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HomeMy WebLinkAboutItem 4.01 Draft 03-14-2011 Min~` DRAFT ~~ o~ DU~~ MINUTES OF THE CITY COUNCIL ~~;` OF THE CITY OF DUBLIN ~- -~• s~ `~ 1fJ ADJOURNED MEETING - MARCH 14, 2011 ~ _<ti~ . An adjourned regular meeting of the Dublin City Council was held on Monday, March 14, 2011, in the City Council Chambers of the Dublin Civic Center. The meeting was called to order at 5:37:01 PM, by Mayor Sbranti. .-., ROLL CALL PRESENT: Councilmembers Biddle, Hart, Hildenbrand, Swalwell, and Mayor Sbranti ABSENT: .~ PLEDGE OF ALLEGIANCE . The pledge of allegiance to the flag was recited by the City Council, Staff and those present. ORAL COMMUNICATIONS - None Public Comments 5:37:36 PM 3.1 No comments were made by any member of the public at this time. --- - - -~ -- ~ CONSENT CALENDAR - None WRITTEN COMMUNICATIONS -.None , _ _~'i~ _ DUBLIN CITY COUNCiL MINUTES 1 VOLUME 30 ,~.~ ~ ov~ ADJOURNED REGULAR MEETING 19, ~~~~ MARCH 14, 2011 ~\~'~u l ~`~GI R ~ ~ ~ i~ DRAFT PUBLIC HEARiNGS - None UNFINISHED BUSINESS - None NEW BUSINESS Fiscal Year 2010-2011 Mid-Year Budget Report and December 2010 Quarterly Report of Financial Activities 5:37:50 PM 8.1 (330-20/330-50) Administrative Services Director Paul Rankin presented the Staff Report and advised that Staff had prepared a detailed Mid-Year Budget Review to identify any material deviations from the adopted Fiscal Year 2010-2011 Budget. The primary focus of the report was on the General Fund, which accounts for the majority of City operations. Staff had identified proposed adjustments to Revenues and Expenditures. This item also provides the report of the financial statements for the period ending December 31, 2010. Vm Hart asked for a clearer definition of the current Budget reference of "better than what the City had planned". City Manager Pattillo provided clarification of the Budget framework which was described as "tempered optimism". Based on reality, there was a need to hope for the best but prepare for the worst case scenario that is the new normal for this fiscal year and upcoming years as well. She also stated that Staff would continue to be conservative with revenue projections and diligent with expenditures. Vm Hart asked if there was a project list for the transfer to the Internal Service Fund. Mr. Rankin responded that there was a project list and the lnternal Service Fund transfer was based on current inventory of all facilities and the lifespan of various major equipment replacement costs. He also stated that transfers, done annually to build the reserves, assist in avoiding a future crisis. City Manager Pattillo added that all facilities were not fully funded and maintaining Internal Service Fund reserves were for identified needs and was a prudent planning approach. She also stated that the maintenance of effort for all facilities was crucial. Mayor Sbranti asked how the Internal Service Fund balance had been built up to what it was currently and the upcoming year. DUBLIN GTY COUNCIL MINUTES 2 VOLUME 30 ~ .~ Fa ADJOURNED REGULAR MEETING n, ~ MARCH 14, 2011 'g ~-~ `~ \\~ l ~ '1GIf~1R 3~ ~~ d DRAFT Mr. Rankin responded that transfers from the operating budget had occurred through monthly expenditures based on the replacement costs discussed. Cm Biddle asked when the figures on property taxes would become available. Mr. Rankin responded that he would be meeting with the County Assessor's Office at the end of the month for an estimated report. However, accurate figures would not be received until July, after the Budget was adopted. On motion of Cm Biddle, seconded by Cm Swalwell and by unanimous vote, the City Council received the Report as authorized by Section 41004 of the California Government Code, and approved the Budget Changes. ., Special Budqet Report: Financial Trends and Lonq Term Stabilitv 5:53:34 PM 8.2 (330-20) Administrative Services Director Paul Rankin presented the Staff Report and advised that Finance Staff had prepared a Special Report that examined revenue and expenditure trends experienced by the City over the past 10 years. In key areas the report discussed projected trends in the upcoming Fiscal Year 2011-2012 budget. This information was intended as an informational foundation to be considered as the City Council began discussions related to the upcoming Budget process. The City Council received the report and presentation. Mayor Sbranti asked if there were any projections on property and sales tax revenue. Mr. Rankin stated that the short term projections were less than a one percent increase. The first wave of negative