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HomeMy WebLinkAbout12-28-2004 SS MINUTES JOINT CITY COUNCILIREDEVELOPMENT AGENCY STUDY SESSION CITY OF LAKE ELSINORE 183 NORTH MAIN STREET LAKE ELSINORE, CALIFORNIA TUESDAY, DECEMBER 28, 2004 ************************************************************* CALL TO ORDER Mayor Magee called the Joint Study Session to order at 4:00 p.m. ROLL CALL PRESENT: COUNCILMEMBERS: BUCKLEY, HICKMAN, KELLEY, SCHIFFNER, MAGEE 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, Public Works Manager Payne Recreationtrourism Manager Fazzio, Parks & Open Space Manager Fazzio, Planning/Code Enforcement Manager Villa, Building & Safety Manager Chipman, Engineering Manager Seumalo, City Treasurer Weber, and Deputy City Clerk Ray. DISCUSSION ITEMS Mayor Magee gave an overview of the presentations. PUBLIC COMMENTS _ None. PAGE TWO STUDY SESSION MINUTES - DECEMBER 28,2004 - CONSENT CALENDAR City Manager Watenpaugh indicated that there was no warrant list on the agenda due to the transition of the computers in City Hall, but would be on the January 11th Agenda. 1. Minutes. No comments. 2. Resolution of Intention to Establish Community Facilities District No. 2004-3 (Rosetta Canyon) and Incur bonded Indebtedness - Resolution Nos. 2004-76 & 2004-77. Councilman Hickman requested clarification regarding the $23 million and $28 million and the possibility of the numbers being added together. Administrative Services Director Pressey indicated that the numbers could not. He indicated that for each improvement area they would receive $23 million for Area No. 1 and $28 million for Area No.2. - City Treasurer Weber indicated that the bond was a lot better than the 2004-1 (Center City). He indicated that it was a lot more organized and liked the fact that the school tax was included. 3. Resolution Initiating Proceedings and Approving the Engineer's Report for Annexation of Certain Territory known as Tracts 25476,25477,25478 and 25479. No comments. PUBLIC HEARINGS 21. Annual Adjustment of Transportation Uniform Mitigation Fee (TUMF) - Ord No. 1136. No comments. - - PAGE THREE STUDY SESSION MINUTES - DECEMBER 28,2004 BUSINESS ITEMS 31. Second Reading - Ordinance No. 1134. No comments. 32. Second Reading - Ordinance No. 1135. Mayor Buckley inquired if change was made in the ordinance regarding the 50 feet lot size. City Attorney Leibold indicated that an appropriate modification would be made before the 7:00 p.m. meeting. 33. Term of Office for Public Safety Advisory Commissioners - Ordinance No. 1137. No comments. 34. Annual Financial Reports. City Treasurer Weber inquired about an audit conducted by TRS formally known as TBS. He read an excerpt from the audit regarding financial conditions for the year ending June 30th 1995, 1996, 1997, 1998, and 1999. He inquired about the one time revenue sources for last year's budget. Administrative Services Director Pressey indicated that the DAG fees were a one time revenue source. He indicated that there were not any other significant one time revenues and those they were used went towards one time purposes including the Lake Destratification System. City Treasurer Weber indicated that if the City did not find a way to keep the DAG fees coming in the City will be in financial trouble in the future. He further indicated that the COSTCO and The Home Depot would help alleviate the problem. Mayor Magee thanked Mr. Weber for his comments and suggested the best time to address the issue would be during the next budget process. Councilman Hickman indicated that he thought it was creative financing when they created the Recreation Authority for the Lake. He indicated that the report read that the first principal payment was not due until fiscal year 2004/2005. PAGE FOUR STUDY SESSION MINUTES - DECEMBER 28,2004 - He questioned the dollar amount due. Administrative Services Director Pressey indicated that the total payment was about $560,000 for that year. He indicated that it did increase over time. Councilman Buckley inquired if the Public Finance Authority was upside down. Administrative Services Director Pressey indicated page 1 and 2 reflected the New GASBY 34 presentation and the difference between that and the financial statements on pages 1,thru 6 were the new presentation on pages 1 and 2 was more of a long term focus of the Public Finance Authority. He indicated that there were a deficit of $2.7 million which was a small fraction of the $119 million in liabilities and $117 million in assets, but if all things were equal through the life of the Public Finance Authority it might be short at the end. He indicated that was a long term view. He indicated that the overall fund balance of the Public Finance Authority was $113,702,000 and that was a current focus of where they were at this time. He advised that the net assets needed to be watched on the long term focus. Councilman Buckley indicated that the net assets did decrease this past year. Mr. Pressey confirmed it decreased by $29,350 which was the net of revenue and expenditures on the long term focus, which included accrued interest. Councilman Buckley indicated that the Council in 2034 would need to come up with a few extra million dollars at the end. Mr. Pressey indicated that each year as the assessment are set for the districts, the underline revenue source that support these bonds were sat sufficient to cover debt service, and if there were delinquencies then there would be adjustments and they would pursue the delinquencies. He advised that this condition could be corrected over the long term. Councilman Buckley indicated that TRS had been the City auditor for a long time and inquired if there