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HomeMy WebLinkAboutMin 06-22-99(1)MINUTES OF THE UKIAH CITY COUNCIL Regular Adjourned Meeting Tuesday, June 22, 1999 The Ukiah City Council met at a Regular Adjourned Meeting on June 22, 1999, the notice for which had been legally noticed and posted, at 10:00 a.m. in the Civic Center Council Chambers, 300 Seminary Avenue, Ukiah, California. Roll was taken and the following Councilmembers were present: Smith, Libby, Baldwin (arrived at 12:45 a.m.), Ashiku (arrived at 10:44 a.m.), and Mayor Mastin. Staff present: Customer Service Supervisor Archibald, Public Utilities Director Barnes, Water/Sewer Operations Superintendent Borecky, Airport Manager Bua, Community Services Director DeKnoblough, Police Sergeant Dewey, Finance Director Elton, Assistant City Manager Flad, Risk Manager/Budget Officer Harris, City Manager Horsley, Acting City Attorney Johnson, Purchasing Supervisor Kennedy, Public Works Director Kennedy, MIS Coordinator Klingbeil, Police Captain McBride,* Fire Chief Sandelin, Community Services Supervisor Sangiacomo, Planning Director Sawyer, Deputy Public Works Director Seanor, Museum Director Smith-Ferri, Senior Planner Stump, Police Chief Williams, and City Clerk Ulvila. 2. PLEDGE OF ALLEGIANCE Mayor Mastin led the Pledge of Allegiance. Mayor Mastin called for.a moment of silence in memory of Mayor Case of Cloverdale who passed away June 21, 1999. City Manager Horsley advised that Councilmember Ashiku notified staff that he will be late to the meeting. 3. RIGHT TO APPEAL DECISION Mayor Mastin reviewed the appeal process. 4. AUDIENCE COMMENT,~ ON NON-AGENDA ITEM~; No one came forward. 1 PUBLIC HEARING: CON~;IDERATION AND ADOPTION OF FISCAL YEAR 1999- 2000 BUDGET A. Overview of Proposed Budget by City Manager City Manager .Horsley presented an overview of the proposed 1999/2000 Fiscal Year Budget. She reported that General Fund expenditures increased by 5%, but the budget reflected an anticipated 12% Fund balance at the end of the year. She discussed street repair projects and increased staffing for some departments. Funding has been included for the Y2K compliant process, training of Planning Commissioners, reroofing the Civic Center, increased day camp funding and other recreational opportunities. An allocation has also been made for upgrading the City's mainframe computer. She noted that many of the expenditures were off-set by savings in Workers Compensation. She advised that each Department presented a needs oriented, conservative budget, and over $400,000 June 22 and 23, 1999 Budget Hearings Page 1 of 17 was cut from their requests. She stressed the importance of serving the needs of the citizens. 5B. Review of General Budget Figures !. Fund Summary ii. Schedule of Transfers iii. Debt Summary_ iv. Authorized Personnel Finance Director Elton presented an overview of the budget, summaries, and the revenues and expenses for all departments. He discussed the Fund Summary and reviewed the revenues, expenditures, and transfers for each fund. He noted that a fund could have annual expenses in excess of revenues if there is a positive fund balance. He discussed the Schedule of Transfers, Debt Service, and payment on bonds. He reviewed state mandates for the Landfill closure costs. He briefly discussed a 5-year history for various departments and noted personnel changes. In response to an inquiry by Mayor Mastin, Mr. Elton advised that Fund #555, Lake Mendocino Bond Reserve, is money required to remain on deposit with the bond trustee. It the City defaults on bonds, the trustee would use the money to make the payment, or for the final payment. This money earns interest and can be used for other City activities. v. General Fund Summary_, Revenues, and Expenditures Finance Director Elton discussed General Fund Revenues which have a projected increase of $175,000 over last year's budget. The Summary of Transfers and the changes in Fund balances were discussed. He reported how the General Fund ending balance has been reduced from the previous year. The largest revenue increases are in Sales Tax, Plan Check Fees, and Ambulance Fees. The transfers show a significant reduction due to the transfer of funds in 1999 for the storage facility. In respon~ to an inquiry by Mayor Mastin concerning the increase in Ambulance Fees, Mr. Elton advised that the increase could be contributed to billable call changes and insurance payments. Mr. Elton presented an historical revenue of the General Fund Revenue and noted that Sales Tax has steadily increased and has been the dominant revenue for the City. He discussed the General Fund Appropriations by Department, noting that Public Safety represents a majority of the General Fund. He explained the General Fund Expenditures Graphs. In response to inquiries concerning whether revenue from electric is included in the Franchise Fee, Mr. Elton advised that Fund ~65 is the electric utility. Councilmember Libby noted that the Franchise Fee amounts shown on pages 28 and page 302 are different. June 22 and 23, 1999 Budget Headngs Page 2 of 17 is paid to an officer who is involved in. meetings with Cadets and-Reserve Officers: 10:44 a,m, - Councilmember Ashiku arrived at the meeting. e. Supplemental Law Enforcement. Community Oriented Policin_o, and Local Law