HomeMy WebLinkAbout04/09/1991Incorporated April 18, 1989
City of Diamond Bar, California
CITY COUNCIL
AGENDA
ADJOURNED REGULAR MEETING
Mayor - John A. Forbing
Mayor Pro Tem - Jay C. Kim
Councilwoman - Phyllis Papen
Councilman - Gary H. Werner
Councilman - Donald C. Nardella
City Council Chambers
are located at:
Walnut Valley Unified School District Board Room
880 South Lemon Avenue
Please refrain from smoking, 'eating or drinking in the Council Chambers.
MEETING DATE: April 9, 1991 Robert L. Van Nort
City Manager
MEETING TIME: 4:00 p.m.
Andrew V. Arczynski
City Attorney
Lynda Burgess
City Clerk
Copies of staff reports or other written documentation relating to each item referred to on this agenda are on
file in the Office of the City Clerk and are available for public inspection. If you have questions regarding any
agenda item contact the City Clerk at (714) 860-2489 during business hours.
City of Diamond Bar uses RECYCLED paper and encourages you to do the same.
Next Resolution No. 91-18
Next Ordinance No. 2(1991)
CALL TO ORDER: 4:00 P.M.
PLEDGE OF ALLEGIANCE: Mayor Forbing
ROLL CALL: COUNCILMEN NARDELLA, PAPEN, WERNER
MAYOR PRO TEM KIM, MAYOR FORBING
1. BUDGET STUDY SESSION - Initial version of the Fiscal Year
1991-92 General Fund Budget. Department Managers will
present their departmental budgets through oral and
visual presentation.
Recommended Action: Review and comment on the General
Fund information and provide staff policy direction where
appropriate.
2. PRESS & STUDY SESSION POLICY - (1) Proposed policy for
preparation and dissemination of press releases; (2)
Proposed policy for the setting and conducting of Study
Sessions.
Recommended Action: Direct staff as necessary.
3. RESOLUTION NO. 91 - XX: A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DIAMOND BAR ESTABLISHING CITY COUNCIL
STANDARDS OF OPERATION. Proposed Resolution establishing
Council standards of operation to include Council
meetings, Committee assignments, City Commissions and
press relations, Council representations, relationships
with City staff, and other various Council
responsibilities.
Recommended Action: Review draft and direct staff as
necessary.
4. RECREATION CONTRACT - Proposed contract with the City of
Brea for recreational services for the Fiscal Year 1991-
92. Staff was directed to negotiate a contract with the
City of Brea with the goal of reducing the net cost. The
negotiated net cost would be in the amount of $152,000
which is a reduction of $83,000 from the original
proposal. In addition, rental costs for program
facilities are expected to cost $30,000.
Recommended Action: Review proposed contract and direct
staff as necessary.
�p-1--D 21660 EAST COPLEY DRIVE • SUITE 100
DIAMOND BAR DIAMOND BAR, CA 91765-4177
714-860-2489 • FAX 714-861-3117
r`
NOTICE OF ADJOURNMENT
Notice is hereby given that the City of Diamond Bar
City Council, at their meeting of April 2, 1991, adjourned said
meeting to April 9, 1991 at 4:00 p.m. at the Diamond Bar City
Council Chambers, 880 S. Lemon Avenue, Diamond Bar, California.
Said adjournment was passed by the following votes:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
Dated: April 3, 1991
Werner, Nardella, Papen,
and Mayor Pro Tem Kim
None
Mayor Forbing
LYNDAvBURGESS, Cit Clerk
e-�rk
City of Diamond Bay
JOHN A. FORBING JAY C. KIM PHYLLIS E. PAPEN DONALD C. NARDELLA GARY H. WERNER ROBERT L. VAN NORT
Mayor Mayor Pro Tem Councilmember Councilmember Councilmember City Manager
CITY OF DIAMOND BAR USES RECYCLED PAPER
AGENDA NO. _1
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CITY OF DIAMOND BAR
AGENDA REPORT
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DATE: April 5, 1991 MEETING DATE: April 9, 1991
TO: Honorable Mayor and Members of the City Council
VIA: Robert L. Van Nort, City Manager
FROM: Terrence L. Belanger, Assistant City Manager
SUBJECT: FISCAL YEAR 1991-92 BUDGET - REVENUES
DISCUSSION
Being presented for Council information is the initial version of
the Fiscal Year 1991-92 General Fund Budget. Department Managers
will present their departmental budgets through oral and visual
presentation. Included is the estimated General Fund revenue for
FY91-92. The estimated General Fund expenditures will be available
for your review on Monday, April 8, 1991.
RECOMMENDATION
Review and comment on the General Fund information and provide
staff policy direction where appropriate.