would be bids next year. Mr. Pressey indicated that staff had planned to do the RFP in February 2005 to solicit new auditors. - 35. Commercial Design Review No. 2004-07 for Mission Trail Medical Plaza. Councilman Hickman requested clarification on a hammerhead turnaround. Community Development Director Brady indicated that it was a T intersection where a fire truck could go in, backup and then come back out. Councilman - - PAGE FIVE STUDY SESSION MINUTES - DECEMBER 28,2004 Hickman indicated that there was a variance of about 15 ft to 18 ft between Casino Drive and Mission Trail. He questioned it they were required to put a fence up on Casino Drive so no one falls down the hillside. Mr. Brady indicated that if there was a need to put one there then staff would require it be done. 36. Infrastructure Reimbursement Agreement - Lake Chevrolet. City Manager Watenpaugh indicated that he had contacted Mr. Anderson from Harris & Associates who had forwarded a letter staff had not received. He indicated staff would be bringing that letter down and he would have a list and a dollar value for each of the infrastructures that they had reviewed and requested to be refunded. Councilman Hickman inquired if the increase of $200,000 was to move the Edison poles. City Manager Watenpaugh indicated that the Edison poles were not a part of this and staff has proposed as a capitol project, staff would be working to relocate five poles along Auto Parkway Drive. Councilman Hickman questioned the increase to $200,000. City Manager Watenpaugh indicated that there was additional public infrastructure that he was putting in that met the requirements. City Attorney Leibold commented that the staff report indicated that Mr. Gregory had requested an increase from the original contemplated $1 million of reimbursement and he has requested reimbursement for interest carried. She noted that the City Manager indicated that he had asked the City's financial consultants to evaluate the cost, and to conduct a cost estimate on the infrastructure. She advised that the Council not include an interest reimbursement. Mayor Magee inquired if the City had ever in the past paid for interest in a Reimbursement Agreement. City Attorney Leibold indicated that she was not sure, but she believed the City did in the original Gregory Reimbursement Agreement that was entered into in 1998. PAGE SIX STUDY SESSION MINUTES - DECEMBER 28, 2004 - 37. Southwest Communities Joint Powers Authority Agreement - Animal Friends of the Valley. Councilman Hickman indicated that someone needed to go over all the plans and numbers with a fine tooth comb and get a realistic figure. Mayor Magee commented that there were several concerns highlighted during the Study Session held on December 16th, relating to the cost and in particular the City's portion of the cost, which Animal Friends of the Valley would adjust annually. He indicated that there was a general consensus that the City joined the JP A, and first proceed with developing a funding mechanism and get a report from the Council representative back to the Council before a majority of the cities vote to indebt Lake Elsinore. City Treasurer Weber indicated that Murrieta and Temecula was paying a lot less and they had a larger population. He suggested that it was possible that it was their animals coming into Lake Elsinore's open space. He suggested going by person and not animal to make it easier for everyone to observe the cost. Mrs. Anderson indicated that every that comes to the shelter the public completes an intake sheet. She indicated that percentages calculated would be given to the cities and County in advance so they could all balance it into the budget. City Treasurer Weber commented that this would be a budget that fluctuates, and for some reason if there were a lot less animals coming to the shelter the cost per animal would increase substantially because the shelter still needed to make their payments. Mrs. Anderson indicated that the payments were going to be fixed. Mayor Magee confirmed that the capitol improvements would be fixed and the operating budget would adjust up and down. City Treasurer Weber indicated that the City had its' own JPA to worry about and the budget was already tight. - Councilman Schiffuer indicated that this was just to move forward with joining the JP A and all of the Council was concerned with the pricing. Councilwoman Kelley asked Mrs. Anderson to explain the annual field services. Mrs. Anderson indicated that the annual field services was when the animal control officers went into the field to pick up animals or respond to calls, also included the mileage plus any emergency vet care, and if the owner did not claim that animal and pay for the services then it would be charged to the City. She indicated that the County did field services in the County areas. - _ PAGE SEVEN STUDY SESSION MINUTES - DECEMBER 28, 2004 Councilman Buckley inquired about the annual percentage difference from year to year. Mrs. Anderson indicated that Lake Elsinore was at 22% at one point and was now up to 29%. Councilman Buckley inquired if staff had a chance to put estimates together to reflect the cost if the City did their own animal shelter. Community Services Director Sapp indicated that he had put some estimates together and he had spoken with the County. He indicated it would be about $296,000 to $300,000 a year if contracted with the County. Mayor Magee indicated that Councilwoman Kelley had requested a list of alternatives at the December 16th Study Session and he inquired if that information was going to be provided at the 7 :00 p.m. meeting, because the Council has not way of comparing the numbers Mr. Sapp had recited. Mr. Sapp indicated that he would have something for the Council at the 7:00 p.m. session. 