adjustments were made to the residential property taxes and what is to come would be negative adjustments to the commercial property taxes. There were no comments from the City Council. _ ~ Fiscal Year 2011-2012 Budget Studv Session: Citv Council Direction on Budqet Preparation 6:07:58 PM 8.3 (330-20) DUBLIN CITY COUNCIL MINUTES 3 VOLUME 30 oeo~ ADJOURNED REGULAR MEETING n;~ ~ ,a MARCH 14, 2011 '`~~V'~~~ ~trFOR~~ ~ ~l DRAFT City Manager Pattillo presented the Staff Report and advised that the City Council would provide specific direction on items to be evaluated as part of the preparation of the Fiscal Year 2011-2012 Budget. A Budget Issues Worksheet with attachments was included with the Staff Report to focus on key decision points. The Worksheet requested direction on budget balancing measures. Vm Hart referred to the language "further streamlining of operational service levels" in item 1(A). City Manager Pattillo clarified that this was already being done and streamlining would continue to occur as a commitment to improve service levels. City Manager Pattillo continued with item 1(B) and asked for service level modifications that the City Council would like Staff to evaluate. The City Council had none and would provide input when the Key Initiatives were discussed. Cm Swalwell stated, with budget cuts for Fiscal Year 2009-2010, there was a Deputy Sheriff cut from the budget in order to balance the deficit. Was there a possibility in the near future to replace this position? City Manager Pattillo stated that Chief McCarthy was monitoring the workload caused by the cut and at the time City Council approved the Budget, it was with the understanding that if any concerns arose, then the City Council would be notified. She also stated that there had not been an official report from Chief McCarthy updating Police operations but could produce a report if thafi was City Council direction. However Staff levels had been monitored. , City Manager Pattillo asked the City Council to vote on item 1(C) Key Initiatives for Fiscal Year 2011-2012. By consensus, the City Council agreed to have Staff explore costs and impacts associated with the initiatives listed as well as those which might be added tonight, and brought forward at the April 19, 2011 Budget Study Session. City Manager Pattillo asked the City Council to vote on item 1(D) Community Support Grant Program funding support. By consensus, the City Council agreed to fund the recommendations by the Community Support Grant Program committee. ~ City Manager Pattillo asked the City Council to vote on item 2, regarding the use of Reserves. By consensus, the City Council agreed, if necessary, to the use of Reserves inclusive of operating costs, as well as capital costs and/or other one-time expenditures. DUBLIN CITY COUNCIL MINUTES 4 VOLUME 30 G`~IOF DUB~y ADJOURNED REGULAR MEETING 19,~~~~~ MARCH 14, 2011 ~~ ~ ~~ ~'~I/FOR~~` 5 ~f DRAFT City Manager Pattillo asked the City Council to vote on item 3, regarding the Capital Improvement Program. No adjustments were provided by the City Council regarding funding of projects currently identified in the FiVe Year Capital Improvement Program. City Manager Pattillo asked the City Council for a consensus on the Budget Hearing Date. By consensus, the City Council agreed to hold the Budget Hearing on Tuesday, June 21, 2011 at 5:30 pm only if there was not a Statewide Election held on the same evening. As an alternative, if a Statewide Election was held, then, the date would be Thursday, June 23, 2011, at 5:30 pm. ~ Mayor Sbranti reviewed the Proposed Key Initiatives for the General Government Programs and clarified the types of initiatives to be reviewed. They were either Strategic or Operational. Strategic would directly be related to the Strategic Plan Goals and Operational would be directly related to City Staff operations, so these initiatives and all initiatives added, would be brought back at the April Budget Session with expenditure costs associated to each proposed initiative. Vm. Hart elaborated on his request for the inclusion of Initiative B) Investigate Opportunities for Veteran's Housing and Services facilitated by a non-profit organization at a reduced cost to the City in an effort to reduce expenditures to the City. He also asked if an evaluation of the current First Time Homebuyer program could be included as part of this proposed initiative. City Manager Pattillo stated that further staffing resources would impact the funds available for the First Time Homebuyer Program. Dedicated Staff did not currently exist for the management of the Homebuyer