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HomeMy WebLinkAboutMin 07/10-12/95273 MINUTES OF THE CITY COUNCIL OF THE CITY OF UKIAH - July 10 - 12, 1995 The City Council convened in a regular adjourned meeting, which was legally posted and noticed, at 9:03 a.m. with the following Councilmembers present: Mastin, Malone, Shoemaker and Mayor Schneiter. Absent: Councilmember Wattenburger. Staff present: City Clerk McKay, City Manager Rough, Public Utility Director Barnes, City Engineer/Public Works Director Kennedy, Planning Director Sawyer, Public Safety Director Keplinger, Assistant tho the City Manager Harris, Finance Director Elton, Assistant Redevelopment Director DeKnoblough, and Assistant City Manager. The City Manager stated that Councilmember Wattenburger is unable to attend these hearings which were postponed from June 25 - 27, 1995, due to staffing level constraints in his department. He noted that Councilmember Wattenburger has submitted notations for the proposed budget which he has requested be addressed. He presented his 1995/96 Fiscal Year budget message to Council. Council queried staff regarding electric bond indebtedness, reduced landfill life expectancy, operations and maintenance costs, projected ending fund balances, and departmental budget requests matching the City Manager's recommendations. The Finance Director reported on the draft fiscal year 1995-96 fund summary which includes over 80 separate funds, 15 enterprise funds, and discussed general accepted accounting procedures for reserves, encumbrances, allocated costs as direct charges for costs assigned to all applicable departments/funds for specific items, explained financial accounting terminology and City practices, and investment pool. Mayor Schneiter expressed concern regarding how depreciation is expended and where it goes to. Recess - 10:54 a.m. Reconvened - 11:03 a.m. The Finance Director outlined the accounting procedures used for depreciation line items in the proposed City budget. Mayor Schneiter stated his belief that depreciation expenses should go into capital replacement funds for future replacement of an asset, and should not just be used for accounting purposes only. Council queried staff regarding debt service, depreciation figures, accounting processes, last year's ending fund balances, reserve funds, and debt summary. Recess - 12:28 p.m. Reconvened - 12:53 p.m. Council continued with inquiry regarding fund summary, personnel figures, part time personnel, and enterprise funds that lack sufficient revenues. The Finance Director explained the new accounting process used for allocated costs for rental of land and buildings, building maintenance, insurance, utilities, dispatch, purchasing and warehouse, billing and collections and corporation yard, garage and indirect charges. City Council Discussion ensued regarding allocation costs and percentages distributed to Council and the procedures used to determine these figures. It was the consensus of Council that the allocation for rent, utilities and maintenance is appropriate. It was the consensus of Council to address a better time distribution and a better system of distribution of costs for the Council portion of the budget. Reg. Adj. Mtg. July 10 - 12, 1995 Page 1 274 City Clerk It was the consensus of Council to budget for a 4% salary cost of living. Council directed staff to bring this matter back to Council at a future meeting. The City Manager recommended tying this increase to a fixed work schedule. Recess- 2:28 p.m. Reconvened - 2:40 p.m. Elections It was the consensus of Council to add $10,000 to this budget line item for March 1996 ballot measures to put the question of a Council appointed City Treasurer and City Clerk positions to the voters to approve. City Treasurer Council queried staff regarding City Treasurer contracted services, no benefits or employee costs, and records of the City Treasurer to be housed in the Central File Vault in addition to copies of computer diskettes. It was the consensus of Council to add the outside investment advisor contracted services cost of $10,000 to the City Treasurer budget. City Attorney Discussion ensued regarding upcoming issues that may need more of his services this year, and how cost allocations for his services are from his detailed billing invoices. City Manager Council queried staff regarding personnel percentages, training expenses for a special executive training institute for 10-11 department heads, and reimbursable credit percentages and amounts. Personnel/Risk Management Council queried staff regarding personnel allocations. Secretarial Pool Council queried staff regarding possible additional laptop computer if more than one meeting is scheduled at the same time, the new upgrade of the phone system, the addition of a new copier for the administrative wing, and levels of support for all departments by the number available in the pool. Community Outreach/Public Information Services Councilmember Shoemaker read Councilmember Wattenburger's written comment that $15,000 for a community attitude survey is not needed at this time, and his recommendation is to save this cost. Council discussion ensued regarding a professional citizens attitude survey with consensus to hire a professional company to