FISCAL IMPACT:
Amount Requested $
Budgeted Amount $
In Account Number:
Deficit: $
Revenue Source:
RFV,I-FWE1Y BY : l
---__��.----------- _ P 1. ; J � �� - t, -
Robert L. Va Nort Andrew V. Arczynski Terrence L. Belanger',
City Manager City Attorney Assistant City Manager
Detail of Estimated Revenue
General Fund
Last Year's Current Yr Department
ACCOUNT NAME Actual Budget Request
-------------------------------------------------------------------
Secured Property Tax
$ 835,873
$1,050,000
$1,150,000
Unsecured Property Tax
62,889
150,000
150,000
Supplemental Roll Prp Tx
0
0
0
* Property Taxes
898,762
1,200,000
1,300,000
Sales Tax
1,541,002
2,150,000
2,100,000
Transient Occupancy Tax
61,384
150,000
142,500
Franchise Tax
375,060
370,000
500,000
Business License
0
15,000
0
Property Transfer Tax
80,438
80,000
70,000
Motor Vehicle In -Lieu
2,143,039
2,700,000
2,700,000
Mobile Home In -Lieu
0
0
0
Cigarette Tax
78,682
90,000
80,500
Homeowners Exemption
0
35,000
33,250
Off Highway Tax
485
1,000
950
* Other Taxes
4,280,090
5,591,000
51,627,200
General Fines
69,700
50,000
47,500
* Fines and Forfeitures
$ 69,700
$ 50,000
$ 47,500
1 of 3
Detail of Estimated Revenue
ACCOUNT NAME
-----------------
Building Fees
Building Permit Fees
Plumbing Permit Fees
Electrical Permits
Mechanical Permit Fees
Grading Permit Fees
Permit Issuance Fee
Inspection Fees
Plan Check Fee
SMIP Fees
Planning Fees
Envirommntl Planning Fees
Advance Planning Fees
Current Planning Fees
Miscellaneous Permits
Engr-Plan Check Fees
Engr. Permit Fees
Engr.-Permit Issuance
Engr.-Inspection
Engr-Grading Permit
Recreation Fees
* Charges for Services
General Fund
Last Year's Current Yr Department
Actual Budget Request
-------------------------------------
$ 143,407
0
0
284,265
109,000
150,000
19,446
15,000
14,250
20,841
20,000
19,000
8,443
10,000
9,500
14,600
15,000
14,250
15,142
20,000
19,000
1,906
10,000
9,500
212,472
100,000
95,000
7,918
1,000
950
45,549
40,000
50,000
0
0
0
0
0
0
0
0
0
3,281
0
0
12,504
0
100,000
6,077
28,000
40,000
0
0
0
0
0
0
0
0
0
0
0
80,000
$ 795,851
$ 368,000
$ 601,450
2 of 3
Detail of Estimated Revenue
General Fund
Last Year's Current Yr Department
ACCOUNT NAME Actual Budget Request
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Interest
$ 237,101
$ 350,000 $
332,500
Returned Check Charges
185
300
285
Sale of Fixed Assets
0
0
0
Sale of Printed Material
3,215
500
475
Sale/Prt Material-Engr
0
0
0
Miscellaneous Revenue
344
300
285
* From Use - Money/Prp
240,845
351,100
333,545
Donations -Parks
4,020
0
0
Misc. Revenues
4,020
0
0
Interfund Transfers
0
1,487,133
1,487,133
Transfer -in / Other Funds
0
0
0
* Transfer-In/Other Fd
0
1,487,133
1,487,133
** General Fund $6,289,268 $9,047,233 $9,396,828
3 of 3
AGENDA NO. 2 -
CITY
CITY OF DIAMOND BAR
AGENDA REPORT
DATE: April 5, 1991 MEETING DATE: April 9, 1991
TO: Honorable Mayor and Members of the City Council
VIA: Robert L. Van Nort, City Manager
FROM: Terrence L. Belanger, Assistant City Manager
SUBJECT: PRESS AND STUDY SESSION POLICY
DISCUSSION
The proposed policy is for Council consideration to determine
policy for preparation and dissemination of press release and for
the setting and conducting of City Council Study Sessions.
Material for this item will be provided to the City Council on
Monday, April 8, 1991.
RECOMMENDATION
Direct staff as necessary.
FISCAL IMPACT:
Amount Requested $
Budgeted Amount $
In Account Number:
Deficit: $
Revenue Source:
-------- ----------------------------------�----
Robert L. V Nort Andrew V. Arczynski Terrence L. Belang
City Manager City Attorney Assistant City Manager
AGENDA NO. _4
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CITY OF DIAMOND BAR
AGENDA REPORT
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DATE: April 5, 1991 MEETING DATE: April 9, 1991
TO: Honorable Mayor and Members of the City Council
VIA: Robert L. Van Nort, City Manager
FROM: Terrence L. Belanger, Assistant City Manager
SUBJECT: REVISED RECREATION PROPOSAL WITH THE CITY OF BREA
DISCUSSION
The revised recreation proposal is for Council review and comment. The
proposed contract is in the amount of $282,000. The original recreational
proposal submitted by the City of Brea was in the amount of $365,000 with
estimated revenues of $130,000 which resulted in a net proposal cost of
$235,000. Staff was directed to negotiate a contract for recreational
services with the City of Brea with the goal of reducing the net cost to the
City of Diamond Bar. As the revised proposal indicates, the net cost for
recreation services would be in the amount of $152,000, which is a reduction
from the original proposal of $83,000. However, it is expected that the
rental cost of facilities in which to conduct recreational programs will be
approximately $30,000.
The revised proposal is being provided for your review and comment. Staff
will be presenting the contract for recreation services between the City of
Diamond Bar and the City of Brea at the April 16, 1991, City Council meeting.
RECOMMENDATION
Review and direct staff as necessary.
