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HomeMy WebLinkAbout03-11-2004 City Council Study Session - MINUTES CITY COUNCIL STUDY SESSION CITY OF LAKE ELSINORE 183 NORTH MAIN STREET LAKE ELSINORE, CALIFORNIA THURSDAY, MARCH 11,2004 ****************************************************************** CALL TO ORDER The City Council Study Session was called to order by Mayor Buckley at 5 :09 p.m. ROLL CALL PRESENT: COUNCILMEMBERS: KELLEY, MAGEE, SCHIFFNER, BUCKLEY ABSENT: COUNCILMEMBERS: HICKMAN (Councilman Hickman arrived at 5:14 p.m.) Also present were: City Manager Watenpaugh, Assistant City Manager Best, Administrative Services Director Pressey, Community Development Director Brady, Community Services Director Sapp, Lake/Aquatic Resources Director Kilroy, Police Chief Walsh, Engineering Manager Seumalo, Finance Manager Magee, Information/Communications Manager Dennis, Public Works Manager Payne, City Treasurer Weber and City Clerk/Human Resources Director Kasad. DISCUSSION ITEM Capital Improvement Budget & Goals. (F:30.3) City Manager Watenpaugh noted that this was the first in a series of Budget workshops, as established during the Mid-Year Budget Review. He suggested starting with the assumption that the Goals in Item 4, were the areas of concern for goals. He further suggested that rather than setting specific goals at this time, if the proposed broad goals were appropriate, they would be the general parameters Page 1\vo - City Council Study Session - March 11, 2004 - to be addressed by the budget. He indicated that staff would like to begin with Capital Projects for a two fiscal year budget; and refine the budget to more specifics as the Council went through the budget process. He noted that the goals could either be left broad or fine tuned at the Council's discretion. He introduced Public Works Manager Payne, Engineering Manager Seumalo and Finance Manager Magee, noting that they had been instrumental in the process. Councilman Hickman arrived at 5: 14 p.m. Mayor Buckley questioned if the Council had more goals or suggestions for the goals as proposed. It was the Council consensus to proceed with the presentation. Engineering Manager Seumalo explained that this would be a first draft of the Capital Improvement Budget, and thanked Mr. Pressey, Ms. Magee and Ms. Barrozo for their assistance in the preparation of this material. He highlighted the format of the document from the table of contents. He provided a summary of the - available funding for the years presented and a list of projects by type, location and project description. He explained the changes that would be made to the format for the final document with maps for each individual project; and indicated that with feedback from this meeting he would complete the document and redistribute for Council's use. He noted that the final document would include tables showing costs of administration, acquisition costs, utility costs, construction costs and contingency funds. He introduced Public Works Manager Payne for presentation on the Pavement Management Program. Public Works Manager Payne introduced staff members in attendance at this meeting, including Del Turk and John Unsworth, and thanked them for their efforts. He presented the Council and public with the Public Works Mascot, P. W. Paws, and noted that their motto, is "Public Works, Works for You". He indicated that he would be requesting increased funding for preventative maintenance of public streets. He explained that they had spent $245,000 annually since 1996 and provided a map of the streets that funding would address. He further explained that he was requesting incremental increases to $600,000 next year, and progressing to $1 million for the next four years. He stressed that this was - Page Three - City Council Study Session - March 11, 2004 important to protect the City's investment in streets which was about $130,000,000. He detailed the life cycle of pavement and the preferred timing to reduce costs for maintenance. He explained that the Pavement Management System was implemented in 2002, by determining the value of the street inventory and establishing a preventative maintenance program. He further explained that there were various forms of preventative maintenance including slurry seal, asphalt overlay, crack sealing, minor removal and replacement or patching. He commented that the system was helpful in providing information on the current street inventory, the condition rating for all streets, and the best time to perform maintenance. He explained that the standards for the system were set up by the Army Corps of Engineers. He noted that the average street in Lake Elsinore, rated 77 or very good. He explained that the best time to do street work was when the street was still rated fair to good. He noted that the proposed increase to $1 million, would maintain the streets at the lowest cost factor for repairs, for a total of $4.6 million over the next five years. Mayor Buckley questioned if there were neighborhood averages, and specifically questioned the streets downtown. Public Works Manager Payne noted the data base material was provided in the materials presented. Mayor Buckley inquired what condition a street would be in to rate a zero. Public Works Manager Payne indicated that it would be a paved road, with base material that needs to be tom out and redone. City Manager Watenpaugh commented that the older sections of Sunnyslopewould be a good example. Public Works Manager Payne concurred that Sunnyslope would be in the bottom third. Community Services Director Sapp noted that an example of a zero would be Franklin Street, near Chestnut and Dutton. Mayor Buckley questioned what would rate a 70. Public Works Manager Payne pointed out the listing of street ratings in the material presented, noting that they could be found