conduct the survey, amounts for community organizational support and library support contribution, with consensus to set the amount of $30,000 for Community organizational support and request the library to submit a proposal and budget no funding at this time. Council proceeded their review of the funds for Miscellaneous General Government, Federal Emergency Shelter Grant, Fixed Asset Replacement Fund. Finance Department Council queried staff regarding the processes and the staffing levels of the department. Reg. Adj. Mtg. July 10 - 12, 1995 Page 2 275 It was the consensus of Council for staff to return with a proposal tomorrow morning. Council recessed - 4:48 p.m. July 11, 1995 The regular adjourned meeting was called to order at 9:02 a.m. with the following Councilmembers present: Malone, Shoemaker and Mayor Schneiter. Absent: Councilmembers Mastin and Wattenburger. Staff present: City Clerk McKay, City Manager Rough, Finance Director Elton, and Assistant to the City Manager Harris. Mayor Schneiter reported that Councilmember Mastin will be one hour late this morning. Finance Department (Continued) The City Manager and Finance Director submitted an analysis and proposal for the addition of a Controller position with details regarding where the additional funding will come from, with discussion following. It was the consensus of Council to add the position of Finance Department Controller as submitted by staff. The Finance Director reported on the newly proposed computer support services coordinator, the business improvement district, purchasing/warehouse fund. Councilmember Mastin joined the meeting at this time - 9:50 a.m. Council continued their page by page review of the Finance Department operations billing and collections operations. Recess - 10:26 a.m. Reconvened - 10:35 a.m. Planning Department Council proceeded with their page by page review of the Planning Department goals and budget including building inspection and code enforcement divisions. Council queried staff regarding the code enforcement officer duties, past, present and future processes, tree cutting increase with consensus for staff to forward a tree ordinance, the upcoming general plan implementations, and the need to raise building permit fees and implement updated current Uniform Building Codes. Public Safety Department Council began their review of the Police Department proposed budget, accomplishments and 1995/96 objectives. Council queried staff regarding jail booking fees, the need for a animal control officer and County negotiations, fixed asset replacement fund, police vehicle purchases, asset seizures, K-9 program, narcotic task force participation, and police reserves. Fire Department Council proceed with their review of Fire Department, Fire Volunteers, Fire Volunteers Explorers, and the Public Safety Parking District Fund. Recess - 12:28 p.m. Reconvened - 1:00 p.m. Public Safety Dispatch Council proceeded with their review of the Public Safety Dispatch Fund and queried staff regarding funding from the Electric, Water and Sewer funds. Mayor Schneiter stated he would like next year's budget to reflect a reduction in reimbursable charges back to the City utilities, Reg. Adj. Mtg. July 10 - 12, 1995 Page 3 276 especially electric, on a City wide basis. Councilmember Shoemaker requested an analysis for a cost per dispatch call for each service of Police, Fire, Ambulance, Electric, Water, Sewer, Ft. Bragg, and Ukiah Ambulance. Discussion ensued regarding interdepartmentally. the philosophy of charging Ambulance Enterprise Fund Council queried staff regarding past and current billings, projected income for next year, and the new ambulance billing company. Mayor Schneiter expressed his continued concern for charging depreciation and not putting these funds into a capital replacement fund. A lengthy discussion ensued regarding the accounting processes used in enterprise funds and policy pertaining to depreciation and what would the overall effect be to the budget if this line item was removed in entirety. It was the consensus for staff to develop policies and procedures for this budget and report back regarding assets in regards to budgeted line depreciation and eliminate depreciation if it is more, and to put the positive ending fund year balance to a capital replacement fund of which Council permission must be obtained for expenditures. Recess - 3:36 p.m. Reconvened - 3:42 p.m. General Fund - Public Works Council queried staff regarding equipment and personnel levels for the pavement management system, process for road surface repair. Mayor Schneiter stated he is opposed to funding Clara Avenue traffic calming from the general fund as he approved the project which was to be funded by the KMART Air Quality mitigation funds. Councilmember Shoemaker indicated maybe we should find out if the entire neighborhood is interested in this program, and look at design before implementation. Councilmember Malone commented he is interested in this pilot program and spend the $30,000 - $40,000 to see if we can create a safer traffic situation, as there are other residential areas with the same problem. Councilmember Mastin stated we should look at this program. He noted MCOG has funding available for pedestrian and bicycle programs every year