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HomeMy WebLinkAbout06-27-1989 BudgetADJOURNED REGULAR MEETING - June 27r 1989 An adjourned regular meeting of the City Council of the City of Dublin was held on Tuesday, June 27, 1989, in the Board Room of the Dublin Unified School District. The meeting was called to order at 7:11 p.m., by Mayor Paul Moffatt. ROLL CALL PRESENT: ABSENT: Councilmembers Hegarty, Jeffery, Vonheeder and Mayor Moffatt. Councilmember Snyder. PLEDGE OF ALLEGIANCE The Mayor led the Council, Staff and those present in the pledge of alle- giance to the flag. City Manager Ambrose indicated that this years meetings had been set up so that following the various contract reviews, the Council will consider the Update to the Five-Year Capital Improvement Program and the 1989-90 Budget. The evening of June 29th had been scheduled for continuation in the event that the Council did not complete the agenda this evening. POLICE SERVICES Assistant City Manager Rankin presented the Staff Report and reviewed the quality of services provided. Staff felt that the staffing levels remain adequate for Fiscal Year 1989-90 for Patrol Services, Traffic Enforcement, and Criminal Investigations (General). Staff recommended the addition of one full-time Deputy to work narcotics investigations, with personnel costs estimated at $49,950. In addition, there would be approximately $8,250 in capital outlay and services and supplies costs. Staff also recommended the addition of one full-time Deputy to primarily work crime prevention and community based programs. This would establish an organization where crime prevention and .community-based programs would not be heavily impacted if the workload fluctuates in juvenile investigation. Personnel costs were estimated at $49,950 and in addition, there will be approximately $24,800 in capital outlay and services and supply costs. Community Programs were reviewed. These programs include: Neighborhood Crime Watch; Merchant Al'err; Community Awareness; Safety Literature; and School Liaison. ~' During the 1988-89 contract review and budget hearings, the City Council approved an additional Data Input Clerk position to be staffed upon occupancy of the new Civic Center. This position was to cover the additional workload generated by the implementation and installation of $>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$ CM-8-1 97 Adjourned Regular Meeting June 27, 1989 the County's Computer Aided Dispatch (CAD) and Police Records Management Systems, as well as the increased Business Office workload. This additional position is also required as the Police Department will be moving into a two-story facility, requiring clerical/secretarial staff on both levels, and to provide coverage for meals, illness and vacation scheduling. This position was not filled during 1988-89 due to the delayed implementation of CAD and occupancy of the Civic Center. With regard to cost effectiveness, Staff explained that contracting for municipal services can provide many adVantages to a City. Improved flexibility and the ability to fluctuate service levels with local demands are some of these factors. Also of major importance is the cost of providing these services. A comparison was made to key cost components of the contract, compared to City provided services. It was concluded that if the City were to provide police services directly, the costs could be significantly higher. The only opportunity to obtain savings would be to reduce the level of service, which would compromise the goals and objectives established by the City Council. With regard to Dispatch Services, Staff felt that it was apparent that the cost effectiveness of this service by Alameda County remains the best alternative. The provision of Dispatch Services with the Police Services also assures that the public safety function is coordinated with a single proVider. Indirect costs are the result of support expenses incurred by the County in providing the services outlined in the agreement. This includes things such as personnel support, payroll, and other administrative functions. Indirect Services costs are increasing significantly in the 1989-90 Budget. Overall, it was estimated that the indirect costs, including insurance, could not be provided at a lesser cost by the City. The City's current agreement with the County expires on June 30, 1989. new revised agreement was drafted which was in substantially the same form as the previous agreement. The costs for 2 higher service levels, as recommended in the proposed budget were: A Personnel Vehicles Indirect Costs Dispatch Admin/Financial Services Services & Supplies Total $1 , 660,805 21 , 200 1 01 , 895 146,800 10,330 37~535 $1,978,565 In conclusion, Staff felt that the contract services provided by the Alameda County Sheriff's Department have allowed the City of Dublin to receive a high level of service in a cost efficient.manner. In addition, Sheriff Plummer and his key personnel have been very .accessible to the City Manager. As necessary, the City Manager has met with the Sheriff to discuss operational issues. In the future, this will also be important as we evaluate organizational.changes which may be necessary to provide service to areas which are currently within the City's sphere of influence and may be annexed. CM-8-198 Adjourned Regular Meeting June 27, 1989 Cm. Jeffery questioned who pays for training. Mr. Rankin advised that the Sheriff's Department provides most training. With regard to the Narcotics Officers, Cm. Jeffery asked about how long it takes for the assigned officers to get burned. Lt. Rose advised that this is difficult to determine. Each officer not only does narcotic buys, but has a broad range of things that they do. Their effectiveness is