Program, and if Veteran or Senior housing was the direction, then the reduction of the First Homebuyer Loan allocation could occur. ` Vm. Hart asked that student housing also be explored in addition to Veteran housing to ensure that the City was efficient with the funding which was available. Mayor Sbranti stated that he concurred with researching opportunities for Veteran housing. However, Veteran services may not come from the same funding source. City Manager Pattillo clarified the direction given and suggested that the initiative for Veteran Housing remain a stand alone initiative due to discussions already occurring between the City and Eden Housing. There could possibly be funds available at the federal level. Mayor Sbranti requested a Human Services Taskforce be implemented after the Tri-Valley Needs Assessment Committee had completed their research and provided a report to review current gaps that may exist in all areas of housing and human services in the community. DUBLIN CITY COUNCIL MINUTES 5 VOLUME 30 ADJOURNED REGULAR MEETING G~,~~oFO~e~ ~ 19r~ ~~~ MARCH 14, 2011 `~ ~ ~ ~'~c,FOR~`° T ~~ ~ DRAFT City Manager Pattillo clarified the added initiatives: additional affordable senior housing as an operational initiative; student housing as an operational initiative; formation of a Human Services Taskforce to follow up on the Tri-Valley Needs Assessment Committee's findings to address any service gaps in our community. Mayor Sbranti continued review of the Proposed Key Initiatives for the Public Safety, Transportation and Health and Welfare Programs ~ Vm. Hart asked for an elaboration of Healfh and Welfare Item C) Tobacco retailer license system. Senior Administrative Analyst Roger Bradley stated that this item was similar to an alcohol retailer license which would mandate businesses obtain a local fee based license for tobacco sales which would allow for education and sting operations funding, in addition to business or state licenses required. Mayor Sbranti reviewed the Culture and Leisure Services Programs and asked for input from the City Council. . Cm Biddle suggested exploring the feasibility and implementation of a coffee/snack area at the library. Vm Hart stated he would like research on the transferring of ownership of the Dublin Sports Grounds from the federal government (U.S. Army) to the City, for a potential street improvement from the Tralee Station to Sierra Court along Dublin Blvd. Cm Hildenbrand stated that perhaps approaching the issue from an environmental standpoint could benefit the City. City Manager Pattillo stated that Staff would research feasibility of the unfunded Capital Improvement Project for Dublin Boulevard from Dublin Court to Sierra Court, and research the land exchange issue befween the U.S. Army, Camp Parks, and legal implications and include that in the report from Staff. Mayor Sbranti stated his interest for the cost of Fallon Sports Park subsequent phases included in the Capital Improvement Program listing. His interest was in the cost of developing two soccer fields and a 90 foot baseball field prior to Fiscal Year 2015. City Manager Pattillo clarified the request was to bring back a report with the cost to implement Phase 2 and Phase 3 of Fallon Sports Park, and the cost of implementing two soccer fields and a 90-foot baseball field. Cm Hildenbrand asked that Staff also look into the issue of people walking through the hillside vegetation at Fallon Sports Park that had not had a chance to grow and was destroying the DUBLIN CITY COUNCIL MINUTES 6 VOLUME 30 G`~~OF DUB~ ADJOURNED REGULAR MEETING a, ,~ ~~~ MARCH 14, 2011 '\`~~~1% ~4LIFOR~~ l~ DRAFT landscaping. Parks and Community Services Director Diane Lowart stated that the bid process was currently taking place for permanent fencing so that this would stop all the pedestrian traffic and - continued landscape destruction. The funding was available due to savings in the Park Maintenance budget. Mayor Sbranti reviewed the Community Development initiatives and asked the City Council for any considerations to the existing list of initiatives. Cm Swalwell asked for research regarding agricultural zoning for winery development and could the small business program provide incentives for wineries interested in establishing business in the City. Lastly, could the City provide a quarterly or biannual wine tasting event inviting all wineries in the region to participate and promote the City's interest in winery establishments? Cm Hildenbrand stated she had concerns with water conservation efforts and the promotion of creating an agricultur.al