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HomeMy WebLinkAboutMin 04-26-00MINUTES OF THE UKIAH CITY COUNCIL Adjourned Meeting Wednesday, April 26, 2000 The Ukiah City Council met at a Adjourned Meeting on April 26, 2000, the notice for which had been legally noticed and posted, at 4:30 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 (4:45 p.m.), Ashiku (4:45 p.m.), and Mayor Mastin. Staff present: Customer. Service Supervisor Archibald, Public Utilities Director Barnes, Interim Public Works Director Bertolero, Airport Manager Bua, Community Services Director DeKnoblough, Finance Director Elton, Acting Fire Chief Grebil, Activities/Sports Coordinator Greco, Risk Manager/Budget Officer Harris, City Manager Horsley, Interim Fire Chief Hutton, Purchasing Supervisor Kennedy, Community Services Supervisor Sangiacomo, Planning Director Sawyer, Deputy Public Works Director Seanor, Museum Director Smith-Ferri, Senior Planner Stump, Accounting Supervisor Thurkow, Police Captain Walker, Police Chief Williams, and City Clerk Ulvila. 2. PLEDGE OF ALLEGIANCE Councilmember Libby led the Pledge of Allegiance. NEWBUSINESS 3. Discussion of Long Term Goals City Manager Horsley advised that the goals that are presented are part of the City's Strategic Plan for budgeting. Some goals are required, while others are options. The number of goals from each department has been reduced and are of the highest priority. Whether the City will be able to implement these goals in the next three to five years will depend on funding and how these goals may change over time. This is the second phase whereby Council is informed by staff of what the financial needs of the City will be in the next several years. The next phase will be to develop a form which will identify each project in detail, costs delineated in time frames, and possible funding sources. COMMUNITY SERVICES Parks Mr. DeKnoblough explained that in 1994, an ADA survey was completed which identified a number of improvements needed to the parks and public facilities system. Some of the improvements have been on-going in accordance with the schedule, however, a substantial amount needs to be completed. He noted new state safety mandates for playground equipment and other public facilities equipment and it is uncertain what the mandates will entail. Preliminary information received from REMIF indicate substantial improvements will be needed for playground equipment. Staff is looking at possible substantial expenses and would like to use Park Funds in the amount of $15,000 to complete the mandate for safety inspection of all facilities, and $75,000 to complete mandated ADA upgrades in parking lots, streets, and playground facilities. City Manager Horsley explained that this is an example of a state mandate. How much the City will be able to accomplish will depended on funding and what's available. Should April 26, 2000 Page 1 of 6 the City receive Park Bond money for upgrading and exchanging, it will be able to do more. Mr. DeKnoblough further explained that another long term goal is to complete lighting of the tennis courts for the purpose of increasing activity in the parks in the later hours of the day and to minimize the amount of vandalism. They also propose expanding the number and size of existing barbeques in order to create more group and family activities in the parks. In conjunction with the Golf Course Enterprise Fund, they would like to develop a service yard in the Anton Stadium area to store materials and equipment. Aisc of importance to the Parks Department is to conduct a salary study of comparable City maintenance divisions. He explained that the ADA requirement is effective to the year 2004. The City is currently on schedule, however, there are substantial improvements needed and money to meet the mandates, such as handicap accessible water fountains and restrooms. He further explained that the service yard would be used by the Parks and Golf Department. He discussed the current use and the condition of the structure and how equipment is spread out between the corporation yard and the service facility. The facility would also need to be secured as the current site has been vandalized on several occasions. The Parks Department needs adequate space to store their equipment. The new service yard would eliminate the use of the other buildings. Councilmember Libby inquired as to the status of Observatory Park. Mr. DeKnoblough explained that staff would like to keep Observatory Park as a short term goal. With the help of some Park Bond money, the City can proceed to complete the projects. Conference Center Mr. DeKnoblough explained that the Conference Center finds it important to develop a program to maximize off peak use of the rental facilities in order to generate additional revenue. The Conference Center could be used by non-profit organizations during the day as well as being used during the weekends for social events. They also plan to pursue development of a corporate