fantastic. Cm. Jeffery asked if we were still involved in working jointly with other Valley Cities. Lt. Rose stated that while there is no written agreement, we do have a verbal agreement. The problem is, many agencies are getting much more specialized. Sheriff Plummet stated he enjoyed the report and they enjoy providing Police Service in this fine community. On any given day or circumstance, they will bring as many people into the area as necessary. Cm. Jeffery stated that in talking with people in the community, she receives a lot of positive comments. People seem to be very pleased. On motion of Cm. Jeffery, seconded by Cm. Vonheeder, and by unanimous vote (Cm. Snyder absent), the Council authorized the Mayor to execute the new 3-year agreement. ANIMAL CONTROL SERVICES Assistant City Manager Rankin presented the Staff Report and advised that the City has contracted with Alameda County for Animal Control Services since the time of incorporation. Staff reviewed both Field Services and Shelter Services. The current agreement expires on June 30, 1989. A new proposed agreement would provide for Alameda County to continue providing services for 3 years, and contained an early termination clause, provided that 6 months notice is given. A separate clause related to the provision of licensing services could be cancelled by either party upon 30 days written notice. Staff felt that the contract arrangement continues to provide a flexible method of providing these services. A comparison was done to provide services with City employees and although the level of service would be much higher than what is presently provided by the County, the cost and existing workload do not justify City provision of Animal Control Services. Sheriff Plummer stated he felt the report was excellent. They appreciate working with Dublin's fine City Manager and Staff. On motion of Cm. Vonheeder, seconded by Cm. Jeffery, and by unanimous vote (Cm. Snyder absent), the Council authorized the Mayor to execute the new 3 year agreement. CM-8-199 Adjourned Regular Meeting June 27, 1989 VECTOR CONTROL SERVICES Administrative Assistant Texeira presented the Staff Report and advised that since March 1, 1988, the City has contracted with Alameda County for Vector Control services, in lieu of participating in the Countywide Vector Control Services District. The City funds these services through the General Fund. As a result, Dublin property owners do not pay the assessment as part of their property tax bill, as other Service Area participants do. The contract is an ongoing contract and requires an annual revision to the contract costs. The revision will provide for an increase in both the number of "equivalent benefit units", as well as an increase in the benefit assessment rate. Total costs for Fiscal Year 1989-90 are estimated to be $21,910 which is about 9% over last year. Hal Rice from Alameda County Vector Control was present at the meeting. Cm. Vonheeder questioned the inclusion of flies and fleas on the contract. She thought that Mosquito Abatement handled these. Mr. Rice indicated they have been included all along, but he wasn't sure they were noted in previous contracts. They will attempt to find solutions for any problem. They handled their first call regarding frogs today. Cm. Jeffery stated that it appears we are having a higher instance of rabies. Mr. Rice stated they anticipate about the same number of services for rabies. Mr. Ambrose advised that one of the columns being referred to only covered a 4 month period, so the comparisons were 4 months to I year. Mr. Rice indicated they have hired another person as a result of the contract with Dublin and it has taken a little smoothing out to become effective. On motion of Cm. Jeffery, seconded by Cm. Vonheeder, and by unanimous vote (Cm. Snyder absent), the Council adopted RESOLUTION NO. 82 - 89 AMENDING CONTRACT BETWEEN THE CITY OF DUBLIN AND ALAMEDA COUNTY FOR THE PROVISION OF VECTOR CONTROL SERVICES CROSSING GUARDS & TRAFFIC SIGNAL MAINTENANCE Staff advised that the City has contracted for Crossing Guard services and Traffic Signal Maintenance since incorporation in 1982. The current agreement, which was approved in 1987, does not officially terminate until June 30, 1990. CM-8-200 Adjourned Regular Meeting June ?-7, 1989 With regard to Traffic Signal Maintenance, Public Works Director Thompson advised that the City currently has 22 intersections with traffic signals, with Alameda County providing maintenance for 20. The performance of traffic signal maintenance is' important in order to assure proper traffic control and to protect the City from potential liability. The provision of these services requires knowledgeable personnel in sufficient numbers to respond to emergency callouts. Staff felt that overall, the County's level of service has been appropriate, and did not recommend any modification to the agreement. The 1989-90 Fiscal Year is the last year of a 3 year contract. Prior to the expiration of this contract, Staff will evaluate other alternatives to the County's providing these services. The estimated costs for Fiscal Year 1988-89 were estimated at $39,500 and the costs for Fiscal Year 1989-90 estimated at $43,000. Ms. Texeira advised that Staff felt that the Alameda County Public Works Agency has done an exceptional job of coordinating the Crossing Guard service and did not recommend any changes in this portion of the agreement. City Staff was unaware of any citizen complaints associated with this service. The projected 1989-90 expense is anticipated to increase from $8.50 to $9.00 per hour, which represents a 5.9% increase over the 1988-89 hourly rate. On motion of Cm. Jeffery, seconded by Cm. Hegarty, and by unanimous vote (Cm. Snyder absent), the Council approved the amendment