06/14/1988CITY OF GRAND TERRACE
CITY COUNCIL MINUTES
ADJOURN JOINT REGULAR MEETING - JUNE 14, 1988
A adjourn joint regular meeting of the City Council of the City of Grand
Terrace was called to order in the Council Chambers, Grand Terrace Civic
Center, 22795 Barton Road, Grand Terrace, California, on June 14, 1988, at
6:30 p.m.
PRESENT: Byron Matteson, Mayor
Barbara Pfennighausen, Mayor Pro Tem
Hugh J. Grant, Councilmember
Dennis L. Evans, Councilmember
Susan Shirley, Councilmember
Thomas J. Schwab, City Manager/Finance Director
Randy Anstine, Assistant City Manager
David Sawyer, Planning Director
Juanita Brown, Deputy City Clerk
Ivan Hopkins, City Attorney
Joe Kicak, City Engineer
ABSENT: None
The meeting was opened with Pledge of Allegiance led by Councilmember Evans.
Mayor Matteson stated that the first item budget discussion
by fund balance.
City Clerk's City Manager Schwab indicated starting with the City
Clerk's budget on Page 38. In the City Clerk's Budget we
have the salaries recommended at $49,500.00 and the
medicare components $720.00; deferred compensation
$8,960.00; retirement $6,140.00; State Employment (SUI)
$935.00 with health insurance at $38 - $35 for a total of
$70,090.00.
Mayor Pro Tem Pfennighausen stated that she assumed that in
light of the Staff Report Council received today, salaries
so stated do not reflect the adjustments that are made in
the Staff Report. City Manager Schwab replied, "that's
correct."
Mayor Matteson referred to Line Item 142, questioned why
the increase of 50 percent in health and life insurance.
City Manager Schwab replied he did not know right now and
asked if he could go through the rest of the detail while
Barbara Michowski looked that up and we can come back to
that. Maintenance and Operations we are asking for
$3,000.00 under 210 Office Expense; Office Furniture and
Minor Equipment $800.00, indicating one item in that is for
a VCR recorder, we currently have had occasions where we
needed to make copies for developers or individuals who
wanted to buy a copy of a tape, so we need to have an
additional VCR in order to make those tapes; Special
Departmental Expense $7,500.00; Election Expense $2,500.00
which is an estimate, we are not sure what the consolidated
election will cost; Advertising for Public Hearings and so
forth $1,500.00; Maintenance & Operation of Equipment
$2,500.00; Professional & Special Services $5,500.00;
Memberships & Dues $150.00; Travel, Conferences & Meetings
$2,000.00 and $100.00 for Mileage for a total $18,125.00
and under special projects, we're looking for a special
project to fire proof the file room. Our file room right
now is basically the same as our offices, there is no
protection. Those records signify the total city's record
from incorporation and in order to protect those, we would
like to install fire proofing which basically would not
keep that room from burning up, but would give us probably
an hour rating to hopefully give the Fire Department time
to put it out, total appropriation of $93,215.00 for City
Clerk's Department.
Mayor Pro Tem Pfennighausen questioned Line Item 250 as to
what falls under Professional & Special Services.
City Manager Schwab explained that the pages in the
Municipal Code Book are printed by West Publishing and
every time that we make an amendment to the Municipal Code,
we must order pages for the book and when they come in we
distribute them to all of the people who have copies of it.
Mayor Pro Tem Pfennighausen asked if this budget included
upgrading of equipment in the Word Processing Room?
City Manager Schwab replied that we are looking at some
alternatives to how we are doing the word processing now,
but we do not currently have a Line Item to replace any of
the equipment in the room.
Mayor Pro Tem Pfennighausen felt that we have a word
processing system that has worked quite well for 10 years,
but anything that is put through its paces on a daily basis
as that equipment is, the breakdown time is increasing.
She felt it's not good business knowing that situation
exists, to adopt a budget that doesn't include some plan to
upgrade that equipment.
Council Minutes - 06/14/88
Page 2
City Manager Schwab explained having looked at some
alternatives, stating that we do have a separate machine
that is on loan from the company that we deal with, we just
have not determined exactly what we want to do. He pointed
out that the other machine hasn't completely died and is
still usable.
Councilmember Evans wanted to know when the current Word
Processing Unit was purchased and when did it go on line.
City Manager Schwab replied it was way before his time,
and agreed that it's not state-of-the-art, but it is
functional. He explained that it's gotten to the point
where its age has made it less reliable and breakdown quite
a bit, but our maintenance contract being a fixed contract
does not cost us an extra -ordinary amount of money to keep
it going.
Mayor Pro Tem Pfennighausen pointed out that it might not
cost in labor, but it does cost money when you take staff
down time and felt it was time to take a look at replacing
this equipment and upgrading it to the point where we know
we have good state-of-the-art equipment that will do the
job for another 10 years.
Councilmember Evans questioned the general life expectancy
of a computer, recognizing that it changes yearly and the
depreciation period.
