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CC MINS 19990419 ADJMINUTES RANCHO PALOS VERDES CITY COUNCIL ADJOURNED REGULAR MEETING APRIL 19, 1999 The meeting was called to order at 10:15 A.M. by Mayor Tom Hollingsworth at the City Hall Community Room, 30940 Hawthorne Boulevard, notice having been given with affidavit thereto on file. Present: Byrd, McTaggart, Lyon, and Mayor Hollingsworth Absent: Ferraro Also present were City Manager Les Evans, Assistant City Manager Carolynn Petru, Senior Administrative Analyst Gina Park, Director of Planning, Building & Code Enforcement Joel Rojas, Recreation & Parks Director Ron Rosenfeld, Finance Director Dennis McLean, Accounting Manager Matt Burton, Administrative Services Director /City Clerk Jo Purcell, and Public Works Director Dean Allison. NEW NEIGHBORHOOD WATCH PROGRAMS (301 X 1206) Ms. Purcell presented the staff recommendation that $15,000 be included in the draft budget for FY 99 -00 and $5,000 for FY 00 -01 to implement three new Neighborhood Watch programs to further enhance the City's efforts in crime prevention as detailed in the April 19th Budget Policy Issues for FY 1999 -2000 and FY 2000 -2001 staff report. All of this funding would come from the Neighborhood Watch Trust Fund, which derives its revenue from the membership fee paid by City residents who participate in the program. Representing the Lomita Sheriff's Station was Lt. Michael Grimaldi who summarized the details of these three proposed crime prevention programs: Youth Crime Watch of America: Funding for this program will come primarily from the Department of Justice, through the Office of Juvenile Justice and Delinquency Prevention. This program would be patterned after the Neighborhood Watch program and would be introduced in the intermediate schools. Adjourned Regular Meeting April 19, 1999 The local start -up costs would be approximately $2,000 - $3,000 in FY 99 -00. The City's expenditure to maintain the program thereafter would be $2,000 annually. After discussion, it was the consensus to implement this program on a pilot program basis at Miraleste Intermediate and Dodson Jr. High School. Neighborhood Watch Awareness Training for Sheriff's Deputies- This is a four -hour training session for Lomita Station personnel assigned to patrol and to the station desk. To involve all of the deputies (approximately 60), this training will require paid overtime costing approximately $10,.000. Subsequent years would cost substantially less (approximately $3,000), since turnover at the Lomita Sheriffs Station is relatively low (6 to 8 deputies per year). F After discussion, it was the consensus to approve this program; however, this training should be included in future contracts with the L. A. County Sheriff's Department and should be paid for by the County. Neighborhood Watch Asian Community Outreach Even though there is a high rate of participation in the Neighborhood Watch program, participation by the Asian.community is relatively low. This program would focus on recruitment efforts, Public Service Announcements on cable television, Asian language pamphlets, Asian language newspaper articles /advertisements, block parties (meetings) involving the Neighborhood Watch Coordinator, Block Captains, Asian language speakers and Sheriff's Department Personnel. This program would have a one -time Outlay in FY 99 -00 of approximately $2,000. After discussion, it was the consensus that some measure of the effectiveness of this program should be reported to the Council at the end of one year. Also, the program should be considered for other non - English speaking segments of the population. Fiscal Impact: The funds for these new programs would be taken from the Neighborhood Watch Trust Fund. The current balance in this fund is $28,000. SOUTH SPECIAL ASSIGNMENT OFFICER 1301 X 12061 Ms. Purcell presented the staff recommendation that a third SAO be included in the draft budget and that the City Council authorize the City's Regional Law Enforcement Committee representatives (Lyon /Hollingsworth) to present this matter to the full committee at their next meeting scheduled for May 6 th Council noted that since no approvals had been granted the reference to residential development should be stricken from the staff report. With the City's current fund level, and the continued sharing of these costs with the Cities of Rolling Hills and Rolling Hills Estates, funding for this third SAO could be Adjourned Regular Meeting April 19, 1999 Page 2 assured through the current two -year budget cycle. Continued funding beyond FY 00- 01 would depend on the availability of State and Federal funding. Fiscal Impact: For FY 99 -00 this position would be considered a "Grant' deputy position, the cost for which would be approximately $78,000. Beginning the second year the cost would be increased to approximately $96,000 (including the 6% for the liability trust fund). Lt. Mike Grimaldi explained the mission of this third SAO who would be responsible for addressing special law enforcement and public safety issues in the area adjacent to and south of Crest Road, in the cities of Rancho Palos Verdes, Rolling Hills and Rolling Hills Estates. After discussion of concerns regarding how sensitive areas would be patrolled, Councilman McTaggart moved, seconded