to the agreement, adding 7 signalized intersections to the original list of maintained signalized intersections. PUBLIC WORKS - MCE CORPORATION Public Works Director Thompson advised that MCE has provided maintenance services to the City since July 1, 1984. On July 1, 1987, the City entered into a 1-year agreement with MCE Corporation, which provided for extensions for 2 successive 1-year terms, subject to the satisfactory performance as determined by the City. The various activities budget amount for 1988-89 was $874,600. The actual expenditures were estimated to be $746,115, or $78,485 less than budgeted. The computerized reporting methods that MCE uses allows cost review and control on a monthly basis so that the various maintenance activities to be monitored may be easily revised when necessary. Mr. Thompson advised that MCE has developed a performance based budget in which a very detailed inventory of improvements is monitored. In addition, MCE's emergency response has been very good. In addition to normal contract work, MCE.has provided personnel and equipment for special events such as the St. Patrick's Day parade and the Shamrock Festival and for miscellaneous banner installations. As was indicated in CM-8-201 Adjourned Regular Meeting June 27, 1989 last year's report, MCE's performance has continued to improve. They have strived to find different ways to reduce costs to the City and have exercised consistent initiative in ~identifying problem areas as well as keePing the Public Works Director's Office informed of the status of public works maintenance activities. They have also gone to great lengths to document and inventory all of the various public works items throughout the City in order to more accurately project maintenance costs and identify service levels. This information has been invaluable in preparing the Fiscal Year 1989-90 maintenance budgets in that Staff was able to easily pinpoint areas where cost savings might be realized. Additionally, the Maintenance Superintendent participates in both the Traffic Safety Committee and regular Public Works staff meetings. Mr. Thompson indicated that in past years, it has appeared that the only viable alternative to providing public works maintenance services would be to provide the service in a combination of contract and City employees or with solely City employees. As noted in prior reviews, the City's existing Corporation Yard facility would be inadequate for the equipment and personnel that would be necessary if this function was provided in- house. The cost of relocating and constructing a new facility would far oUtweigh any difference between the contract and in-house provision of public works services at this time. Mr. Thompson advised that this contract is the largest dollar amount for the City next to the Police Services. Stan Smalley stated it is a real pleasure working with Dublin's fine staff. Last year they made a commitment to provide the highest level of service for the lowest possible cost. They developed an equipment maintenance system and are constantly looking at methods of accomplishing this. Cm. Jeffery stated she felt they had done an excellent job and the documentation methods developed have proven to be very beneficial. On motion of Cm. Hegarty, seconded by Cm. Vonheeder, and by unanimous vote (Cm. Snyder absent), the Council approved the Addendum to the Agreement with MCE Corporation for FiScal Year 1989-90, 'including the revisions to the labor and equipment rates. BUILDING LAW ENFORCEMENT - TAUGHER& ASSOCIATES Assistant City Manager Rankin advised that since 1983, the firm of Taugher & Associates, Inc., has provided the services typically offered by a City Building and Safety Department. The services include plan checking, inspection of building construction, housing code enforcement, zoning enforcement, and general administrative direction of the Building and Safety Department. CM-8-202 Adjourned Regular Meeting June 27, 1989 Mr. Rankin advised that during 1989-90, it is anticipated that the Building and Safety Department will experience an increased workload. It is anticipated that the number of inspections will increase by approxi- mately 18%. In order to address this situation, Mr. Taugher has proposed to provide 4,000 hours of inspection service. This equates to slightly more than 2 full-time Building Inspectors. Mr. Taugher's time as Building Official is estimated to remain consistent at 1,100 hours. Although the 1988-89 costs exceed the expenses, these costs continue to be offset by revenues when the building inspection activity is reviewed over several years. The projected figures for 1989-90 continue to show a deficit. Mr. Taugher has requested an adjustment to the hourly rates for Building Official from $73.50 to $77.00 and Building Inspector from $46.00 to $48.50, which is approximately 5%. The rates charged include vehicles, benefits and the contractor's overhead. A second modification relates to the insurance surcharge. The City provides a $16,000 insurance subsidy which represents approximately 27% of Mr. Taugher's total insurance costs. A surcharge is billed until the $16,000 figure is reached and the proposal is to raise the surcharge rate from $3.00 to $4.00 per hour. Mr. Rankin advised that although the 1989-90 projections indicate that the service can be provided at less cost by City personnel, it is appropriate to look at this cost savings or additional expenses over more than one year. Given that the timing of development in the extended planning areas has'not been precisely defined, Staff did not recommend changing to in-house Building Inspection Services at this time. Staff noted that the developer time lines for construction would also impact the decision to bring the services in-house. If