Loading...
HomeMy WebLinkAboutMin 06-27-01(2)MINUTES OF THE UKIAH CITY COUNCIL Regular Adjourned Meeting Wednesday, June 26, 2001 through Thursday, June 27, 2001 The Ukiah City Council met at a Regular Adjourned Meeting on June 26, 2001, the notice for which had been legally noticed and posted, at 8:05 a.m. in the Civic Center Council Chambers, 300 Seminary Avenue, Ukiah, California. Roll was taken and the following Councilmembers were present: Larson, Smith, Libby, Baldwin, and Mayor Ashiku. Staff present: Customer Service Supervisor Archibald, Public Utilities Director Barnes, Water/Sewer Operations Superintendent Borecky, Airport Manager Bua, Community Services Director DeKnoblough, Police Captain Dewey, Finance Director Elton, Wastewater Treatment Plant Supervisor Gall, Activities/Sports Coordinator Greco, Interim Fire Chief Grebil, Risk Manager/Budget Officer Harris, City Manager Horsley, Ukiah Valley Conference Center Manager Jenny, Acting City Attorney Johnson, Purchasing Supervisor Kennedy, MIS Coordinator Klingbeil, Public Works Superintendent Looney, Community Services Supervisor Sangiacomo, Museum Director Smith-Ferri, Public Works Director/City Engineer Steele, Planning Director Stump, Police Captain Walker, Police Chief Williams, Executive Assistant Yoast, and City Clerk UIvila. 2. PLEDGE OF ALLEGIANCE Mayor Ashiku led the Pledge of Allegiance. 3. RIGHT TO APPEAL DECISION Mayor Ashiku reviewed the appeal process. 4. AUDIENCE COMMENTS ON NON-AGENDA ITEMS No one came forward. URGENCY ITEM Mayor Ashiku advised that there is a need to take immediate action and the need for action came to the attention of the City subsequent to the agenda being posted. The Urgency Item concerns "The approval of the extension of the deadline for entering into an agreement for facility construction and financing cost sharing of the Animal Shelter Facility" M/RC Larson/Ashiku to include the Urgency Item on the agenda; carried by the following roll call vote: AYES: Councilmembers Larson, Smith, Libby, Baldwin, and Mayor Ashiku. NOES: None. ABSENT: None. ABSTAIN: None. City Manager Horsley advised that when the City of Ukiah and the County of Mendocino approved the sale of the Animal Shelter facility, there was a paragraph that said we would come to an agreement on the cost allocations for the construction of the new revised Animal Shelter. The date deadline was June 30, 2001. Staff is requesting Council's approval of Amendment #1 which would extend the agreement to July 31,2001. M/RC Baldwin/Smith to approve Amendment #1 to extend the deadline to July 31,2001 for June 26- 27, 2001 Budget Hearings Page 1 of the Animal Shelter property; carried by the following roll call vote: AYES: Councilmembers Larson, Smith, Libby, Baldwin, and Mayor Ashiku. NOES: None. ABSENT: None. ABSTAIN: None. 5. PUBLIC HEARING: CONSIDERATION AND ADOPTION OF FISCAL YEAR 2001-2002 BUDGET A. OVERVIEW OF PROPOSED BUDGET BY CITY MANAGER City Manager Horsley advised that the draft 2001/2002 Fiscal Year Budget contains expenditures that are $93,000 over revenue after approximately $668,000 was cut from Department requests. Staff recommendations continue to provide essential services and at the same time respond to the recreational and cultural needs of the community. Total expenditures for all City Funds realize a decrease in fund balance of $3 million due to the completion of projects previously funded. This year's General Fund spending reveals significant increases due to changes in operations, increased state mandate requirements, personnel cost of living increases and reclassifications, and funding of priority projects that must be addressed in the next few years. She discussed major fiscal impacts to the budget, Special Projects Fund No. 699, the status of the Capital Reserve Fund, personnel changes, submittal of grant applications for various City projects, landfill costs, budget adjustments, Revenues and Expenses, and briefly reviewed the General Fund Summary. 5B. REVIEW OF GENERAL BUDGET FIGURES i. Summary of Activity or Function and Fund Summary ii. Schedule of Transfers iii. Debt Summary iv. Authorized Personnel v. General Fund Summary, Revenues, and Expenditures Finance Director Elton presented an overview of the composition of the budget, summary of activity or function, revenues, and expenses for all departments. He cautioned that the totals for all funds should be considered only as general summaries since each fund must be considered in light of its intended purpose to understand how the City is doing financially. He reviewed the Schedule of Transfers and noted the largest proposed transfers for the coming year are within the Electric Utility Department as it relates to the bond process for the construction of the hydroelectric plant. He also discussed transfers related to establishment of the closure and post-closure funds for the landfill. He continued to discussed Debt Summary funds and lending between funds. He referred to the Ukiah Airport expansion loan and noted if the grant is received during the year, the loan would be fully paid. He explained