with a July 20 deadline for applications. Council continued with the review of the Engineering department and queried staff regarding administrative salaries, reimbursable credits, gas tax revenues, line item changes for utilities at the corporation yard, insurance charged to each department, garage operations and charges, and reviewed the Corporation Yard budget. Gas Tax Council queried staff regarding the traffic calming measures for Clara and Ford now that the KMART project may not be going forward. Councilmembers Mastin, Malone voted to keep in the budgeted amounts with Mayor Schneiter voting to remove the proposed project and Councilmember Shoemaker voting to keep the traffic calming project in only if tied to a construction project for the KMART site. The City Manager suggested staff proceed in incrmental stages such as complete a traffic study, survey the neighbors, prior to project approval, and review by traffic/streets Engineering Committee. Reg. Adj. Mtg. July 10 - 12, 1995 Page 4 277 Council concurred. Council finished their review of the Gas Tax budget. Council adjourned at 4:53 p.m., to April 12, 1995 at 9:00 a.m. for continued review of the proposed 1995-96 fiscal year budget commencing with the Solid Waste department. July 12, 1995 The City Council convened in a regular adjourned meeting at 9:03 a.m. in the Civic Center Council Chambers. Roll was taken and the following Councilmembers were present: Mastin, Malone, Shoemaker and Mayor Schneiter. Absent: Councilmember Wattenburger. Staff present: City Clerk McKay, City Manager Rough, Finance Director Elton, Assistant to the City Manager Harris, City Engineer/Public Works Director Kennedy, Public Works Administrator Goodrich, and Streets Superintendent Looney. Council continued their review of the proposed 1995/96 draft budget continuing with review of staff's revised fund balance summary sheets which reflect the changes due to removing depreciation line items and a revised list of past 5 years of part-time and seasonal employees, submitted by the Assistant to the City Manager. Review of the Solid Waste Disposal Site contractual services continued with Council questioning staff regarding landfill storm water runoff holding pond expansion and issues, additional costs and staff resources impacts from adjacent neighbors complaints, installation of a sewer line for leachate pumping, and viewing a video of the landfill dirt cover fill operations currently underway at the landfill site. Council queried staff regarding PG&E power line raising, scraper rental costs versus in house operations in comparison to outside company running the landfill separately, considering the landfill closing in 1999. It was the consensus of Council for staff to analyze doing in house cover fill operations (buying or leasing scrapers) in addition to reviewing outside contractors operating the daily landfill operations. Review and discussion proceeded of the yardwaste operations, an increase in tipping fees and garbage rates expected, and street sweeping. Recess: 10:55 a.m. Reconvened: 11:08 a.m. Community Services Council continued with the review of the proposed 1995/96 fiscal year budget for the Community Services Department pertaining to general government buildings, parks, and Youth Service Ukiah. Council queried staff regarding original intent of Youth Service Ukiah being completely self-funding and expressed concern regarding where are the community leaders, business and school district that had originally promised financial support. Council commended the YSU program. The City Manager recommended that an advisory board needs to be formed to address fundraising and team sponsorships. Council continued review of the recreation department. Councilmembers Shoemaker and Malone requested the addition of an objective for staff to address the softball field lease and no development of the third softball field which was required. Council continued their review of the recreation program's detail and totals, and aquatics. Recess - 12:15 p.m. Reconvened - 12:40 p.m. Council commenced with discussion concerning the City Softball fields. Council began the review of the Grace Hudson Museum and Sun House accomplishments and objectives with City staff. Council Reg. Adj. Mtg. July 10 - 12, 1995 Page 5 278 commended the new Museum Director for her ambitious goals and Museum expertise. Council's budget review continued of the Community Services Golf Course and queried staff regarding green fees projected revenue, and fund balances. Public Utilities Council reviewed and queried staff regarding the electric department meter change out timeframes, the effects of removing depreciation figures, bond reserve requirements, NCPA revenue bonds, last years budget transfer, coverage ratios, and contingencies. It was the consensus of Council to ensure the transfer of $1,205,556 to reserve will be implemented this fiscal year budget. Councilmember Malone left the meeting at this time - 2:03 p.m. Council continued the review of the electric department various operations. With the changes in depreciation and power purchase cost projections, staff noted that a possible electric rate increase was unlikely. Water Council reviewed the water fund and queried staff regarding removing the depreciation