Enforcement Police Sergeant Dewey discussed state funding programs which will pay for the mounts and hardware for the computers to be inStalled in the patrol cars, and the new locker room facilities for men and women. He explained the 3-year grant and noted that each year grant revenue will decrease and the City will take on an increasing amount of the officer's salary. Fund #2016 will pay for a .civilian coordinator position which is 75% funded by the federal government. He discussed Community Oriented Policing and related training. City Manager Horsley responded to an observation by Mayor Mastin concerning the Police Department's small office' in the foyer being very hot, by advising that staff will investigate ventilation .for that office.' · Chief Williams noted that each officer in the Department will have received training by the end of the fiscal year and that officers will be on a 3-year training rotation. Sergeant Dewey reported that the SchoOl Program will be 100% funded by a grant. The grant will pay for student and coordinator's salaries, computer software for the Department, and noted that mapping software is currently being installed. They will be working with the City's Engineering*Department during the next fiscal year. He discussed Fund #207, Local Law Enforcement Block Grant, noting that the money will be used for the purchase of a computer Server. They have also submitted an application for next year's grant. j. Sergeant Dewey explained that there are large increases in Conference and Training costs to train Dispatch personnel and to have them become versed in emergency policies as much as possible. All Dispatchers Will be sent to Hostage School which will assist them in taking preventative action when answering 911 calls. I. Parkino District -- Captain McBride discussed costs of the Parking District. The Parking District is managed by a committee with the Parking Enforcement Officers being the paid positions. Community Services Director DeKnoblough advised that the Parking District remains at status quo relative to new parking facilities. The District will be presenting a revised Parking Fee schedule to Council in the near future. City Manager Horsley discussed Funds#220/230, the Enterprise Funds comprising of the Parking District and noted that the deficiency will be reduced. She discussed revenue and expenses for the fund. June 22 and 23, 1999 Budget Headngs Page 4 of 17 f. Fire Fire Chief Sandelin advised that fire fighter retention is a priority and expressed concern with losing personnel to other cities which pay higher wages. Fire Prevention Enforcement is another prioritY for the Department. An analysis of buildings in the community revealed that there.are 75 places of public assembly and noted the average frequency of inspection is once every nine years. Of particular concern are buildings that conduct high hazard operations, such as painting establishments. They are currently training Fire personnel in the inspection of these facilities. He discussed the western hills vegetation, noting the Fire Department Will continue to work with the California Department of Forestry, Ukiah Valley Fire Department, and the Department of Corrections in reducing the risk of fire danger to this area. Increased 'personnel was discussed and he noted the Apprentice Program is a priority for the Department. He expressed a need to Provide on-going training to personnel in an effort to strengthen their skills, expertise, and interest in working for the City. He discussed Account #110, Salaries, and #115, Salaries Overtime, noting that overtime has increased due to the difference in the MOU. There is also an increase in the group insurance and health plan costs.' He discussed Account #250, Contractual Services, noting that there will be a new biller for ambulance services and the cost and collection rates are higher. He further discussed groundwater investigations in regard to the north Fire Station fuel tanks, the State's Clean Water' Program, and environmental mediation as an option. ^ portion of the costs may be recovered through state funding sources. Discussion followed concerning how the account "Rental of Land and BUildings" is calculated for each Department, as shown in Account #305. It is calculated only for the Civic Center bond payment, which is identified in Debt Service in the Budget. It was noted that over half of the Administration building operates on a 24-hour basis. Discussion was also had conceming the North State Street Fire Station which is currently being rented by the American Red Cross for $1,000 per month plus a portion of the utility costs. Fire Chief Sandelin responded to an inquiry of Councilmember Libby regarding the request for three' fire fighters for three shifts, by stating that the fire fighters would be used on a 24 hoUr basis, and paid $5.92 per hour. It. is his goal to improve the situation at the Fire Station and provide experience to those who aspire to become fire fighters. He discussed the difference between day and night time activity in the City and the need for fire fighters on a 24 hour basis. It was his opinion that a reduction in the service provided would create a hardship to the community.. He advised that a number of individuals, both within and outside the Fire Department, have expressed