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HomeMy WebLinkAbout01-22-2004 City Council Minutes MINUTES CITY COUNCIL STUDY SESSION CITY OF LAKE ELSINORE 183 NORTH MAIN STREET LAKE ELSINORE, CALIFORNIA THURSDAY, JANUARY 22, 2004 ************************************************************************ CALL TO ORDER The City Council Study Session was called to order by Mayor Buckley at 4:09 p.m. ROLL CALL PRESENT: COUNCILMEMBERS: HICKMAN, KELLEY, MAGEE, SCHIFFNER, BUCKLEY ABSENT: COUNCILMEMBERS: NONE Also present were: City Manager Watenpaugh, Assistant City Manager Best, City Attorney Leibold, Administrative Services Director Pressey, Community Development Director Brady, Community Services Director Sapp, Lake/Aquatic Resources Director Kilroy, Engineering Manager Seumalo, Finance Manager Magee, Information/ Communications Manager Dennis, Parks & Open Space Manager Fazzio, Planning Manager Villa, Police Lt. Featherolf, Public Works Manager Payne, Recreation and Tourism Manager Fazzio, Information/Communications Manager Dennis, City Treasurer Weber and City Clerk/Human Resources Director Kasad. DISCUSSION ITEM Mid-Year Bud2et Review City Manager Watenpaugh explained the new format for the budget and mid-year review. He noted that there had been discussion that the Council wanted the information further in advance; and proposed that the Council review the materials presented by staff as a snapshot in time. He stressed that the numbers presented were based on expenditures, revenues and projections on the State budget. He suggested that the Council digest the material in preparation for the first budget session in March; and use it as a time to get familiar with the information before having to make decisions. He stressed that this would allow ample study sessions and provide more information on capital projects and state budget activities. He requested that the Council allow Administrative Services Director Pressey to go through the slides, with a few comments by staff He suggested that the Council utilize "post-it" sticky's to mark their questions, and ask them Page Two - City Council Study Session - January 22, 2004 following the presentation. Council concurred with this process. Administrative Services Director Pressey addressed the packet presented; and explained that it would be provided in five parts, including slides, followed by general fund information as of December 31 st, the proposed adjustments, an update of the changes to date, and a status report on the major goals and service indicators by department. He advised that there were about five adjustments to revenue and five adjustments to expenditures proposed. He highlighted the budget to date and noted the increased service levels in planning to meet the increased demands. Administrative Services Director Pressey detailed the budget goals for the year and noted that as part of the 2004-05 process they would be asked to review those goals and objectives, and determine new ones for the new year. He reviewed the adopted 2003-04 budget, and detailed the reserves at year's end. He detailed the approved increases in services and indicated that the revenue forecast looked very strong. He further detailed the increased public safety costs and explained the unallocated revenue balance at June 30, 2004. He advised that the annual audit reports would be presented for the first meeting in February, and advised that the total unallocated balance was $4.1 million. He explained the projected unallocated balance, and noted the adjustments presented for consideration. Administrative Services Director Pressey advised that the mid-year adjustments to revenue had mixed results. He advised that while the sales tax increases were anticipated at 7.9%, they were only about 5.6%. He further advised that the vehicle in-lieu fees had been adjusted to reflect the decrease, but those dollars will be paid in 2006; and the City would receive the other 75% due for the year. He noted that a lawsuit had been filed with regard to the VLF, questioning the right to take away that tax. He addressed booking fees, and indicated that last year cities were not allowed to seek reimbursement, however it was reinstated in May. He explained the fee increases for weed abatement and cost recovery services and noted an increase in planning revenues based on the fees charged to developers. He detailed the proposed mid-year adjustments for expenditures and noted the new positions which would not be filled until May. He clarified that this would be a one time reduction in the budget, as well as the building manager position which would ultimately be filled at a lower level. He indicated that the City Treasurer budget had been increased to include money for training and materials. He noted that with regard to the law enforcement budget, it was a matter of when the officers would actually start work. He advised that the Lake/Aquatic Resources budget included $50,000 for