HomeMy WebLinkAbout41-Council Office
. ciO .OF SAN BERNARIY"10 - REQUF"'T FOR COUNCIL AC...,ON
From: Councilman Michael Maudsley
Subject: Legislative Review Committee Report
Dme: September 11, 1987
Dept: Council Office
Synopsis of Previous Council action:
Recommended motion:
1. That minutes of Legislative Review Committee meeting held
September 10, 1987 be received and filed.
2. That Committee recommended actions be approved and appropriate
departments implement these actions as necessary and as soon
as possible.
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Signature
Contact person:
Phil Arvizo
Phone:
5208
Supporting data attached:
Yes
Ward:
N/A
FUNDING REQUIREMENTS:
Amount:
Sou rce:
Finance:
Council Notes:
Ag"",'oom No. L//,
75-0262
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LEGISLATIVE REVIEW COMMITTEE
September 10, 1987
Attendees: Councilman Michael Maudsley - Acting Chairman;
Councilman Tom Minor; Ray Schweitzer - City Administrator;
James Richardson - Deputy City Admin./Development; James
Robbins - Deputy City Admin./Administrative Services; Roger
Hardgrave - Public Works Director; John Wilson - Deputy City
Attorney; Warren Knudson - Finance Director; Chief Donald
Burnett, Lt. Dave Thomas - police Dept.; Dean Meech - Pur-
chasing Agent; Phil Arvizo - Council Executive Assistant;
Richard Bennecke - Mayor's Executive Assistant; Fred Wilson -
Assistant to City Administrator; Lionel Heller; Steven Gray;
Irving Chase; Robert Saul (SIMA); Ed Lievali; Dominic Perrell
1. INSTALLMENT PLAN FOR UTILITY UNDERGROUNDING COSTS -
Item continued for further study.
2. FEES AND PROCEDURES FOR UNDERGROUNDING UTILITIES AT
911 W. HIGHLAND AVENUE - STEVEN F. GRAY, GRAY AMERICAN - See
15.
3. APPEAL
ITIES - REQUEST
MILL STREET AND
See #5.
HEARING - REQUIREMENT OF UNDERGROUNDING UTIL-
FOR TEMPORARY EXEMPTION - SIMA PROJECT AT
"G" STREET - IRVING CHASE, S & A PROPERTIES -
4. APPEAL HEARING - REQUIREMENT OF UNDERGROUNDING UTIL-
TIES - REQUEST FOR TEMPORARY EXEMPTION - 455 SOUTH "0" STREET
- LIONEL S. HELLER - See 15.
5. APPEAL - PLANNING COMMISSION'S APPROVAL OF CONDI-
TIONAL USE PERMIT NO. 87-27 - ROY F. KROLL & ASSOCIATES, INC.
The Committee recommended that City Administrator and
Director of Public Works address the issues individually and
bring recommendation back to Council on September 21.
6. POLICE AUTOMOBILE POLICY - The Committee received a
report (attached) and recommended the status quo.
7. REPORT FROM CITY ADMINISTRATOR DESCRIBING POSSIBLE
ALTERNATIVES TO FUNCTIONS OF RISK MANAGEMENT DIVISION - Item
continued to allow further review by the City Attorney.
8. GENERAL VEHICLE USAGE REPORT - Item continued.
9. PROPOSED DEVELOPMENT PROCEDURE - Item continued.
10. VENDING ORDINANCE
allow City Clerk to review.
Item continued for 30 days to
11. REPORT RELATIVE TO METHOD OF COLLECTION AND LEGALI-
TY OF ADDING A PENALTY CHARGE WHEN ABATEMENT COST IS PLACED
ON TAX ROLLS - Item continued to allow the Director of
Finance to review.
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12. PROPOSED REVISIONS TO MUNICIPAL CODE - REQUIREMENT
FOR CONNECTION OF DEVELOPMENTS TO CITY SEWER SYSTEM - The
Committee recommended approval with the stipulation that the
following be added: ftThe contractor must record any lateral
or saddle installation on the sewer main to the City Engi-
neering Department.ft
13. REVIEW OF NO SMOKING ORDINANCE - The Committee, at
the request of the San Bernardino Chamber of Commerce, con-
tinued this item.
14. CLOSED SESSION PARTICIPATION POLICIES
tinued.
Item con-
Meeting adjourned.