approved projects within the City limits continue through completion in the next 12 to 18 months, Staff anticipated that the workload would drop off prior to construction taking place in the extended areas. If this occurs, it is advantageous to remain under a contract arrangement. With regard to Zoning Enforcement, Mr. Taugher estimated the need for 960 hours of service. This would equate to approximately one half-time position. The proposed contract amendment contains a 5% increase in the rate for a Zoning Investigator. The current rate is $37.50 per hour and it is proposed to increase to $39.50 per hour. The total annual cost for a Zoning Investigator working 960 hours is approximately $37,920. Staff looked at providing this service with an Assistant Planner classification. The estimated personnel cost fOr a full-time Assistant Planner/Zoning Investigator is $41,080 (including fringe benefits). In comparison to the contract cost, the City would expend only $3,760 for an additional 960 hours of service. This would also improve the level of service provided to the community. Staff recommended that this portion of the contract be provided by a City employee for Fiscal Year 1989-90. Mr. Taugher has agreed to continue providing the service until such time as the City is able to implement the change. $>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$ CM-8-203 Adjourned Regular Meeting June 27, 1989 Mr. Taugher stated that he appreciates the support given to him and his staff by the City Council and looks forward to continuing to provide service until it is no longer cost effective. Cm. Hegarty questioned how much longer we would be contracting for this service. He stated he hates to make a survey when requirements are at a lull. One of the points of contract service being to the City's advantage is when things are slow. Mr. Ambrose advised that when Eden and East Dublin starts to develop, we will be at a point where we will have a lot of construction for a long time. At that time, it would be more cost effective to bring this service in-house and supplement it with contract services. The new projects will pretty much build out the entire City. On motion of Cm. Hegarty, seconded by Cm. Vonheeder, and by unanimous vote (Cm. Snyder absent), the Council approved the Taugher and Associates contract amendment effective August 1, 1989 and authorized Staff to proceed with the necessary steps to implement the change discussed (re Zoning Investigator position) and to continue to evaluate the potential for performing other Building and Safety services with City personnel. STREET SWEEPING SERVICES Public Works Director Thompson advised that the City's Street Sweeping contract with A-1 Sweeping ended in October, 1988. The contract was re- bid and was initially awarded to American Environmental Industries, which failed to meet its contractual obligations. The contract was then awarded to A-1 Sweeping as the lowest responsible bidder. A-1 began sweeping on this contract in January, 1989. Mr. Thompson advised that sweeping of residential streets is performed twice a month. During the heavy leaf fall season, extra sweeps may be made at the discretion of the Maintenance Superintendent and billed at the normal curb mile rate. Commercial streets and intersections are swept once a week on Wednesdays. Trash cans are emptied once a week on Fridays, except that extra pickups in the downtown area may be requested during the holiday shopping season at the normal per-can rate. Service performance was reviewed. With regard to cost effectiveness, while some other neighboring cities have purchased sweepers and provide this service in-house, Staff felt that contract sweeping best served the City of Dublin. The sweepers themselves require a large capital outlay, and a minimum of two machines would need to be purchased in order to provide a backup. Additionally, a minimum of two people would need to be hired and trained to operate the sweepers. Until such time as Dublin determines to provide its other maintenance services in-house, Staff felt that it remains more cost effective to contract for sweeping services. CM-8-204 Adjourned Regular Meeting June 27, 1989 According to the terms of the contract, A-1 Sweeping has submitted a proposal to increase the per-curb-mile rate by 6%. The charges for callouts, intersection sweeping, and trash receptacle pickup are proposed to remain the same. The result of the rate increase is approximately a 5.36% increase on the overall cost of sweeping services. Cm. Hegarty stated he hears continually that street sweeping is not cost effective because people don't pay attention to the sweeping schedule. We have tried different ways to get people to cooperate. Some people feel cars should be towed away if they are on the street on sweeping day. Mr. Ambrose advised that the City has also put notices on cars. The next step would be to adopt an ordinance restricting parking on certain days. One of the major reasons for street sweeping is to keep the storm basins clean. On motion of Cm. Jeffery, seconded by Cm. Vonheeder, and by unanimous vote (Cm. Snyder absent), the Council approved the amendment to the A-1 Sweeping contract increasing the fee per curb mile from $13.50 to $14.30. TRAFFIC ENGINEERING - TJKM Mr. Thompson advised that Traffic Engineering services are provided by the firm of TJKM. Originally, TJKM functioned as a subcontractor under the Santina & Thompson agreement. In 1985, the City entered into a separate agreement with both Santina & Thompson and TJKM. Chris Kinzel provided an outline of the services provided. TJKM provides traffic engineering services generally in the areas of private develop- ment review, Capital Improvement design and construction review. In addition, they perform traffic