City Manager Schwab replied it is very difficult to
generalize when you say computers, being there are so many
different kinds, but would say that system at this point is
probably obsolete. He reported having developed some cost
figures, but have not come to any decision as to what we
need to replace the system with.
Councilmember Evans wanted to know what kind of cost
figures.
City Manager Schwab replied that the computer company that
manufactured that unit has given us a proposal to replace
it with two units that are kind of mini processors that
stand along by themselves, indicating looking at that
alternative, but have not reached a final decision as to
how we want to handle the word processing in the City
Clerk's Department.
Councilmember Evans had concern regarding comments made by
Mayor Pro Tem Pfennighausen relating to the word processing
system and agreed that it may be time to get a new system,
taking into consideration down time and the time it takes
for reordering parts. He felt it was time for a cost
outlay.
Council Minutes - 06/14/88
Page 3
CC-88-82
City Manager Schwab explained that we could probably have
the system replaced with something that would service us
for many years in the future for approximately $8,000.00
and if Council wants to appropriate $8,000 with the
stipulation that we come back with a specification
justification of what we want to do with that system, we
could do that.
Mayor Pro Tem Pfennighausen stated that she had learned a
little bit about the system in the word processing room
which has two systems working off of one central unit,
indicating that one of the problems was that some functions
of those terminals require both visual and have to be able
to hear it. She stated that when they pulled the one unit
away, it became grossly inefficient because some functions
can't be carried out such as adding to the file index that
requires you to see a light on the central system or hear a
signal without running back and forth. She felt that it is
time that staff was given the kind of equipment to do the
kind of job that's necessary and has felt as long as we
have gross amounts of material that come out of this
department, which all of our city records seem to go
through that word processor, she felt a need to have
reliable equipment adequate to handle the job. She stated
that if it takes $8,000.00 to upgrade our systems so that
our people are working under better conditions so be it,
indicating she would like to see $8,000.00 added to the
City Clerk's Department Budget.
City Manager Schwab replied it would be under Special
Projects 702. In answer to the Mayor's question regarding
health insurance, the $3,835 is an error, it should be
$2,335.00 which makes a new bottom line of $9,880, but if
you add in $8,000.00 for the replacement of the word
processing system, it's $98,880.00.
Councilmember Evans asked for the true figure regarding
health & life insurance.
City Manager Schwab replied $2,335.00.
Councilmember Evans wanted to know what change that would
make in maintenance and operations total.
City Manager Schwab replied if you pencil $8,000 for the
word processor system then it would be $98,880.00 for the
entire budget unit.
MOTION BY MAYOR PRO TEM PFENNIGHAUSEN, SECOND BY COUNCILMEMBER
EVANS, to approve Department 125 City Clerk, as amended, to the
amount of $98,880.00.
Council Minutes - 06/14/88
Page 4
City Manager Schwab replied for clarification, looking at
it the number didn't seem correct, we re -added it and it's
going to be $99,715.00 because we only reduced it by
$1,500.00; $99,715.00 as the motion stands.
Councilmember Grant stated to the City Manager that he
heard Mayor Pro Tem Pfennighausen's comments, but had not
heard what the City Manager thought.
City Manager Schwab replied he would love to replace that
machine and if Council was willing to appropriate for
$8,000.00, he would like to replace the machine, indicating
we may be able to nurse it along for a little longer or we
might be back here in two months, it's a little hard to
say, we would like to replace that machine and we have
talked about it.
Councilmember Grant stated but you really didn't decided to
do it until the presentation was just made, right.
City Manager Schwab replied that we have talked about it
back and forth and we even considered making an amendment
to the budget, but we had not been 100 percent sure how we
were going to handle it. The difference is that we may go
with two stand alone word processing systems or we might go
with something similar to what we have now with a processor
with two different terminals. He stated that if Council
gave us an appropriation we would research and make that
decision when we are ready to buy.
Councilmember Shirley referred to Line Item 250 and asked
if we had to have West Publishing print the pages for the
Municipal Code Book?
Deputy City Clerk Brown replied that we could go with
another vendor, but they are all about the same as price
goes, indicating we do have to have updated codes and that
amount does cover all of our Government Codes that all
departments use, it includes all of the updates to the
code; includes the implementing of the ordinances into our
Municipal Code, it's all of our codes combined that the
cost covers.
Mayor Matteson stated that it's really the services rather
than just printing. The response was, "right."
City Manager stated that part is essential otherwise, if
you went to a section to look up the law and you didn't
have the latest version, you would be working off something
wrong.
Motion CC-88-82 carried 5-0.
Council Minutes - 06/14/88
Page 5
Councilmember Evans stated that our file room was not very
large and as we continue to generate more people, we are
going to run out of space and wanted to know if we are
currently utilizing microfilming of our records.
City Manager replied that we still have a lot of space left
and eventually we may get to the point where we would like
to take a look at microfilming, but in his opinion we are
not ready for that.