Respectfully submitted,
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Councilman Mi)hael Maudsley
Acting Chairm1~
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C I T Y
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o F SAN B ERN A R DIN
INTEROFFICE MEMORANDUM
8708-1301
TO:
Raymond D. Schweitzer, City
FROM: James C. Richardson, Deputy City Administrator
Development
SUBJECT: Automobile Policy
DATE:
August 6, 1987
(7157)
COPIES:
Dean Meech, Purchasing Agent: Bob Torbitt, Fleet
Manager: Donald J. Burnett, Chief of Police
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Backqround:
On July 13, 1987, you asked that I review our purchasing
procedures with regard to patrol cars for the. Police
Department. Attached are two memorandums from the Police
Department outlining take home City vehicles (6/26/87) and
automobile purchasing (7/22/87). Upon receipt of your
7/13/87 memorandum, I talked briefly by phone with Purchasing
and Central Garag~ personnel about the inventory of patrol
cars and scheduled a meeting to review this matter. On July
29, 1987, I met with Dean Meech and Bob Torbitt on this
subject. Additionally, I reviewed the Hughes, Heiss &
Associates report concerning the size and usage of the Police
fleet (pages 8, 71, 77 and 114).
Current Practice:
It is appropriate to outline the current practices regarding
purchasing and maintaining the inventory for the Police
Department fleet. The facts for information purposes are as
follows:
1. There are 116 vehicles assigned to the Police Department
including 93 sedans.
2. The Patrol Division has the largest inventory with 55
vehicles, 53 of which are sedans.
3. There are currently 28 new vehicles available for
assignment.
4.
In April, 1987, the
were authorized,
specifications.
purchase of 25 new Chrysler sedans
based on the State contract
(!)
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INTEROFFICE MEMORANDUM: 8708-1301
Automobile Policy
August 5, 1987
Page 2
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5. The State contract bid includes certain standards and
various options from which each jurisdiction can choose.
6. A Chrysler product was authorized at a cost savings of
$18,000 which maintains consistency rather than take the
GM product awarded on a State-wide basis.
7.
The "police package"
"build out" dates
economy of scale for
is bid once a year
so manufacturers can
production.
for certain
achieve an
8. Extra vehicles are on inventory as baCk-ups for
replacements due to wrecks and crashes during the year.
9. The large current "stockpile" includes extras since
there have been fewer crashes during the past year.
10.
The replacement cycle for patrol
frequent for patrol cars which have
usage of 24,207 miles.
vehicles is more
an average annual
11.
The average
year was 18
budget years
number of new patrol sedans purchased
or 45.5% of the fleet for the past
(1982-83 to 1986-87).
per
five
12. There are 24 vehicles assigned for take home use in the
Police Department.
Analvsis:
Based on a review of the background information and current
departmental practices, I would offer the following comments
as an analysis on the Police fleet, inventory and usage:
a. There are approximately 20 surplus police vehicles
at the City yard awaiting disposal which may make
the inventory at the Central Garage appear larger
than is actually the case.
b. Each new police vehicle requires certain peripheral
equipment such as light bars which may delay
placing a vehicle on-line if that equipment is not
available.
c. Acquiring several vehicle brands, depending upon
bidding procedures, can result in extra expense for
extra parts, inventory and storage.
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INTEROFFICE MEMORANDU1I""... 8708-1301
Automobile Policy
August 5, 1987
Page 3
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d.
The purchse schedule
varied from 27.8% to
years and a more even
more efficient.
for new patrol sedans has
66.7% during the past five
acquisition schedule may be
e. To purchase "police package" vehicle more than once
a year would result in having to buy vehicle on an
as available basis at a potentially higher cost.
f. The practice of keeping several new "police
package" vehicles available for assignment 1S a
good practice which avoids cutting back on service.
g. The take home assignment for 24 vehicles cuts down
on the number of police cars available for 24 hour-
a-day patrol activities.
h. Mileage generally exceeds 70,000 when declared
surplus to the department, based on "Vehicle
Condition Report" prepared by the Fleet Manager.
i. As outlined in page 77 of the Hughes-Heiss report,
some Police patrol sedans are underutilized.
Conclusions:
This report has reviewed information from various sources as
to the utilization of the Police fleet as well as the
original questions on purchasing procedures. As a result of
this review, I would like to offer the following conclusions
as to the automobile policy for the Police Department:
(First) The number
be scrutinized with
assignments.
or vehicles assigned for take home should
an eye of reducing the number of such
(Second) Continue the practice on a once-a-year order of
.police-package" vehicles to include a few extra or reserve
vehicles for replacing wrecked vehicles throughout the year.
(Third) Review preventative maintenance procedures on police
vehicles to determine the potential of increasing the life-
cycle of police sedans and lessening the annual requirement
for replacement vehicles.