tree trimming in the campground to prevent liability issues; and $30,000 for brush removal in the levee area as preventative maintenance. He advised that all of the proposed changes would be provided in detail for consideration at the next regular meeting on Tuesday, January 2?h. Administrative Services Director Pressey reviewed the expenditure overview for the General Fund, Redevelopment Agency Fund, Lighting and Landscape Maintenance District Fund and the - ... ... Page Three - City Council Study Session - January 22, 2004 Capital Improvement Fund; and detailed the adopted budgets, adjustments and projections. He addressed the Redevelopment Agency Low and Moderate Income Housing Fund and noted that the property tax would not be received until the end of January. He clarified the expenditures for debt service. He explained that the Lighting and Landscape Maintenance Fund was balanced out and projecting a break-even for the year. Engineering Manager Seumalo detailed the completed Capital Improvement Projects and noted that they were presented in three phases. He delineated the completed projects, projects in process or design and the projects under construction. Administrative Services Director Pressey explained the State Budget issues and noted the potential impacts on the Redevelopment Agency Budget, which would be permanent. He indicated that there was still some uncertainty as to the final numbers; and noted the anticipated issuance of debt reduction bonds by the State. He commented that if the bonds did not pass, there would be further uncertainty. He indicated that the economic outlook included positive growth anticipation for the City and the region. He commented that the City was at a turning point, noting that it was best to look at ten year cycles; and noted that this cycle would include the big box retail stores coming in. He indicated that this growth would provide additional revenues for services and improvements. He further indicated that housing and industrial development permit growth was still strong. Administrative Services Director Pressey detailed the proposed 2004-05 budget process schedule, and noted that it was subject to changes and specific instruction from the Council. He advised that he would hope to adopt the budget at the first meeting in June. City Manager Watenpaugh commended Administrative Services Director Pressey on his summary of the basic background information. He reiterated that this was an opportunity for the Council to evaluate possible changes and adjustments; and staff would provide more information via the upcoming study sessions. He noted the list of roadwork requested and the visuals that would be provided for Council in terms of street overlay, maintenance of asphalt, etc. He indicated that Council would have much more information for making decisions and prioritizing the process. He offered to answer any questions at this meeting or in the rest of the budget process. City Treasurer Weber thanked staff for a good presentation, and questioned where the revenues for the Redevelopment Agency came from. Administrative Services Director Pressey explained that it was tax increment revenue, based on a base year at formation of the project area; with any growth above that year being the increment. He clarified that it was basically property tax that went straight to the Redevelopment Agency. City Treasurer Weber questioned the "pass- through". Administrative Services Director Pressey indicated that it was reflected as Page Four - City Council Study Session - January 22, 2004 - expenditures and clarified its representation in the budget. City Manager Watenpaugh noted that the pass-through for each district is a little different. City Treasurer Weber questioned the increased Lake expenditures and how they came about. Lake/Aquatic Resources Director Kilroy explained that they were in response to apparently healthy trees falling at the campground. He further explained that they hired an arborist for a tree inventory and found that there was a serious problem with a large number of trees failing. He indicated that the arborist said the problem was a circling root problem due to the way they were planted. He explained that in response to that issue, the potential liability and the overdue tree trimming, it was decided to go ahead and trim the whole area. City Treasurer Weber inquired when it was decided. Lake/Aquatic Resources Director Kilroy indicated that it started in May of 2003. City Manager Watenpaugh noted that branches were falling on campers; and the JPIA said it needed to be fixed to address the concern for the liability. City Treasurer Weber inquired if it went through the contract process or if it was treated as an emergency. City Manager Watenpaugh indicated that the City already had an arborist and proceeded based on the JPIA recommendations. City Treasurer Weber questioned the brush removal. Lake/Aquatic Resources Director Kilroy clarified