interest in the proposed positions and he felt they would be successful in filling the 'positions at those wages. g. Fire Emergency Services Reimbursement Chief Sandelin discussed the Redwood Empire Hazardous Incident Team, drug labs and advised that the Department records the expenses, both personnel and supply costS, incurred in the response to various emergency situations which are reimbursable by a third June 22 and 23, 1999 Budget Headngs Page 5 of 17 party. He noted that these costs would not 'otherwise be incurred. h. Fire VolunteerslEx_r)lorers Chief Sandelin discussed the Volunteer and ExplOrer Programs. approximately 20 volunteers. Currently, there are ii. Community Services a. General Government Buildinc~s Community Services Director DeKnoblough discussed General Government Buildings and noted the retirement of Maintenance Custodian Madsen after nine years has .provided the opportunity for the Department to restructure the position and implement new ways to maintain the Civic Center building. He advised that the position will be replaced with two part-time positions, one full-time building maintenance position which will undertake building repair work and more detailed maintenance duties, and one position split with the Public Works Department. Discussion folloWed concerning salaries for the positions, sharing the position among two departments, and it was noted the implementation of this Pilot Program will allow staff to monitor and assess the Program for implementation in other departments in .the future. Risk Manager/Budget Officer Harris explained how Fund #305, Building Maintenance, is calculated to determine a true cost for office space. b. parks c. Park Develor~ment Fund - Community Services Director DeKnoblough advised that staff is proposing a Golf Maintenance Supervisor position and to add a 32-hour per week Park Service Worker. He discussed parks maintenance and taking care of the Library grounds. He advised that the City has received a $1,000 donation for construction of Observatory Park. City Manager Horsley advised that in the last eight years, the City has added parks and taken responsibility for six new locations with only one maintenance position. Discussion followed concerning the various parks in the City as well as the recent demolition of Howard Cleaners on Main Street, the property will be incorporated into the expansion of the parking lot. The parking lot and library are maintained by the Parks Department. Gardener Park, located on Oak Street and encompassing the redwoods, was briefly discussed. d. Recreation, Administration e. Recreation. Programs Community Services Supervisor Sangiacomo advised that there has been a small increase in participation and revenue in the Recreational Programs. He explained that the summer Day Camp Program has been increased from a half-day to a full-day program. He projected that the Recreation Program will maintain the 86% self sufficiency goal again this year. June 22 and. 23, 1999 Budget Hearings- Page 6 of 17 City Manager Horsley explained there is a decrease in next years' estimated income due to another agency implementing similar serviCes.` A conservative estimate was made until it is known what affect the new program will have on the City's Recreation Program. She noted that the City's youth basketball program is the largest in Northern California. f. Aquatics Community Services Supervisor Sangiacomo advised that a new liner for the small pool is in this years' budget and they had to repaint the small pool on an emergency basis because of its. deterioration. - g. Grace Hudson/Sun House Museum h. Museum Grant Funds Museum Director Smith-Ferri advised that there is an increase in her salary to the budget as her salary last year was covered by a grant for one day per week. She discussed some of the programs and advised that next year she will be working with the Sun House Guild for funding sources for their expansion project. She will also devote time to storage and security of the facilities. Results of a grant application to assist in the renovation of the Sun House and staff costs should be known in about three months. She discussed the condition of the Sun House and noted safety concerns in regard to the concrete walkway. j. Ukiah Valley Conference Center Conference Center Manger Jenny discussed some of the accomplishments of the Conference Center during the past year and the development of a "wedding brochure". They have seen a 50% increase in the Center'S use for weddings. They increased the size of a conferencing room and saw a 20% increase in its use. He advised that their main objective for next year is to improve marketing and advertising for the Center. He has been working with Assistant City Manager Flad on marketing materials to educate the public in Ukiah as well as nearby cities. They are currently working with the Winegrowers Alliance for a joint fund raiser at the Conference Center which would generate increased revenue. He discussed the Micro Enterprise rentals which generate approximately 55% of the revenues. Discussion followed concerning the City renting rooms at the Conference Center for seminars. The history of the conference Center since 1995 was discussed with reference to rooms rented by large businesses and corporations in Mendocino County. Many