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HomeMy WebLinkAbout05/30/1995 Minutes - Special Budget WorkshopMINUTES OF THE CITY COUNCIL CITY OF DIAMOND BAR BUDGET WORKSHOP MAY 30, 1995 CALL TO ORDER: M/Papen called the meeting to order at 2:00 p.m. in Room CC -2, AQMD Building, 21865 E. Copley Dr., Diamond Bar, California. PLEDGE OF ALLEGIANCE: The audience was led in the Pledge of Allegiance by M/Papen. ROLL CALL: Council Members Ansari, Harmony, Mayor Pro Tem Werner and Mayor Papen. Also present were Terrence L. Belanger, City Manager; Frank Usher, Assistant City Manager; Michael Jenkins, City Attorney; George Wentz, City Engineer; Bob Rose, Community Services Director; James DeStefano, Community Development Director and Lynda•Burgess, City Clerk. 2. BUDGET WORKSHOP: CM/Belanger reported that proposed FY 1995-96 operating expenditures include departmental costs, capital outlay, personnel and cost of services. He proposed expenditures of $9,307,170 compared to projected expenditures in the current fiscal year of $9,151,621 with $9,958,150 in revenues as opposed to $10,409,115 for FY 94-95. In response to C/Harmony, CM/Belanger advised that General Fund revenue could reflect an approximate loss of $800,000 based on current per capita amounts and $300,000 in Gas Tax Funds. C/Harmony stated that this would mean that the General Fund would be short approximately $500,000. CM/Belanger advised that income increases which have occurred over the last three years have been approximately $800,000. For clarification, M/Papen advised the projected decrease in revenues this fiscal year is due to the City not having received the final payment from the County for the property tax allocation repayment. In response to MPT/Werner, CM/Belanger reported that no decrease to public services is currently recommended. LAW ENFORCEMENT SERVICES - Captain Waldie, L.A. County Sheriff, reported that no reduction in their services will be proposed. He stated that the Walnut Sheriff has done a great job for the City and the City's crime rate has decreased. MAY 30, 1995 PAGE 2 Lt. Dave Stothards reported that overall, the crime in D.B. has decreased in the past three years; however, there is potential for increase in crime due to gang violence, narcotic violence and robberies. There are 2,400 active gang members, identified with five major gangs who either live, work or go to school within City limits. The proposal included a "Special Problems Unit" which would include an OSS team of two Sheriff deputies that would be deployed on a day-by-day basis to areas shared by Walnut and D.B. with costs shared by both cities. The annual cost would be approximately $106,000 to D.B. Captain Waldie recommended that the unit operate 40 hours per week, shared by Walnut and D. B. for prevention. MPT/Werner asked if any of the drug -seized money could go toward to off -setting these costs. Captain Waldie advised that monies are given back to D.B. for any kind of — seized drug money, etc. In response to C/Harmony, Captain Waldie advised that the cities of Lakewood, Cerritos, Bellflower, Los Angeles, and many more and special teams such as this. He advised that these special units do not interrupt normal daily activities of Sheriffs because they are special deputies dealing with these special problems: In response to MPT/Werner, Captain Waldie advised that the "Special Problems Unit" would work in conjunction with the OSS. The unit would not be part of OSS or the Narcotics department; however, they would deal with any special problem that D.B. was having at that time. M/Papen stated that since the crime rate is down 12%, she asked the Council to consider transferring the General Law Enforcement Officer and the Crime Prevention Deputy funding to this category. She commented that this program had never been discussed. before and asked why was being proposed at this time. Captain Waldie clarified that the reduction in the crime rate is over three years and by keeping this type of service in place, it is important that the — level of service be kept or increased. He requested the Council to reconsider merging the Crime Prevention Deputy to this "Special Problems Unit" because the job involves the Neighborhood Watch Program, the false alarm system, graffiti enforcement, Senior Volunteer Patrol, etc. MAY 30, 1995 PAGE 3 M/Papen asked that the Senior Volunteer Patrol be called "Community Volunteer Patrol." She also stated that she was not convinced that the reported active gang members was correct. She asked how many of those 2,400 gang members are hard core. Lt. Stothards reported that the OSS department identified 236 active, hardcore gang members and that there are other hardcore, active gang members that have not been arrested; however, they impact the gangs and their activities. In response to M/Papen regarding officer training, CM/Belanger advised that $5,000 is allocated to