that $50,000 was for the trees at the campground and $30,000 was for brush removal at the levee. He explained that the levee was about ten years old and the slope needed attention. He noted the difficulty in locating equipment to address the slope, but indicated that appropriate equipment was located this year. He further indicated that they had done some test cutting and put the work out to bid; and found that it would require about $15,000 for brush on the slope and some initial earth work. - City Treasurer Weber questioned the $248,000 increase for Community Services. Administrative Services Director Pressey indicated that it was for the weed abatement program, including personnel, contractual services, etc. He explained that contractual services were budgeted at the beginning of the year, based on an estimate, but it ended up being significantly more expensive. He further explained that the contract had now ended and the service was being done in-house; as personnel had been hired and equipment was being purchased. City Treasurer Weber inquired if$3.8 million was a healthy number to start next year. Administrative Services Director Pressey indicated that typically governments would set a percentage of the general fund, but this was a good amount to start the year with. He indicated that he would look at any possible savings going into the next year; and would forecast a ten year plan next year to look at long range direction for the City based on certain assumptions. Councilman Schiffner questioned the land held for resale by the Redevelopment Agency. City Manager Watenpaugh indicated that the land was owned by the RDA and obligated to Civic Partners, with Laing holding the option. - Page Five - City Council Study Session - January 22, 2004 City Manager Watenpaugh addressed the reserves and noted that it was not really extra, as it might fund things like the fire station needs, etc. He clarified that while the reserve was shown for Council's information, the balance of $800,000 was actually the unallocated revenues; unless the Council decided to leave it in the reserves. Councilman Hickman inquired if the recent CFD included the Fire Station. City Manager Watenpaugh confirmed that the station was funded and if there was ample funding after the construction to fund the fire engine, it would be rolled into the CFD, otherwise it would need to be funded by other means. Councilman Hickman questioned the coverage. Councilman Magee indicated that it was his recollection that it was not going to be covered, so there would be a need for about $375,000 from the General Fund. Councilman Hickman addressed the trees and indicated that he did not remember it coming to the City Council for a vote. City Manager Watenpaugh indicated that it was not an allocated contract, but work authorized under the existing agreement with the arborist, by the City Manager, to prevent liability. He clarified that the work was hourly and could have been stopped at any time. Councilman Hickman questioned the booking fees. Administrative Services Director Pressey indicated that they related to fees charged for booking violators into jail. Police Lt. Featherolf explained that for each arrest that went to the jail, a fee was assessed for booking them and keeping them until they were out. He further explained that the accrued fees were billed back to the municipalities. He noted that legislation allowed the State to reimburse cities for booking fees, but that legislation was rescinded a year or two ago. Councilman Hickman addressed the RDA, and indicated that there was only about $100,000 or so dollars; and questioned if staff was putting money into set-aside. Administrative Services Director Pressey addressed the slides previously presented and noted that slide 14 represented the fund, which was the 20% set-aside. Councilman Hickman questioned the amount of set-aside. Administrative Services Director Pressey detailed the receipts and expenditures and noted that the remainder would be used for debt services. He indicated that he had not analyzed the fund for new projects. Councilman Hickman addressed Page 18 for underground tank mitigation, and inquired if the City would get the money back. Engineering Manager Seumalo indicated that it was his understanding that the City brought up this issue and were obligated to remediate it. City Manager Watenpaugh clarified the location and noted that it was originally a service station and confirmed that mitigation was a City obligation. He explained that this had been an ongoing project for four or five years. Page Six - City Council Study Session - January 22, 2004 - Councilman Hickman addressed the total budget for Administration and noted that it was at 62%. Administrative Services Director Pressey explained that this part of the budget included Finance and Risk Manager, and clarified that the insurance premium had been expended for the year, so it would appear lopsided until