FISCAL IMPACT:
Amount Requested $
Budgeted Amount $
In Account Number:
Deficit: $
Revenue Source:
-------=------------------------------------------------- y-�
Robe
r L. Van Nort Andrew V. Arczynski Terrence L. Belanger
City Manager City Attorney Assistant City Manager
CITY OF BREA
TO CONDUCT
RECREATION SERVICES
11'
AFRI.. 4. 1991
i- 0Dl _1 I F.2
y.� 1
The attached proposal from the City of Braa is to provide recreational services
specified in the Request for Proposals. The scope, type and duration of tt,e
various programs and services will, on occasion, depend on joint use negotiations
with walnut Valley Unified School District and the Pomona Unified School District
for facility use.
Programs and services to be provided will include:
1. Contract Classes
2. Youth and Adult Sports programs
3. Tiny Tots
4. Youth and Adult Excursions
S. Rent -A -Santa Program
6. A Series of summer Concerts in tha Park (5)
7. Staff support and coordination with local sports organizatlicns fc�;
promotion of their programs and the scheduled use of athletic facilities.
8. Provision of staff, as a resource, to one monthly Meeting of the City's
Parks and Recreation Commission as requested by Diamond Bar staff and a
monthly report to the advisory body.
Brea believes in quality accessible services, visibility, fiscal accountability
and community involvement. We feel that adequate and weal- trained staffing is
essential. Therefore, our proposed staffing consists of a full -tine Recreation
Superintendent, and Community Services Specialist sup yrted by a ;art-tir�.e
Administrative Clerk and Community Services Specialist for sports prc9rams.
Attached is a copy of the proposed organizatioial chart identifying positions and
responsibilities. Since we believe staff mList be available and accessible to the
Diamond Bar community, we regaire that office space, equipment and phone access
be made available. Duality programs plus aggressive custo^rer care are essential.
Included in our proposal is a program narrative on each service and itemized
budget of projected expenditures and revenues. The total expenditures for the
services rendered will be $283,411. The total revenue projected is $130,000.
The actual "net cost" to the City of Dia:mand Bar will be $153,411. Diamond Bar
will be invoiced $23,618 monthly in advance, based on the gross amount of the
contract of $283,411. Brea will process payments to Diamond Bar, on a quarterly
basis, of all actual revenues generated from program activity fees. In the event
these revenue projections are exceeded, both agencies will split trie overage.
Should the program core under budget, both agencies will split the remaining
contract funds.
Per discussion with Diamond Bar staff, Brea will prepare a program b:idget for
contract services to Diamond Bar as part of the regular budget process (April).
Monthly expenditure and revenue reports will be made available as part of the
budget management and monitoring process. Diamond Bar will receive a copy of
the report as well, for monitoring and ,auditing needs.
Executive Summary
Page Two
Brea will provide a variety of established and successful support services. The
support services include computerized financial managennant and reporting,
purchasing, duplicating and media services for graphics, marketing assistance and
video taping of activities/everts. These services ars included it, the twenty-two
per cent (22%) overhead cost of the proposal.
Brea's Community Services Director will be responsible for management and
supervision of the contract services. Attachsd to the proposal is a copy of the
City's organizational chart and that of the Ccmrunity Services Department. The
Diamond Bar program will be able to draw on the experti-se of the Community
Services Department full time Leisure aervl ces staff which has over 30 years of
full-time experience in recreation aro' working with the community, Attached are
the resi=es of the senior managem-3;:t stRpf of area's Co-nmuni ty Services
Department who will be overseeing the contract.
Plans are to recruit for all full-time and part-tima positions t) provide
services to the City of Diancnd Bar. These positions will, on an as needed
basis, be supplemented by existing City of Brea staff, to i^sure ;uality and
adequate staffing at all times. As part of the proposal we will irp'ement an
ongoing participant and customer care evaluation program to assess and respond
to customer comments and suggestions on the services provided. "Customer care"
feedback is a great tool for community input and involvement.
Brea is a self-insured public agency. Incl Aad in tae proposal packet is a copy
of the City's proof of insurance coverage and adequate warkQr s corimpensation
coverage.
Brea looks forward to and welcomes the challerge of providing recreational
services to the City of Diamond Bar,
TQ:j4/l:ex9ct.sum
4/4/91
G 1
CITY OF DIAMOND BAR R.F.P.
RECREATION SERVICES
BY CITY OF -DRE
AA MINISTRAPIM
1. Recreation Superintendent $ 43,675
2. Community Services Specialist -Contract Classes 26,960
3. Community Services Specialist -Athletics ($12.9615) 15,650
4. Administrative Clerk II (25 hrs C $10.5211) 1 .677
Recreation Superintendent
Community Services Specialist - Contract Classes
Part -tithe Medicare (1.5% of $47,654)
Retirement (P.T.) (7.5% of $47,654)
Tra i n i.,n aATjNZj
CPRS Conference (Recreation Superintendent)
SCMAF Sports Institute
Contract Class Supervisors
Insurau
Liability Insurance ($5,000,000)
$103,162
$ 10,965
6,520
715
Benefits $ 21,775
$ 1,SG0
i00
$ 1,650
$ a3,fl00
1. Contract Classes - "111-y of Brea currently has 25 instructors under contrast
on a 60%/40% split basis who teach 60 different classes on a quarterly
schedule basis serving 1,600 participants and generating $60,000 revenue
annually.
Contract Classes Proposal to Diamond Bar
Conduct contract classes at tan different sites in Diamond Bar utilizing
Walnut Valley, Pomona Unified and City park sites similar in scope to
current City of Brea program. Use as many instructors currently under
contract to Walnut Valla_v as possible, supple.mantir:g with City of Brea
instructors as necessary.