the Public Safety Law Enforcement Budget to provide a resource for the department to train deputies. In response to C/Ansari regarding costs for the "Special Problems Unit," Captain Waldie answered that costs would include the vehicle, salary, etc. for the entire year for two deputies including sensitivity training for the special needs of different cultures. C/Harmony asked if there is a general increase in County services the next fiscal year and, if so, is the increase reflected in this budget. CM/Belanger advised that an estimated amount of 6% for County services is reflected in the budget. He stated that the County service increase is unknown at this time; however, they will determine that increase in the early spring of next fiscal year and a budget amendment will reflect actual costs. In response to C/Harmony, CM/Belanger advised that the Senior Volunteer Patrol costs a little less than $14,000. C/Harmony stated he would like to think about this "Special Problems Unit" and would like more education on the program. MPT/Werner commented in favor of the program and asked the Council not to overlook it. He stated that the crime rate needs to be kept low in D. B. Captain Waldie stated that there is no cost to the Sheriffs department for a satellite office because he would not commit officers to be there; however, he stated that he would want to see these officers in this special program. MAY 30, 1995 PAGE 4 In response to CM/Belanger, Captain Waldie advised that Walnut has agreed to try the special program for six months with a review as an alternative, costing only $59,000. CE/Wentz reported that there is a 4.3% decrease projected in the Public Works Budget for FY 95/96 and made the following recommendations for operations: 1 } Personnel: No change; however, the position held by Mr. Liu will be considered for reclassification. 2) Supplies & Operating Exuend� No change. 3) Professional Services: Increase due to moving the engineering firm's costs from Contract Services to Professional Services. A significant decrease in the Pavement Management Line, Account # 4230 will be expected which reflects the -- completion of the Pavement Management System. 4) Contract Services: Line items 5221 - 5227 reflect activities related to projects and/or development -review activities within the department and not related to the CIP. He advised that the bulk of this work is reimbursed by the applicant. Line item 5501 - Street Sweeping contract is scheduled to be re -bid in October 1995 and the budgeted recommendation will be the same. Line Items 5502, 5504, 5505, 5506, 5512, and 5522 - Street Maintenance related issues are currently part of the new street maintenance contract previously provided by the County and reflects an approximate 9.6% decrease in the current year's budget. The new proposed budget is approximately $314,000. Line items 5504 and 5505 were transferred to Road Maintenance items 5502 and 5522 for accounting purposes. 5) Bridge Inspection & Industrial Waste: He reported that Industrial Waste is currently still under contract with the County and no changes are reflected. M/Papen asked if staff considered posting street sweeping days and times. She also stated that the times and days need to be coordinated with trash pick up. CE/Wentz advised that staff reviewed the pros and cons of posting streets MAY 30, 1995 PAGE 5 for street sweeping purposes and that he would provide a report to the City Manager regarding costs associated with signs, towing, ticketing, etc. In response to C/Harmony regarding the frequency of street sweeping, CM/Belanger advised that in the past, it was once/week, it is now every other week and that the condition of the streets has stayed the same. C/Harmony felt it is important to keep major thoroughfares swept from large car parts, trash, etc. and that he's not convinced that the City is getting the best service available. CM/Belanger advised that there isn't a recommendation in next year's budget to change the method by which the Publics Works Department is managed. The recommendation is to leave it as it is and create within the department, a person whose primary focus will be on contract management both in Public Works Maintenance and Capital Improvements. He stated that Mr. Liu is currently handling this position; therefore, his title will be reclassified. C/Harmony asked if this department needs to have a specialized engineer in order to understand developer's plans and make sure that plans are being presented to the Council thoroughly. CM/Belanger stated that in any project -related activity, the property owner/ developer is informed at the beginning of the process that he is responsible for payment of an independent engineer for soils/dirt types of analyses. In response to C/Harmony regarding hiring an independent engineer for the Sasak Property, CM/Belanger stated that it was required for Mr. Patel to provide all of the soils and dirt reports prior to his maps becoming valid. CE/Wentz explained that the City retains experts in the field to review any documents presented for a project. CDD/DeStefano reported that the Community Development Department consists of planning personnel, code enforcement and building and safety services and that there is a $400 increase over last year's budget, bringing estimated departmental expenditures to approximately $690,000. 