engineering studies as a result of citizen or City requests. About 35 studies have been made this year and Staff felt that these functions have been performed in a timely and professional manner. TJKM also reviews and makes changes to signal timing as needed. A representative attends meetings of the Traffic Safety Committee and performs necessary studies and makes recommenda- tions. This Committee has been reasonably effective in responding to requests as well as bringing traffic problems to light and solving them. With regard to cost effectiveness, TJKM continues to charge the City at a reduced (80%) hourly rate for general traffic studies. This reduced rate work amounted to 57% of TJKM's charges for the 1988 calendar year. The remaining 43% was expended on capital projects and private development review. Staff advised that Mr. Kinzel has requested hourly rate increases-of a weighted average 4.7% over current rates. Mr. Kinzel pointed out in his self-evaluation that it may be time for the City to consider hiring a full-time in-house Traffic Engineer; however, Staff felt that the contract with TJKM remains more cost effective at this point. TJKM can provide up to 20 levels of Staff expertise depending on need. In $>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$ CM-8-205 Adjourned Regular Meeting June 27, 1989 addition, the City's traffic engineering needs are still fluctuating from year-to-year. Therefore, Staff felt that continuation of the TJKM contract was a better solution for supplying traffic engineering services from a functional and cost/benefit standpoint. Chris Kinzel stated he appreciated the opportunity to provide services to the City of Dublin. It has been a good opportunity for TJKM. On motion of Cm. Jeffery, seconded by Cm. Vonheeder, and by unanimous vote (Cm. Snyder absent), the Council authorized the Mayor to execute the amendment to the TJKM agreement. ENGINEERING - SANTINA & THOMPSON Staff advised that general professional engineering services have been provided by the firm of Santina & Thompson, Inc., since February of 1983 on a contract basis. In the past, these services have included General Engineering, Private Development Plan Review and Inspection, Capital Improvement Project Design and Inspection, and other related duties. During Fiscal Year 1988-89, the City hired its own Public Works Director and one Public Works Inspector, which replaced the contract City Engineer and one inspector position. Santina & Thompson continued to provide the services of a part-time Assistant City Engineer under the contract arrangement. The firm of Santina & Thompson has approximately 50 people offering Dublin expertise in a number of engineering services. The Santina & Thompson staffing at the Dublin City Offices, as proposed in the 1989-90 Budget, anticipates one contract inspector to primarily inspect private development work and an Assistant City Engineer an average of three days per week and an average of one day per week as the FAU project (San Ramon Road Phase IV) Resident Engineer. An additional day per week will be devoted to private development plan checking and developer contact. Over the last year, 3 outside funding grants have been obtained through the Engineering Department. These include $500,000 in FAU monies for Dublin Boulevard widening; $75,000 in TDA Article 3 monies for replacing catch basin grates with bikeproof ones; and $60,100 in TDA Article 3 monies for providing handiCap curb ramps. It is expected that the demand for Private Development Plan Checking and. Inspection will remain approximately the same next year as in 1988-89. The work in plan checking is sporadic and is better done by a contractor with a pool of people so as not to cause large delays when multiple plan checks are received at the same time. The cost of this work, plus a surcharge for City overhead costs are recovered directly from the developer. With regard to Engineering Design and Inspection Costs for capital improvement projects awarded in the past year, most projects came in very close to budget. $>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$>$)$>$>$>$>$>$>$)$)$>$ CM-8-206 Adjourned Regular Meeting June 27, 1989 Within the last 6 1/2 years that Santina & Thompson has been on contract with the City, they have designed 43 projects, representing approximately $10,860,000 of construction. In all of these projects, the City has not had any contractor claims or lawsuits nor any private lawsuits which the City has had to defend. This indicates good project plans and specifica- tions, project management and contractor relations. Mr. Thompson advised that it is anticipated that costs for engineering services will be about the same next year as they were this fiscal year. The current contract rates were established in March, 1987. The proposed hourly fees include increases of 6%. Another proposed area of change to the agreement deals with the wording in the contract relative to insur- ance. The changes in wording have been reviewed by the City Attorney's Office with no objections. The requested changes do not include any change in coverage. Pete Santina thanked the City Council for the opportunity to continue serving Dublin. They looked forward to obtaining more grant money for Dublin in the upcoming year. On motion of Cm. Hegarty, seconded by Cm. Jeffery, and by unanimous vote (Cm. Snyder absent), the Council approved the amendment to the agreement with Santina & Thompson and authorized the Mayor to execute same. RECESS Having completed the contract review portion of the agenda, the Mayor called a short recess. All Councilmembers were present (Cm. Snyder absent) when the meeting reconvened. PUBLIC HEARING 1989-90 UPDATE TO FIVE-YEAR CAPITAL IMPROVEMENT PROGRAM (1988-93) Mayor Moffatt opened