Annual Participant Goal 1,600
Annual Revenue Goal $60,000
1. Contractors 60% X $60,004 $ 36,400
2. Mileage Round Trip/day Brea to Diamond Bar,/Class Monitoring
16 miles X 240 days X $0.255/mile 980
3. postage 350
Total Expenses $ 37,330
2. Adult Sports - City of Brea currently runs leagc;as for adult softball (18
teams), 5 on 5 adult basketball (22 teams), 3 on 3 basketball tourney (25
teams), and coed volleyball (40 teams) serving 950 participants and
generating $23,000 revenue annually.
Adult Sports Proposal to Diamond Bdr
a. Adult Softball- 54 teams/year (pending facility availability)
b. Adult Basketball -18 teams/year (pending facility availability)
c. Adult Coed Volleyball -48 teams/year (rending facility availability)
Annual Participant Goal 1,506
Annual Revenue Goal $36,480
.Softball - Revenue 54 teams X $390/team a $21,060;
Officials $ 6,156
Scorers 6,480
Field Prep 108 fields X 1 hr./field X $8/hr. - $ 864
Expenses Softball $13,500
$cult__Baskgtball - Revenue 1S tears X $290/tear - $7,420
Officials $ 4,104
Scorers LM
Expenses Basketball 5 5,184
Adult_ Eoed _VQ1',er ! - Revenue 48 bea,3,s X $175/tpaar. z 55,40E
Officials S 5,472
Expenses Volleyball $ 5,472
Surlmary Adult Sports
Total Teams 120
Total Revenue $36,480
Total Expenses $24,155
3. Tiny Tots - Conduct as currently conducted. All direct costs catered by
revenue.
Total Cost $11,505
Revenue 13,000
Participants 34 per session (school year program)
4. Excursions - City of Brea currently conducts rine youth excursions during
the summer, a family trip to the Rose Parade, plus three adait trips to Las
Vegas/Laughlin as a 24 hol;r turnaroune. Youth excursions attra`t 700
__ _ - _._ __ __. i _ C _
participants, Rose Parade 2S0, Las Degas/LavGhlin 120.
Total revenue generated is $18,430.
The City of Brea propose to offer this same package of excursions to Diamond
Bar. Additional excursions, if so desired by Diamond Bar, may be added to
this Contract on a direct cost recovery basis. (It is our understanding
that Proposition A funds are available to cover all bus costs associated
with Diamond Bar excursions.)
Rase Parade - 250 Participants
9 Youth Excursions - 270 Participants
3 Las Vegas TurnaroursdJLaughlin Turnarounds - 120 Participants
Rose Parade - Revenue 250 particepar�ts X $46 - $11,500
Seating $29 X 250 participants - $ 7,250
Buses - N/C - Prop A
Staffing - 3 staff X 8 hrz. X $8 /hr. - 320
Coordinators X 100 hrs. X $10/hr. 11000
Continan}al Breakfast _,.._.._M
Expenses Roses Parade $ ¢1820
Youth Excaurs i oris - Revenue 270 X $ 0 R S 5,130
Admissions 270 X $11 - a 2,970
Staff 3 X 10 hrs. X 9 trips X 38/hr.- 2,160
Buses - N/C - Prop. A
Expenses Touch Excursions
Vegas/Laughlin - Revenue 120 X $15 s $1,e00
Staff 20 hrs. X 3 X $8
Snacks 3 X $75
Buses - N/C - Prop. A
Expenses Vegas/Laughlin
Summary Excursiar+.s
Total Participants - 640
Total Revenue - $18,430;
Total Expenses w $14,655
5. Special Events
1. Rent -A -Santa
S 5,130
$ 480
225
S 705
City of Brea currently makes About 75 Sema yisits per year. Visits are
normally conducted between 6 and 10 p.m., seven days a week December 7-24.
Special visits on other dates and times are available on a "Santa Available"
basis and are $35. Visits normally last ten minutes, eight candy canes are
distributed, and Santa is driven to visits by a part-time Leader in a
private vehicle, The driver is dressed as an elf and accompanies Santa into
the visit site. Santa is paid 5C% of revenue collected for the visit, elf
as a part-time worker at an hourly rate. Milage is reimbLrsed at 25.5 cents
per mile.
Similar pr•ogra.►n is proposed for City of Diamond Sar
Rent -U nta Co is
Revenue 75 visits 24 @ $35 = $ 840
51 @ $25 - 2.275
$ 2,115
Staffing
Coordinator 50
hrs. 510/hr. =
$ 500
Leaders
SO hrs. X $8/hr.
-
400
Contract
Santa 50 of revenue
11060
Mileage
100 r"►i',es 3 25.5
capts,,pille a
25
Candy Canes
720 15,:7 Lents
each -
Total Expenses
5 2,106
Total Cost:
$ 21106
Total Revenue:
$ 2,115
Total Visits:
75
3. Concerts in tate Park
The City of Brea currently of'f'ers rine concerts eats, su;imer on a weekly
basis, serving about 600 people per concert.. A similar program could be
offered in the City of Diamond Bar,
Staffing: Coordinator 75 hrs. X S10/hr. _ 750
(includes site supervision)
Operating Services: Bands 5500/wk. X 5 weeks = 2,500
Promotional Materials, _. I,C.Q2
Total Expenses $ 4,250
f
The City of Brea currently provides staff sapport and ci�or&nation with local
organizations for tete orderly promotion of their programs and the scheduled use
and maintenance of athletic facilities on City, school and County park sites.