1) Personnel Services: No changes MAY 30, 1995 PAGE 6 2) Operating Expenditures: Slight Increase as a result of proposed advertising and workshops necessary for creation of the Development Code and printing associated with that project. 3) Professional Services: Expenditures remain about the same; however, projects are different. With the anticipated adoption of the General Plan, significant budget outlay will end. An estimated amount of $10,000 will be necessary for a 1996 Housing Element Update, which is still mandated by the State. 4) Environmental Services: No changes. It is anticipated that further review will be necessary for environmental documents for the MRF project. He reported that the City of Industry had allocated more funds for consultants to rewrite the EIR and other environmental documents. The budget also contains $50,000 for preparation of a Development Code which is anticipated to be a two-year project. 5) Contractual Services: No changes, based upon anticipated Building & Safety permit and inspection revenue. In response to M/Papen's question regarding accounting problems relating to the YWCA program at Lorbeer Jr. High, AA/Fritzal explained that Lorbeer and the YWCA are working that problem out. M/Papen asked if the Building & Safety Department had been audited to make sure that the City is getting the percentages per the contract agreement for fee sharing. CDD/DeStefano responded that audits are performed by the City's finance staff on a regular basis with receipts received from Building & Safety staff and the reconciliation that occurs prior to any payment to that provider. In response to C/Harmony, CDD/DeStefano advised that preparation of the Development Code was delayed due to the General Plan. In regard to Code Enforcement, he stated that a report would be made available at the June 6, 1995 Council Meeting. MPT/Werner stated that there had been a number of complaints by residents regarding poor management of properties and asked if that -- problem was resolved. CDD/DeStefano reported that some have been resolved; however, some are still problems. He stated that there is a remedy through litigation to resolve a conflict between appearance and standards; however, it is MAY 30, 1995 PAGE 7 difficult if ownership changes frequently. Only one or two cases have been turned over to the District Attorney. In response to M/Papen, CDD/DeStefano stated that the ability of the Code Enforcement officer to write citations would not solve the problem because receipt of a ticket and payment of a find does not mandate or enforce the Code any better. In response to Frank Dursa, CDD/DeStefano stated that at least one property had been foreclosed upon. The City has the ability to abate a public nuisance through a lien fashion and secure recovery of the costs through a lien. CWBelanger advised that a status report regarding Property Maintenance and Ordinance Enforcement would be prepared for the June 6, 1995 Council Meeting. CM/Belanger reported that a variety of ordinances will spin off of adoption of the General Plan. The tree ordinance will be included the General Plan and the Development Code. CSD/Rose reported that in the proposed Community Services Department budget is the Recreation Program which includes the City operated Tiny Tots, Senior Program, and Concerts in the Park; contracted services through the City of Brea for the athletics program, special interest classes and excursions for Summer Day Camp; maintenance of the eight City parks; operation of Heritage Park Community Center, and the landscape maintenance division of the Public Works Department which includes vegetation control and street tree mainten-ante. The FY 95-96 Department budget proposes a 21 % increase in costs over the current FY which will be offset by a 54.36° increase in projected revenue. The majority of the increase is included in the contract with the City of Brea to provide recreation services including rollerblade hockey, summer day camp and additional youth and adult excursions. The proposed budget for planned activities is: 1 } Senior Program: $16,040 budgeted with an equal amount of revenue suggested. 2) Concerts in the Park: An addition of a ninth concert is proposed which will add $525.00 to the budget. 3) Heritage Park Community Center: A $6,000.00 increase in MAY 30, 1995 PAGE 8 part-time costs to increase the free use of Heritage Park Community Center to any D.B. based, non-profit organization. 