(Fourth) Stockpile peripheral police equipment and consider
"white on white" rather than "black and white" to reduce time
required to place new patrol vehicles in service.
(Fifth) A fewer number of new police vehicles should be
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INTEROFFICE MEMORAND~
Automobile Policy
August 5, 1987
Page 4
8708-1301
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purchased in fiscal year 1988-89 based on past purchasing
patterns.
ES C. RICHARDSON,
Deputy City Administrator -
Development
mtb
Attachments (6)
c.."CITY OF SAN B~NARDIN<O - MEMORANDtJA
.1arles C. Richardson
~eputy City Adrlinistrator
Subject
~utorlobile Policy
nevel o~EctO. _ AOM'''. Off. From
'. IUl?~ "i, . : '.Date
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Donald J. Rurnett
Chief of Dol ice
To
,July 22. 1987
Approvec
Date
I recei vec1 your rlemo present lng t~e di lel'l11a reI ated to the amount of new
;latrol cars at City Yard waitlny to be put into servi~e. If I an to he
ahle to keep a SuffIcient anount of police patrol c~rs availahle to
field uniform personnel. 1 must be able to replace patrol cars as soon
as they need to be replaced. ~s you know, it is not pOSSible to go c10wn
to the local car rlealer and purchase a police package patrnl vehicle.
Presently, our patrol car replacement needs are assessed in advance so
"Ie ",ay purchase the pol ice package cars in the rlost cost effective
fashion. Presently, as I un1erstand it. we tie onto the State's
;lurchase nf Hi.;)hway Patrol cars. I do not lJelieve it is necessary for
US to lJuy through the State to get the best price. ~le do end up with
patrol cars. depenc1ing nn t~e State's specificatlons, that have nore
amenit ies than 'Ie need. Some of the specifications are not even
desi rable.
Jlthough we can talk al)out ~O'I we nay purchase these pol ice package
cars. we rlust continue to purchase therl in advance of their need. This
will still require that cars be availahle for the line when needed which
neans they wi 11 be stock pi led. ~s I understanrl the cycle, we \~i 11
:lUdget for "X" number of pol ice package vehicles at the heginning of a
fiscal year which beglns, of course, in ,July. It is lii<ely that we will
not be involved in ordering the vehicles until nid fiscal year.
'lel i very then can be expecterl sOrlet ime around 'lay near the enrl of the
sane fiscal year. lhis 10-rlonth tine frame is too lengthy to accomodate
a policy of waiting to order a vehicle when the need presents itself.
On this issue, I tnink \~e ",ay be able to get ",uch accorlplished in a
neeting of Police, City Yard, Purchasing, and interested Council
person~~~~ope that you decide to arrange such a neeting which can do
a lot ~ ~rrect rlisunderstanding and rlay develop a better way.
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Chief of Police
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cc: Capt. 'lave ThOMas
GTY OF SAN BEFOARDINO 0- MEMORANDU~
To :-:=;: ;",)",;L1 c'.'UR',ETT
From C..PT. DAV~ THor'~ 5
Date ..iL: /IE 26. 19P. 7
SuOJeCI . c,:::: HO:'E C17'( VEHICLE RE?'JH
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-e fJllowtng information is pr~vijea pe~ request 0f De~utj Citj
::~'nistrator JIM C. Richar1SJn in hIS Memo nate1 June 22. 1987.
-~ Jff i cer .'a 1 :ney q es i ae~ce = s.::: . I.' }o'] c3r\
.} )ff icer G.Jones Resit1ence = S.~ . 'Dog car)
. .J ,jfficer Car:'" - Res i de~ce = 91'Jo~i~9ton (J09 Cd:""
.. _:. I)fficer "cGee - Res i de~ce = S.~. (Jog C3r)
.} :)ffice!'" ~ =\'1 1 $ - Res i :e1CC = 0 - ,...., Cd:" :
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':-3J'1 ~r'!'1es~i'~;:Jr (In c~11 ~es~Je"ce ;~
:-~e5:~~3tio~s ~ie1Jtendnt- (~esi~e~ca ;~
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call HomIcide ,let. 1
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. .-:..0 L'~':':-="'~I"'l~ ~S~~e~$ .t.~.~. Se:--;e=~':~ s.?
.-.:e ':..ir,:')ti~ L~€'lt!:?nant:. (l)n ca11-e~~3:~c '10lJ;s-;Jna~"':J'J-?:'" c.:3;
~eside~ce in S.~.)
--"f'jc :~v~s:i']3t1r . un eilil . R~~idence = Crestl ioe
5 - ~ Area Co"na~ders (Lieutenants) - All reside in 5 .~. except
one wno resides in Red13ndS.