the end of the year. Councilman Hickman noted that the Lake Budget was over budget at 67% of their budget. Administrative Services Director Pressey explained that this area was somewhat an anomaly, as there was an allocation of $650,000 for the purchase of water to be spent at the beginning of the year. He noted that there were four divisions in the Lake/Aquatic Resources budget. Councilman Magee addressed Page 12, regarding the increase for Community Services. Administrative Services Director Pressey noted the breakdown for personnel increases, and contractual services, which would be offset by the weed abatement increased fees. He detailed the materials and supplies required for the start-up of the program and the capital outlay required, which were adjustments to the original budget. Councilman Magee inquired if this was the tractors. Administrative Services Director Pressey indicated that it included tractors, trucks, etc; and clarified that it would not be a recurring cost. City Manager Watenpaugh noted the proposal for increased fees for the services rendered; indicating that not as much was assessed this year as last year. He further noted that City property would get serviced at a higher quality level than in the past. He explained that the violations would be abated and the fees would be collected to cover the operation. He advised that the rate study was still underway. He noted past concerns with regard to City properties not being abated well, but indicated that now it would be done to a much different standard. He indicated that the City needed to take a stronger role to be sure the City's property was done better, before others were charged for abatement. Councilman Magee applauded staffs effort to raise the bar. - Councilman Magee questioned Page 14, and inquired if there was a repayment plan for the 20% set-aside for low and moderate housing. City Attorney Leibold noted that she needed to work with Mr. Pressey on that issue, as it was part of the goals and objectives for this year. She indicated that they had begun the analysis, but it was not yet fully documented. Councilman Magee questioned Page 19, regarding the Corydon Street Pavement Rehabilitation, noting that it had rolled from the previous year. He commented that at an earlier meeting in December, the County indicated that they were going to start in March or April; but now it appeared that it would be out to bid in mid-March. Engineering Manager Seumalo addressed the discussion of this project; and indicated that the City's participation in the review was complete and it was now with the County. He confirmed that the County anticipated going to bid in March, but offered to get an update on that information. Councilman Magee indicated that timing would put the project underway in the middle of summer. He commented that while he knew the City was getting a great deal, but it would be helpful to light a fire under the County - Page Seven - City Council Study Session - January 22, 2004 Supervisor, as he would like to see the road fixed sooner than later. Councilman Hickman addressed weed abatement, and inquired if in years with a lot of rain, there was a possibility of doing it a second time. City Manager Watenpaugh indicated that he did not believe the property owners could be assessed twice; but staff could try to enforce it stronger. Mayor Pro Tern Kelley thanked Mr. Pressey for the presentation, and inquired on what date it would return in March. City Manager Watenpaugh indicated that if it was acceptable to Council, he would put together dates for all of them to bring back to the next Council meeting. Mayor Pro Tern Kelley questioned the economic outlook on Page 21 and indicated that she spoke with Community Development Director Brady who indicated that Costco would be up and operational in 2005. She indicated that she failed to ask about the Lowes and Home Depot projects. Administrative Services Director Pressey indicated that Home Depot was anticipated for December of2004. Community Development Director Brady indicated that they were both looking to be up before 2005, or by the end of January; but Lowes would be concurrent with Costco. City Manager Watenpaugh noted that Home Depot was ahead because of different constraints. Mayor Pro Tern Kelley questioned the sales revenue anticipated from Home Depot. Administrative Services Director Pressey indicated that he investigated that with the City of Murrieta and obtained estimates; which ranged from $250,000 to $700,000 a year in sales tax for each store. City Manager Watenpaugh noted that the Home Depot site was different and would include four or five other minor/major stores. He further noted that the Costco site included a number of other facilities as well. Mayor Pro Tern Kelley questioned if it was possible to have a study session regarding the Railroad Canyon Interchange before March. City Manager Watenpaugh indicated that there had been discussion of