the Personnel Roster and continued with an over-all review of the General Fund Summary. He discussed sales tax and intergovernmental revenue increases and noted the largest increase is in sales taxes. Property taxes, Franchise Fees, and other taxes were also discussed. He reviewed the Summary of the General Fund for revenue and expenses. He advised that utilities continue to be the largest source of revenue for the City. Appropriations by Department, proposed General Fund Expenditures and Revenues for Fiscal Year 2001/2002 were noted. June 26 - 27, 2001 Budget Hearings Page 2 of ]0 5C. REVIEW OF GENERAL FUND/ENTERPRISE FUND ACCOUNTS PUBLIC SAFETY Police Police Chief Williams discussed the increase in salaries that is partially due to salary negotiations and overtime. Most of the cost related to conference and training will be reimbursed by the state. He discussed contractual services such as towing of abandoned vehicles, an increase in Fund 310- Allocated Dispatch Costs, and the purchase of new vehicles for the Department. Councilmember Baldwin recommended that officers should have the option of attending a bilingual institute, preferably in Mexico. He also recommended that the Department drop out of Major Crimes Task Force and war on drugs and allocate that money towards another police officer position. Police Captain Dewey, Community Services Director DeKnoblough, and Customer Services Supervisor Archibald discussed issues related to the Parking District regarding parking fees, fines, permits, the purchase of electric vehicles for the Parking Enforcement officers and the Meter Readers, and County employee parking at Parking Lot C. There was also discussion concerning landscaping and the planting of trees at various parking lots. It was noted that staff continues to meet with merchants on a regular basis concerning parking issues. FINANCE Finance and Accounting Information Technology Downtown Business Improvement District Purchasing Billing and Collection Finance Director Elton discussed the plans to replace the General Ledger Software for the Finance Department. The Purchasing Department will be moving into the new addition to the Administration Center and there are no significant changes to that budget. The largest portion of the Finance Department concerns billing and collection. They plan to add one more full time employee. PUBLIC WORKS Engineering and Administration Street Maintenance Corporation Yard Brid_qe Fund Gas Tax and Construction Projects Municipal Garage Solid Waste Disposal Site Public Works Director/City Engineer Steele highlighted upcoming projects, contractual services, and maintenance issues in the Engineering Division. She advised that there is an increased focus on safety and training with regard to street maintenance. She discussed Contractual Services and noted that new street signs for the downtown area with the oak June 26- 27, 2001 Budget Hearings Page 3 of tree logo are proposed. There is an increase in Contractual Services for the Corporation Yard for groundwater monitoring for leaking underground storage tanks. She reviewed the Orchard Bridge Extension Project. 9:40 a.m.: Mayor Ashiku left the meeting. Director Steele continued to discuss the Gas Tax and Construction projects and that the largest project includes the signalization at the intersection of Low Gap Road and North State Street. There was some discussion concerning sidewalk repair as a result of damages causes by the roots of trees. She explained that traffic items on Clam Street need to be completed and the project on West Standley Street is a carry over from last year. Issues related to the safety of the bridge on West Standley Street were discussed. She explained that staff is looking at reexamining costs associated with the Municipal Garage. Considerable discussion followed related to the projected landfill closure, salaries, monitoring and maintenance tasks, and construction of a final cap on the landfill by next summer. 9:46 a.m.: Mayor Ashiku returned to the meeting. Finance Director Elton discussed account 712, Amortization of Post Closure Liability, related to closure costs of the landfill. City Manager Horsley explained that the City is currently involved in negotiations to have recyclables at the Taylor Drive Transfer Station and discussed a possible rate adjustment. Finance Direction Elton discussed the Post-Closure Reserve Fund and noted that sufficient money is set aside to meet the expenses for closure and post-closure of the landfill. He further discussed liability claims related to the landfill and the establishment of a $1 million potential liability fund. Refuse/Debris Control Director Steele discussed street cleaning and the decrease in vehicle maintenance repair. She discussed the City owned house on Waugh Lane that is scheduled for demolition and associated traffic control in the area during the demolition process. She discussed having a Citywide circulation and traffic study prepared. It was noted that additional funds from Redevelopment and Planning could be combined to prepare one comprehensive study. She