--:'"1 ti'"1e to time Division Cornande~s may allow other t3~e ho"'e
IIe.,icles, but not on a regular basis. This allowance must be for cause.
~-e parking sit~ation at tile Police I'acility is such that sOl'le cars l'Iaj
~-= ~akl?' h'~i,~ to pro~ide space to park tho~e tna~ ~!"~ l~f! n~"'~ !':
,.- ;~lt. ir:1:i 15 clearly indicated ::in that" "pnc;t. Pr"c;l:tice" is r!l;,t
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~::2J ~nent: S4?ction 11, sap #10 - Police Oep1t. nanual.
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To ~S~aOllS"\-0011Ci' ~esa~:lj"<; t~e
Cu:S1ce of ~crmal ~cr~'ng ~OU~5.
O'<OC::'jRE:
,
!: s'all ~e :ne poli:f of :~lS le;la~::'len: to
listeo oelow to :aKe a CI:Y .en'cle home ana
:>uSl'ess outside of nor"1a1 ..c~< lng hours.
)ivlsion CJmanaers 'nay autnor'ze a<1di:lonal
.e~1cles heme upon ;OQC C3use.
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CHI~= OF POL :eF.
MAY 21, 1987
Dale
Date
~sage ~f C;tf ve,'c]es
all ow:n1)' those e'Tloloye~s
use t~a: ve~icle for City
The C~lef of Police or
e'TlolJY~~s to take City
1. .-ese ve'icles a~e to be usej for bus~ness ~eiate1 purooses ~nly.
=~r ~xa"cle. ariving to and '-0" c~'"e scenes or driving to and
i~om aeoartment ~elatea mee:lngs.
Tne only exceotion :0 tnis ~'Jle w,11 oe 'or
ln an on.,a11 s:a:_s and car~ying a be~oer.
"'ay ~e uSed on personal ~usiness as long as
w~:h~n ~eepe~ ~3~ge.
2.
2.
3.
4.
5.
6.
Chief of ps~.;ce
Q'I/Ision COMMande~s
Hc~iciae Se~~e;nt
On Call Homicioe Oe:e~:ive
BaCK up Homicide Oe:ec:ive
Arson Investigator
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EXH IB IT XV I (2)
Cliy of Sen Brllllrdlno
AVERIGE ANI<<JAl "'LEIGE ~IVEN
BY POL ICE PATRa.. SEDAN
Range of
Annual "I I es
Or Iven Patrol Traff Ie Total Percent
6,001- 7,000 I 0 I 2.0S
7,001- 8,000 2 0 2 4.1
8,001- 9,000 0 1 1 2.0
9,001-10,000 1 0 1 2.0
10,001-11,000 0 0 0 0.0
11,001-12,000 0 0 0 0.0
12,001-13 ,000 0 0 0 0.0
13 ,001-14,000 3 0 3 6.1
14,001-15,000 1 0 1 2.0
15,001-16,000 3 0 3 6.1
16,001-17,000 1 0 1 2.0
17,001-18,000 4 0 4 8.2
18,001-19,000 0 0 0 0.0
19,001-20,000 0 0 0 0.0
20,001-21,000 0 0 0 0.0
21,001-22,000 0 0 0 0.0
22,001-23 ,000 2 0 2 4.1
Z3 ,001-24 ,000 0 0 0 0.0
24,001-25,000 0 0 0 0.0
25,001-26,000 0 0 0 0.0
26 ,OOI-V ,000 I 0 1 2.0
V,OOI-28,000 5 0 5 10.2
28,001-29,000 4 1 4 8.2
29,001-30,000 I 0 1 2.0
30,001-31,000 6 1 7 14.4
31 ,001 -32,000 3 1 4 8.2
32,001-33,000 3 I 4 8.2
33,001-34,000 4 0 4 8.2
TOTAl 44 5 49 100S
Avrag8 Annual Mil es fer Pol Ice Patrol Sedans: 24,207.
-71-
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Police llII1rol .dlns ..,eraged 24,2fT7 .11 "of use Inn..' !.t.
While thIs level of use Is high, th..e are II number of police
pe1rol sedans with extrElllel V low lInnulIl mIl ellge as shorn In
ExhibIt XVI (2l. For eXlImple, fer the 'twelve-month perIod ending
June 1986:
A 1983 pol Ice pe1rol sedan WllS dr Iven onl y 6,901 mil es
lInd had only 19,853 miles on Its odometer. At that level
of lInnual utlllzlItlon, th Is vehlcl e will meet replllCement
criterIon commonly used by oth.. publiC lIgencles In nIne
years.