We would provide this same service to the City of Diamicnd Sar, Meetings with
sports groaps would be heli quarterly, This will require 254 of the Re,:reation
Superintendent's time. Cost of this is includEd undIr administration in the
Recreation Superintandent's salary. We recommend that park mor:itori ng be handied
in-house by Diamond gar City part -tuna staff reporting to the City Maintenance
Department.
RECREATION SERVICES PROGRAM
REVISED PROPOSAL
Personnel
Recreation Superintendent
Asst. Community Services Supervisor-Contract(40hr)
Asst. Community Services Supervisor-Athletics(25hr)
Administrative Clerk I (25hr at $10.11)
Benefits
Recreation Superintendent
Asst. Comm. Serv. Supvr.-Contract
Asst. Comm. Serv. Supvr.-Athletics
Administrative Clerk I
Part -Time Medicare (@.015)
Part-time PERS (@.075)
TrainingfMemberships
Contract Classes
Athletics
Tiny Tots
Special Events
Excursions
Concerts in Park (5)
Rent -A -Santa
Less: Recreational Supplies
Administrative Fee (@.22)
Liability Insurance
Notes•
Sub -Total
Sub -Total
Total
Revenue
Net Cost
12 monthly payments
$ 45,675
27,170
16,980
13,140
$ 102,965
$ 10,965
6,520
0
0
350
2,900
$ 20,735
$ 1,650
$ 37,330
$ 27,090
$ 12,900
$ 14,655
4,250
2,110
$ 21,015
(3,850)
$ 219,835
48,365
$ 268,200
13,800
$ 282,000
$ 130,000
$ 152,000
$ 12,670
The City of Diamond Bar will purchase recreational supplies and
equipment. Estimated cost: $13,450.
Estimated revenues: $130,000.
Estimated facilities rental costs: $30,000.
Co„vmunity Events:
Rent -A -Santa (Dec. 24)
$35/visit
(Dec. 7-23)
$25AIM
(special visits -
other than normal
dates and times)
$35/visit
Santa Contract -50% of revenue
collected
Contract Classes:
Instructor Fee - 60% of revenue
collected
Adult Sports:
Adult Soft -all $390,112 games
Adult Coed Volleyball $175/12
matches
Adult Full Court Basketball $390/12
games
Tiny Tots:
$1.60 per hour
Excursions;
Rc se Farade
$45 per participant
Youth Excursions
$19 per participant
Disneyland Youth Excursior
$22 per participant
Las Vegas/Laughlin Turn arGund
$15 per participant
Administration:
Refund Service Cha,ge
$ 5
Returned Check Sertics Charge
$10
Credit Card Use Service Charge
7%
Registration Fee
$ 1/class (contract
classes only)
Non -Resident Fee
S 5
BR:em.rfp-a.3
4/4/91 (Revised)
Contract C"asses $ 60,000
Adult Sports 36,480
Softball $21,060
Basketball $ 7,020
Volleyball S 6,400
Tiny Tots 13,000
Excursions 18,430
Rase parade $x1,500
Youth Excursions $ 5,M
degas/Laughlin S 1,800
Special Events 21115
Rent -A -Santa 5 2,115
TOTAL REVENUE $130,425
BR:em.rfp-a.3
4/4/91 (Revised)
Overhead is estimated at 22,Y4 of total costs.
Overhead includes.
Office Space and Supplies
Telephones and Other L1til ities
Purchasing Divisior Support
Finance Department Support
Computer Support/Service
Media Services Department Supp:rt
Duplication and p,iiting
Postage
City Vehicle Use
Personnel Departmant Support
Workers Compensation (Part -Time Staff)
Support. from Co�irmunity Services Department Management Staff
BR:em.rfp.a.S
4/4/91 (Revised)
City of Diamond Bar
Recreation Services
R.F.P.
by
City of Brea
PROPOSED ORGANIZATION CHART
Ad.--, ^s?rat: vfi WVM
''� ClerK II
Community Services
Speclaiist
Sports Program
Field K
Preparaflon
Personnel
Recreation
Superintendent
Cor nrnun ty SEPAcas
Specialist
Contract Class
Marketing! Tiny Tots
I
Tiny Tots �'' ......
'nstrkactcr � _
Excursions/
A special Events
Ceordirator-`a
.0
NUML
!
Spez"!a
Events Stat
..4 DENOTES
,.iii PART-TIME
Mid-range hourly rates For City of Braa Community Servives Oepartmeit position
classifications as of 4/4,x'91,,
Howl V Cate
Community Services Director
$40.3442
Community Services Manager
$26.6512
Recreation Superintendent
$24.7031
Administrative assistant II
$19.8530
Recreation Supervisor
$17.5821
Administrative Assistant I
$17,0121
Community Services Specialist 11
$14.6181
Administrative Secretary
$14.1091
Community Services Specialist i
$12.961s
Administrative Clerk I1
0 0.5211
Community Services Coordinator
$10,01
Administrative Clerk I
$9.5538
Administrative Intern
59.10
Senior Lifeguard/Instructor
$8,39
Senior Community Services Leader
$7.81
lifeguard/Ins,tructor
$7,31
Canmunity Services Leader
$6.71
Lifeguard
$6.28
Community Services Worker
$5.70
BUDGET WORKSESSION
BUDGET DISCUSSION
1. CITY MANAGER OVERVIEW
2. CITY MANAGER'S OFFICE (Finance,
Personnel, General Gov't, Police, Fire)
3. CITY CLERK'S OFFICE
4. PARKS, RECREATION
5. PLANNING, BUILDING & SAFETY
6. PUBLIC WORKS, ENGINEERING
7. QUESTION AND ANSWER PERIOD
8. CLOSING COMMENTS
a:%budses.agn
(VAN NORT)
(BURGESS)
(JANIEL)
(DESTEFANO)
(MOUSAVI)
CITY OF DIAMOND BAR
BUDGET CALENDAR
1991-92
PERIOD ACTIVITY
RESPONSIBILITY
Feb 26 Council adopts budget calendar. City Manager
Feb 26 - Preparation of departmental work Finance
Mar 15 worksheets. Entering of historical
data and related information.