Deputy City Clerk Brown explained that microfilming is
quite expensive and the quantity that we would have to
microfilm wouldn't warrant the cost, pointing out that we
do have a lot of room in the file room to expand and that's
one of the reasons for the request for fire proofing.
Councilmember Evans stated if he understood the City
Manager there is a lot of wasted stuff that is stored there
and that could probably be taken out as necessary.
Deputy City Clerk Brown replied that it is not really
wasted stuff that's in there it's just that we have a lot
of room to expand, we have a lot of file space .....
Councilmember Evans questioned the years of expansion that
we still have.
Deputy City Clerk replied probably a good four or five
years.
Councilmember Grant stated that microfiche is not as
compact, but it's not as expensive. He felt if we are
thinking about long term expansion of our records in that
same room that microfiche was the way out. He stated that
if it is just as expensive then it would not be practical.
He stated that the State uses microfiche as opposed to
microfilm and they each have microfiche readers.
Mayor Matteson asked what the difference between the two.
Councilmember Grant explained that microfilm you have to
have a special machine to read it, it's too small,
microfiche is like a negative of a print, it's a little bit
larger, you can hold it up and see it. He asked if that
would be a good compromise between what we have and
microfilm.
Deputy City Clerk Brown stated that the previous City Clerk
did a study and she obtained some costs for 3X5
microfiche. She explained that we would have to send out
to have that done because we do not have the facility to do
microfilming and the expense would be too great for the
volume of material we currently have.
Council Minutes - 06/14/88
Page 6
Mayor Matteson felt that we are developing in that area of
record keeping and in five years from now there will
probably be a whole new system for maintaining records.
Law Enforcement City Manager Schwab stated that he forgot yesterday that he
would not make Lt. Hanson sit through to 9:30 again tonight
even though indicating to him that what he is asking for
we probably should make him sit right through to the end.
He referred to Page 70, Law Enforcement, explaining that
what this represents was a rollover contract from last
year, a 9 1/2 percent increase over the previous contract.
He pointed out a couple of areas in light of the fact,
there was some discussion regarding the Community Services
Officer (CSO) position. He stated that he provided a
breakdown for Council of what he considers to be the
potential cost of providing a CSO in-house and felt that
the salary range for the position should fall considerably
between $20,000.00 and $25,000.00 which includes the
benefits and a very small operating budget of $6,500.00.
He felt that this was a real conservative operating budget
and would cost between $34,000.00 and $41,000.00 to provide
that service right now. He stated that the Crime
Prevention Committee discussed and made the motion to bring
it in-house 5-1 last night at the same time that we were
sitting here talking about the budget. He explained that
staff has not really looked into this to provide these type
of numbers and that this particular analysis is fairly
preliminary. He reported that the CSO contract expires in
three weeks, indicating there were both advantages and
disadvantages which should be analyzed and that it would be
premature to make a recommendation based on his research
made today. His recommendation right now regarding the
contract is to continue the contract with the County and
have Council then direct staff to make a better analysis to
really go and compare how much it's going to cost if we
have to go out some day to recruit a qualified Community
Services Officer and the cost. He pointed out that he was
requesting to keep the CSO position under contract and for
Council to direct him to make an analysis, explaining that
our contract is such that by signing it we are not binding
ourselves to that CSO position for that entire year, but if
we wanted to in one month or two months to say, at the end
of this month we would like to take that position in-house,
we would have that ability to do so. He reported that
based on that he is recommending that the City Council take
the Law Enforcement Contract as proposed and direct staff
to do an analysis for Council and the Crime Prevention
Committee for a recommendation as far as the in-house CSO.
Council Minutes - 06/14/88
Page 7
Councilmember Grant pointed out that the departmental
recommendation and the Manager's recommendation is less
than the approved and estimated '87 and current year and
questioned the reduction in cost.
City Manager Schwab replied that the Community Services
Officer in the beginning had some start-up costs for
purchasing of equipment, but this particular amount of
$41,000.00 is because he had requested that the County
eliminate some of the money budgeted for materials and
supplies within the Departmental Budget. He explained that
part of that we've budgeted with the Crime Prevention
Committee because we feel that we would have better control
over what that money is spent on and whatever we buy that
we own and that is the reason that it went down.
Councilmember Grant pointed out that the in-house figure
ranges from a total of $34,300.00 to $40,900.00, indicating
that the contract is at $39,134.00 and that cause him to
believe that the contract seems to be slightly more
expensive unless we were to be in mid -range in-house.
City Manager Schwab replied it depends on where she would
be in that range, pointing that if you start her at the
top, which he didn't know if we would do that, it would be
slightly more expensive. He stated there is merits to
considering the proposal, it's just that at this time we
are not comfortable with just the minimum research that
we've done to recommend that we go in-house.
Councilmember Grant concurred with the City Manager and his
recommendation regarding not having adequate time to do
this, pointing out that Mr. Buchwalter mentioned this to
Council yesterday. He felt that until we are convinced
that it should be otherwise it should be under contract.