randomly or in alphabetical order. Mayor Buckley noted that Graham Street was about an 80. Public Works Manager Payne confirmed and stressed the value of this tool. Councilman Schiffner questioned if this included the mileage for all right-of-ways. Public Works Manager Payne clarified that it was only for paved roads and did not address the approximately 22 miles of dirt roads. - Page Four - City Council Study Session - March 11, 2004 - City Treasurer Weber noted that he had to leave this meeting, but indicated that he was impressed with the work included in the materials presented. He inquired if there was a priority list, if the full funding was not granted. Public Works Manager Payne explained that the system was objective and would kick out streets based on whatever amount of money was dedicated to the program. City Treasurer Weber inquired if there was a software program for this programmed maintenance. Public Works Manager Payne confirmed that the information was in a data base; and explained that the list was compared to what the Council and community brought to staff. He explained that this was just another tool in deciding which streets were in need of rehabilitation. He presented a map of the five year plan and the anticipated timing for each area. Mayor Pro Tern Kelley noted the $1 million figure and questioned what percentage of the streets were in the 40's and below. Public Works Manager Payne indicated that those streets were not addressed in maintenance, but would instead be included in the Capital Improvements Budget. He advised that major - rehabilitation work in excess of $1 million was done annually. Community Services Director Sapp clarified that the objective of the program was to keep the streets from deteriorating and falling into the bracket needing complete rehabilitation. Mayor Pro Tern Kelley commented that the material presented was an amazing document, and noted that it had not been spelled out this way in the past. Councilman Schiffner noted that this was one of staff's accomplishments over the last couple of years. Mayor Pro Tern Kelley questioned the improvements contemplated and if they would bring a street rating of 50 to 100. Public Works Manager Payne indicated that it would bring the streets back into the 90's. Councilman Magee commented that this was the discussion of a large financial increase; and questioned if staffing level increases were anticipated as part of the initial funding. Public Works Manager Payne indicated that the work would continue to contract those services at this point, but down the road, it would be necessary to look at the cost of contracting to determine if some of the work should come back in-house. Councilman Magee inquired if it would be possible to slow the process down a bit and still see an overall savings; and questioned if the budget could show what projects would drop off with reduced funding. He _ Page Five - City Council Study Session - March 11, 2004 questioned the danger in using smaller incremental increases. He suggested that smaller increases would give him a better comfort level, but he wanted to be sure it was the right path. Public Works Manager Payne indicated that staff could provide those scenarios, but recommended the $600,000 as a minimum per year. Councilman Magee inquired where questions on this material should be directed. City Manager Watenpaugh suggested with the Budget time line, that questions could be e-mailed to Mr. Payne to allow him to address the questions, and he could share them with the City Manager. Mayor Buckley noted that spending more now, would save later; and questioned how much money would be saved by spending more ahead of time, over the long term. He questioned what the costs would be for 10 years from now and what the savings would be. Councilman Schiffner suggested when the levels of maintenance were established, it would be easier to see what would fall off the plate for funding. Public Works Manager Payne indicated that at this time the amount was $10 million, that had already fallen off the plate, for rehabilitation to the 90's. Councilman Schiffner suggested that after they fall off the plate it might actually cost eight times instead of four times as much; and stressed the expense of waiting too long. Mayor Buckley questioned the possibility of making the target rating in the 80's, instead of the 90's. Councilman Schiffner commented that lowering the level to 80, would mean that they would fall off the plate sooner and accelerate the rate of deterioration. Community Services Director Sapp clarified that the final ratings were based on maintenance. Public Works Manager Payne clarified the numbers for the condition before and the condition after. Mayor Buckley noted that right now Graham from Main to Chaney was between 74 and 78, and it would go to 80 to 84. Councilman Schiffner noted that the key was to keep water from getting under the pavement, so it was a question of the condition that looked like water might get into the pavement. Councilman Hickman commented that it was interesting because he drove Railroad Canyon every day, and noted the sprinkler system near Grape Street. He questioned who patches the holes, since the holes cause potholes. Public Works Page Six - City Council Study Session - March 11, 2004 - Manager Payne clarified that during rains, they use a temporary patch and come back to remove and replace the area. He explained that they would dig out the base if necessary and put in a new asphalt base. Councilman Hickman noted the cuts being made in the street, leaving potholes. Public Works Manager Payne indicated that they were getting on the utility companies to have them come back in and make the repairs; and complimented the Water District on their repairs. Councilman Hickman indicated that Railroad Canyon was going to the