the public hearing. City Manager Ambrose advised that in June 1988, the City Council adopted a Five-Year Capital Improvement Program (CIP), for the period covering 1988-93. For Fiscal Year 1989-90, City Staff prepared an Update to the 1988-93 CIP which considers changing conditions, and revised City Council priorities. The costs for recommended projects for the remaining four years of the CIP total $16,573,001. This includes: General-S1,502,864, Community Improvements-S1,569,800, Parks-S3,488,145, and Streets - $10,012,192. The Planning Commission reviewed the Update and determined that it was in conformance with the~City's adopted General Plan. The Park & Recreation Commission reviewed those projects included in the Parks Program of the CIP. Staff modified the Park & Recreation Commission's recommended priorities slightly in order to balance available funding for some projects in any given year. CM-8-207 Adjourned Regular Meeting June 27, 1989 Cm. Jeffery expressed concern that if someone is in a wheelchair, there are some pedestrian buttons that can't be reached. Mr. Thompson advised that the City has moved some of the buttons down for easier access. With regard to Alamo Creek Park, Mr. Ambrose advised that this project has been advanced. We have been able to generate enough funds to complete the park with no General Fund subsidy. Cm. Jeffery advised that the Housing Authority has had problems with getting some playground equipment put up at Arroyo Vista. She asked if it would be possible to coordinate this with the Frederiksen Tot Lot project to make it feasible by putting in both playgrounds at the same time. Mr. Thompson stated he would like to take a look at the bids and contract drawings for the Housing Authority project. Mr. Ambrose stated he would strongly suggest that the City not have future developers develop any parks. Resident Lynn Dinelli thanked the City Council, Mr. Ambrose and Ms. Lowart for their help with the FrederikSen playground project. They hoped that the project would be put in no later than next summer. Ms. Dinelli presented a petition from neighbors requesting these improvements. They have $2,500 from the PFC which they would like to contribute toward the project. Also, the School District will match whatever amount they raised. With regard to school projects, Mr. Ambrose advised that we still need to have some kind of a joint use agreement. Under the streets category, Cm. Jeffery asked if there was any chance of getting money from BART for the Dublin Boulevard improvements. Mr. Ambrose advised that the City still has a large amount of reimbursements to collect on this project. With regard to Measure B, Mr. Ambrose advised that Dublin has been notified that the cost for our share of the ramp from 1-580 to 1-680 will probably go up to about $30,000-$60,000. They will be looking for other funding sources for this project. Mayor Moffatt closed the public hearing. 0n motion of Cm. Jeffery, seconded by Cm. Vonheeder, and by unanimous vote (Cm. Snyder absent), the Council adopted RESOLUTION NO. 83 - 89 ADOPTING THE 1989-90 UPDATE TO THE FIVE-YEAR CAPITAL IMPROVEMENT PROGRAM 1988-93 CM-8-208 Adjourned Regular Meeting June 27, 1989 PUBLIC HEARING ADOPTION OF 1989-90 ANNUAL BUDGET & FINANCIAL PLAN Mayor Moffatt opened the public hearing. City Manager Ambrose advised that the total recommended 1989-90 appropriations for all.funds are $19,640,000. The total anticipated net expenditures are $17,329,890. The proposed Budget for Fiscal Year 1989- 90 is funded by $17,714,312 in current revenues and $1,558,765 in appropriations from Reserves. It was proposed that the City Council approve the addition of five (5) City employee positions and three (3) contract employee positions for Fiscal Year 1989-90. Mr. Ambrose advised that Councilmember Snyder had left a Memorandum requesting that the Council consider a couple of items at the Budget Hearing. The items related to increasing the mileage reimbursement rate from $ .25 to $ .30 per mile, and consideration of paying those people who serve on the City's Planning Commission and Park & Recreation Commission. With regard to compensating Commissioners, Cm. Jeffery felt it was appropriate to do this. She would like to see a cap established, however. She suggested $30 per meeting for both Commissions, with a 3 meeting per month limit for the Planning Commission and a 2 meeting per month limit for the Park & Recreation Commission. She also proposed that as a condition, the Council make the terms 2 years. This would mean that every 2 years an individual would have to reapply and the position would be open to the general public. The appointing Councilmember would have the option to reappoint the same individual, if that person expressed an interest and reapplied. Cm. Hegarty stated he had a problem with this as they currently serve at the pleasure of the appointing Councilmember. Cm. Jeffery stated she felt the current method is unfair, to the rest of the community. Her suggested way would open up opportunities for more people. Cm. Jeffery questioned if the Commissioners were paid would they be eligible for other benefits. If not, the City needs to make sure that they are not considered employees. Mr. Ambrose stated they absolutely would not be considered employees. The City Attorney's Office has reviewed this and it should be made clear that they would not receive any benefits. Mayor Moffatt indicated that every 2 years, the appointing Councilmember could go through the process, but wouldn't necessarily have to appoint someone else. Cm. Hegarty stated he felt the Planning Commission is a very important Commission which makes recommendations to the City Council. He liked the current method of a person serving at the pleasure of the Councilmember who appointed