Mayor Matteson stated that last year the police department
went up 9 percent before got we added the other units on
and now it's up again to almost 10 percent, have you
questioned why the increase is so much each year.
Lt. Hansen stated that April 1, 1988 a new Memorandum of
Understanding (MOU) was drawn between the County of San
Bernardino and the Safety Employees Benefit Association
which is a negotiating agent for the sworn personnel of the
Sheriff and Marshall Offices, District Attorney's
Investigators. He stated that the increase are a result of
that labor contract that was made by the County.
Councilmember Evans asked if that affected the actual
officers, starting from the detectives on down?
Council Minutes - 06/14/88
Page 8
Lt. Hansen replied that the contract itself affects
everybody except the elected official that heads the
organization, indicating that the contract that is
negotiated by the Safety Employee Benefit Association
(SEBA), applies to his rank, as well as the deputy and all
of those costs went up as a result of it.
Councilmember Evans stated so what we're looking at on this
10 percent increase is increase in salary, as well as
benefits that we're eating.
CC-88-83 MOTION BY COUNCILMEMBER SHIRLEY, SECOND BY COUNCILMEMBER GRANT, to
go with the City Manager's recommendation and take the contract as
it stands.
Councilmember Grant asked if Line Item 257 was what you are
referring to for the figure of $39,134.00.
Councilmember Shirley replied, no, the whole contract and
wait on the Community Services Officer until we have more
information from staff, explaining that if we are going to
maintain the level of service that we have, we are going to
have to go with that.
Councilmember Grant stated so you are saying that your
motion includes the City Manager's recommendation for
continuing the contract. Councilmember Shirley replied,
"right."
Motion CC-88-83 carried 5-0.
City Manager Schwab asked if the previous motion included
that entire page $735,000.00? The response was, "that's
correct."
City Manager Schwab referred to Page 42, Department 140,
Finance, salary figure is $94,415.00, Medicare $268.00,
deferred compensation and insurance $17,090.00, Retirement
$11,710.00; Unemployment Insurance $1,300.00 and Health &
Life Insurance $3,394.00, total personnel budget of
$128,177.00.
He stated that Item 210 is for the Office Expense of
$2,500.00; Furniture & Minor Equipment $700.00 (to purchase
a file cabinet and calculator; Item 246 - Maintenance &
Operation of Equipment is the maintenance on computers,
cash registers and typewriters that are located in the
Finance Department; Item 250 - Professional Services
$9, 500.00 is the City Annual Audit, as well as some minor
programing for the computers; Membership & Dues $100.00;
Item 270 - Travel, Conferences & Meetings $2,000.00 and
Mileage $200.00 for a total in Maintenance and Operation of
Council Minutes - 06/14/88
Page 9
$19,500.00, we are requesting the replacement of the
current cash register we're anticipating the price to be
$2,500.00, half will come out of Finance and half will come
out the sewer fund and we also have the debt service on the
bond issue for the computer which is $7,725.00 for a total
for Department 140 of $156,652.00.
Councilmember Evans questioned why a calculator and a file
cabinet cost so much?
City Manager Schwab replied that a business calculator will
cost about $200.00 to $250.00 and a quality file cabinet is
very expensive.
The point was raised of why not shop at a wholesale company
for the equipment. City Manager Schwab explained that good
quality commercial equipment was needed to cut down on
purchasing equipment so often.
Councilmember pointed out that you can budget and if you go
out and decide on a different quality of unit, then it's
going to be less.
City Manager Schwab stated they have tried both in the
early days of Grand Terrace and they bought the kind that
you go down to the office supply store and pay a lot,
but, get a real shoddy quality and they don't last.
Mayor Pro Tem Pfennighausen stated that employees need
quality equipment to work with and a quality environment
and then you don't have to pay them so much.
CC-88-84 MOTION BY MAYOR PRO TEM PFENNIGHAUSEN, SECOND BY COUNCILMEMBER
EVANS, to approve Department 140, Finance in the total amount of
$156,652.00.
Mayor Matteson expressed concern regarding all the
departments going up from 10 to 20 percent.
Mayor Pro Tem Pfennighausen stated that the work load has
gone up that much.
Mayor Matteson indicated that it is easy to spend, but felt
it is hard to conserve and make everybody run a tight ship.
Mayor Pro Tem Pfennighausen explained that most of the
equipment that was being replaced has been in service for
years and requested the City Manager to give a breakdown of
down time when requesting for replacement in the future.
Mayor Matteson expressed his concern about the spending of
the reserve fund.
Council Minutes - 06/14/88
Page 10
Councilmember Shirley replied that we have already
increased this budget about $60,500.00.
CC-88-84 carried 5-0.
City Attorney City Manager stated under Page 46, Department 160, the
department is recommending $50,000.00 and the amount
indicates an increase over last year, but we are
anticipating the cost of defense on T.J. Austyn. He
reported that the cost of the attorney has increased to
$80.00 per hour and we are figuring that in and requesting
an appropriation of $50,000.00.