Mar 15 Distribution of budget instructions, Finance
calendar forms and worksheets to
Departments.
Mar 15 - Preparation of departmental budget Each Dept.
Apr 05 requests.
Apr 09 Council/Staff Strategic Planning City Manager
Workshop (one day).
Mar 15 - Schedule of proposed capital projects. Planning,
Apr 05 Finance &
Admin.
Apr 08 -
Review and analysis of departmental
Finance &
Apr 12
budget requests.
City Manager
Apr 01 -
Prepare revenue estimate for next
Finance &
Apr 12
fiscal year.
City Manager
May 02
Council workshop to draw input for
City Council
budget consideration (afternoon).
May 06
Complete compilation of preliminary
Finance
budget including final revenue
City Manager
estimates and budget message.
May 09
Duplicate preliminary budget.
Finance
Budget Calendar
Page Two
May 14 Submit preliminary budget to City City Manager
Council. Provide distribution to
City departments and make copies
available for public inspection.
Set schedule of City Council budget
conferences and date of public hearing.
Jun 04 City Council operational and capital City Manager
improvement budget conferences.
Public hearing of preliminary budget
recommendations. Public hearing on
Capital Improvement Fund.
Jun 10 Revise budget for public information. Finance &
City Clerk
Jun 18 Continue public hearing, if necessary, City Council
and/or adopt budget.
Jun 19 Prepare adopted budget for printing. Finance
Distribute to City Council, department
heads and news media.
Jun 30 Publish summary of enacted budget. Finance &
Submit summary of enacted budget for City Clerk
public review at City Hall & Library.
C I T Y CO M M U N IT Y
CLERK DEVELOPMENT
COUNCIL
PLANNING
SUPPORT
RECORDS
ECONOMIC
MANAGEMENT
DEVELOPMENT
ELECTIONS
9 U I L 0 1 N 6
AND SAFETY
CODE
ENFORCEMENT
City of Diamond Bar
Organizational Chart
CItIzenS
CITY
COUNCIL
-_ CITY CITY CITY
—ATTORNEY MANAGER COMMISSIONS
ASSISTANT
CITY MANAGER
RISK
MANAGER
PUBLIC PARKS , 6NERIFF FIRE
WOR KSlENG. AND MAINTENANCE DISTRICT
fCenlr�el)
TRAFFIEC RECREATION SUPPORT FIRE
ENGINERING SERVICES SUPPRESSION
STREET LAN DSCA►E UNIFORM PARAMEDIC
MAINTENANCE DISTRICT SERVICES
PARKYAYIMEDIAN TRAFFIC FIRE
MAINT. ENFORCEMENT PREVENTION
ADMIN.
SERVICES
FINANCE
P RCNASIN8
►ERfONNEL
INFORMATION
SERVICES
ANIMAL
CONTROL
SOLID
WISTE
POSITION
CITY OF DIAMOND BAR
PERSONNEL SUMMARY
FISCAL YEAR 1991-92
FULL TIME
1989-90 1990-91
Actual Actual
1991-92
Proposed Approved
City Manager
1
1 1
Assistant City Manager
0
1 1
Planning Director
1
1 1
City Engineer
0
1 1
City Clerk
1
1 1
Deputy City Clerk
1
1 1
Accounting Manager
0
0 1
Senior Accountant
1
2 1
Financial Mgt. Asst.
1
0 0
Parks & Maint. Director
1
1 1
Parks & Maint. Supt.
1
1 1
Secretary to City Mgr.
1
1 1
Admin. Secretary
0
1 1
Secretary
1
0 0
Clerk Typist
0
1 2
Junior Clerk Typist
1
1 1
Associate Planner
0
1 1
Planning Technician
0
1 1
Administrative Assistant
0
0 1
Administrative Analyst
0
3 2
Code Enforcement Off.
0
1 1
Maintenance Worker
0
1 1
Assoc. Engineer
0
0 1
Engineering Technician
0
0 1
Totals
11
PART TIME
21 24
POSITION
1989-90
1990-91
1991-92
Actual
Actual
Proposed Approved
Account Clerk
0
1
1
Code Enforcement Off.