them. Adjourned Regular Meeting June 27, 1989 Cm. Vonheeder stated she could see both sides of this issue, and felt that $50 per meeting would be more appropriate. Cm. Jeffery advised that the average payment for Commissioners according to a survey was $35 per meeting. Mayor Moffatt indicated that he had contacted 7 cities in the South Bay area and only I pays their Commissioners. Cm. Jeffery made a motion to compensate Commissioners $30 per meeting + set a 2 year term which can be renewed indefinitely, but they must reapply. This motion died due to the lack of a second. On motion of Cm. Jeffery, seconded by Cm. Hegarty, and by majority vote (Cm. Snyder absent), the Council determined that Commissioners would be paid $30 per meeting with a 3 meeting per month limit for the Planning Commission and 2 meeting per month limit for the Park & Recreation Commission, with the understanding that no benefits are included. Cm. Vonheeder voted against this motion. Cm. Jeffery made a motion which was seconded by Mayor Moffatt to set Commissioners terms'at 2 years. The 2 years would be renewable indefinitely, but the position would also be opened to the community. Cm. Hegarty and Cm. Vonheeder voted against this motion, and therefore, the motion failed to pass. With regard to the increase of mileage reimbursement from $ .25 to $ .30, Cm. Jeffery stated she objected to doing this because of having to claim the additional amount separately for income tax purposes. Cm. Vonheeder felt that if all we are considering are the tax ramifications, this was being short-sighted. Cm, Vonheeder made a motion which was seconded by Cm. Hegarty to raise the mileage to $ .30 per mile. Cm. Jeffery and Mayor Moffatt voted against this motion, and therefore, the motion failed to pass. Cm. Jeffery expressed concern in that in looking to the future at some of the things we may need to do to keep the City viable, she questioned if this would be the time to hire an economic development director. Mr. Ambrose advised that at this time, we couldn't keep them busy. We do not yet have our General Plan Amendment studies complete, and the sewer issue and traffic issues need to be resolved . This type of a position would become more valuable once we have a place to locate businesses. We are extremely limited in terms of location now. The City Council requested that Mr. Ambrose report back on this with a short term plan, as well as on a long term basiS. CM-8-21 0 Adjourned Regular Meeting June 27, 1989 Mr. Ambrose advised that the Library is looking toward opening on Monday evenings and also on Tuesday mornings. They have indicated there would be approximately a 16% increase in costs. Mr. Ambrose stated he did not feel that we have enough information regarding the.impacts of the new Pleasanton and San Ramon libraries on Dublin and suggested that the Council defer this requested additional service for I year. Cm. Hegarty felt it made no difference what San Ramon and Pleasanton do because the Council is setting services for Dublin residents. He stated his prime concern is to get the level of service back up to what people used to enjoy. He wants the level of service for this community to be as high as it can be. Mr. Ambrose stated he has not seen any additional subsidy from Alameda County. This service is their function. Cm. Hegarty stated that the City decided to add the extra hours. A small percentage of state monies goes to libraries. He pushed Sacramento to fund programs which only work when libraries are open. He recommended that Dublin fund one level of higher service and open up on Monday evenings. He did not feel that the County will ever step in with additional funding. Cm. Vonheeder felt that because we don't know the "person" impact, we don't know how many staff hours will be freed up and we could potentially open up additional hours for the same amount of money. Helen Dunbar, a Library representative, stated increased usage.has been growing very steadily over the years. She thanked the City Council for its continuing support of the library. People do appreciate this support. As additional funding is received, some does go into the Dublin branch as well as other branches. Resident Lynn Dinelli stated that no matter when you go by the Library, the parking lot is always at least 3/4 full. This is a very important service. Mr. Ambrose advised that while the.Library can gather very specific statistics, in the past it has been difficult as we need to have the statistics early. Paul Silvas questioned how the Library developed statistics up to this point. Ms. Dunbar indicated that they have an automated system for counting people, but this does not identify where the people live. Cm. Vonheeder felt that at least 25% of the usage is research. She felt it was very important that the Library keep the statistics the way the City wants them. Adjourned Regular Meeting June ZT, 1989 On motion of Cm. Hegarty, seconded by Cm. Vonheeder, and by unanimous vote (Cm. Snyder absent), the Council agreed to fund additional Monday evening hours of Library service beginning in January, 1990, and requested that the Library provide statistical records to the City on a quarterly basis. ~ The next item discussed related to Community Cable Television. Cm. Hegarty explained the background of how Pleasanton, Livermore, Dublin and San Ramon had agreed to share x-amount of money for Community TV. This year the TV Corporation is asking for $42,500 and to date, Pleasanton, Livermore and San Ramon have all budgeted this amount for them. We have a substantial investment' in Community TV in equipment. Cm. Hegarty stated he would recommend that the City of Dublin budget for the $42,500, but make the first 6 months payment based on half of the $31,000 and then if there is an acceptable increase in the service level, Dublin would pay the balance up to the $42,500 in the second half of the year. Mayor Moffatt expressed concern that this might cause a shortfall of funding. Cm. Hegarty stated what they really want is 52 weeks of 580/680 news. Cm. Jeffery suggested budgeting $42,500, give them $31,000 initially and then review after 6 months. Mr. Ambrose suggested that the Council give them 1/2 of the $42,500 now and if the City Council is not pleased with the level of service, they would only get the difference between 1/2 of the $42,500 and $31,000 in 6 months. Cm. Vonheeder stated she had spoken with Claudia McCormick, Dublin's representative on the Community TV Board and advised them that they must prove what they say they will do with the money. Cm. 