4) Tiny Tots Day Care: An increase of $27,000 is needed due to increased participation the Tiny Tots Day Care Program. An equal amount will be collected as revenue. 5) Finger Printing: Finger printing of volunteer coaches in the youth sports program required by the State. 6) Capital Equipment: Purchases for capital equipment include a small lifting crane for one of the park trucks so that when a tree is down, staff can remove the larger portion out of the public right -away. Also included is a carpet cleaner and floor stripper for Heritage Park, player benches for dugouts at Heritage and Sycamore Canyon Parks and a tennis court screen at Maple Hill Park. 7) Landscape Maintenance (page 611: a) Parkway Maintenance: No change. Will renew a contract with Lanterman to provide weed -- removal in areas not covered by the vegetation control contract; b) Vegetation Control: Decrease in the proposed budget by completely eliminating County involvement; c) Street Tree Maintenance and Watering: Street Tree Maintenance will pertain to primarily trimming and emergency response, and tree watering will be along major boulevards; d) Graffiti Removal: This represents a $5,000 reduction in the amount of Graffiti encountered; e) Litter Control: Part of the Lanterman Contract to control litter along the major boulevards and the trail along Sycamore Canyon Park. In regard to park trail maintenance, Don Schad asked if any funding had been made available through the MTA. CM/Belanger advised that the MTA had not yet reached a decision. Further, there is a proposal for Sycamore Canyon Park creek rehabilitation in the Capital Improvement Program. He suggested that the creek be retested for the iron level. C/Harmony suggested that funds be allocated for a new senior citizen center in the future. MPT/Werner suggested that a category be developed for long term capital improvement projects including a community center, city office facilities, etc. MAY 30, 1995 PAGE 9 M/Papen requested an itemized listing of the Community Services Department's activities and budget proposals. LEGISLATIVE GOVERNMENTAL SERVICES- CM/Belanger reported that the Legislative Governmental Services included City Council, City Manager, City Clerk, Finance, Community Promotion, Economic Development and General Government. The largest increase is in the City Clerk's budget for the November 1995 election which is partially offset by elimination of line item category for legislative advocate services. In response to C/Harmony's suggestion that the City should have its own lobbyist for the MRF, CM/Belanger advised that the City is using Stuart Spencer in conjunction with the City of Walnut. M/Papen requested a staff report regarding pay increases for -- Commissioners and Council. CM/Belanger reported that the Council had not had a pay raise in six years. Further, Economic Development activities and Promotional/ Marketing Activities have been placed into a separate budget to be better identified. MPT/Werner asked that this suggestion be placed in the box and that the Council reconsider giving funds to the D.B. Chamber of Commerce in order to establish a professional person to interest national marketers in Diamond Bar. The person would be familiar with City regulations and business license requirements. CM/Belanger recommended that full and part-time staff members' salaries be increased by 3.5% to reflect cost of living as well as an increase in the cafeteria benefit by $50.00 per month. The total cost of both of these changes in benefits would be $63,288. In response to M/Papen, CM/Belanger advised that the City is paying $430 for regular staff and $500 per executive manager level. M/Papen did not feel justified in giving a $50 increase to employees benefits when it is unknown if insurance costs will go up at the same rate. She requested a report on costs of insurance per employee versus family coverage. In response to C/Ansari, CM/Belanger advised that Ganesha High School MAY 30, 1995 PAGE 10 requested $5,000 to replace their school marquee. C/Ansari requested that the marquee read "donated by the City of D.B." MPT/Werner suggested that the $5,000 be donated directly to the D.B. students for support during their schooling at Ganesha High School and objected to funding the marquee. M/Papen advised that parents objected to the City donating money to the new high school, Diamond Ranch, because Ganesha has served the D.B. kids for a long time. CM/Belanger suggested that the money be allocated to the Ganesha community for the D.B. students. M/Papen requested C/Ansari and CM/Belanger to review the letter, meet with Ganesha/D.B. parents and make a recommendation to the Council at a later date. CM/Belanger reviewed Street Improvements on page 80 and funding sources and the amounts of money from each of the funding sources for each project: 1) Grand Avenue Overlay Awarded this FY and carried over into the next fiscal year. 2) Sl�u y Seal Area #6 3) Golden Springs eepnv CM/Belanger explained that the seepage is caused by an underground spring. A new underground drain system will be constructed and tied to the park drain. 