0
1
0
Planning Intern
0
1
1
Intern
4
3
4
Engineering Technician
0
1
0
Totals
4
6
6
General Fund Revenues
Fiscal Year 1990-1991
Mid -Year Budget Adjustment
Other Taxes j
$5,591,000 62%
i
operty Taxes
1,200,000 13%
Use of Money & Prop
$351,100 4%
Fines & Forfeitures
$50,000 1%
rans,-in-Other Fds
$1,487,133 16%
Charges for Services
$368,000 4%
Diamond Bar
General Fund: $9,047,233
(By Source)
General Fund Revenues
Fiscal Year 1991-1992
Population: 53,632
Square Miles: 14.9
FEMA Grant $7,500
0%
Charges for Services $601,450
6%
Use of Money & Prop $333,54"
4%
?rans,-in-Other Fnd $
16%
n+hAr TfaYPQ $5 627,200
%
,s & Forfeitures $47,500
1%
P�� .y ax $1,300,000
14%
Diamond Bar
General Fund: $9,404,328
(By Source)
General Fund Expenditures
Fiscal Year 1990-1991
Population: 74,115
Square Miles: 14.9
City Council $123,948 1%
i
Public Safety $4,011,759 47%
Comm, Development $960,960 11%
Finan,o$150337 2%
,
s/Maintenance $701,508 8%
Dity Clerk $136,430 2%
City Attorney $275,000 3%
City Manager $328,750 4%
ublic Works/Eng. $1,423,984 17
General Government $411,612 5%
Diamond Bar
General Fund: $8,795,858
(By Department)
General Fund Expenditures
Fiscal Year 1991-1992
Population: 53,632
Square Miles: 14.9
Public Works/Eng $1,453,700 18%
Parks/Maintenance $644,375 A9,
Public Safety $4,046,582 49%
Diamond Bar
General Fund: $8,565,457
(By Department)
e $171,150 2%
)eral Government $321,700 4%
:ity Clerk $213,550 3%
City Attorney $190,000 2%
City Manager $296,600 4%
City Council $121,550 1%
Comm, Development $806,250 1
OFFICE OF
CITY MANAGER
(Finance - Personnel - General Gov't)
Responsible for the management and performance of functions related
to the administration of the City, including but not limited to:
o Provides leadership and direction to City staff to ensure implementation
and adherence to City Council policy directions.
o Prepares a proposed budget for submittal to City Council which
addresses the communities' service needs; reflecting Council's goals
and objectives.
o Provides Council latest legislative information so to present a proactive
City positions on proposed federal, state or local legislation or policies.
o Coordinates the dissemination of information to the public (newsletters,
news releases, CATV).
o Manages personnel related activities: recruitment and selection,
employee payroll and benefit programs.
o Coordinates risk management activities, with the Southern California
Joint Powers Insurance Authority, as a member of same, including
exposure identification, risk evaluation, risk control, risk financy.
o Administers the budget and maintains general revenue and
appropriations ledgers; prepares all City financial statements and
reports. �
o Manages accounts payable and receivables and prepares all City
payments (warrants) program information.
o Prepares all City financial statements and reports.
o Administers solid waste policies and programs.
0 Administers the animal control program.
General Fund Expenditures
Fiscal Year 1990-1991
Personal Services $304,200 93%
CITY MANAGE
General Fund $328,750
Professional Services $10,000 3%
Supplies & Oper. Exp. $13,650 4%
General Fund Expenditures
Fiscal Year 1991-1992
Personal Services $259,600 91%
CITY MANAGER
General Fund $296,600
Professional Services $10,000 3%
Supplies $ Oper. Exp. $17,000 57%
General Fund Expenditures
Fiscal Year 1990-1991
Personnel Services $65,898 53%
1 _
Supplies $1,000 1%
Operating Expenses $15,550 13%
CITY COUNCIL
General Fund $123,948
Capital Expenditures $2,500 2%
Professional Svcs. $39,000 31%
General Fund Expenditures
Fiscal Year 1991-19g2
Personnel Services $71,800
Supplies $1,750 1%
Operating Expenses $18,Uvv 1070
CITY COUNCIL
General Fund $121,550
Professional Svcs. $30,000 25%
General Fund Expenditures
Fiscal Year 1990-1991
Personnel Services
$128,237 85%
E N AN CE
Supplies $1,500 1%
Professional Services $15,000 10%
Operating Expenses $5,600 4%
General Fund $150,337
General Fund Expenditures
Fiscal Year 1991-1992
Personal Services
$144,800 85%
FINANCE
General Fund $171,150
Supplies $1,000 1%
Capital Expenditures $9,500 6%
Operating Expenses $9,500 6%
ofessional Services $10,000 6%
General Fund Expenditures
Fiscal Year 1990-1991
Professional Svcs $39 'nn „d
Contract Service $2,000
Capital Expenditures $186,OOC
nno—+. 9 Expense $67,700 19%
Supplies $9,000 3%
Personal Services $23,096 6%
Misc. Expenditurres $31,800 9%
GENERAL GOVERNMENT
General Fund $358,696
General Fund Expenditures
Fiscal Year 1991-1992
Operating Expense $183,200 69
Supplies $13,000 5%
Contract Service $2,000 1%
ipi tal Expenditures $55,000 21%
Professional Svcs $10,500 4%
GENERAL GOVERNMENT
General Fund $263,700
General Fund Expenditures
Fiscal Year 1990-1991
Sheriff $3,814,996 95%
PUBLIC SAFETY
General Fund $4,011,759
Animal Control $10,000 .2%
Fire $186,763 5%
General Fund Expenditures
Fiscal Year 1991-1992
Sheriff $3,953,156 98%
PUBLIC SAFETY
General Fund $4,046,582
Emergency Prep $35,000 1%
Animal Control $50,000 1%
Fire $7526 .2%
OFFICE OF
CITY CLERK
Responsible for the management and performance of the functions of
the City Clerk's Office including but not limited to:
o Preparation of City Council meeting agendas and
minutes.