by Mayor Pro Tem Byrd to approve this program. Motion carried. APPROVAL OF THE MINUTES OF APRIL 12 (301) Council clarified that approval of these minutes for the various policy issues was not approval of the specific dollar amounts indicated; rather, it was an indication of the approval of the issues presented to Council, however, the specific funding amounts would be subject to change during the budget approval process. Councilman McTaggart moved, seconded by Mayor Pro Tem Byrd to approve the minutes of the April 12th Adjourned Meeting. The motion carried on the following roll call vote: Ayes: Lyon, McTaggart, Byrd & Mayor Hollingsworth Noes: None Absent: Ferraro PUBLIC COMMENTS: Speaking in support of an Equestrian Community Center, the Ride to Fly program, and the Portuguese Bend Pony Club was Sherree Greenwood, 2543 Sunnyside Ridge Road. She requested City support for such an Equestrian Center and explained that the Ride to Fly program and the Portuguese Bend Pony Club would have to leave their present locations and were now looking for an area to re- located. After discussion, it was the consensus that staff should see what changes would have to be made to the equestrian ordinance to see that these two organizations do not have to continuously move from one location to another. Appointment of an Economic Development Ad Hoc Committee (305 X 1101) Adjourned Regular Meeting April 19, 1999 Page 3 Mr. Evans presented the recommendation to establish a budget to support an ad hoc Economic Development Committee to develop recommendations for promoting business in the City through City sponsored programs and participation with other existing economic development organizations. Additionally, it was recommended that the Council may also wish to consider entering into a contract with the Palos Verdes Peninsula Chamber of Commerce and joining the South Bay Economic Development Partnership. Fiscal Impact: The impact to the budget would be approximately $11,000 for the Peninsula Chamber, $2,000 for the South Bay Partnership and $2,500 for City business recognition and promotion programs for a total expenditure of $15,500. These funds would come from the General Fund. Representing the Chamber of Commerce was Carol Ritscher and Chamber President Denny Miller who referred to the handout at the last meeting that listed the services provided to the City. They encouraged the Council to approve the staff recommendation. After discussion, Mayor Pro Tem Byrd moved, seconded by Councilwoman Lyon to make a contribution of $2,200 to the Chamber; that if additional opportunities arose upon the completion of changes to the Golden Cove Shopping Center then the Chamber could seek an amendment to that contribution; that $2,500 be included in the budget to provide for promotion of City business. Council decli.ned the invitation to join the South Bay Economic Development Partnership. Recess and Reconvene: At 12:26 P.M. the meeting recess. The meeting -reconvened at 12:40 P.M. Expansion Of The "Recycler Of The Month" Program (1204 X 1301) Mr. Allison presented the staff recommendation to increase the annual budget for the recycling program from $4,000 to $16,000 in order to provide for four recycling winners each month. Fiscal Impact: The funding source for this program is the Recycling Fund, which currently has a fund balance of $120,000. Annual recycling revenues vary depending on market conditions, and have ranged from $84,500 to $112,500 for the past two years. After discussion, Councilwoman Lyon moved, seconded by Councilman McTaggart to make the recycle award program a "cash" reward of $250; that they would be announced at each meeting and that the winners should be invited to attend the Council meeting for acceptance of the check. Motion carried. Adjourned Regular Meeting April 19, 1999 Page 4 _ Replacement of Photo - Copiers (602 X 1101) Ms. Petru presented the staff recommendation that the City Council authorize $43,000 to be included in the FY 99 -00 budget and $2,600 to be included in the FY 00 -01 budget for the purchase of four replacement photocopiers. Fiscal Impact: Since all of the photocopiers proposed to be replaced would be fully amortized prior to the purchase of the new copiers, the full cost of replacement had already been set aside in the City's Internal Services Fund. After discussion, it was the consensus that for disposal of some of these copiers that may still be useful, that staff should contact organizations such as the Peninsula Seniors, the Chamber of Commerce, PV on -the Net and other non profit organizations that the City gives grants to, and determine if they are interested in getting any of these copiers. Mayor Pro Tem Byrd moved, seconded by Councilman McTaggart to approve the staff recommendation. Motion carried. Equipment Replacement Fund Audit (602 X 1101) Ms. Park presented the staff recommendation to include funds in the FY 99 -00 budget to hire an outside firm to conduct a comprehensive audit and inventory of all the City's assets to be included in the Equipment Replacement Fund. Fiscal Impact: The cost of the comprehensive equipment/asset inventory, audit, and surplus disposal was estimated at $3,500 and would be funded by internal service fund charges transferred from all departments to the Equipment Replacement