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HomeMy WebLinkAbout05-06-1997 City Council Study SessionMINUTES CITY COUNCIL STUDY SESSION C1TY OF LAKE ELSINORE 130 50UTH MAIN STREET LAKE ELSINORE, CALIFORNIA TITESDAY, MAY 6,1997 .......~: ................x..~..x^.x..~.~x.~^.~.~~..x..~~.~~...~...~..~~.,~~.~~. CALL TO ORDER The City Council Study Session was called to order by Mayor Pape at 3:05 p.m. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Pape ROLL CALL PRESENT: COUNCII.MEMBERS: ALONGI, KELLEY, PAPE ABSENT: COUNCILMEMBERS: BRINLEY, METZE Also present were: City Manager Molendyk, Assistant City Manager Watenpaugh, Administrative Services Director Boone, Community Development Director Leslie, Community Services Director Sapp, Assistant to the City Manager Best and City Clerk Kasad. PUBLIC COMMENTS - AGENDIZED Tl'EMS None. 1. Library Study & Facilities. (F:98.1) City Manager Molendyk noted the items for discussion relating to the library. Mr. 7ohn Heiss, representing David M. Griffith & Associates, explained the work completed for the cities of Lake Elsinore and Temecula in evaluating library services. He explained that this work began before the collapse of the Riverside City/County relationship. He detailed the work that his firm has done with the Task Force from the cities of Lake Elsinore, Mumeta and Temecula. He indicated that the best course of action is a joint effort to operate a library system; which is tough without agreement between the cities. He noted the RFP's for library service which were prepared for the County and indicated at this time he is not certain of the results of the RFP's. He presented the preliminary findings of the study and again noted the need for agreement between the cities before proceeding. He noted that a community meeting was held and at that meeting they reviewed the feasibility of a variety of relationships between the cities of Lake Elsinore, Murrieta and Temecula. His firm found that none of the three cities could operate a library without an additional funding source and they examined this by looking at the situation from the perspective of the existing revenue bases. Mr. Heiss noted that they interviewed the City Managers and City Councils to evaluate the financial possibilities; and indicated that he suspects even Temecula could not fully fund a library system. He stated that if one or all of the jurisdictions withdraw from the County Library System, under cunent legislation the County does not have to contribute any funds, but this situation may change with future legislation, within the next year or so. He explained that they examined the key issue from two perspectives; individual cities and overall area. He stressed the need for revenues from the unincorporated areas to make the options work and detailed the revenue base upon withdrawal from the system which would amount to about $170,000 for the current year PAGE TWO - CITY COUNCIL STUDY SESSION - MARCH 6, 1997 for Lake Elsinore. Mr. Heiss noted that the library in Lake Elsinore could not function as a stand alone library. He explained that they have considered the use of a building of 10,000 square feet and what it would cost for a basic 30 hour week which would be difficult to do for less than $500,000 a yeaz. He noted that it is a similar situation in othei cities with Temecula providing closer to 48 hours a week. He explained that they projected revenues for the different cities and their growth potentials from the current calendar year to the year 2010 and stated that only Temecula would be able to operate a stand alone library. He further stated that the conclusion reached is that it does not make sense to do it on an individual basis. He explained the long range suggestion is for a common library service area for the valley which would allow for sustanence of the current service levels and provision of the opportunity for substantial enhancements down the road. He noted that it is important to look at the library related properiy tas from the entire region and using the three school districts boundaries to define areas, this would figure would be about $1.2 million in property tax now and should increase based on projections. He further noted that this would demonstrate the longer term value of joint action, and the impacts of subsidization. He indicated that if a regional service system e~sted there is enough money to sustain current service levels and provide some short term dollazs to meet expectations. He explained that they are looking at running the best facility possible for the area, with an improved or larger facility in Lake Elsinore and a facility within the Murrieta community. He noted the potential of difficulties with the return of funds to the system if the County enters into a private contract which could prevent the funds from being used by the cities unless there is a change in legislation. He gave an overview of a proposed stand alone system for the region and explained that it would entail operation of the Temecula- Mumeta library 48 hours a week and rented space in Lake Elsinore of 10,000 square feet. He presented a chart demonstrating the value of joint action for about $1.2 million a year. He noted the potential for surplus based on the growth potential and suggested that the cities could ultimately use the surplus to open a fourth library within the system. He stated that the Cities could include the formation of a Library District. Mr. Heiss offered to answer any questions and stressed the importance of a joint effort. Mayor Pape questioned the potential of participation by Canyon Lake. Mr. Heiss indicated that they did attend some of the meetings and noted the short term revenue cost problems. He explained that over the longer range it probably does make some sense. City Manager Molendyk noted that Wildomar has attended a few meetings as well. He questioned the difference between a District and a 7PA and stated that a District would take some of the politics out of the issue. Mr. Heiss indicated that the big issue is the relationship of the governing bodies to the outside areas and their responsibility to keep other areas informed. He explained that this could be accomplished by making the County a party to this action. Mayor Pape questioned the impact of Sphere of Influence changes on the proposal. There was general discussion regarding pending litigation. City Manager Molendyk noted the need for communication between City Councilmembers in the Valley and noted the number of issues to be worked out. He noted the need for a County