sponsorship program of the facilities to sponsor specific events or the operation of the Conference Center itself. He also discussed the option of having a wedding coordinator to meet the needs of those planning a wedding. City Manager Horsley noted that staff will prepare a comprehensive marketing plan. Recreation Community Services Supervisor Sangiacomo explained that one of their goals is to identify funding to centralize a recreation center to maximize its use for sports and social/cultural activities. He briefly discussed the shortage of recreational facilities in the City that can adequately meet the needs of a sports facility. Another goal is to establish and staff a day care program/facilities to meet local unmet needs. He further explained projected start up costs and the targeted age group. April 26, 2000 Page 2 of 6 Aquatics Mr. Sangiacomo explained them is a need fbr a complete major repair to, or replacement of, the pool and circulation system for a year round indoor aquatics program. He discussed repairs made at the pool and the rapid deterioration of the facility. There was further discussion of options the City could take with regard to the pool, and it was noted that Council will be kept informed prior to making a final decision. Sun House Museum Director Smith-Ferri advised that all of the long term goals for the Sun House are discretionary. They would like to secure an increased role of the Sun House Guild in the funding of Museum activities. They also plan to develop a "sculpture garden" in an unused area on the Sun House/Museum site. She explained that another goal is to completely catalogue information into a data base as a project associated with securing accreditation from the American Association of Museums. They would like to complete renovations to the Sun House to return portions of it to the original 1920s style in order to make it more historical and to better tell the story of the family better. In conjunction with this project, they would install an automated fire suppression system. She further discussed promoting the Museum. In response to an inquiry by Councilmember Baldwin with regard to having billboards advertising the Museum removed from Highway 101, Ms. Smith-Ferri explained that these are Guild signs and would be happy to work with him concerning this matter. PLANNING Planning Director Sawyer explained implementation of the General Plan. that their long term goals relate to the Senior Planner Stump explained that there is a need to hire consultants to prepare the West Hills Habitat Conservation Plan, Natural Resources Inventory, and the General Plan Housing Element revision. There is also a need for a complete revision to the Sign Ordinance which may be accomplished by staff or a consultant. Staff will continue to secure grants from the California Coastal Conservancy for planting and development of Riverside Park, as well securing grants for implementation of a bicycle and pedestrian plan, and creek side studies. Councilmember Baldwin questioned staff if the addition of a grant writing staff position for the Planning Department would assist the Department in their goals. Mr. Stump explained that another position would accelerate the grant process dramatically. PUBLICUTIUTIES Westeweter Public Utility Director Barnes explained that there is a need to complete the required upgrades and improvements to the Wastewater Treatment Plant and to replace deteriorating sewer lines to correct leakage and overflow situations. He further discussed April 26, 2000 Page 3 of 6 new regulations with regard to the standards set by the City's operating permit. An inventory of the sewer lines has not been completed. Water Mr. Barnes explained the need to complete the new pumping main from the wells to the reservoir. Expansion of the water treatment plant and increase water supply with associated staffing is very important. They would like to complete an additional 2.5 million gallon reservoir to insure adequate storage bapacity. Electric Mr. Barnes explained the need to complete overhead improvements and to rebuild the substations after the distribution system upgrade is completed within the next five years. There is a need to provide resources to complete the system upgrades and for appropriate levels of maintenance. POLICE Police Chief Williams explained that the Department plans to place mobile data terminals in all vehicles for improved efficiency between the field and the office. There is also a goal to replace their ten year old Dispatch recording equipment. He also identified a need to replace the 20+ year old antenna and base station. He discussed recording equipment and replacement costs. The Department would like to hire a full time Community Service Officer and Evidence and Property staff. These positions could be cross-trained and would be able to respond to calls for service. PUBLIC WORKS Interim Public Works Director Bertolero. explained a need to implement a vehicle replacement program