Councilmember Evans questioned if the $80.00 an hour was
legal fees. City Manager Schwab replied that John Harper
charges $80.00.
Councilmember Evans asked what Ivan Hopkins was charging.
City Manager Schwab replied $65.00 an hour.
Councilmember Evans asked the City Manager how much was
anticipated for the lawsuits?
City Manager Schwab replied that the Forest City Dillion
lawsuit was done as far as any expenses in defending it, we
are just waiting for a decision. T.J. Austyn if he can get
one of the suits dismissed, either the Federal or the
State, even he thinks that will wind down in a month or
two.
Councilmember Evans question the amount that has been spent
on the Forest City suit?
City Manager Schwab replied he could not give a breakdown,
he could on the other only because John Harper, that's all
he's been working on, approximately $5,000.00.
Councilmember Evans stated todate we have spent about
$5,000.00 on T.J. Austyn and we haven't even begun to do
any of the oral presentations are anything like that.
City Manager Schwab replied, that's correct explaining
this to be a guess only because if it's a long drawn -out
litigation process, $50,000.00 may not do it and Harper
felt this isn't going to be an extended litigation.
Councilmember Evans stated that the 20 percent increase in
legal fees was due to the lawsuits, indicating that it
wouldn't be significant if it wasn't for these two suits.
Council Minutes - 06/14/88
Page 11
City Manager Schwab felt those contributed to what we are
going to spend. He stated that one of things we are
looking at with Mr. Harper is that we are going to
re-examine what level of attendance we would require from
him at the Planning Commission meetings and if there was a
possibility of bringing him in when there are Agenda items
they would like to have him in on. He pointed out that
Mr. Harper will attend the City Council meetings.
Councilmember Evans pointed out the difference in the two
City Attorney fees and wanted to know if the $80.00 was a
competitive hourly rate.
City Manager Schwab replied that it was and explained that
if you go to some other law firm such as Best, Best &
Krieger, you would be paying more than $100.00, indicating
that City Attorney Hopkins' rate of $65.00 was quite low as
far as city attorneys goes.
Councilmember Evans stated that the question now was to
evaluate his attendance and since he is located in Irvine
or Orange County, he wondered if that was going to create
any potential problems.
City Manager Schwab stated that is correct and just as we
constantly evaluate all of contractors if we find the
situation becomes unsatisfactory, then we will rectify
that.
Councilmember Evans suggested monitoring the legal counsel
very closely, as far as the availability and response time,
because if we start having problems, we possibly need to
re -think on having somebody closer to home.
City Manager Schwab stated the general discussion that was
made was to give this a try and if it is unsatisfactory at
any point then we would re -assess. He felt Council would
have to give him feedback if they have problems reaching
and getting a response from Mr. Harper, indicating that he
has had very good experience with Mr. Harper for the last
four or five months.
Councilmember Evans stated that he wasn't here for the
discussion that ensued regarding this change, I'm not sure
as to a lot of the input as to why we went with Mr. Harper,
other than the fact than he has been here and represented
us periodically and he is not coming in here cold and I
would assume that is the premise that you adopted when you
decided to look to him right now.
City Manager Schwab replied it was his recommendation and
he was very comfortable with his recommendation. Mayor
Matteson stated he was a deputy attorney.
Council Minutes - 06/14/88
Page 12
City Manager Schwab replied Mr. Harper has been familiar
with the City for about eight or nine years, explaining
that Mr. Harper will be asked to handle the sewer lawsuit
which he is familiar with. It is a case he handled with
the law firm he used to work for.
Mayor Matteson asked if there were any legal problems with
us just assuming him as our attorney rather than going out
for contract? City Manager Schwab replied there is no law
that says we have to go out and do a competitive process
for a city attorney. We do need to and it will be on the
Agenda for the first meeting in July to officially appoint
him by Resolution, which we will have on the Agenda.
CC-88-85 MOTION BY MAYOR MATTESON, SECOND BY MAYOR PRO TEM PFENNIGHAUSEN,
CARRIED 5-0, to approve the budget of $50,000.00 for City Attorney.
Community Services City Manager Schwab referred to Page 50, Community
Services, Line Item 110 - Salaries. He explained that the
Assistant City Manager had recommended hiring one
additional maintenance man which was discussed through the
budget process between the department and the City
Manager's Office. It was felt because the Pico Park Site
has not been fully developed, and we really do not know the
level of the need. My recommendation is that we keep with
the current level of manpower in that area. He indicated
that if it becomes necessary to come back to the City
Council, we will do so, but was not sure that we will have
to do that, so the additional maintenance is eliminated.
Overtime $2,000.00; Deferred Compensation $17,525.00;
Retirement $12,000.00; Unemployment $1,120.00; Health &
Life $4,060.00 for a total of $130,135.00.
Councilmember Evans asked for clarification, if the
department recommends that was that the Assistant City
Manager's initial recommendation?
Assistant City Manager replied initially, yes.
Councilmember Evans asked if that reflected hiring one more
person.
Assistant City Manager replied, yes.
Councilmember Evans stated that management is the City
Manager's recommendation and through discussion you now
feel that at this point and time you don't want to hire an
additional man.
Assistant City Manager Anstine concurred with the City
Manager's statement. He stated that Line Item 210 -
General Office Expense; Item 218 - Small Tools that's
Council Minutes - 06/14/88
Page 13
necessary for the Maintenance Department to carry out the
general maintenance operations of the City; we are also
seeking appropriation for a tool box and a bed -liner for
the City Truck; Item 240 - Wrench and Leases of equipment,
this is equipment that we generally rent for the routine
maintenance type work around City Hall; Item 245 -
Maintenance Buildings & Grounds; Item 246 - allocation for
maintenance and operations of City owned equipment; Item
249 - allocation for Code Enforcement, (Processing of
films, printing of citations, title searches, anything that
would involve code enforcement)
Mayor Matteson wondered why it jumped from $370.00 to
$1,000.
Councilmember Evans explained that $370 is what is
estimated to have been expended at the end of the year, we
approved $1,000.00 last year.
Assistant City Manager Anstine replied there is no
increase.
Councilmember Evans stated that if he understands the
instructions, this would be if we have a problem with
cleanup someplace, you would instruct the Code Enforcement
Officer to go out and investigate and send in the necessary
notices, follow it up and if it results in any court
litigations, all of those costs would come out of this.
Assistant City Manager Anstine explained that we normally
do not charge city attorney or personnel time out of this,
this is mainly for any physical items that we need to
acquire that we need to carry out the code enforcement
process. He stated that Line Item 255 - Contractual
Services (entails the landscape maintenance at the Civic
Center, in addition to the maintenance of the ventilation
and air conditioning systems at City Hall and the Fire
Station and also the elevator maintenance contract); Item
265 - Membership & Dues; Item 270 - Travel, Conferences &
Meetings; Item 271 - Mileage to attend meetings and street
tours; Item 272 - Fuel Allocation for the City Truck; Item
703 - to replace worn tables in the Community Meeting Room;
Item 704 - to upgrade the departmental PC with an extended
graphic monitor and a new EGA Card; Item 706 - to strip and
re -seal the masonry walls at the Civic Center and Fire
Station in addition to re -sealing the Civic Center parking
lot; Item 800 - Truck Payment.
Councilmember Evans questioned what was approved late last
year or early this year for security on here?
Council Minutes - 06/14/88
Page 14
City Manager Schwab replied the approval was for the
purchase and installation of the system, the $720.00
represents the fee that we pay to have it monitored, our
system is monitored by an outside facility.
Councilmember Evans asked if what we had before was if
someone had broken a window and tripped the alarm, no one
would roll unless someone would call.
City Manager stated that before we had nothing, there was
no security system and when we went to Council, you gave us
an appropriation to install a system that is monitored and
this is just an on -going monitoring cost.
Mayor Pro Tem Pfennighausen shared an incident she had with
the alarm and reported on how quickly the Sheriff's
Department responded. She indicated Item 245 - the
Department recommended $14,000.00 and Manager recommended
$10,000.00 and questioned what the Assistant City Manager
was able to cut from the budget that he considered
necessary at $14,000.00 to come down to $10,000.00.
Assistant City Manager Anstine explained there was one item
that was removed, the sealing of the masonry units and the
parking lots that was initially included in that was made a
separate line item.
City Manager Schwab stated that it was $1,000.00 less, but
was capitalized under a special project rather than just
thrown into maintenance.
Mayor Pro Tem Pfennighausen indicated Item 255 - where the
Assistant City Manager had recommended $15,000.00 and City
Manager recommended $12,000.00, that's a 20 percent
decrease, what were you able to take out of that.
Assistant City Manager Anstine replied basically it was
compared to what we had expended todate for the
contractual services and we both determined that we could
adequately make the reduction and still maintain the same
quality level of service.
City Manager Schwab explained that we put $15,000.00 each
year and 1986/87 we only spent $400.00, we are estimating
this year of spending approximately $9,000.00, so I'm just
reducing it to $12,000.00.
Councilmember
the type of
looking at.
polyurethane.
Shirley indicated Line Item 218 questioning
bed -liner the Assistant City Manager was
Assistant City Manager Anstine replied,
Council Minutes - 06/14/88
Page 15
Councilmember Shirley stated they had one at the office for
sale for $100.00 and did not know if that was conflict or
not, but it's sitting there and we are not using it.
City Manager Schwab questioned the type of truck that it
fit. Councilmember Shirley felt it came off of a Nissan.
City Manager Schwab indicated that they would take a look
at it.
Councilmember Evans questioned Line Item 110 - regarding
the original requested for an additional man which was
contingent upon the development of Pico Park Site, what are
we looking at as far as development on that site.