need for water, and pesticides often used in grape fields. She stated she would have more questions should we move forward with research with the biggest concern that wineries be organic or have environmental stewardship. Her concern was that there was not a lot of land left in the eastern region of the City and that she would like to be as green as possible. Cm Biddle stated his concern would be that this venture would need to be a revenue producer as opposed to subsidized operation. City Manager Pattillo clarified the request that the City could better connect to a wine growing region. As an example, allow for agricultural zoning to affow for the growing of grapes and joining a winegrowers association for the possibility of a tasting room as a privately funded operation. City Manager Pattillo cautioned regarding the enticement of attracting wineries. The City could implement a sales tax incentive to local businesses because it was not a gift of public funds. Cm Swalwell stated he would like to see an initiative to include Staff to research how an additional source of advertisement could showcase what the City had to offer to a broader audience such as using KNBR radio to advertise events and programs for the City. Mayor Sbranti asked if the City was markefiing City services in the most efficient way. City Manager Pattillo clarified the discussion as available options for increased marketing of City to attract and retain businesses. Cm. Biddle asked for research regarding public/semi-public facility policy options. City Manager Pattillo clarified the request as a review of the current public/semi-public policy to DUBLIN CITY COUNCIL MINUTES 7 VOLUME 30 G~~,~OFDpB~y ADJOURNED REGULAR MEETING u~ ~ a~ MARCH 14, 2011 '~~~~~~ '1L/FpR~ ~ ~~ ~ DRAFT be brought back to the City Council and include ways in which the City could enhance the policy. Mayor Sbranti stated his desire for the expansion of item (J) Implement Healthy Living Marketing Campaign and Contest for Parks and Community Services Program and asked the City Manager to elaborate on what was the background on this initiative. City Manager Pattillo stated the City was currently doing many community events that fall under the Healthy Living Campaign, but were not visible to the average resident. Perhaps bringing all that was being done under one focus point could assist with marketing to the community at large. Staff would report to the City Council past accomplishments and the costs of continued promotion. . Cm. Biddle stated he would like to add the initiative regarding the streetscape plan with the implementation of tree planting grants to improve the landscape and environment. RECESS Mayor Sbranti called for a short recess at 7:58 p.m. The meeting reconvened at 8:05 p.m. with all City Councilmembers present. Mayor Sbranti asked for clarification regarding the CIP line item for the Emerald Glen Park and Aquatic Center. City Manager Pattillo clarified this was solely for the design documents. Mayor Sbranti asked for clarification of the CIP line item for Positano Neighborhood Park. Ms. Lowart clarified that the line item for Positano Neighborhood Park was located on the east side of Fallon Road and the Pasatempo Park was to be located in the Sorrento Development which had been suspended due to the developer stopping construction. Mayor Sbranti asked what threshold would be needed to resurrect construction. Assuming as units were sold, would there be funding to continue construction. Ms. Lowart stated that development projections from the Building Department would be reviewed and as neighborhood development occurred that would support a park then the Pasatempo Park could possibly be re-introduced to the CIP. The maintenance of the park would need to be funded by the General Fund which would be considered at the time of review. Cm. Biddle commented on the CIP Budget declining due to the non-use of General Funds, and questioned what was occurring with the Eastern Dublin Arterial Street project. DUBLIN CITY COUNCIL MINUTES 8 VOLUME 30 ADJOURNED REGULAR MEETING G~,~~oF DUB~y 19' ,~; ~~ MARCH 14, 2011 ~ ~ ~~ ~ ~~ ~'1LIF~pR~~` 9~ ~ ~ DRAFT City Manager Pattillo stated that budget was to cover reimbursements payable to the County for ongoing maintenance. Cm. Biddle asked about the stormwater line item and asked if that was a new requirement to clean up storm drains. Mayor Sbranti clarified that the item in question was not in the upcoming fiscal year, due to the report layout there was a misreading of that line item. - Fiscal Year 2011-2012 Community Support Grant and Community Development