changes have taken place in private businesses in the County and it is difficult to project what their needs will be in the next year. There was discussion of diversifying the customer base of the Conference Center and renting rooms for social events. It was noted that wedding receptions were not allowed during the first three to four years of the Center's operation. There was disCussion of the Conference Center's room rental rates compared to other facilities within the community. I. Munici~3al Golf Course Community Services Director DeKnoblough discussed the Golf Professional contract and the addition of a Golf Maintenance Supervisor.' A major expenditure for the Municipal Golf Course is the purchase of a greens mower and a dump truck which will be shared with June 22 and 23, 1999 Budget Hearings Page 7 of 17 the Parks Department. A revised fee schedule for the Golf Course, which has been reviewed by the Parks, Recreation and Golf Commission, will be brought before Council in the near future. In response to an inquiry by Mayor Mastin concerning Account #260, Dues and Subscriptions, Mr. DeKnoblough advised that the Golf Supervisor would' belong to these organizations which provide resources for maintenance. Security for the Golf Shop and Todd Grove Room, which the City has maintained, was discussed. Finance Director Elton explained how money collected from golf fees, including membership renewals, are processed through the City's cashier. There was discussion concerning revenues from cart path fees and greens fees. It was noted that membership renewals are up to the individual and if a member fails to renew his/her membership, he/she will be charged the daily greens fee. 12:36 a.m. - Recessed. 12:4,5 a.m. -Councilmember Baldwin arrived at the meeting. 1:10 p.m. - Reconvened. iii. Public Works a. Engineering and Administration City Manger Horsley advised that there are additional recommendations in the Engineering Department budget including line item #111 on page 146 should be $8,000 instead of $6,000. City Engineer Kennedy referred to page ES-23, Authorized Full-Time Personnel, and briefly discussed the number of personnel in the Engineering Department since 1994. He explained that the Engineering Department has had difficulty performing various functions in an reduced staffing situation. He requested one additional employee and discussed the Pilot Program whereby the Engineering Department would share an employee on a part- time basis with the Community Services Department through the Building and Maintenance Department. This matter elicited discussion concerning staffing for various areas of the Engineering Department. He discussed the Fund Summary and the Gas Tax Fund, noting that the $290,000 projected tax allocation represents 33% of the City's annual allocation. He reported there is a need to update the Street Maintenance Program and discussed funding sources; He expressed a need to hire an employee to gather data for speed surveys and to substantiate speed zones. He explained that there are two zones in the City and there is a need to provide a survey to the courts. He discussed an urgent sewer project in the Oak Manor area. He reported how his employees have been working to provide a topographical map for the Cleveland Lane drainage area. He submitted a request for an additional $11,000 to purchase surveying equipment. The new equipment will allow the Engineering Department to complete their work efficiently and in a shorter amount of time. Upon an inquiry by Councilmember Baldwin concerning the status of the Orr Creek June 22 and 23, 1999 Budget Hearings Page 8 of 17 Bridge in relation to the County, City Manager Horsley advised that the EIR has been completed and is in the review process. City Engineer Kennedy advised that no money has been set aside for new traffic calming projects. ^ survey will be sent to residents of Ford Street and Clara Avenue. He discussed a program option of having residents contribute financially to traffic calming measures. He advised that traffic calming is for the purpose of making the streets pedestrian friendly and noted that most of these projects are proposed to be funded through grant funds. Applications are being taken for set-aside funds, such as $1 million available through Transportation Enhancement. b. Street Maintenance City Engineer Kennedy discussed street sweeping operations in the City and its effect when residents do not move their cars. He noted that this becomes more of a problem during the leaf season. Discussion followed concerning how to remedy the situation of the street sweeper going around cars parked on the street. He discussed street' projects and supplies needed for asphalt, noting that over 25% of the streets are in need' of rehabilitation. He briefly discussed Capital Expenditures. c. Corporation Yard City Engineer Kennedy discussed the removed underground storage tanks having Soil contaminants and noted there is a'need to expand the existing study area.. They are currently waiting for the Regional Water Quality Control Board approval to 'expand to three more monitoring wells, d. Bridge Fund City Engineer Kennedy briefly discussed the design of the proposed Orr Creek Bridge. e. Gas Tax and Construction Projects City Engineer Kennedy discussed Gas Tax funds and noted