'Hegarty felt that Community TV can offer the community a lot. Cm. Jeffery reported that LAVTA did a survey and discovered that a high percentage of people got information from Channel 30. It is being watched. Mr. Ambrose advised that Dublin gets a lot of media coverage. If funding for this service were to compete with getting an additional fire fighter or a police employee, it would be tougher to justify. Mr. Ambrose suggested that perhaps they could help subsidize by private funding. He questioned When the large funding increases would cease Darla Stevens, Executive Director and Sheila Tole, Program Director thanked the City Council for past support and advised that the news is a very difficult and ambitious program to start. In any one program, they cover 25-30 stories. Since September/October, they have kept close track of the costs for doing the news. They have good evidence that they are being watched. They did a telephone survey, and 63% of those surveyed have seen and watched Channel 30. CM-8-212 Adjourned Regular Meeting June 27, 1989 Sheila Tole advised that once they geared up for a weekly process, it is very difficult to stop producing for a number of weeks. In order to attract and maintain a viewing audience, they must produce the news 12 months of the year. Darla Stevens advised that Channel 30 produces 15 times more original programming per month than KQED. There is a lot of interest in local news. They have more ideas for programs they would like to produce. Mayor Moffatt questioned when the requests for funding would stop going up. Darla Stevens advised that they are approaching a floor in their funding. They will be seeking funding from other sources. She stated she did not see large budget increases in the future. Cm. Vonheeder made a motiOn to fund the higher service level of $43,500. This motion died due to lack of a second. On motion of Cm. Hegart¥, seconded by Cm. Jeffery, and by unanimous vote (Cm. Snyder absent), the Council agreed to budget the amount of $43,500, and to give them 1/2 of this amount now with the understanding that they must lay out a plan as soon as possible and also must do a 6 month review. If, at this 6 month review, the Council is not happy with the service, Community TV will only be given a balance to reach the $31,000 figure. With regard to Recreation, Mr. Ambrose explained that the current service level anticipates an additional $74,000 in revenues over what we had this last year. The real net recommended increase is about 13%. We anticipate instituting a youth sports program with sports not presently covered by non-profit organizations such as Little League and United Soccer. A higher service level would also provide for a transfer of the Tri-Valley Softball program to a City sponsored, City run softball program. Paul Silvas questioned if this would be limited to what we currently have as there are other programs out there such as high powered soccer. Ms. Lowart advised that initially, we are looking at establishing some programs that the community has indicated they would like to see. By being able to utilize additional school facilities, we should be able to program activities through the City as well as help other groups. Mr. Ambrose stated the Planning Department budget was somewhat difficult to put together and present as he and the Planning Director had had the benefit of some discussions with Hughes, Heiss & Associates related to some of the recommendations they will be making as a result of the Management Audit. We have not yet received the final report. Mr. Ambrose stated that one of the basic staffing issues that Hughes, Heiss felt needed to be addressed was that Planning needs to have two divisions; one would be current planning and the other advanced planning. CM-8-213 Adjourned Regular Meeting June 27, 1989 They feel that presently, Staff time is taken up entirely with current planning. The recommended higher service level would add 3 City positions and eliminate 2 part-time contract positions. Additionally, a Planning Intern position would be budgeted for 1,768 hours. Mayor Moffatt closed the public hearing. On motion of Cm. Jeffery, seconded by Cm. Hegarty, and by unanimous vote (Cm. Snyder absent), the Council did, with the various changes discussed, adopt RESOLUTION NO. 84 - 89 ADOPTING A BUDGET FOR THE CITY OF DUBLIN FOR FISCAL YEAR 1989-90 1989-90 APPROPRIATIONS LIMIT City Manager Ambrose indicated that the City is required by State Law to adopt an Appropriations Limit each fiscal year. Staff calculated the Appropriations Limit for Fiscal Year 1989-90 at $14,436,706. On motion of Cm. Hegarty, seconded by Cm. Jeffery, and by unanimous vote (Cm. Snyder absent), the Council adopted RESOLUTION NO. 85 - 89 ADOPTING THE APPROPRIATIONS LIMIT FOR FISCAL YEAR 1989-90 ($14,436,706) ADJOURNMENT There being no further business to come before the CoUncil, the meeting was adjourned at 11:35 p.m. · ATTEST:t_ ~ ~ ~- Cit~y Cl~rk ~ CM-8-21 4 Adjourned Regular Meeting June 27, 1989