doing that study session in February, as the materials were back from Caltrans. City Treasurer Weber inquired if the Lowes and Home Depot would provide money for roads and grading. City Manager Watenpaugh indicated that the City would negotiate an agreement with the developers to front the money for the infrastructure; as the City and Agency would not have the money available. He commented that it would be similar to Walmart or the car dealerships, so the Council would review and approve a reimbursement agreement for the public infrastructure up to a certain amount. City Treasurer Weber questioned the potential breaks later on; noting that Home Depot was building 500 stores in the next year. City Manager Watenpaugh clarified that the City could only reimburse for public infrastructure; and could not do private development. Councilman Magee commented that the issue would be coming forward and the Council would be able to review and debate the issue at a later date. Councilman Hickman noted the allocated funds and the take out of the sales tax. City Manager Page Eight - City Council Study Session - January 22, 2004 - Watenpaugh clarified that sales tax was used as the formula. Mayor Buckley indicated that he would hope it was more like the agreements with Ford and Chevy. Mayor Buckley addressed the estimates for the end of the fiscal year, and compared July 1st to July 1 st of last year. Administrative Services Director Pressey clarified the year end estimates. Mayor Buckley commented on the State budget; and questioned who pays for the School Resource Offices. Administrative Services Director Pressey indicated that the School District paid during the school day, but after school ended they went on the City beat. Mayor Buckley noted a review ofthe State budget received today, and indicated that he had heard that for the next fiscal year, the City would be loosing $1.1 million from sales tax. Information/Communications Manager Dennis noted a misquote in the Californian; and clarified that it was actually referring to the property taxes in the budget charts, but the paper printed it as a complete loss. Mayor Buckley noted that if next year was normal in S~ramento, the City would lose about $600,000 to $700,000 of the budget, with ERAF, etc. Administrative Services Director Pressey indicated that right now, the only thing in effect would be the $500,000 for ERAF and $140,000 for booking fees. Mayor Buckley indicated that the people at SANDAG were addressing each City to defiscalize land uses; for cities to give up money for the increase in property tax revenue. He indicated that he would have them e-mail their plan to staff; as it was essentially revenue neutral. He suggested in theory it might be safe. - Mayor Buckley addressed low and moderate housing; and questioned the total debt of $9 million. Administrative Services Director Pressey confirmed that was what the RDA owed the General Fund. Mayor Buckley questioned what was owed to the housing fund. City Attorney Leibold indicated that it was about $7 million. City Manager Watenpaugh clarified that the money was set aside, but due to the validation process it was reused. City Attorney Leibold explained that it was deposited to the fund and expended on secured indebtedness. She indicated that there was a loan agreement that acknowledges the money for repayment at a later date; and staff was working for a more definitive time line. Mayor Buckley noted the available funds, but suggested that there was no money to spend on low and moderate housing. He noted that there was a contract with Century Pacific, but if it was voided out because the time had elapsed, the money would be available for low and moderate housing. City Attorney Leibold indicated that staff was working on other deposits into the fund. Councilman Hickman questioned the deeds to the Century Pacific property. Staff indicated that they were still in the City's possession. Mayor Buckley addressed the increase in fees from Community Development and the increase in costs; and noted that in spite of the increase in fees, less money was being spent than was originally planned. He questioned the ability to use those fees as a revenue source. - Page Nine - City Council Study Session - January 22, 2004 Administrative Services Director Pressey clarified the overhead included in those costs. Councilman Hickman questioned if the 25% overhead included plan checking by Harris and Associates. Community Development Director Brady indicated that the fee covered it. He clarified the building and safety fees, and cost recovery system for planning and the fees for each area. He noted that there was a similar situation in Engineering, with a percentage of the fees covering the costs. City Treasurer Weber addressed the uncertainties and questioned if there had been consideration of a hiring freeze, some sort of salary cap or a review of the positions. City Manager Watenpaugh clarified that a Parity