that 85% of Gas Tax Funds are allocated to support engineering and road maintenance. He discusSed Street Maintenance funds and interest accounts. The Gas Tax 2106 Projects and General Government Service Projects'were discussed. Projects proposed from this account are a carry over from the previous year. The sum of $30,000 has been set aside for curb and gutter replacement. He discussed property owners participating in a program for sidewalk replacement. Upon an inquiry from Councilmember Baldwin concerning the Gibson Creek area, Mr. Kennedy discussed access to the fish hatchery and the history of Standley Street. He reported the property owner, Mr. Nix, allowed the City to fence the far side of Standley Street. He discussed the right-of-way issue, noting that the road is on Mr. Nix's property~ In response to an inquiry of Councilmember Baldwin concerning the Low Gap Road/Brush Street signalization, Mr. Kennedy discussed litigation regarding this matter. Further discussion followed concerning mitigation in the development of the Brush Street Triangle. Mr. Kennedy advised that the project could be very expensive with the installation of storm drains. He discussed the 1998 STIP Augmentation-SB45 Allocations. Nearly $1 million will June 22 and 23, t 999 Budget Hearings Page 9 of 17 be allocated to rehabilitate 19 streets in the City, noting that Council has already approved this project. The total proposal is divided into two projects consisting of Urban Street Rehabilitation and Local Roads Rehabilitation. City Engineer Kennedy discussed the Surface Transportation Project Fund and the Federal Highway Program, also known as TEA-21, and its allocation to the counties. The City can spend the money on any road project, and staff has designated the funds for Orchard Avenue. f. Municipal Garage City Engineer Kennedy advised there are no changes in personnel for the Garage. The largest expense is a contribution to Capital Replacement and noted that sometime in the future there will be a need to repair the garage facility. Discussion followed concerning when the facility would be paid off and the payment of $42,911 per year. A.brief discussion followed concerning Operations and Maintenance Expenditure and it was noted that the Lease Purchase cost had increased for the original Draft Repayment Schedule. g. Solid Waste Disposal Site City Engineer Kennedy requested an additional employee to operate heavy equipment at the Solid Waste Disposal Site as there is a need for a full time operator until the Landfill closes. Dis.cussion followed concerning the disposition of current Landfill employees once the Landfill is closed. He revealed that staff has been working on a severance program and also a program whereby the employees would be incorporated into other Departments. Upon an inquiry by Councilmember Smith regarding the disposition of equipment once the Landfill closes, he advised that the equipment would be sold. Discussion concerning closure of the Landfill followed. He discussed payment due to Mendocino County.for paving a portion of Vichy Springs Road and setting aside money for a potential corrective action regarding releases on waste constituents .' The pre-closure schedule was discussed and Mr. Kennedy advised that the available for landfill is decreasing quickly. He discussed benzine exposure, extracting methane from some wells, and carbon from the methane. Finance Director Elton explained the amortization of the Post Closure Fund and discussed liability expenses. Further discussion followed concerning the Post Closure Fund and interest accumulated. h. Refuse/Debris Clean-Up City Engineer Kennedy discussed the Refuse Debris Control Fund with regard to Leaf and Tree Control and explained the various funding levels. He discussed tree trimming, weed abatement, and street sweeping in various neighborhoods. Discussion was had concerning water ponding on pavement due to silt buildup and how this situation eventually contributes to pavement deterioration. iv. Public Utilities a. Electric Public Utility Director Barnes advised that the Department's expanding projections are almost the same as last year. The Meter Replacement Program was discussed. June 22 and 23, 1999 Budget Hearings Page 10 of 17 b. street Lighting- ' In response to'an inquiry from Councilmember Baldwin concerning the need for street lighting, Mr. Bames advised that street lighting is for public safety, pedestrians, and to aid vehicle travel'. He explained that street lights can be adjusted if they are too bright, or shining in'a resident's window. c. Electric Public Benefit A brief discussion was had concerning the Public Benefits Fund #806. d.. Traffic Signals Public Utility. Director Bames advised that staff's request consists of the maintenance of traffic signals*. In response to .an inquiry by Mayor Mastin concerning the 19997~98 expenditure of $36,111, Mr. Barnes advised that it paid for the replacement of the signal at Gobbi and State Street Which was damaged in a traffic collision. It was noted that the money came from .the General Fund.. . e. Water Public Utilities Director Bames discussed some major projects in the budget including replacing the major line to Jones Street, and work needed at the Water Treatment Plan and around the wells.. It was noted that this year's budget amounts are similar to last year's with the exception of changes in projects. 