line item and the effects, with staff noting a water rate increase is now unlikely. Recess: 2:45 p.m. Reconvened: 2:53 p.m. Conference Center Plaza Council began their review of the budget pertaining to the Ukiah Valley Conference Center/Plaza, and questioned staff regarding impact to the parking downtown, add $1,00 for additional training expenses, no transfers from the general plan expected this year, separate line items for principle and interest expenses on the loan repayments for the purchase and construction of the center, and directed staff to bring back a report concerning ownership and repayment issues. Airport Council began their review of the Airport budget and queried staff regarding rental income, information signage, completion of the new entrance sign, taxiway lighting and above ground fuel tanks and effects on revenues, maintenance of facilities, and California Department of Forestry revenue. Recess to Redevelopment Agency - 3:55 pm. Reconvened as City Council - 4:10 p.m. Council convened in a Joint meeting with Ukiah Valley Sanitation District Board (Pinches, Schneiter and Chairman McMichael) and City staff to review the City/District Sewer Fund, revenue, expenditures and transfers. The City Council and the Ukiah Valley Sanitation District Board quieried staff regarding transfers, operations, dispatch costs, franchise fees, reserve accounts. Boardmember McMichael commended City staff for the excellent information, but requested the details previous to the meeting. Boardmember Pinches stated he feels very comfortable sitting on this board of a well run district. Boardmembers McMichael and Pinches left the meeting. Reg. Adj. Mtg. July 10 - 12, 1995 Page 6 279 M/S Mastin Shoemaker to adopt Resolution No. 96-7 1995-96 Fiscal Year Budget, as follows; R5SOLUI~ON NO. 96-7 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH ADOPTING THE 1995-96 FISCAL YEAR BUDGET approving the BE IT RESOLVED by the City Council of the City of Ukiah, State of California, that the budget for the City of Ukiah for the Fiscal Year beginning July 1, 1995, and ending June 30. 1996, be and the same is hereby adopted as follows: Budget Appropriations July 1, 1995 to June 30, 1996 Fund No. Description Amount Fund No. Description 100 General $ 5,993,240 603 Hanger and Site Improvement 115 General Fund Reserve 109,999 310 City Sewer Service 131 Equipment Reserve 28,899 611 Sewer Construction 140 Park Development 20,000 612 City/Distict Sewer Service 141 Museum Grant 8,358 613 Sewer Pond conStruction 142 NSF Grant 33,169 620 Special Sewer Capital 150 REFA V 376,000 640 Distdct Revolving 220 Parking Distdct 135,233 650 Special Distdct Capital 260 Downtown Business Improvement 13,000 660 Solid Waste Disposal Site 300-303 Gas Tax 1,256.404 661 Sanitary Disposal Reserve 310 Special Aviation 18,777 665 Refuse/Debris Clean-Up Enterprise 312 Airport Master Plan 12.000 678 Dispatch 315 Airport Capital Improvement 17,105 680 Ambulance 320 Airport Clea~zone 47,547 694 Golf Capital Reserve 332 Federal Emergency Shelter Grant 62,117 695 Municipal Golf Course 335 Community Development Loan 415 696 Pumhasing/VVarehouse 361 High School Park Project 2,358 697 Billing and Collections 400 Recreation o 3,000 698 Fixed Asset Replacement 405 Youth Service Ukiah 61,203 800-802 Electdc 410 Ukiah Valley Conference Center 149,577 805 Street Lighting 550 Lake Mendocino Bonds 2,038,677 820 Water 555 Lake Mendocino Bond Reserves 72,000 910 Workers' Compensation Reserve 575 Municipal Garage 424,175 920 Liability Reserve 600 Airport 464,236 601 Runway Construction 7,398 NET BUDGET FUND 100 - General Fund Appropriations Public Safety 2001 Police $ 2.078,190 Transfers Out 2080 Narcotic Task Force 69,822 2090 Police Reserves 17,000 GRAND TOTAL Acct. No, Description Amount Acct. No. Description General Government 2101 Fire 1001 City Council $ 27,984 2190 Fire Volunteers/Explorers 1101 City Clerk 32,820 TOTAL 1105 Elections 10,000 1201 City Manager 80,508 Public Works 1301 Finance 228,772 3001 Engineering and Administration 1401 City Attorney 24,366 3110 Street Maintenance 1501 Community Planning 197,392 3301 Corporation Yard 1601 Personnel/Risk Management 49.047 TOTAL 1905 Secretarial Pool 99,209 1910 City Treasurer 13.932 Public Utilities 1915 General Government Buildings 60,000 3150 Traffic Signals 1945 Community Outreach/Pub Info 58,200 1965 Computer Support 24,875 Community Services 1990 Miscellaneous Gen Government 66,043 6001 Parks 2201 Building Inspection 140,640 61XX Recreation 6130 Aquatics TOTAL $ 1,113,788 6150 Grace Hudson/Sun House Museum TOTAL Amount 21,200 16,000 2,564,855 1,815,024 7,451 11,000 3,000 11 000 2,163 317 399 463 160 594 370 367 287 267 84,764 473 011 172 291 425 197 164 000 12,082,665 111,585 1,576,000 20,000 236,354 34,531,292 Amount 1,280,017 32,839 3,477,868 161,178 411,183 0 572, 361 40.323 246,541 133,165 80,246 188,448 648,400 140,500 5,993,240 PASSED AND ADOPTED this 12th day of July. 1995, by the following roll call vote: AYES: Councilmembers Mastin, Shoemaker,and Mayor Schneiter NOES: None ABSENT: Co~lmembers Malone and Wattenburger ./ Fred ~chneite~, Mayor There being no at 4:36 p.m. CCMIN.204 further business, the Co~nci~ meeting was adjourned CathFMcK~~ CMC/2~A~/ City Clerk Reg. AdjJ Mtg. July 10 - 12, 1995- Page 7