discussed repairs on Smith Street between Main and Mason Streets that may require replacement of the sidewalk, curb, and gutter. In conclusion, she discussed the GIS system that is proposed for the Department in stages. Recessed: 10:07 a.m. Reconvened: 10:20 a.m. COMMUNITY SERVICES General Government Buildings Parks June 26 - 27, 2001 Budget Hearings Page 4 of l0 Park Developmetn Fund Recreation, Administratin Recreation, Programs Aquatics Grace Hudson/Sun House Museum Museum Grant Funds Municipal Golf Course Ukiah Valley Conference Center Community Services Director DeKnoblough discussed the proposed new building addition to the Civic Center. He went on to explain changes associated with park service workers and an increase in salary due to a new lead worker position in the field. Observatory Park will be operational soon. He discussed purchasing supplies and equipment for the parks. There was discussion concerning the landscaping of the parks, tree maintenance, vandelism and the cost to repair in the parks and at the tennis courts, and improvements to the Plaza. He continued to discuss the Park Development Fund and noted that they propose $110,000 in capital expenditures to focus on playground repair and replacement in order to be ADA compliant. The maintenance issue related of the High School tennis courts and discussions between the Ukiah Unified School District and the City were discussed. Community Services Supervisor Sangiacomo reviewed the goals and accomplishments related to the Parks Division. Next year they plan to apply for more grants and replace many park benches. He reported that they are reformatting the Recreation Guide and discussed the goals and accomplishments for the Recreation division. They will continue to work on expansion of the corporation sponsored scholarship program. He stated that revenues are up approximately 85%. He continued to discuss the popularity of the youth basketball program. He discussed the aquatics program and the need to obtain an independent assessment of the pool condition. In the future, they would like to focus on family activities at the pool. Activities/Sports Coordinator Greco discussed the Summer Day Camp program. Museum Director Smith-Ferri advised that working with the Guild to fund private construction of the new Museum wing was accomplished on time and fell within the budget. They were awarded a historical preservation grant as part of the National Trust and received $10,000 for a restoration project. As part of the fundraising for the new addition, the Guild raised funds for an endowment and a separate Endowment Board operates it. She discussed personnel issues. The National Science Foundation Grant will fund a project to put all of the Hudson's works onto microfilm and computer. Director DeKnoblough discussed the Municipal Golf Course. There are plans to revise the fee structure and noted that the Parks, Recreation, and Golf Commission would like to look more toward long-term financial planning. The burglar alarm system and improvements to June 26 - 27, 2001 Budget Hearings Page 5 of ]0 the drainage system on the golf course were discussed. With regard to the Ukiah Valley Conference Center, he reported that their goal is to have a balanced budget. PUBLIC SAFETY Fire Fire Emergency Services Reimbursement Fire Volunteers/Explorers Interim Fire Chief Grebil discussed the use of the fire training tower and options related to relocating it elsewhere. This matter will be presented to Council in further detail at a subsequent meeting. He discussed training schedules for fire personnel on the tower. Members of Council recommended that the tower be more aesthetically pleasing and blend in more with the Civic Center buildings. There was discussion of providing a stucco surface and possibly designing the tower as a "bell tower". Noise issues related to training were addressed. Recessed: 12:24 a.m. Reconvened: 1:00 p.m. MUNICIPAL AIRPORT AND SPECIAL AVIATION Airport Manager Bua advised that during the past year, the Featherlite and Eagles Nest facilities were constructed at the Airport and both businesses are doing well. The Airport Noise Plan and Standard Operations Manual were completed this year and next year they plan to complete a Land Use Plan. Objectives for next year include improvements and maintenance to the Airport. Major expenses for the Airport next year include the purchase of another fuel truck and a mower/tractor. Discussion followed concerning revenues at the Airport as well as gas sales and costs. Signage improvements at the Airport were also discussed. PLANNING Community Planning Building Inspection Planning Director Stump advised that both the Community Planning and Building Inspection divisions are labor intensive. There is an increase in funding for professional services contracts with consultants, conference and training for staff, consultant work for a computer system related to mapping, and a slight increase in machinery and equipment. Staff continues to work on the Sign Ordinance, Nuisance Ordinance, a Pedestrian and Bicycle Plan, and reclassification