birds, and he was concerned with the people driving on the streets. Councilman Schiffner commented that a Public Works Inspector was needed for every project when a street was cut, but there was not that level of staffing. He stressed that would be the only way to get it done right. Councilman Hickman questioned if there was an ordinance to require repairs. Engineering manager Seumalo indicated that there was a policy for repairs and the inspection staff would be getting a handle on the issue. He concurred that the Water District had done a good job of repairs, and noted that another water line project would be coming down Railroad Canyon ~~. - Mayor Pro Tern Kelley commented that she was getting complaints that Terra Cotta and Lakeshore was still bad after it was repaired. Public Works Manager Payne indicated that staff was addressing those concerns. Councilman Hickman expressed concern with the people calling him to let him know about problems. He noted that he met with Bill Kipp and heard what he had paid for streets. He questioned if staff was checking for problem areas. City Manager Watenpaugh indicated that CR & R kept lists of problem areas, but had not been forwarding to the City recently, but that would be corrected soon. Chris Hyland, 15191 Wavecrest, questioned streets that don't exist; and noted that she had commented in 1999 that Machado Street had to be repaved. She stressed that the only work that had been done was to fill potholes, and it was like a roller coaster. She questioned the list of streets to be repaved. City Manager Watenpaugh indicated that the list would be adopted as part of the budget. He clarified that the Council had a complete list of the proposed or needed projects, but for a number of reasons projects might be elevated or lowered on the list. He - Page Seven - City Council Study Session - March 11,2004 stressed that the City Council would be making the final list. Councilman Schiffner noted that this was the first time the City had an inventory like this to show the condition of all of the streets. He noted that they had been doing the streets as they saw the need, but this was a more well organized approach. Mrs. Hyland indicated that she was not against spending money on streets. Ron Hewison, 35 Villa Valtelena, addressed the pavement life cycle, and questioned the life of a road. Public Works Manager Payne indicated that the average street lasted 25 to 30 years. Mr. Hewison questioned the timing for slurry seal. Public Works Manager Payne indicated that the schedule would call for a slurry seal every seven years. Engineering Manager Seumalo stressed that the material presented was a living document and changes were being made, even during this discussion. City Manager Watenpaugh noted that each individual project was presented separately and offered to have staff detail them. Mayor Buckley questioned the Capital Improvement Project list. Engineering Manager Seumalo indicated that some projects in the document were unfunded, and clarified the projects that had been included. Mayor Buckley questioned the Police, Fire and Lake Master Plans. City Manager Watenpaugh indicated that a series of master plans were being added; and additional studies were being considered such as public facilities like a civic center, etc. He stressed that this was not a complete list, but a series of past discussions that had been included. He commented that he would assume the Council would have several additions. Councilman Magee clarified that the unfunded project list, was a wish list put together by staff over the past few years; and during the budget process the Council might take things off the wish list and fund them, or there could be additions to the list. City Manager Watenpaugh confirmed the ability to add or delete items. Councilman Magee indicated that the Grand/Ontario Landscaping needed to be added to the list. Mayor Buckley questioned the Swick-Matich Restroom funding in multiple years. - Page Eight - City Council Study Session - March 11,2004 - Community Services Director Sapp clarified that it had been rolled over due to timing of the project. Councilman Magee questioned the map on Page 23 for Lincoln Street Park, and inquired if it was in fact identifying Mrs. Wilsey's property for the park. Engineering Manager Seumalo indicated that these maps had been prepared by GIS, and if the locations were vague, they made their best guess from the project description. City Manager Watenpaugh clarified that it was across the fence from Mrs. Wilsey's property. Mayor Pro Tern Kelley questioned the Library budget, and the balance of the fund. City Manager Watenpaugh indicated that there would be $661,000 in the fund for the coming year. Mayor Pro Tern Kelley questioned the possibility of the City participating in the new Library at the new High School. City Manager Watenpaugh indicated that there had been discussions, but to date there was no formal request. He noted that he would be meeting with Superintendent Lindsey - in the near future. Councilman Schiffner questioned if the revenues were based on the housing increases. Administrative Services Director Pressey confirmed that it was based on an estimate of dwelling units over a period of time; and noted that he looked at the units proposed for each future project. He detailed the break-out per unit. Mayor Buckley inquired if there was $1.6 million in the Library fund, if the School District was going to ask the City to spend a lot of that on the new High School site. He noted he would like to expand the annual contribution to books, etc. Mayor Pro Tern Kelley indicated that she assumed that the Library at the High School would use more County and School dollars; and noted that a new Library was needed downtown, at this point. She commented that the City was providing $40,000 annually