o Preparation and maintenance of official records:
agendas, minutes, ordinances, resolutions.
o Codification of City policies into the Municipal Code.
o Preparation and maintenance of the legislative history
program.
o Management of municipal elections.
o Administration of oaths of office.
o Administration of conflict of interest codes and
Statements.
o Publication of legal notices and ordinances.
o Records Management
General Fund Expenditures
Fiscal Year 1990-1991
Personal Services $115,580 85%
CITY CLERK
General Fund $136,430
Capital Expenditures $5,000 4%
Professional Svcs. $10,000 7%
Supplies & Operating Exp. $5,850 4%
General Fund Expenditures
Fiscal Year 1991-1992
Personal Services $169,300 79%
C TY CLERK
General Fund $213,550
Capital Expenditures $5,000 2%
Professional Svcs. $25,000 12%
Supplies & Operating Exp. $14,250 7%
DEPARTMENT Or
PARKS AND MAINTENANCE
Responsible for the management and performance of functions related
to public parks and open space facilities and recreation service programs,
including but not limited to:
O Administer parks maintenance contracts.
O Administer landscape and lighting district maintenance contracts.
O Administer recreation Joint Powers Agreement (Recreation
Services contract).
O Purchase and maintain City vehicles.
O Administer street sweeping contract.
O Oversee contract services for right-of-way maintenance, minor
street repairs, graffiti removal.
O Oversee and schedule contract services for street tree
maintenance.
O Administer bus shelter contract.
O Prepare and distribute Park and Recreation Commission agendas.
O Oversee City water conservation efforts.
O Prepare plans and specifications for park improvements, park
maintenance, assessment district maintenance, bus shelter
franchise, tree maintenance.
O Provide inspections for all Public Works landscape construction
projects.
o Coordinate and resolve complaints regarding other public
agencies operating in Diamond Bar.
o Physically inspect the resolution of citizen complaints, whether
performed by staff or contractor.
General Fund Expenditures
Fiscal Year 1990-1991
Operating Expense $91,100 14% Supplies $9,000 1%
Professional Services $3,600 1%
Contract Services $369,650 58%
Personnel Services $146,318 23%
Capital Expenditures $14,200 2%
PARKS & MAINTENANCE
General Fund $701,508
General Fund Expenditures
Fiscal Year 1991-1992
Operating Expenses $135,025 21% Supplies $19,950 3%
Professional Svcs. $7,200 1%
Contract Services $375,500 58%
Personal Services $105,700 16%
PARKS & MAINTENANCE
General Fund $644,375
General Fund Expenditures
Fiscal Year 1990-1991
Capital Expenditures $12,700 1%
Professional Svcs $360,400 38%
Supplies $700 .07%
rsonal Services $263,510 27%
Capital Expense $13,650 1%
ntract Services $310,000 32%
COMMUNITY DEVELOPMENT
General Fund $960,960
DEPARTMENT OF COMMUNITY DEVELOPMENT
The Department of Community Development is responsible for the
management and performance of functions related to current and advanced
planning, building and safety, code enforcement, economic development and
Community Development Block Grant, including but not limited to:
O Develop and implement the General Plan
O Prepare and administer the zoning and subdivision
ordinances
O Review of development projects for compliance with
various development ordinances
O Provide technical support to City Council, Planning
Commission, General Plan Advisory Committee and
Significant Econological Area Technical Advisory
Committee on development and related matters
O Environmental review of development projects in
compliance with CEQA
O Administration of Building Services contract
O Provide building and safety plan check, permit
issuance and construction inspection services
O Code enforcement and abatement of public nuisances
O Develop and administer economic development
programs
O Administration of the Community Development Block
Grant Program
0 Management of records
General Fund Expenditures
Fiscal Year 1991-1992
Operating Expenses $16,0(
Professional Svcs $203,400 25%
Capital Expenditures $10,000
iI Services $275,500 34%
Supplies $1,350 0%
Contract Services $300,000 37%
COMMUNITY DEVELOPMENT
General Fund $806,250
DEPARTMENT OF
PUBLIC WORKS/ENGINEERING
Responsible for the management and performance of functions related
to public and private improvements and traffic and transportation matters,
including but not limited to:
o Design and contract/construction management of
capital improvement projects.
o Construction, maintenance and repairs of public
facilities including streets, curbs, gutters, sidewalks,
traffic signals/signs/striping, street lights, sewers,
storm drains.
o Management and enforcement of City requirements
for subdivisions, lot development, utilities, vehicles/
pedestrians, traffic, use of public right-of-way.
o Management of the plan check and permit issuance
process.
o Coordination of programs, projects and plans with
local, county, regional, state and federal governments
and agencies.
o Management and coordination of various funds
related to capital improvements including Gas Tax;
FAU; Lighting & Landscaping Dist; Prop A; Prop C;
OTS; SB 821.
General Fund Expenditures
Fiscal Year 1990-1991
Contract Services $1,131,000 79%
Y
Operating/Supplies $58,800 4%
Personal Services $20,384 1%
'rofessional Svcs. $213,800 15%
PUBLIC WORKS/FNG N E RNG'
General Fund $1,423,984
General Fund Expenditures
Fiscal Year 1991-1992
Contract Svcs $1,225,000 84%
erating Exp/Supp. $30,100 2%
Personal Svcs. $165,000 11%
Professional Svcs $18,600 1%
Capital Exp. $15,000 1%
PUBLIC WORKS /ENGI NEERI NG
General Fund $1,453,700