Fund or from the General Fund. After discussion, it was the consensus that staff should include the inventory audit in the 99-00 budget and investigate the use of a bar code system to prepare this asset inventory. Establishment of a Building Replacement Fund (602 X 1101) Mr. Evans presented the recommendation to create a Building Replacement Fund and the initial investment of $781,977 from the unallocated General Fund. Further, he recommended annual contributions hereafter be equivalent to the annual accumulated depreciation value of the City's facilities. Continuing, he summarized the report stating that keeping in mind the City's long term strategy of fiscal solvency, the creation of a Building Replacement Fund would reduce future tax burdens and prevent dramatic fluctuations associated with costs for significant improvements to public facilities. If the Council determined that a new City Hall or other public facility should be constructed within a definite time frame, the internal service fund charges could be modified or the initial transfer from the Adjourned Regular Meeting April 19, 1999 Page 5 unallocated General Fund reserve to the Building Replacement Fund could be increased to accomplish this. Ideally, the Building Replacement Fund should maintain a cash balance equal to the amount of accumulated depreciation. Therefore, staff proposed $781,977 be transferred from the unallocated General Fund reserve in FY 99 -00, so adequate funding can be established. Although not preferred, the Council could transfer an amount equal to the annual accumulated depreciation value of $51,765 or an amount greater than $781,977. Fiscal Impact: The General Fund Reserve would be reduced by $781,977 during FY 99 -00 to establish a cash balance equal to the current accumulated depreciation value of all public facilities within the Building Replacement Fund. For FY 00 -01, every department or program function will collectively contribute approximately $51,765 to the Building Replacement Fund to ensure continued adequate funding. After discussion the Council agreed that the Building Replacement Fund should be included in the draft budget at the contribution levels recommended by staff. It was the consensus that staff should study what the City's future needs will be; that this proposed budget be updated upon completion of that study; that the seismic integrity of the City Hall building be determined; and, that consideration also be given to construction of Council chambers. Full -time Clerical Position In the Department of Planning, Building and Code Enforcement (11101 X 1203) Mr. Rojas presented the staff recommendation to upgrade a part -time clerical position to a full -time clerical position in budget for FY 99 -00 and FY 00 -01. Fiscal Impact: The Department's FY 99 -00 budget would include a $17,700 increase in salary and wages, while the FY 00 -01 budget would include a 5% increase ($18,585) to accommodate any merit increases. The cost would continue on an annual basis thereafter. After discussion of whether a contract person should be used to fill this position, Councilman McTaggart moved, seconded by Mayor Hollingsworth to approve the staff recommendation. Motion carried. South Bay Cities Council of Governments Membership Dues (306 X 1101) Ms. Petru presented the recommendation that the Council include $4,444 in the draft budget for the proposed increase in SBCCOG dues to fund the continuation of a contract coordinator. Fiscal Impact: The current annual SBCCOG dues are $1,500. The impact of the proposed increase in membership dues to $4,444 would be an additional $2,944 each year. These funds would come from the General Fund. Adjourned Regular Meeting April 19, 1999 Page 6 After discussion, Mayor Pro Tem Byrd moved, seconded by Councilman McTaggart to continue to support SBCCOG. Motion carried. Attendance at Local Meetings (307 X 1101) Mr. Evans distributed the April 19th staff report, which presented the background, and discussion of the conferences and meetings Council has to attend. He noted, however, that the policy was not clear about what local meetings are approved for attendance and refers only to "events such as the Educator of the Year Awards banquet." After discussion, it was the consensus that Policy No. 16, Travel and Meetings, should be amended to include a category for events requiring presentation of a City proclamation and that the City pay for that member's expense for attendance at said meeting. It was the consensus that said policy modification should be presented to Council for approval. Under-grounding Of Utilities 1901 X 1101) Mr. Evans presented a letter from Robert E. Bush and Judy L. Butterfield, 6030 Montemalaga Drive requesting that the City establish a policy to underground all city utilities. After discussion, it was the consensus that staff should identify revenue sources for such a plan; prioritize the areas to be undergrounded; and, determine a total cost for the City. Affordable Housing (1203) It was the consensus to agendize this matter for a future Council meeting and that staff should present and discuss possible alternatives. Adjournment: At 2:44 P.M. the meeting adjourned on motion of Mayor Hollingsworth. t IV W-- iKYOR ATTEST: CITY CLERK 0419 CMINS Adjourned Regular Meeting April 19, 1999 Page 7