Study and Job Classification Analysis was done last year, as a negotiated item, which had not been done since 1985. He indicated that the study had no direction or discussion of freezes or anything of that type. Mayor Buckley questioned if there was a wee abatement saving by doing it in-house. Administrative Services Director Pressey confirmed. Mayor Buckley addressed the potential Stadium sale, and indicated that no savings were budgeted at the beginning of the year, so that would be additional savings. City Manager Watenpaugh clarified his direction to Community Services with regard to elevating the bar for weed abatement. He indicated that it would not cost a lot less than doing it like before, but he was not sure it was an issue of saving money, or rather getting the job done better. He stressed that there would be a different level of service provided. Mayor Buckley questioned if next year would be about the same as this year, based on the projections. Mayor Pro Tern Kelley noted that it would include additional revenues from Home Depot. Administrative Services Director Pressey indicated that if everything was at the same service levels and the City held the line on expenses, the revenue would be a little short of expenses, so it would still be necessary to dip into the unallocated revenues, but he would need to finalize the budget to determine to what degree that would be necessary. He reiterated that he wanted to present a ten year financial plan to establish a strategy to address the State problems. Councilman Hickman inquired if Mr. Pressey would want citizens to help sort that out. City Treasurer Weber noted his e-mail, and suggested that for the Treasurer to fulfill his duties was complicated. He indicated that he would like to see a Finance Committee or Commission, with a person who understands bond revenues. He stressed the amount of bonds outstanding to be paid back; and indicated that he found it difficult to believe there was any money left over. He advised that he was not qualified to review the statements from Union Bank; and indicated that one needed to be very learned in the finance field to understand them. He indicated that he would also want another person who understood the GASBY 34 information, as there were specific aspects of the budget which needed to be delved into. He indicated that he would like Page Ten - City Council Study Session - January 22, 2004 - someone experienced in this area to review them and provide oversight and help with it. He indicated that he would like someone to work for him that was familiar with the issues mentioned. He indicated that he felt two people would be enough. Mayor Buckley indicated that a Finance Commission had been discussed, but the Council might want to talk about establishing one. Mayor Pro Tern Kelley suggested that this was jumping ahead of the process, and noted the need to look at the policy outline and job description for the City Treasurer. She suggested that if the position was being expanded, that needed to be discussed first, and put it in alignment with the Council's policy and job description. City Treasurer Weber indicated that it was not his intent to circumvent the authority of staff, but to oversee things. He suggested that things occurred in the 90's that the City was still paying for today. He indicated that in that time frame, the Treasurer was not able to address those issues and the persons on the Council and in City Hall made some bad decisions; as did other cities in the 1990's. Mayor Pro Tern Kelley pointed out that elected treasurers require no qualifications to run for the office, so it would not be appropriate to oversee the budget, when they have no experience. City Treasurer Weber indicated that review had not been done in the past, but it would be done in the future; and in order to do so, he needed some help. Mayor Pro Tern Kelley reiterated the need to look at the Council Policy Manual, before expanding the position. City Treasurer Weber indicated that it was not an expansion of the position, but providing people to review the processes. Mayor Pro Tern Kelley stressed the need to start with council discussion of the position. Councilman Schiffner concurred that it was necessary to determine the responsibilities, before forming such a committee. City Manager Watenpaugh addressed the 1990's and confirmed that the problems were factual, but clarified that they had been corrected, without the Treasurer, through the use of the Bond Counsel and Financial Team. City Treasurer Weber indicated that the Finance Team corrections were commendable, and they seemed to have good control on what was going on now, but he had not seen the numbers. - City Manager Watenpaugh indicated that he would come back to Council with specific dates for the next study sessions. ADJOURNMENT THE CITY COUNCIL STUDY SESSION WAS ADJOURNED AT S: 3S P.M. ATEST: ?LlI~ VICKI KASAD, CMC, CITY CLERK! HUMAN RESOURCES DIRECTOR -