with priority annual funding. He explained the need to acquire, and the functions of, implementing a City-wide Geographical Information System (GIS) in order to provide better efficiency of staff during emergencies. Deputy Public Works Director Seanor further described the applications in which GIS could be utilized for many departments. Mr. Bertolero explained the need to complete a storm drain survey including mapping, descriptions, sizing, and status. There are currently 18 miles of storm drains and 5 miles of open channels within the City. The Department needs to complete ADA compliant street curb ramps, and for installation at public buildings. There are goals to update the Pavement Management System and implement a sidewalk replacement/installation program. There is a need to complete a City-wide traffic signal upgrade as well as updating the City's specifications and standards. Discussion followed concerning the ADA curb ramp replacement program and it was noted by staff that of 900 locations identified, approximately 10% have been installed. There was a brief discussion of grant funding for Public Works projects and meeting ADA requirements. April 26, 2000 Page 4 of 6 FINANCE Information Technology Finance Director Elton explained that the Finance Department's orientation is towards technology. Long term goals to develop a plan to provide proper maintenance and upgrades to technology systems is paramount. It is also important to integrate the telephone system management into the Information Technology Department. He discussed developing a plan for replacement of the computer system, including PCS and mainframe, and to train City staff in use of current technology. Purchasing Mr. Elton explained the need for staff to make Purchasing forms, processes, and information available to City staff via the City's Wide-area network. He further discussed posting Requests for Proposals (RFP) and submittal of proposals on the Internet. Billingend Collection Mr. Elton discussed the importance of modifying hours of operation to more effectively meet customer demands. He explained the need to provide Internet/phone customer access for service applications, payments, and inquiries. A customized billing cycle to meet customer requests is important. He discussed developing alternate billing methods through out-sourcing or contracts with other agencies. He addressed the need to complete a the Transient Occupancy Tax field audit in order to insure compliance with current regulations. Accounting Mr. Elton discussed developing electronic time sheet reporting and providing new office storage space. There is a need to implement full cross training of all departmental staff. FIRE Acting Fire Chief Hutton discussed developing a partnership with Ukiah Valley Fire Protection District and the California Department of Forestry. There is a need to expand staff for fire prevention and inspection activities. He discussed replacing aging fire apparatus and outdated Self Contained Breathing apparatus and air cylinders. They would like to complete necessary maintenance of the 25-year old North Fire Station, with the most pressing need for slurry seal on the parking lot. Another goal is to replace the ten- year old defibrolators. CITY CLERK City Clerk Ulvila explained that a long term goal for the City Clerk's office is to acquire Web Link to tie the Electronic Records Management System to the City's Web site and provide remote access. Other long term goals include providing electronic agendas and packets. There is a need to reorganize and electronically catalogue all files currently stored in the vault. A goal of the City Clerk's office is to continue education and training towards Certification as a Municipal Clerk (CMC) status to improve the office of the City Clerk. AIRPORT April 26, 2000 Page ,5 of 6 City Manager Horsley discussed the need to replace the airport terminal building and possible funding from FAA. The replacement would provide a more modern terminal and meet the needs of the airport. She discussed the importance of replacing the taxiway ramp and aircraft parking area, as well as reconstructing the drainage system. They would like to redesign the auto parking areas and replace/repair access roads.. The roads are currently gravel. Airport Manager Bua discussed possible grant funding from FAA for improvements to the Airport. He further described the conditions of the ramp which need replacing and improvements needed for the parking lot. He reported that most of the projects listed in a long term goals have a good chance of being grant funded. He further discussed the grant process. CONCLUSION City Manager Horsley advised that staff will come back to Council with more details. The process of forecasting the City's needs has never been done before and it is important to develop a time frame to meet these needs. 4. ADJOURNMENT Motion/Voice Vote Smith/Ashiku to adjourn the meeting at 5:50 p.m. Marie Ulvila, City Clerk April 26, 2000 Page 6 of 6