Assistant City Manager Anstine replied that they are
currently in the process of completing one 275 ft. baseball
diamond that will be landscaped.
Councilmember Evans questioned what was meant by
landscaped, did that mean we have worked out the problem
regarding the metering from the well; we're putting in all
of the irrigation lines; sprinkler systems and you're going
to put a ball diamond on it.
Assistant City Manager Anstine replied yes, the irrigation
lines are going in tomorrow.
Councilmember Evans questioned the projected future of the
whole park facility.
Assistant City Manager Anstine replied that would be solely
contingent on the City Council as to whether or not they
wanted to proceed further with development of additional
ball diamonds.
Councilmember Evans wanted to know if he had any thoughts
on that.
Assistant City Manager Anstine felt it should be more of a
wait and see type posture that should be taken, but was
sure it would be utilized, as to who would utilize it,
remains to be seen.
Councilmember Evans wanted to know what the budgeted
$20,000.00 was for.
Assistant City Manager Anstine explained it was for the
development of an additional ball diamond.
Council Minutes - 06/14/88
Page 16
Councilmember Evans stated all of the expenses for the
current one have been budgeted, so you are saying one
additional and if I understand what you just said, you do
not recommend going ahead and developing that at this
particular time, it would be contingent upon the activities
within that area.
Assistant City Manager Anstine explained that if the City
Council wished to proceed further with the development of
it, he would recommend that the development phase take
place possibly 6 months from now if there is a definite
need ....
Councilmember Evans questioned the ball diamond, once it is
developed how does it phase in as far as your other man and
are you talking about development of that ball diamond or
development of the complete parcel of land.
City Manager Schwab stated that as soon as we develop one
ball field we are going to have to go out and mow it every
week. He felt we really can't say that if we did develop
another ball field next year that we could justify another
person. He explained that Council authorized staff to
purchase a commercial grade lawn mower and that cuts the
time in mowing the park, where it use to take two people
all day to mow that park and now it takes approximately two
to three hours.
Councilmember Evans asked if that was something we have now
or someting we need to ....
City Manager Schwab replied, no, that was acquired while
you were on vacation, explaining that the lawn mower broke
and we came to Council and requested an emergency
appropriation. He further explained that this item was
initially in the budget.
Councilmember Evans stated what you are saying is that you
don't need another man for sometime.
City Manager Schwab replied, he did not want to say for
sometime, but right now at this point in this budget he did
not feel he could justify hiring another forty -hour
maintenance man.
Councilmember
our personnel
or parks?
Council Minutes - 06/14/88
Page 17
Evans asked as it currently stands what do
maintain as it relates to either greenbelts
Assistant City Manager Anstine replied, the Griffin
Park Site, Terrace Hills Community Park Site; storm drain
system; any vegetation that accumulates in the roadway
area, except adjacent to Mayor Pro Tem Pfennighausen's
house; janitorial work in the Civic Center.
Councilmember Evans questioned the little triangle.
Assistant City Manager Anstine explained that was included
with the City Hall Maintenance Contract.
Councilmember Evans stated we will have the maintenance of
Pico when that comes on line. Line Item 701 - acquisition
of a 2,000 sq. ft. steel building, asked if currently one
of the little houses at the back was being used for storage
and things of that nature.
Assistant City Manager Anstine replied, yes, we currently
utilize three garages and part of one building, indicating
having a 24 ft. storage container plus a small storage shed
to the rear of that.
Councilmember Evans asked if the reason he was asking for
this building was because he had run out of room.
City Manager Schwab explained staff was not asking for the
building, pointing out that initially Assistant City
Manager Anstine asked for the building, but they have
discussed it and during the first round of reduction,
removed it from the budget feeling that by moving around
some of the things that we have now we can utilize our
space more efficiently.
Councilmember Evans questioned where this steel building
would go and pointed out the inadequate plan when the Civic
Center was first built of not allowing room for expansion.
CC-88-86 MOTION BY MAYOR MATTESON, SECOND BY COUNCILMEMBER GRANT, CARRIED
5-0, to approve $173,505.00 on the Community Services Department.
City Manager Schwab referred to Page 56, Department 190
Non -departmental. He explained what non -departmental
meant, indicating that this part of the budget unit was
dealt with yesterday and would be skipped since Council had
already made a motion and approved an appropriation of
$30,000.00 for the Chamber. He inquired if a formal
appropriation of $5,200.00 for the Foothill Journal was
made. The response was no. He pointed out that we need to
put that into a motion if Council desired. He referred to
Dept. 210 - Office Expense $3,000.00; Postage - an increase
to $6,300.00; Copying Expense $15,000.00; Special
Departmental $2,000.00; Reward Program $500.00; Library
Grant - (purchase and development of a children's book
section) asking that that be renewed this year;
Council Minutes - 06/14/88
Page 18
Communications (telephone) $13,000.00; Advertising for
Foothill Journal - staff is recommending that we reduce the
level of our purchase to once every other week to
coordinate with the Council meetings to make sure that our
complete Agenda is in the newspaper and to reduce that ad
to slightly smaller than a half of page and we are asking
for $5,200.00; 238 - Utilities $38,000.00; Maintenance &
Operations of Equipment $700.00; Membership and Dues
$2,300.00 for a total for that department of $87,200.00 and
that is taking in consideration that there already has been
an appropriation yesterday of $30,000.00.