4) Under grounding These funds are for the purchase of light standards. 5) Brea Canyon Resurfacing Between northerly city limit and Golden Springs. 6) Sunset Crossing to D.B. Blvd. to SR 57 Resurfacing only. A parking lot will be constructed at the Sunset Crossing and YMCA cul-de-sac for a future rollerblade hockey court and a curb to separate D.B. from Industry. -- 7) Pathfinder to Shaded Wood to D.B. Blvd Street rehabilitation. 8) D,B. Blvd. to Grand Ave. to SR 60 Street rehabilitation. MAY 30, 1995 PAGE 11 CM/Belanger reviewed the proposed Traffic Signals as follows: 1) Grand Ave. Traffic signal synchronization. 2) South and North Bound Brea Canyon Left hand tum arrows. 3) Southbound Golden Springs at D.B. Blvd. Left hand turn arrows. 4) Northbound D.B. Blvd. at Pathfinder Left hand turn arrows. 5) D.B. Blvd. at Mt. Laurel Left hand tum arrows. 6) Traffic signals Four warranted signals have been authorized; however, three are be proposed to be funded with the Traffic & Transportation Commission to recommend priority based on the four signals that will be warranted. The four proposed signals are at D.B. Blvd./Gold Rush; D.B./Palomino; Golden Springs/Calborne. CM/Belanger reviewed the proposed Parks and Recreation Improvements: 1) Peterson Park Lights 2) Maple Hill Park Retrofit 3) Sy0more Canyon Landslide Repair 4) Peterson Park Drainage Problem CSD/Rose explained that funds for the Maple Hill Park Retrofit will come from CDBG. It is anticipated that there will be funds left over which will then be used for the Peterson Park Retrofit. In response to M/Papen's concern regarding removal of Peterson Parks' playground equipment, CSD/Rose stated that it will have to be done sometime in the future; therefore, it should all be done at the same time to save funds. M/Pap6cz suggested that the Peterson Park equipment be auctioned or done ed to tete YINICA or another program. In response to sAPT/Wemer, CSD/Rose advised that, based on the cost of thi Ma0c" HiN equipment, play equipment for Peterson Park would be 8ppruxi,-116ten i $31,000 with the entire project costing approximately $2230,0m. CM/Belanger reported that the Health Department is requiring that Sycamore Canyon Concession Stand make improvements with hot and cold running water. MAY 30, 1995 PAGE 12 In regard to lighting at Lorbeer Jr. High, CM/Belanger stated that the City will enter into a relationship with the District in order to flexibly schedule the facility for athletic events. The following Sidewalk Improvements are proposed: In response to Frank Dursa, CM/Belanger explained that "transferring other funds" means that money that comes from the State goes into the General Fund and it's restricted to usage only on a specific project. Further, staff is not proposing the sale of Prop A funds within the next fiscal year. In response to Mr. Dursa's question regarding sidewalks, M/Papen -- explained that there is a major road study being completed on Brea Canyon Rd. and that Capital Improvement funds include Brea Canyon widening from Pathfinder Rd. to D.B. Blvd. and sidewalks will be provided at the same time. In response to C/Ansari regarding City -on -Line, CM/Belanger advised that upgraded equipment is included as a capital outlay and a discussion will be added to the June 6, 1995 meeting. Similar projects in other cities have been reviewed and proposals obtained to change the operating system to make it more capable of interfacing with systems outside of D.B. 3. ADJOURNMENT: There being no further business to discuss, the meeting was adjourned at 5:00 p.m. L DA BUR SSS, C�tv Clerk ATTEST: M--- l : In response to Frank Dursa, CM/Belanger explained that "transferring other funds" means that money that comes from the State goes into the General Fund and it's restricted to usage only on a specific project. Further, staff is not proposing the sale of Prop A funds within the next fiscal year. In response to Mr. Dursa's question regarding sidewalks, M/Papen -- explained that there is a major road study being completed on Brea Canyon Rd. and that Capital Improvement funds include Brea Canyon widening from Pathfinder Rd. to D.B. Blvd. and sidewalks will be provided at the same time. In response to C/Ansari regarding City -on -Line, CM/Belanger advised that upgraded equipment is included as a capital outlay and a discussion will be added to the June 6, 1995 meeting. Similar projects in other cities have been reviewed and proposals obtained to change the operating system to make it more capable of interfacing with systems outside of D.B. 3. ADJOURNMENT: There being no further business to discuss, the meeting was adjourned at 5:00 p.m. L DA BUR SSS, C�tv Clerk ATTEST: