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HomeMy WebLinkAbout06-16-1990 Minutes City of San Bernardino, California June 16, 1990 This is the time and place set for an Adjourned Regular Meeting of the Mayor and Common Council of the City of San Bernardino at their Adjourned Regular Meeting held at 7:05 p.m., on Monday, June 11, 1990, in the Council Chambers of City Hall, 300 North "D" Street, San Bernardino, California. The City Clerk has caused to be posted the Order of Adjournment of said meeting held on Monday, June 11, 1990, and has on file in the Office of the City Clerk an affidavit of said posting together with a copy of said Order which was posted at 10:00 a.m., Tuesday, June 12, 1990, on the door of the place at which said meeting was held. The Adjourned Regular Meeting of the Mayor and Common Council of the City of San Bernardino was called to order by Mayor Pro Tempore Miller at 8:05 a.m., Saturday, June 16, 1990, in the Management Information Center (MIC) on the sixth floor of City Hall, 300 North "D" Street, San Bernardino, California. ROLL CALL Roll call was taken by City Clerk Clark with the following being present: Mayor Pro Tempore Miller; Council Members Reilly, Flores, Maudsley, Minor, Miller; Deputy City Attorney Empeno, City Clerk Clark, City Administrator Julian. Absent: Mayor Holcomb; Council Members Estrada, Pope-Ludlam. PUBLIC COMMENTS There were no public comments. (1 ) 1990/91 BUDGET DISCUSSION Marshall Julian, City Administrator, stated that the budget shortfall is $1.6 million and that the purpose of today's budget hearing was to seek additional areas for savings. (2) COUNCIL MEMBER ESTRADA ARRIVED At 8:12 a.m., Council Member Estrada arrived at the Council meeting. Andrew Green, Finance Director, explained the formula departments use to reduce their budgets to the desired levels. He explained further that each department would choose where these cuts could be made. Mr. Green stated that the amount to be cut was determined by allowing a 2% increase in total budget over the previous year, plus garage and data processing charges. He also stated that limited cuts were made to the part-time and overtime accounts of each department. 1 6/16/90 Marshall Julian spoke regarding the proposed hiring freeze and salary savings and how that would impact the budget. The Council questioned Mr. Green on the choices made by some departments in efforts to meet their cuts. Concern was expressed that some choices might present false savings now and difficulties in the future and should be carefully scrutinized. COUNCIL MEMBER At 9:30 a.m., Council meeting. POPE-LUDLAM ARRIVED Council Member Pope-Ludlam arrived at the Public Services Budoet Presentation Manuel Moreno, Jr., Public Services Director, presented his budget and answered questions regarding the budget. Mr. Moreno and Shauna Clark, City Clerk, explained the lien process for weed abatement. They explained that all liens would be current by August 10, 1990 and submitted to the County of San Bernardino Auditor/Controller for placement on the secured tax rolls. Additionally, they explained how a lien is removed from the assessment rolls. Manuel Moreno stated that his additions but several reassignments service. budget contains to provide more no staff effective The Council discussed the claims history of the department and Mr. Moreno's effort to reduce these expenses by increasing training programs such as safety lifting and defensive driving. Mr. Moreno also explained the DMV pull program which verifies the status of the drivers license of each Public Services employee. Mr. Moreno outlined expressed concern that replacement and stated extremely old and in need how sewer no funds that the of repair. maintenance is funded. He have been allocated for infrastructure is getting Manuel Moreno stated that the "E" Street/Hospitality Lane sewer system is currently requiring maintenance six days a week to prevent a spill into the Santa Ana River wash. He explained that this situation was due to the materials being placed into the sewer system by local businesses. Discussion ensued regarding the possible fines should such a spill occur. The Council requested a review of the projects for which funds have been appropriated but are not yet completed. Mr. Moreno explained that certain tree trimming services 2 6/16/90 must be contracted for as the City does not have the specialized equipment. Mr. Moreno explained the increase in county "tipping" or dump fees which have increased 100% over the past two years. He also stated that he retains a separate contractor to remove wood products. Mr. Moreno explained the graffiti abatement program. He stated that graffiti normally occurs in the same areas repeatedly, and that a standard paint color is used for public property in all areas of the City. The Council discussed recent changes Sentence Program which provides workers assist in the graffiti abatement program. in the Glen Helen Work seven days a week to Mr. Moreno explained the budget item for bad debt write-off and how these debts were incurred. Manuel Moreno stated that the increase in vacation and sick leave paid was due to the retirement of three senior employees. Mr. Moreno explained that the residential automated refuse system currently has 8,800 residents with twice a week service. Emergency Services Budoet Presentation Richard McGreevy, Director of Emergency Services, presented his budget and answered questions. Mr. McGreevy explained that the 800 megahertz system was being delayed for approximately one to two years as negotiations proceed. He also spoke regarding emergency preparedness and the disaster drills performed to test the system and locate problems. Richard McGreevy outlined the staff training that occurs at the California Specialized Training Institute in San Luis Obispo and the plans to send fifteen staff members this year at a cost of approximately $700 each. The courses this year include public information, earthquake preparedness and hazardous materials handling. Mr. McGreevy spoke regarding the use of cellular phones and stated that a bill is currently before the state legislature to require the telephone company to subsidize the cost of cellular phones for cities at a lower cost. He explained that the City currently has twenty cellular phones located primarily in the Fire and Police Departments. Marshall Julian explained that in the event of an emergency, the Fire Department would rely on radios as their primary means of communication. 3 6/16/90 Discussion ensued regarding the availability of radio operators in the event of an emergency. Mr. stated that he does not maintain a list of volunteers. if a need arose they would respond as requested. amateur McGreevy However, Mr. McGreevy explained the upgrade of the City Hall communications antenna and the need to have four radios for field monitoring in the operations center. Richard McGreevy spoke regarding the alternate operations center located in the perris Hill Park Senior Center. He stated that the Emergency Services Department has recently purchased an emergency generator system and designated this location as an alternate communications center in the event the City Hall communications center is disabled. Discussion ensued regarding the availability of military personnel in the event of an emergency. Mr. McGreevy stated the City would get all the necessary assistance in such an event. Feldheym Central Librarv Budoet Presentation Marshall Julian, City Administrator, spoke regarding establishing a fee schedule for use of meeting rooms at the Library as a means to increase revenue. Mr. Julian spoke regarding a recommendation to freeze two positions in order to save $56,000. Mr. Robert Ewing, City Librarian, stated that the Library has not added staff for approximately three years and utilizes part-time employees and volunteers on a regular basis to ensure minimum levels of service to the public. He further stated that the budget cuts he was required to make could be made only in personnel salaries or book purchases. He stated that he reduced the book purchases by $60,000 and was concerned on how this impacts circulation, as requests for books increase, yet the level of purchasing remains at the same level. He talked about the impact these cuts would have on the efforts being made in the community to assist in continuing education. The Council recommended researching additional funding sources for the library and that a review be made at the ways and Means Committee on possible funding for the library from fine arts funds. DEPUTY CITY ATTORNEY EMPENO EXCUSED At 11:50 a.m., Deputy City Attorney Empeno left the meeting and was replaced by Assistant City Attorney John Martin. 4 6/16/90 Parks. Recreation and Communitv Services Budoet Presentation Annie Ramos, Parks, Recreation and Community Services Director, presented her budget and answered questions. Ms. Ramos explained the department's staffing fluctuations during the winter and summer seasons. She stated that part-time employees, in conjunction with many volunteers, keep many programs alive in the community. Annie Ramos outlined needed repairs that have reached the critical level and require immediate action. These include roof repair at the Mill and Hernandez Community Centers, with Hernandez Center also requiring repair to a non functional heating and air conditioning unit. Ms. Ramos explained the addition of a certified recreation therapist at the Center for Individuals with Disabilities, currently funded through public grants and other sources. Annie Ramos stated that requests for proposals will be sent out shortly for the archaeological work needed at Seccombe Lake Park burial grounds. She stated this project should near completion by the end of 1990, and will enable her to have the construction of the ballpark completed for the next baseball season. Ms. Ramos spoke regarding the need to renovate the electrical vault at Sturges Auditorium currently located below ground level, and described the problems with the equipment when it rains or water enters the system. The cost of repairs would be approximately $5,000. Discussion ensued regarding the fees charged for the use of Sturges Auditorium and the frequency of requests to waive these fees. The fees are reviewed yearly and remain considerably lower than the California Theatre fees. Ms. Ramos stated that patronage at the Sturges Auditorium has increased by 10,000 in the past year. Annie Ramos stated that the activity center at Seccombe Lake park has never been operational due to the need for renovations to bring the building in compliance with City building codes. Currently there are no funds available to do the required work. The center was intended to be used as an arts, crafts, ceramic and dance studio and requires work on the restroom areas and access routes. Ms. Ramos explained that there are no funds available for refurbishment of the baseball fields for this upcoming year. 5 6/16/90 The Council expressed extension and refurbishment various community centers. concern over the lack funds and the need for of park painting Annie Ramos spoke regarding the recommendation that a park master plan be developed in conjunction with the General Plan that would include elements such as potential park locations and construction requirements. RECESS MEETING At 12:20 p.m., Mayor Pro Tempore Miller declared the meeting adjourned until 12:45 p.m. RECONVENE MEETING At 12:45 p.m., Mayor Pro Tempore Miller called the Adjourned Regular Meeting to order in the Redevelopment Agency Board Room, Fourth Floor, City Hall, 300 North "D" Street, San Bernardino, California. ROLL CALL Roll call was taken by City Clerk Clark with the following being present: Mayor Pro Tempore Miller; Council Members Estrada, Reilly, Flores, Maudsley, Minor, Pope-Ludlam, Miller; Assistant City Attorney Martin, City Clerk Clark, City Administrator Julian. Absent: Mayor Holcomb. 1990/91 BUDGET DISCUSSIONS Data Processing Budget Presentation James Robbins, Deputy City Administrator/Administrative Services, presented the Data Processing budget. Mr. Robbins outlined the division's personnel changes and introduced Janis Ingels, Data Processing Manager, who previously worked for the City as a programming consultant. Mr. Robbins stated that data processing charges are being charged back to the user departments in the budget. Ms. Ingels gave processing concerns. for on line history computer space. a report on the Police Department's data She stated that the Department's request records are not being met due to lack of Janis Ingels stated that storage space and ports are one hundred percent occupied and that no additional users may be added to the system. She also stated that when certain programs are run that vast amounts of data must be removed via tape storage in order to complete the program. A discussion ensued regarding the need to have information available via the mainframe computer system and that if the system is as full as presented here then priorities would need to 6 6/16/90 be reordered. Ms. Ingels outlined the hardware and software alternatives available. The Council requested that a full report be brought back in 30 days outlining all available alternatives. Planning and Building Services Budoet Presentation Larry Reed, Director of Planning and Building presented his department's budget and answered regarding the budget. Services, questions ( 2) Mr. Reed spoke personnel problems limitations placed on regarding his on-going efforts to solve in the department and discussed the him in that effort. COUNCIL MEMBER ESTRADA EXCUSED At 1:55 p.m., Council Member Estrada left the council meeting. In a memorandum dated June 15, 1990, Larry Reed, Director of Planning and Building Services, outlined the proposed addition of five new staff members in the Advanced Planning Division. He explained that the work in this division is not current and cannot become current without additional staff. The Council requested clarification from Mr. Reed regarding the specific needs of the advance planning division. The Council discussed the need for computer automation to assist in reducing the requirement for additional staff and making it possible to keep work current. Discussion ensued regarding the automation and mainframe systems versus systems. best type of computer personal computer based The Council expressed concern that the philosophical of deciding between these two systems must be made automation can be effectively utilized. issues before COUNCIL MEMBER POPE-LUDLAM EXCUSED At 2:05 p.m., Council Member Pope-Ludlam left the council meeting. Mr. Reed spoke regarding the problems created by the high turn over in the clerical positions. The Council questioned Mr. Reed regarding his recommendation to hire additional staff prior to the conclusion of the management study. Mr. Reed stated that he felt the study would concur with his recommendations. 7 6/16/90 Discussion ensued regarding the qualifications necessary for various positions, recruitment efforts, quality of candidates and on-the-job training required to bring new employees up to speed. Risk Management Budoet Presentation Victor Lorch, Director of Risk Management, presented his budget and answered questions regarding the budget. Mr. Lorch explained that his biggest priority is to prepare accurate projections on future claim costs. Victor Lorch explained that this is cost of claims has been listed as department's budget. the first year that the a line item on each He stated that in a effort to reduce the number and costs associated with claims, his department would be offering more preventative programs. Telecommunications Budget Presentation Dean Gray, Director of the Telecommunications, presented his budget and answered questions regarding the budget. Discussion ensued regarding errors in of cable television subscribers in the budget shortfall caused by this error. estimating the number City and subsequent The Council expressed concern over the inability to receive accurate cable television subscriber figures from the franchises operating in the City. The Council requested that an audit be performed of all cable television companies operating within the city. ADJOURNMENT At 3:25 p.m., Council Member Minor made a motion, seconded by Council Member Flores and unanimously carried, that the meeting be adjourned. .~~~~k/ . HAUNA CLARK City Clerk No. of Hours: 7 No. of Items: 3 8 6/16/90