Block Grant (CDBG) Subcommittee Fundinq Recommendations for Communitv Support Grants 8:09:36 PM 8.4 (480-30) Cm. Biddle stated, "I am a member of the Board of Directors of Dublin Partners in Education. The City Council will consider grant applications from DPIE, totaling $25,000. I am recusing myself from participating in this item and from taking action on that portion of the budget. I would ask the City Clerk to include my statement in the minutes of this meeting." After making this statement Cm. Biddle left the dais for the duration of Item 8.4. Cm. Hildenbrand stated, "I am an employee of the Dublin Unified School District in the Education Services Department and the Health Service Department. The School District is seeking grants for the funding of School District activities, one relating to funding for Grad Night Activities, and one relating to funding for tfie Every 15 Minutes Program. The funding would be made to the District's Student Services Department, and therefore I do not need to recuse myself from taking action on the requests. I would ask the City Clerk to note of this statement in the minutes. " Mayor Sbranti stated, "I am an employee of the Dublin Unified School District in the Education Services Department. The School District is seeking grants for the funding of School District activities, one relating to funding for Grad Night Activities, and one relating to funding for the Every 15 Minutes Program. The funding would be made to the District's Student Services Department, and therefore I do not need to recuse myself from taking action on the requests. I would ask the City Clerk to note this statement in the minutes." Budget Manager Amy Cunningham presented the Staff Report and advised that the City Council would provide direction on Community Support Grant Program funding recommendations as part of the Fiscal Year 2011-2012 budget process. Staff would include the City Council recommendations in the Fiscal Year 2011-2012 Preliminary Budget. Final funding consideration wou{d occur at the City Council Budget Hearing in June 2011. Vm. Hart stated his support of the subcommittee work and recommendations, and recognized the contributions of these organizations and asked for a synopsis of individual organization achievements. DUBLIN CITY COUNCIL MINUTES 9 VOLUME 30 ~FQU~ ADJOURNED REGULAR MEETING ~r~/~~~~~~ MARCH 14, 2011 '~~`~'V''~ ~ ~~c~ ~ ~~ ~ 1 DRAFT Cm Hildenbrand stated the non-profit organizations did have the opportunity in the grant process and in the application process to provide specifics on how their organization helped residents of Dublin. By consensus, the City Council approved the Subcommittee's funding recommendations and approved the funding to all organizations. - - --- : ~- _. ~~ Consideration of Two-Year Budqet Process 8:25:26 PM 8.5 (330-10) Budget Manager Amy Cunningham presented the Staff Report and advised that the City Council would consider a proposal to change the City's budget preparation process from a one- year budget to a two-year budget. Mayor Sbranti asked how adopting the finro year budget process would impact the Strategic Plan. City Manager Pattillo stated that the two year rolling budget would still need to be adopted annually so it would still be in alignment with the Strategic Plan. Vm. Hart asked what the difference would be of a two year budget other than the preparation process. City Manager Pattillo stated that the long term view was strategic in nature and worked better in alignment with the Capital Improvement Project budget. The Budget document was a constant fluid document in any instance. The two year process would allow Staff to focus on other issues. The City Council discussed the issue of a two-year budget process. On motion of Cm Swalwell, second by Cm Hildenbrand and by unanimous vote, the City Council approved the adoption of a two-year budget process. -- -- -;•. -- - - OTHER BUSINESS Brief /NFORMAT/ON ONLY reports from Council and/or Staff, including Committee Reports and Reports by Council related to meetings attended at City expense (AB 1234)~ 8:31:16 PM DUBLIN CITY COUNCIL MINUTES 10 VOLUME 30 oF ao~ ADJOURNED REGULAR MEETING a;~ ~ ~~~ MARCH 14, 2011 '~~~~~~~ - ~'!LI R~l~` DRAFT None. ~ ADJOURNMENT 10.1 There being no further business to come before the City Council, the meeting was adjourned at 8:31:31 PM in memory of Staff Sgt. Sean Diamond and our fallen troops. Minutes prepared by Dora Ramirez, Deputy City Clerk. Mayor ATTEST: Deputy City Clerk DUBLIN CITY COUNCIL MINUTES 11 VOLUME 30 1,~oFOO~ ADJOURNED REGULAR MEETING n; ~ a~ MARCH 14, 2011 '``~~~~~ ~u~~R~