3:12 p.m. - Recessed. 3:23 p.m. - Reconvened. v. Finance a. Finance and-Accounting Finance Director Elton explained that the Finance Department is composed of Accounting and Administration, Information Technology, Purchasing, Billing and Collection. He discussed Customer Service Supervisor Archibald's role in the Parking District consisting of administrative duties and handling parking tickets. He felt this Fiscal Year's budget is in line with last year's, with the exception .of the expenditure for a Technology Consultant for the Computer Needs and Assessment Program. He discussed the Capital Replacement Fund which is designated for payments for equipment replacement. b, Information Technology Finance Director Elton discussed MIS Coordinator Klingbeil's function. He discussed the objective of developing a needs analysis for comprehensive financial software and hardware replacement. c. Business Improvement District There was no discussion. d. Purchasing Finance Director Elton discussed the Purchasing Fund and noted it is staffed by one June 22 and 23, 1999 Budget Hearings Page 11 of 17 person. He discussed how charges for staffs services are calculated. Upon an inquiry of Councilmember Baldwin concerning whether staff inquires of a vendor 'if they are an Equal Opportunity.Employer, Mr. Elton responded that it is not required for the purchase of materials. He discussed the matter of conducting such an inquiry, as it might relate to a "preference proposal", and advised that the amount of time to conduct such an inquiry would depend on various parameters. e. Billing and Collection Finance DireCtor Elton advised that there is a small increase in the estimated cost for utility billing due to the need to purchase software and hardware equipment for billing and collection. The loan payment was discussed. He discussed changes in software and technology and the problem with staying in the status-quo.' He explained that sewer, water, and electric are all charged on the same utility bill but are separate enterprises.' The Sanitation District was discussed with regard to billing. MIS Coordinator Klingbeil explained that the technology consultant's proposal includes an assessment of whether we can utilize the existing equipment with a Citywide plan. vi. Planning a. Community Planning b. Building Inspection Planning Director Sawyer advised that $5,000 is allocated for Conference and Training for the Planning Commission and $2,000 for staff. He reported that the $8,000 allocation for Contractual Services is for the Stream Enhancement Plan for Gibson Creek and there is a good chance that grant funds will be available to assist in funding the project. He discussed Building Inspection with regard to Contractual Services for private sector plan checking and structural engineering services in the amount of $20,000. He advised that the Department no longer has a City vehicle for inspections and the Building Inspector uses his personal vehicle and is reimbursed for fuel. Upon an inquiry by Councilmember Baldwin concerning grading on the western hillside, Mr. Sawyer advised that staff has consulted with the Fire Department and staff is currently working with the property owner to resolve the issues. viii. Municipal AirpOrt and Special Aviation Assistant City Manager Flad discussed the accomplishments of the Airport during the past year and objectives for the next year. City Manager. Horsley explained that Account #111 includes one part-time'person for 20 hours per Week during the spring and summer months to help with providing fuel to airplanes, as well as other duties. Councilmember Ashiku advised that he would like to see a feasibility study prepared for the Airport fueling system. He also brought attention to a large oil slick that needs to be cleaned in the parking lot where the Santa Rosa Airporter parks. June 22 and 23, 1999 Budget Headngs Page 12 of 17 Councilmember Libby brought attention to the restrooms at the Airport and inquired if new flooring could be installed. Airport Manager Bua explained that the restrooms are cleaned every day but are 'old. In discussion with Assistant City Manger Flad, it was noted that with the relocation of some businesses to the FAA Building, and in discussions of expansion of the Airport, consideration would be made to remodel the restroom facilities. Discussion followed concerning cleaning debris from the taxiways. Mr. Bua noted that staff checks the taxiway daily for rocks and debris and arrangements could be made for the street sweeper to come to the Airport to sweep the taxiway. Upon an observation by Councilmember Baldwin conceming control of landings and take offs, Mr. Bua advised that the FAA has a contract weather observer who makes weather observations and then broadcasts them. Further discussion followed concerning this matter. vii. Elected and Appointed Officials a, City Council City Manager Horsley discussed the matter of three Councilmembers attending the annual League of California Cities Conference in San Jose this October. She discussed Account #690, Supplies, and how this fund has been used in the past. Discussion followed concerning how increases in Councilmembers salaries are made. Councilmember Baldwin inquired if there is a policy regarding the use of City stationery by Councilmembers. City Manager Horsley explained that there is an unwritten policy that City stationery can be used for legislative actions by the Council. b. City Clerk City Clerk Ulvila discussed the goals and objectives for the next Fiscal Year. She is currently studying to obtain a Notary Commission. ,She discussed records retention and the transfer of records to the new storage facility. City Manager Horsley noted the City's optiCal imaging system has not functioned properly and there will be an assessment of .the system through the Computer Needs and Assessment Program. It is unknown at this time what the cost will be to repair or replace the system. c. City Treasurer City Manager Horsley advised that there are no changes to the City Treasurer's budget from the past year. Upon an inquiry by Mayor Masfin regarding the City Treasurer's salary, City Manager Horsley advised that with a reduction in duties, the current salary is adequate. Discussion followed concerning Account #250, Contractual Services, with regard to the annual contract for consultant Investment Oversight services in the amount of $24,000. d. City Attorney June 22 and 23, 1999 Budget Hearings Page 13 of 17 Discussion of Account #699, Reimbursable Credit, followed and it was noted by City Manager Horsley that the City Attorney serves various Enterprise' Funds which are charged for his services. 4:50 p.m. - The meeting was continued to June 23, 1999 at 2:00 p.m. Marie Ulvila, City Clerk The Ukiah City Council met at a Regular Adjourned Meeting on June 23, 1999, the notice for which had been legally noticed and posted, at 2:00 p.m. in the Civic Center Council Chambers, 300 Seminary Avenue, Ukiah, California. Roll was taken and the following Councilmembers were present: Smith, Libby, Baldwin, Ashiku, and Mayor Mastin. Staff present: Finance Director Elton, Assistant City Manager Flad, Risk Manager/Budget Officer Harris, City Manager Horsley, and City Clerk Ulvila. The Council continued its consideration of the 1999/2000 Budget in a Public Hearing. ix. Other Funds a. Equipment Reserve Finance Director Elton discussed replacement of a number of computers and the Y2K compliant process. He noted there are 16 computers that will not function property after the year 2000 which need to be replaced, noting that it is very expensive to upgrade the computers. b. Civic Center Bond Interest and Redemption Finance Director Elton discussed the debt cost for renovation of the building when it was converted to City offices in the 1980's. He explained that the payment to the trustees for the Bond Debt is paid out of this fund. c. Special Revenue Risk Manager/Budget Officer Harris discussed the expenditures for the Bike/Pedestrian Plan, Riverside Park Study, and the Office of Traffic Safety Grant. He explained that some grants will require matching funds. d. Federal Emergency Shelter Grant Risk Manager/Budget Officer Harris advised that this fund accounts for the monies received from the Federal government through the California Department of Housing and Community Development for the specific Federal Emergency Shelter Grant program. The City subcontracts with The Ford Street Program and Ukiah Community Center to provide services to the population targeted by this program. The current year two grant extends through September 30, 2000, with a total award of $256,440. He explained that the City has been participating in this grant program for approximately eight years. He discussed the services which the grant funds and how the agencies are paid. June 22 and 23, 1999 Budget Hearings Page 14 of 17 e. Community Development Block. Grant Risk Manager/Budget Officer Harris advised that this fund accounts for monies received from the Federal government through the California Department of Housing and Community Development for the specific Community Development Block Grant program. Department 4707 addresses the current Planning and Technical Assistance Grant for the Recreation Center. He advised that there is a 23% local match in funding requirement. f. Economic Development Block Grant Risk Manager/Budget Officer Han'is advised that this fund accounts for the monies received from the Federal government through the California Department of Housing and Community Development for the specific Economic Development Grant program. These funds are utilized for a revolving loan to new or expanding businesses within the City. Discussion followed concerning the loans that were paid during the past year and bank fees. g. Community Development Commission Risk Manager/Budget OffiCer Harris advised that this fund accounts for monies paid to the City for Iow and moderate income housing rehabilitation loans established through a Community DeVelopment Block Grant program and the use of the money must be for Iow and moderate income housing or eConomic development. He discussed a loan to Rural Communities Housing Corporation (RCHDC), noting that they will be repaying the loan this year. RCHDC is also expected to present another proposal in which funds will be used for Iow and moderate income people. h. Equipment Replacement Finance Director Elton discussed the details of the General Fund Fixed Assets and noted the two largest expenditures are for the replacement of computer