for the Building Inspector/Code Examiner. He discussed the possibility of including a Planning/Tech position in the coming year. PUBLIC UTILITIES Electric Street Li.qhtin.q Electric Public Benefit Traffic Signals Water Public Utilities Director Barnes discussed the capital replacement of a new bucket truck, June 26 - 27, 2001 Budget Hearings Page 6 of ]0 $20,000 for a cable puller for installing underground cable, and a plate replacement at the hydro project. He discussed the cost to purchase power and the Calpine and Western contracts. There will be capital expenditures for furniture for their offices in the new wing. He reviewed the Franchise Fee. He continued with a discussion of the City's traffic signals and the water division. Customer Services Supervisor Archibald discussed the Electric Public Benefits Program. There is an added expense for the purchase of electric vehicles. Staff will continue to market the Ukiah C.A.R.E.S. Program and expand participation in the program. It was the Consensus of Council that the Public Benefits Program fee structure should be reviewed by Council. CITY MANAGEMENT AND ADMINISTRATION City Manager Personnel/Risk Management Administrative Support Community Outreach/Public Information Miscellaneous General Government City Manager Horsley explained that one full time secretarial position was reduced from the budget due to a recent resignation and the service support position that was 32 hours per week is now 40 hours per week. She referred to Community Outreach/Public Information and outlined details associated with Printing and Publishing, Advertising and Promotion, and Supplies. It was the Consensus of Council that it would be worthwhile to budget $300 for the arts under a general heading of "awards". It was recommended by Council that the "arts committee" provide Council with written material prior to their presentation. City Manager Horsley explained that last year the community organizational support was presented twice during the year. Due to administrative workload on the program, she recommended Council revert to funding the program once each year, and leaving a small amount of money in the fund for granting miscellaneous requests that may arise during the year. Consensus of Council was to provide community organizational support only once per year. Finance Director Elton discussed Miscellaneous General Government and Fund 260 in which $33,118 is allocated to the Mendocino County LAFCO. This amount is subject to adjustment based on the actions of the other cities in the County as to whether the allocation will be based on population. Under state law, the cities must fund one-third of LAFCO's budget. He discussed other charges that are part this expense. City Manager Horsley explained that a letter was sent to LAFCO stating the Council's decision to base the formula on population and asked LAFCO to notify us once the other June 26 - 27, 2001 Budget Hearings Page 7 of :[0 cities have submitted their votes. ELECTED AND APPOINTED OFFICIALS City Council City Clerk/Elections City Treasurer City Attorney City Manger Horsley discussed conference and training for Council. Council has the option to sign up for health insurance benefits. This year there will be a Christmas Party and recognition for years of service of City employees. City Clerk Ulvila discussed some of accomplishments during the 2000/2001 fiscal year that included the development of an electronic tracking method for archival records, updating the City's Record Retention Schedule, replacing the City Seal, and negotiating a contract for codification services that includes linking the City Code to the City's Web page. Next fiscal year will continue with implementation of the Optical Imaging System and coordinate the transfer and organization of retained records into storage facilities. The biggest reduction was seen in advertising. City Manager Horsley advised that the City Treasurer's budget is very similar to last year. The charges for account 250 include Public Financial Management services that handle the City of Ukiah's investments. There is and increase in contractual services for the City Attorney which is due to the increase in fees approved by Council last year. This amount depends on the amount of litigation handled. There are no fee increases requested by the City Attorney this year. She discussed the use of another attorney for personnel matters. Discussion was also had regarding City Councilmembers consulting with the City Attorney regarding certain matters. OTHER FUNDS Equipment Reserve Civic Center Bond Interest and Redemption Special Revenue Federal Emergency Shelter Grant Community Development Block Grant Economic Development Block Grant Community Development Commission Equipment Replacement Special Projects Reserve Worker's Compensation Insurance Liability Insurance Risk Manager/Budget Officer Harris explained that the purchase of computers and laptops are being utilized out of the Equipment Reserve fund. He explained that the Civic Center Bond Interest and Redemption will be paid off in 2005. He discussed the Special Revenue Fund and noted that it was established to identify those projects receiving outside funding. He explained that the City contracts with the Ford Street Project and Ukiah June 26 - 27, 2001 Budget Hearings Page 8 of 10 Community Center (UCC) to provide the Federal Emergency Shelter Grant. He advised that the Community Development Block Grant (CDBG) fund accounts for several of the grants currently in the process such as the Airport Business Park, the Revolving Loan Fund Feasibility Study, the Palace Hotel Reuse Study, and the Jobs Housing Balance Study Grant. Economic Development Block Grants (EDBG) are primarily the grants to loan money to businesses and some of the grants require matching funds. The Community Development Commission fund is revenue that the City has received from previous grants, such as Housing Development or Rehabilitation, and utilized it for the City's portion of the Home Funds. The Home Funds were silent second mortgages to be used for Low and Moderate Income Housing and the payback of the rehabilitation loans. CDC is administrating the grant for the City. The Equipment Replacement Fund lists equipment that will be purchased out of this fund for future equipment replacement. He reviewed the Special Projects Reserve fund, Worker's Compensation Insurance, and the Liability Insurance fund. ADJOURNMENT M/RC Smith/Larson to adjourn the meeting at 2:50 p.m. to June 27, 2001 at 3:00 p.m. to meet as the Ukiah Redevelopment Agency, carried by unanimous consensus of Council. JUNE 27, 2001 RECONVENED The City Council meeting reconvened on June 27, 2001 at 3:44 p.m. M/S Smith/Libby adopting Resolution No.2001-65, Adopting the 2001-2002 Fiscal Year Budget, as submitted with amendments, carried by the following roll call vote: AYES: Councilmembers Larson, Smith, Libby, Baldwin, and Mayor Ashiku. NOES: None. ABSTAIN: None. ABSENT: None. Council thanked staff for their work on the budget. Mayor's Report Mayor Ashiku reported that a letter of communication from the Chairman of the Board of Supervisors, Patti Campbell, was received by the City regarding the solid waste transfer station and the delay in its opening. She is requesting that the City provide them with some liquidated damage relief for the delay by claiming our enforcement provisions under the contract. City Manager Horsley advised that the City had their own contract amendment with Solid Waste that they would haul our garbage away at no charge to the City. It is the City Attorney's opinion that it would be a gift of public funds if the City collected liquidated damages and then gave it to another agency. The only thing that is causing the City extra money is that we are keeping the landfill open for self-haulers, two-thirds of which are County self-haulers. We are covering our expenses through the cost and may pass along some of those fees to Solid Waste because they are hauling County self-hauler garbage verses City garbage. We would reimburse them for that portion of their expenses that is June 26 - 27, 2001 Budget Hearings Page 9 of County garbage. Because we are collecting fees, it covers our expenses and most of Solid Waste's expenses. She would like to respond to the County in a letter and let them know that it is a "wash" to haul garbage out of the County by Solid Waste Systems because the tipping fee is so much lower in Sonoma County. Additionally, Waste Management is taking their garbage to Redwood Landfill, which they own. It seems as though they should look at that and calculate back in the net revenues that are derived (profit) from taking this additional tonnage to the Redwood Landfill for Waste Management. We could include in a response letter what our experience has been and they can look at that a little closer. The letter should also acknowledge them and thank them for their cooperation for working with the City and we understand that it is an inconvenience for all of us. The Transfer Station is ready to open, however, there have been some delays.. Discussion followed concerning the matter. Consensus of Council was to direct Staff to draft a letter, for the Mayor's signature, to the County informing them that it is the City Attorney's opinion that this would be a gift of public funds. The letter should also include that the County take all actions that they can, reasonably, to avoid any damages that they continue to sustain, and to expedite the process. City Manager Horsley advised that she will write a letter to Solid Waste indicating that the City is putting them on notice that it may take liquidated damages because we can't do it unless the City notifies them, just in case something comes up that we need liquidated damages, that we will take that precaution. She discussed meeting with Jim Anderson, County Counsel, and the Department of Transportation recently and they think they have come to an agreement and there should be a sign off by next week for the plans. ADJOURNMENT There being no further business, the meeting was adjourned at 3:53 p.m. Marie Ulvila, City Clerk June 26 - 27, 2001 Budget Hearings Page 10 of 10