representative from Wildomar in the discussions. Mr. Heiss stated that he was not in fauor of either proposal. City Manager Molendyk stressed the difference between the 7PA and a District. Mr. Heiss stated that he was not certain that a11 three City Councils were willing to participate in the system. PAGE THREE - CITY COUNCIL STUDY SESSION - MARCH 6, 1997 City Manager Molendyk noted the RFP sent out by the County and questioned if it was a good proposal. Mayor Pro Tem Kelley noted that Ron Stump, Manager of the Temecula Library, sits on the review board and they will be reviewing the RFP's tomorrow. She noted the process undertaken which varies from the standard bidding process. She noted that the County approached the proposal in reverse order and the money in shared cost would be between $1.2 and $1.9 million. Mr. Heiss noted that it included shared services. Mr. Stump noted that 10% of the funds for the County Library Project will go for overhead services such as legal and employee costs. Mr. Heiss noted that he has heard interesting rumors with regard to a library going out to bid and it is seen as a method for making big profits by some major companies. Mayor Pro Tem Kelley questioned who has bid on the system. Mr. Stump stated that San Bernardino Library System, Library System and Services and the Riverside County Office ofEducation, have provided bids. Mayor Pro Tem Kelley questioned if it would be better to do a 7PA or a District and noted that the Counci- contract would start in 7uly. Mr. Stump indicated that it would be a multi- year contract, renewable annually. Mr. Heiss indicated that it would not be good to proceed until it is seen what complications this will cause in the short term by the contractors operating in the existing facilities. He noted that the proposal does not require capital purchases. Mr. Stump stated that building maintenance will be handled by the County. Barbara Anderson, 304 N. Lewis, retired from San Bernardino County Library, noted the bidders on the project and stated that it is better not to pass on gossip. She stated that calculations on a 10,000 square foot library for $500,000 is too high, but the idea of a regional system is quite good. She further stated that she did not understand why some of the necessary services should not be contracted out. Mr. Aeiss invited her to read the material he had provided. Mrs. Anderson noted comments by Mr. Heiss, and stressed that people live here and take pride in the community and expressed concern with his sazcasm. Mr. Heiss responded with regard to the Assessor's Office and clarified his comments, and noted the cost for the information provided. Todd Olson, TMC Communities, Fountain Valley, noted representation of communities to the system and questioned why Corona and Perris are not considered in the study. Mayor Pape stated that the City of Corona has its own library and the City of Perris was excluded for geographic reasons. He noted that it would not be financially benefi~iz;. ~:~r. Olsan questioned the idea of joining forces and indicated that it sounded goo~~, L~:.~ the eawn si~r. of this situation is that the City of Lake Elsinore is the geographical ar~3 fi~ancial: *ail on the system. Mr. Heiss concurred that this danger could e~cist. He stres_ad the ulurnate need for another facility. He commented that joint action makes sense as it g:v~s some leverage and prevents duplication of efforts. He further noted that in developing t:s;ir cost proposals it was their intent to contract for as much as possible. He stated that Riverside City/County would still operate a joint system for some time. He explained that the estimates were based on assumptions of buying pre-processed materials. Mr. Heiss explained that in their study they looked at what it would take to keep the doors open, and provide basic programs and reference service for adults. He noted that they looked at the current billing rate for space rental for the area needed to provide the necessary services and the $500,000 was what they discovered. He explained that at the Community Workshops it was the residents that indicated that they wanted more services. Bill Trotter, Friends ofthe Library, questioned the time frame that would indicate when things would start to happen. Mayor Pape noted that it is up to the County how they will proceed with the RFP's; and explained that the City we can have its own plan, but it is necessary to respond to outside agencies. Mr. Heiss stated that the key is transition to the County System on 7uly 1 and noted that the other key to this situation is the legislation being considered. Mayor Pape noted the potential for emergency legislation. Mr. Trotter indicated that the library staff has already been ternunated. Mayor Pro Tem Kelley questioned the personnel transition. Mr. Stump indicated that staff has been ternunated PAGE F'OUR - C1TY COUNCIL STUDY SESSION - MARCH 6,1997 effective 7une 30th, and e~cplained that the principal concern is to retain staff and prevent a talent drain. He further e~cplained that they hope to have more jobs on 7une 30th. City Manager Molendyk noted that the RFP's are not always complete and questioned what would happen if none of the firms were qualified, and whether there would be a period of closure. Mr. Stump could not answer the question and stated that he would need to address this question to the County's legal counsel, but made note of the expertise of the bidders. Mr. Heiss questioned the selection time frame. Mr. Stump stated that the item would be before the Zone Advisory Board on May 14-15 and the members of the review committee were only selected yesterday, and noted that they have not yet met. Mayor Pro Tem Kelley noted her concern with moving so fast. Mr Heiss concurred with the need. Mayor Pape noted that it would take about three weeks to finalize paperwork and shift to the new operations. Marvin Trotter, Friends of the Library, indicated that the transition would require a shut down. Mayor Pro Tem Kelley clarified that there would be about a month for them to be up, and running. Mr. Stump explained that the new service providers would start on 7uly 1 st; Mayor Pro Tem Kelley stressed that it was not much time to make large changes. Mayor Pape noted that the City will stay on top of things and watch the State and County actions. He stated that he likes the idea of a Va11ey-wide system and indicated that he will wait and see if that opportunity presents itself. ADJOi7RNMENT The City Council Study Session was adjoumed at 4:02 p.m. AT7C': ST: ~~ ~'ICKI KA~A~; CITY CLE