38. Interim/Replacement City Manager. Mayor Magee deferred to City Manager Watenpaugh. City Manager Watenpaugh gave an overview of the item. He indicated that from the newspaper articles Council was aware that the Assistant City Manager would not be available to be elevated at this point. He indicated that Council could appoint any other Department Head if they desired or secure an interim through the League of California Cities. He further indicated the cost of that would be an initial $500 to make the phone call and they would supply 4 to 5 names of individuals, retired City Managers that would work on an interim basis. He indicated that at some point the Council would want to hire an outside firm to conduct a search rather than do an in-house. He noted a cost for a recruiter would be roughly $20,000 to $30,000. Councilman Buckley questioned if it would be part of the Interim City Manager job to coordinate the recruitment process. City Manager Watenpaugh commented that he believed that the Interim City Manager would have their hands full running the City without an Assistant City Manager or the City Manager here. He suggested that it would be dollars well spent to look at an outside recruiting firm to solicit or facilitate that recruitment. - PAGE EIGHT STUDY SESSION MINUTES - DECEMBER 28,2004 - Mayor Magee indicated that based on the information before Council, he would suggest that the City Council at the 7:00 p.m. meeting direct staff to bring Council a list of recruiting firms capable of initiating and completing an executive level search for a new City Manager throughout the Western United States only, that the successful firm would need to present a list of no fewer than five candidates in the next 60 to 90 days and he would encourage existing staff members to apply for said position; and he also would recommend a sub- committee of Councilman Buckley and Councilwoman Kelley to work directly with the recruiting firm to provide them with criteria for their search, the Council as a whole would then interview the final five candidates independently. Councilman Buckley inquired if the sub-committee would include a staff member. Mayor Magee indicated that he had not contemplated; he noted that the Council had access to the City Manager's Office to assist in staffing and City Clerk's Office. Mayor Magee indicated that the current City Manager was scheduled to retire February 4,2005. He indicated that the City Manager agreed to a smooth transition and work with the Interim City Manager. He indicated that the City Manager and Assistant City Manager decided on January 14th as the date to turn everything over to the Interim City Manager. He suggested making Community Development Director Robert Brady the Interim City Manager to cover the period of time between January 15th and the permanent replacement and he would also encourage Mr. Brady to apply for the permanent position. He indicated before the next Council meeting he would like the sub-committee to draft up an agreement to bring back to Council on January 11 th for a temporary employment package for the Interim should Mr. Brady receive the vote of confidence that he felt he needed. He suggested that the package included the position was a promotion and shall be an at will position serving at the pleasure of the City Council, a 5% increase in salary consistent with Lake Elsinore Personnel Rules, and include the use of the City Manager's Ford Expedition. He again encourage Mr. Brady to apply for the permanent position and if Mr. Brady was unsuccessful are did not apply for permanent position upon hiring the new City Manager the Community Development Director would then revert back to his former position and rate of pay, however the new City Manager would reevaluate the Community Development Director within six months of employment consistent with the - - _ PAGE NINE STUDY SESSION MINUTES - DECEMBER 28, 2004 Personnel Rules, subject to a positive performance evaluation the Community Development Director could serve also as the Assistant City Manager. Councilman Buckley questioned the length of the Interim City Manager contract. Mayor Magee indicated that it would initiate on January 15th and terminate upon the hiring of a new City Manager, he suggested including a not to exceed date as a safety gap, possibly 12 months. Councilman Buckley suggested 6 months. REDEVELOPMENT AGENCY CONSENT CALENDAR 1. Annual Financial Reports. Chairman Hickman inquired about Project Area No.1, he indicated that the tax increment was reduced by $1.5 million and questioned if that was due to not changing the cap. Administrative Services Director Pressey confirmed. He indicated that they had deferred that amount, it was in a liability account and the cash was sitting there. Legal Counsel Leibold indicated that they were working on plan amendment to increase the cap. 2. Commercial Design Review No. 2004-07. No comments. 3. Interim/Replacement City Manager (Executive Director). No comments. PUBLIC FINANCE AUTHORITY 1. Annual Financial Reports. No comments. PAGE TEN STUDY SESSION MINUTES - DECEMBER 28, 2004 - RECREATION AUTHORITY 1. Annual Financial Reports. No comments. ADJOURNMENT THE JOINT CITY COUNCILIREDEVELOPMENT AGENCY STUDY SESSION WAS ADJOURNED AT 5:00 P.M. Rolf3 E,MAYOR CITY OF LAKEJ LSINORE j "ei , I " j 47' //~"~,'~. , l<vj n~:RYL HICKMAN, CHAIRMAN REDEVELOPMENT AGENCY - Respectfully submitted, ../ t" .. ' , , ,. f i ,~., f ~ ' -//j.' ~'thCK Y, DEPUTY CITY CLERK AI TEST') / I cJL~ VICKI KASAD, CMC, CITY CLERK! HUMAN RESOURCES DIRECTOR CITY OF LAKE ELSINORE -