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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. smin05.30.00 2 Minutes of 5/30/2000 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. smin05.30.00 3 Minutes of 5/30/2000 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. smin05.30.00 4 Minutes of 5/30/2000 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 smin05.30.00 5