to upgrade the collection, but they were running out of room. Mayor Buckley noted that the Lake Destratification Project was a pass-through from LESJWA; and questioned the boat launch improvement funding and if it would all be used at the campground. Lake/Aquatic Resources Director Kilroy - Page Nine - City Council Study Session - March 11, 2004 indicated that it was all for the boat launch at the campground. Mayor Buckley inquired if this was a match for the grant. City Manager Watenpaugh clarified that the grants had been reduced, so while the project will still be authorized, the City will have to build the full facility and come up with the balance of the funding. He noted that general fund dollars had been requested, but were not committed at this point; however committing the dollars would be considered with the entire budget consideration. Councilman Hickman addressed the boat launch and questioned the water level for use of the existing boat launch. City Manager Watenpaugh indicated that the water level needed to be at 1,240'; and noted that the level was coming up a little, but not very much. Lake/Aquatic Resources Director Kilroy indicated that the lake was at about 1,236.72'. Councilman Hickman inquired if the facility at the campground would be restricted. Lake/Aquatic Resources Director Kilroy indicated that it would work at almost all levels. City Manager Watenpaugh noted that the bottom of the lake was lower in that area. Mayor Buckley commented that the campground would be able to launch at almost any level, except extreme flooding times. Mayor Buckley returned to the goals section. City Manager Watenpaugh clarified that if the categories listed were the areas of concern, the departmental budgets would have more specific goals and benchmarks. Mayor Buckley inquired if there were additions to the list. Councilman Magee addressed the Community Services Center and Department and indicated that could be included in a couple of categories. City Manager Watenpaugh indicated that he took the goals for the Manager and lumped them into more general categories, but there would be more specific information in the Community Services and City Manager's Office budgets. Councilman Hickman indicated that he would like to digest the information to be sure what was being done; and be able to address each department. Councilman Schiffner had no further comments. Page Ten - City Council Study Session - March 11, 2004 - J.J. Swanson-O'Neal, commented that there was no second chance to make a first impression; and stressed the first impressions of Lake Elsinore, as a City. She stressed the need for Country Club Heights light standards, and landscaping in the downtown. She noted that the sidewalks and trees needed to be expanded beyond the downtown. She indicated that the public would be willing to participate. She suggested clean-up, design and maintenance of the areas adjacent to the off-ramps. She indicated that it was important to ensure that projects were done in a timely manner, and stressed that the Council should not underestimate the ability of the community to assist with projects. She suggested giving Lake Elsinore a chance to make a great impression, with aesthetic beautification. Mayor Pro Tern Kelley questioned the budget for on/off-ramps, noting that it was a Caltrans project and they were moving forward, supposedly to do one a year. She questioned the status. City Manager Watenpaugh indicated that he had not heard, but staff would be requesting work on the Highway 74 ramp. He indicated that he would try to get a schedule, but he would guess that the work would not be done - this year. Ms. Swanson-O'Neal questioned the ability to maintain and plant in the off-ramp areas. City Manager Watenpaugh indicated that the City could design the projects and go to Caltrans to get buyoff, but that requires that the City pay for maintenance, otherwise the City could not touch it. He commented that it was not possible to pick up trash, unless the City wanted to do it permanently. Ms. Swanson-O'Neal questioned the ability of citizens to participate in clean-up, rather than City staff. City Manager Watenpaugh noted the "Adopt a Freeway" program for clean-up participation by businesses. Mayor Pro Tern Kelley noted that some of those participants also clean the off-ramps. City Manager Watenpaugh confirmed. Engineering Manager Seumalo indicated that he could contact Caltrans and get information on the program. Mayor Buckley noted that a new company had been formed for hire to do the work for the company that adopted the area. City Manager Watenpaugh noted that back in the early to mid-90's, staff was directed to develop landscaping plans for all interchanges; and the City still had concept plans for each off-ramp, but it was very expensive and the work stopped with the plans. Mayor Pro Tern Kelley commented that Caltrans was not working in a timely manner. City Manager Watenpaugh noted that in the past they had done the work, and called the City when they needed assistance with their _ Page Eleven - City Council Study Session - March 11,2004 water meter. He indicated that he understood the plan was for Railroad Canyon next and then Central Avenue, but he guessed that the budget had been cut and they would not do the work for a while. Councilman Schiffner noted that the budget was so bad, that the RCTC had loaned $30 billion to get the freeway intersection at the 210 started. Mayor Pro Tern Kelley questioned the price tag for the designs. City Manager Watenpaugh indicated that staff could get a number, but the difficult part would be based on the existing ramps, and would not be accurate if the ramps were changed. ADJOURNMENT THE CITY COUNCIL STUDY SESSION WAS ADJOURNED AT 6:16 P.M. AT ST: V Us~ CITYCLERKI HUMAN RESOURCES DIRECTOR CITY OF LAKE ELSINORE EY, MAYOR ELSINORE