equipment and construction of a storage facility. I. Workers Compensation Insurance Risk Manager/Budget Officer Harris discussed the City's self insurance, Worker's 'Compensation, and claims processing. j. Liability Insurance Risk Manager/Budget Officer Harris discussed the City's Liability Insurance Fund and also the Reimbursable Credits Account through which the various Departments are charged their respective insurance costs. x. City Management and Administration a. City Manager City Manager Horsley explained that the City Manager and Assistant City Manager are paid from Salaries Account #110, with a portion of salaries paid to the Risk Manager/Budget Officer and Executive Assistant. She discussed Fund #250, Contractual Services, and explained that several sessions are planned. Discussion followed concerning Fund #699, Reimbursable Credit, and it was noted that it has been two years since a study was conducted. June 22 and 23, 1999 Budget Hearings Page 15. of 17 b. Personnel/Risk Management City Manager Horsley discussed some of the duties of Personnel Officer Harris and Safety Officer Weselsky, who ensure that ADA and recycling compliance are in place. Discussion followed concerning the duties of the Risk Manager, noting that Mr. Harris' position handles liability issues. c. Secretarial. Pool City Manager Horsley explained that Executive Assistant Yoast supervises the Secretarial Pool which provides secretarial and clerical support services to various functions of the City. Discussion followed concerning the cost of a City flag. It was noted that this was a project to take a flag to the League of California Cities annual meeting. Staff is ready to go forward with the project, upon the approval of Council. d. Community Outreach/Public Information City Manager Horsley discussed various costs included in Account #651, Advertising and Promotion. Account #690, Supplies, is used for City Organizational Support which is allocated money for local agencies who apply for assistance. She discussed those organizations which the City has assisted in the past and the process involved. A sub- committee, which is composed of City staff and Councilmembers, makes recommendations to Councill Councilmember Ashiku, who served on the sub-committee last year, explained the selection process. Considerable discussion followed concerning the selection process and whether to inCrease the amount of allocation. e. Miscellaneous General Government City Manager Horsley diScussed Account #346 under this fund with regard to the annual Property Tax Administration Fee from the County. She briefly discussed reimbursement of Booking Fees. General Discussion Consensus of Council was to remove the City flag project ($1,000) from the Budget and transfer the funds to Community Outreach. Consensus of Council was to increase Account ~690 under Community Outreach from $20,000 to $25,000. Consensus of Council was to remove the $2,000 for Council Special Events/Projects from the Budget, and transfer the funds to Community Outreach. Consensus of Council approved the City Engineer's request for an additional $11,000 to purchase survey equipment and a $6,000 increase in non-regular salaries. June 22 and 23, 1999 Budget Hearings Page 16 of 17 Discussion followed concerning the Major Crimes Task Force name change and its role in the community. It was recommended that a report of the Major Crimes Task Force activities be provided Council in the future. 3:05 - ReCessed. 3:30 - ReconVened. Risk Manager/Budget Officer Harris reviewed the recommended changes to the Budget by CounCil. The total General Fund Budget expenditures is $7,172,800 and the total Citywide expenditures is $33,043,534. Discussion followed conceming pay increases for City staff and the negotiation process. Council also discussed the over-all make up of the budget and were pleased with the allocation for street improvements.. Discussion of whether to contract out for utility billing services was deemed too expensive compared to the cost of billing in-house. There was discussion concerning the Golf Course and its proposed fee increase. Fire Department salaries were briefly discussed as well. Councilmember Baldwin expressed the need to have a comparison study of salaries among City workers from other cities. City Manager Horsley explained that several surveys have been completed concerning salaries and it has been determined that the City's salary schedule is below other cities in Sonoma County. SD. Adoption of Resolution Approvinp City of Ukiah Fiscal Year 1998-99 Bud~let MIS Baldwin/Ashiku approving Resolution No. 99-49 with the recommended amendments by Staff and Council approved Budget changes to the Fiscal Year 1999/2000 Budget, with the total appropriation of $33,043,524, carried by the following roll call vote: AYES: Smith, Libby, Baldwin, Ashiku, and Mayor Mastin. NOES: None. ABSENT: None. ABSTAIN: None. Councilmember Ashiku commended staff for their hard work on the budget. Mayor Mastin complemented staff on the composition of the budget, noting that it is very easy to understand. He thanked Council for their comments and questions concerning the budget. 6. ADJOURNMENT There being no further business, the meeting was adjourned at 4:00 p.m. Marie Ulvila, City Clerk June 22 and 23, 1999 Budget Headngs Page 17 of 17