A 1983 police pe1rol sedan WllS drIven only 7,611 miles lInd
had only 20,150 miles on Its odometer. At thllt level of
annuli I ut II rz lit I on, th I s veh lei e w III meet replllCement
cr I ter Ion In eIght yellrs.
A 1983 pol Ice pe1rol sedan WllS dr Iven onl y 7,779 mil es
lInd hlld only 18,624 miles on Its odometer. At that level
of lInnulIl utlllzlItlon, this vehicle will meetreplllcement
crIterion In eIght yellrs.
A 1983 pol Ice pe1rol sedan was
lInd hlld only 29,446 mil es on Its
of utIlizatIon, thIs vehicle
crIterIon In six yellrs.
A 1982 polIce pe1rol sedan was crlven only 9,876 mil es
lInd had 58,719 miles on Its ocometer. At thllt level of
utlllzlItlon, this vehicle wIll meet replllcement criterIon
In 'hto yellr s.
cr Iven only 8,803 mil es
odometer. At thllt level
w II I meet r ep I acem ent
This Is not to suggest thllt the CIty should retllln these sedans
fer th I s per I od of time, but rllth.. tttet some pol Ice p111rol
sedans lint un derut I I Ized. These five sedans I Isfed lIbove 1IV8I"1Ige
40S or I ess the lInnulll mil es of utilization fer the police p111rol
sedans lIS II whole, lInd represent IOS of the total number of pol Ice
pe1rol sedans.
VlIns averaged 6,303 .IIes of use IInn..lly. Th..e were, horever,
wide varllltlons In use fer the 'twelve-month perIod endIng June
1986 rllnglng fran II low of 569 miles fer the vlln assigned to
CommunlClltlons to II hIgh of 24,650 miles fer the vlln assIgned to
Communl'ty ServIces. Howev.., of the CIty's 17 vans, fIve were
drIven less than 4,000 miles. These Include the follorlng:
The 'two vans lISslgned to CommllllClltlons, one of whIch WllS
driven 569 miles lInd the oth.. 3,131 miles.
A vlln lISS I gned to Pol Ice PlI1rol, wh Ich WllS dr Iven 1 ,074
miles.
-77-
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F I seal
Year
1982-83
1983-84
1984-85
1985-86
1986-87
Average
,..,
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:)
The level of authorIzed expendItures fran fiscal yeer 1982-83 to
1986-87 hIlS ranged fran a low of $576,637 In 1983-84 to a hIgh of
Sl,356,141 In 1985-86.
Police patrol sedans and refuse coil ectlon trucks consume the
"lIon's share" of the equIpment replacement budget. This Is more
evIdent In the table below:
Table 12
Authorized Repl ae.ent of Pollee Petrol SedlIns and
Refuse Q)11ec:t10ll Trucks frCII 1982-83 10 19116-87
POL ICE PA TRQ SEDAN S REFUSE COil ECTION TRUO<S
Percent
Percent of Total Per- Per
of Total Author- Replace- cent Author- cent
No. of Equipment I zed ment ~o. of of I zed of
oaul Dt. Replaced Budaet Budoet lW1 Budaet I2!ll
20 37.0S S164,340 2O.2S 6 1'.1S S380,862 46 .8S
14 66.7S SI25,286 21.7S 0 O.OS S346,862 60.2S
15 27.8S S138,000 9.3S 3 5.6S S631 ,850 42.6S
15 30.OS S159,045 1'.7S 9 18.0S S652,836 48.1S
25 65.8S S29O,537 31.4S 2 5.3S S518,96456.1S
!!! 45.5S S175,442 18.91 4 8.0S S506 ,27 5 50 .8S
As the tabl e Indicates, pol Ice patrol sedans and refuse
collectIon trucks amounted to an average of 53.5S of the
equipment replaced fran fiscal year 1982-83 to 1986-87; the
authO'"Ized budget for their replacement, IncludIng lease
purchase payments, anounted to an average of 69.7S, however.
Yet, these classes of equipment llIIIount to only 221 of the total
fl eet, exel udl ng traIl ers and small _ers.
EXCludIng polIce patrol sedans and refuse collectIon trucks, the eliV
has replaced an average of 21.6 pIeces of equipment fran 1982-83 to 1986-87
wIth an authorIzed budget of S349,542. This Is equivalent to an 18.4 year
replacement cycle fO'" the eliV's fleet, excludIng pol Ice patrol sedans and
refuse collection trucks. This Is a rather lengthy replacement cycle.
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