asked if the Council's allowances aren't spent, do they rollover into the
next year's budget or does it go into the general fund. Ms. Tucker responded that the policy is
that if there is a specific request for a rollover, it can be done.
B) Public Services Department — Tom Mayer
City Engineer Tom Mayer presented the department's 1999-2000 achievements and the
• significant issues for FY 2000-2001 including the "unfunded needs" for each division of the
Public Services Department.
Councilmember Touhey asked where would he find Administration and Overhead
charges on a particular department. Mr. Mayer responded that the particular department was a
general fund department and, therefore, no Administration and Overhead charges. Finance
Director Tucker added that there are general fund cost that are recaptured from special revenue
funds.
Councilmember Howard suggested that the Council carefully consider funding the GIS
system in the budget. She noted that this is a great time -saving tool that would save money for
the City in the long term.
City Manager Hobbs commented on the GIS system and City Hall Annex staffing.
Councilmember Melendez expressed his desire to see funding for the Annex staffing
through the life of the five-year lease. He then asked Mr. Mayer about his view of handling
the re -writing of the General Plan for the City. A discussion ensued on "visioning" and the
actual "re -writing" of the General Plan. Mr. Mayer added that there is a substantial amount of
preliminary work that could be done even before the "visioning" take place.
Mayor Herfert asked where the "stranded costs" come from if the Maintenance
Department reduces its' employees by nine. Mr. Mayer and Ms. Tucker responded in detail
on the transfer of Water Department employees to the Street Maintenance Department.
Mayor Pro Tent Wong questioned the $20,000 shortfall in staff costs. City Manager
Hobbs and Finance Director Tucker responded. After further discussion, Mr. Wong suggested
that Council look at some different hours at the Annex as a way to address the funding issue.
He also suggested that Council take a look at the amount of traffic at the Annex in order to
make an honest evaluation of the cost versus the benefits.
Mayor Herfert again expressed his concern regarding the reduction of Water
Department employees and Ms. Tucker and Mr. Hobbs offered explanations. Ms. Tucker also
offered to provide a previous report that may be more beneficial to Mr. Herfert.
C) Community Services Department — Tom Hatch
Community Services Director Tom Hatch presented the department's top three
accomplishments and five key challenges. The top three accomplishments were: 1) the
outstanding special events, 2) the growth of the Youth Council, and 3) a very active Senior
Center. The five key challenges facing the department are: 1) the Fee and Charge Fund, 2) the
Senior Meals Program, 3) a change to a Park-N-Ride site, 4) staffing at the Annex, and 5)
completion of CIP projects.
Councilmember Howard commented on the types of classes offered and the
participation in those classes.
Mayor Pro Tent Wong questioned the Fee & Charge shortfall. Mr. Hatch responded
that the Department has identified the true cost of the programs and the challenge will be
establishing the appropriate fees to cover the cost of those programs. A discussion ensued on
the feasibility of operating some programs where the City cannot recover its' costs.
Councilmember Howard noted that she would like to see the Careship Program
promoted so that citizens could be aware that the service exists. She went on to suggest that
staff take a good look at the childcare programs and determine the feasibility of the City
operating such programs. Mr. Touhey concurred with Ms. Howard and added that he was
• concerned with the pay rates for part-time employees, noting that the City will need to pay
decent wages to get good help.
Mayor Herfert expressed his desire to increase limited service employees' salaries.
City Manager Hobbs responded that there are built-in salary increases for limited service
employees if the Fee and Charge increases are approved. Mr. Herfert also stated that he
would like to see the proposed gymnasium and other projects move forward.
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RECESS
Mayor Herfert recessed the meeting at 7:43 p.m. The meeting reconvened at 7:50 p.m. with all
members present.
D) Environmental Management Department — Steve Samaniego
Environmental Management Director Samaniego made the staff presentation of FY 1999/2000
• accomplishments and FY 2000/2001 issues.
Councilmember Touhey asked what the Community Enhancement Fund was being used
for and Mr. Samaniego responded that it was mainly used for the LEA program.
E) Redevelopment A2encv — Chris Chun
Redevelopment Agency Director Chung highlighted several FY 1999/2000 accomplishments
including Clippinger Chevrolet and the Citrus/Workman project.
Councilmember Touhey asked for an explanation of the Administration and Overhead.
Mr. Chung responded that the Administration and Overhead charges for RDA was spread out
into the new Redevelopment Project Area.
F) City Manager's Office — Artie Fields
Assistant City Manager Fields gave an overview of the three divisions of the City Manager's
Office and their FY 1999/2000 accomplishments and FY 2000/2001 issues.
Council briefly discussed the re -broadcasting of programs on the cable channel. Mayor
Herfert suggested the $350 to the Hispanic Chamber of Commerce come out of the BIT.
Mayor Pro Tern Wong questioned the $350 to the Hispanic Chamber of Commerce,
noting that there are other ethnic Chambers that the City does not donate to. City Manager
Hobbs responded that it may be triggered by him attending several of their events, along with
other Councilmembers.
Mayor Herfert asked about the function of the Innovation Group. In addition, he
requested a list of items purchased out of the Reserve Appropriation Fund (Object Number
6900) for FY 1999-2000.
G) City Clerk's Office — Artie Fields
Assistant City Manager Fields reviewed the accomplishments and issues facing the City
Clerk's Office. He noted that the most remarkable change from FY 1999-2000 to FY 2000-
2001 is the addition of $70,000 for the General Municipal Election of March 6, 2001.
H) Personnel Department — Carol Fox
Personnel Director Fox made the staff presentation, outlining the department's
accomplishments and FY 2000-2001 issues.
Councilmember Touhey asked if the $220,000 under General Liability represent the
City's excess. Ms. Fox responded that this amount is for the premiums paid to ICRMA for the
excess. -
Mayor Herfert asked what types of consultants would the City be hiring. Ms. Fox
responded that the account is primarily for safety services for various departments.
Mr. Touhey asked for an explanation of "Investigations" fund. Ms. Fox explained that
these funds would be used in case an attorney needed assistance in gathering information. She
added that no investigations had been conducted in the last 11/2 years.
Mayor Herfert asked if both Risk Management employees were in the Personnel
Department. Ms. Fox responded that they were, but noted that one of the employees was on
special assignment temporarily.
Mr. Touhey asked if there were funds budgeted for legal services. Finance Director
Tucker responded that the policy is that no monies are budgeted for claims. She added that
• payments for claims come out of reserves.
Mr. Herfert added that he wanted to make sure that one Risk Management employee is
enough to cover the work load of the department. Ms. Fox responded that she was
comfortable with the situation because it was discovered that there were some tasks that did
not need to be continued, the assignment was temporary, and the Personnel clerical staff was
also assisting with some Risk Management tasks.
Councilmember Touhey asked what was the City's share of an ICRMA settlement and
Mayor Herfert noted that this is a closed session item.
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I) Finance Department — Margie Tucker
Finance Director Tucker made the staff presentation of 1999-2000 accomplishments and
2000-2001 issues. She highlighted some increases in the proposed budget, and explained the
reasons for the increases. She went on to ask Council's permission to order a new Docutech
135 copier immediately, as there is a 30-day delivery. Ms. Tucker noted that the City's
current machine was purchased in 1993 and has experienced increased demands.
• Mayor Pro Tern Wong asked if this item could be brought to Council at the next
meeting. Ms. Tucker responded that staff was hoping to get an action at this meeting to
approve the upgrade because of the 30-day delivery.
Councilmember Howard noted that the copier issue was not an item on this agenda and
therefore could not be acted on unless it is an emergency. Ms. Tucker then offered to bring
the item before Council at the next meeting.
Councilmember Touhey asked if staff had checked into contracting out for reprographic
services. Ms. Tucker responded that she had checked into contracting out and concluded that
an in-house operation was more feasible.
J) Communications Department — Jack Keating
Communications Director Keating reviewed the department's accomplishes and noted
that the most significant issue facing the department is the replacement three dispatchers. He
added that the recruitment will be the focus of early FY 2000-2001 efforts.
K) Fire Department — Richard Greene
Fire Chief Greene made the staff presentation.
Councilmember Touhey stated that he would like Council to consider adding a fourth
man onto the Truck Company.
Chief Greene offered several advantages of adding a fourth man to the Truck Company,
and noted that the disadvantage would be the cost. He added that there would be no revenue
source associated with adding a fourth man, and the approximate cost of $280,000 would
always be there.
Councilmember Howard asked what would constitute the $280,000. Chief Greene
responded that the $280,000 would cover the salaries for three firefighters, PERS costs, all
benefits, special equipment for the firefighters, uniforms, etc. City Manager Hobbs added that
if given $280,000 to improve fire safety services, adding a fourth man would not necessarily
be the course taken.
Ms. Howard disagreed. She noted that it is more than a practical situation of money; it
is a safety situation. She added that she looks at safety as a prime concern, and if it can't be
done this upcoming fiscal year, then maybe it can be done the following fiscal year.
Mayor Herfert echoed Ms. Howard's comments and added that it concerns the safety of
the residents. Mr. Herfert went on to ask for figures on leasing vs purchasing of fire engines.
Chief Greene did not have the figures, but promised to get them back to him.
L) Police Department — Frank Wills
Police Chief Frank Wills gave the staff presentation noting that the department's
proposed budget reflects a 1.5% increase over the current fiscal year budget, and is largely due
to increased calls for service.
Councilmember Touhey requested that all hours owed for overtime be reflected in the
Computer Enterprise Fund.
Councilmember Howard raised concerns regarding exempt employees receiving
overtime pay.
Mr. Touhey also questioned the difference in percentage of Administration and
Overhead in the Simulator Enterprise fund and the Computer Enterprise fund. Finance
• Director Tucker responded that several conditions determines the percentage of A and O; space
being one condition.
After further discussion on the overtime issue, Mayor Herfert emphasized that this is a
closed session issue.
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IV. COUNCIL DISCUSSION
Mayor Herfert noted some key issues of concern in the budget that he want to be addressed.
Councilmember Touhey stated his support for the 3 % 50 for sworn safety employees, but
raised his continued concern as to where the funds should come from. He also noted his concern with
the Administration and Overhead percentage rate and what makes up the rate.
Councilmember Howard asked Finance Director Tucker if there is a mathematical equation
• that is evenly applied to every fund. Ms. Tucker responded that there are exceptions. Ms. Howard
then asked if the same rate for A and O is used for all departments. Ms. Tucker responded, saying
the same "methodology" is used, not the same "rate".
Councilmember Melendez noted that he does not support deficit spending.
Mayor Herfert requested a closed session on the LC.R.M.A. issue and the overtime issue in
the Police Department.
ADJOURNMENT Motion by Howard and seconded by Herfert to adjourn the meeting at 9:35 p.m.
Motion carried 5-0.
.V
yor St ve erf rt
Attest:
- '
City -Clerk Janet Berr
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