Mayor Matteson asked him to summarize the total
appropriation again.
City Manager Schwab explained that it would be $107,200.00,
but we only need a motion for $87,200.00 because we already
have a motion that passed yesterday for $30,000.00
Councilmember Grant stated that Council's motion could be
for $107,000.00 which would be inclusive of the $30,000.00.
CC-88-87 MOTION BY MAYOR MATTESON, SECOND BY MAYOR PRO TEM PFENNIGHAUSEN, to
approve $87,200.00 for Dept. 190 (Non -departmental).
Mayor Pro Tem Pfennighausen stated she did not understand
what just took place, originally in the $107,200.00 was
$20,000.00, so we up that to $30,000.00.
City Manager Schwab replied it would $117,200.00 to be all
inclusive.
Councilmember Grant stated that on the explanation of Line
Item 230 he would vote for the motion that it's clearly
understood that that line item involves "advertising of
City events and information." Council concurred.
Councilmember Grant explained that we are not stipulating
any particular periodical over any other. Mayor Matteson
disagreed with that.
Councilmember Grant stated as it reads right now "weekly
advertisement of City events and information" in the
Foothill Journal, in his opinion it should read
"advertising of City events and information."
Mayor Pro Tem
regarding the Sun,
that it probably
Journal.
Council Minutes - 06/14/88
Page 19
Pfennighausen expressed her feelings
Press and the Colton Courier explaining
still will end up with the Foothill
Councilmember Grant stated it would be the Foothill Journal
if the City Manager chooses to put that in there or if the
majority of the Council directs him to do it. He expressed
his feeling regarding how the of people and their feelings
regarding allocation of public funds for one specific
enterprise to the exclusion of others. He stated that
unless it is clearly understood, he will have to vote NOE
on the motion with a request to the City Clerk that she
make it crystal clear in the Minutes that he was not
opposed to the allocation of $5,200.00 for advertising as
long as Council does not specify any particular periodical.
City Manager Schwab stated staff would concur if you want
to amend the notation that it be for City events and
information, explaining it's just that currently our
program is with the Foothill Journal, flexibility being
what it is, if something better came along ....
Councilmember Grant stated that it may end up being the
Foothill Journal, but felt a need to give other periodicals
the opportunity to advertise the fact that Grand Terrace
was having City events and City Council meetings.
CC-88-88 MOTION BY COUNCILMEMBER GRANT, SECOND BY COUNCILMEMBER SHIRLEY, to
amend the motion currently on the floor to modify the language of
Line Item 230 to read as follows: "advertising of City events and
information."
Mayor Matteson stated that the program is with the Foothill
Journal and they are doing a good job spreading the news in
the City, indicating that it can be changed at anytime, but
felt at the present time that's what the money is going for
and that's what it should stipulate. He felt that by
changing that motion it's like being dishonest and trying
to hide something.
Councilmember Shirley stated she did not feel it would be
less honest by stating that this is for advertising and
felt that we should have the latitude to advertise with
whomever we wish rather than designate one line item for
one specific business, we have not designated where we are
going to buy the computers, the printing or any of the
other things and felt it would be more flexible if we were
to indicate advertising rather than specify.
Mayor Matteson stated that since it's put that way he could
understand.
Councilmember Evans questioned what date does the Foothill
Journal advertising end.
Council Minutes - 06/14/88
Page 20
City Manager replied every Thursday.
Councilmember Evans asked if what has currently been
appropriated for the Foothill Journal would terminate the
last Thursday in June?
City Manager Schwab replied, "that's correct."
Councilmember Evans stated that if he understood the
discussion of Councilmember Grant, he has no objection with
the allocation of the $5,200.00 for advertising. So if we
wanted to go out with the three newspapers that are
currently circulated in our City and we can do it all
within the next budget year we could do that.
City Manager Schwab felt that what was being said is to use
the most economical and responsible method to get the
Agenda to each household and he did not feel presently that
the Sun, Press or Colton Currier could provide that. He
indicated pointing out to Council that it was going to be
for a twice a month ad to advertise our Agenda and right
now the Foothill Journal is the only vehicle that we have.
He stated if some organization comes up with a plan that
they are willing to do that for a similar price, then we
would look at the possibility of changing that, but right
now we are going to use the established program that he
just laid out.
Councilmember Evans stated that he had the same concerns
when we undertook the so called paid ad and some of the
controversy that it created, I was looking at a vehicle for
the dissemination of information and in his opinion at that
time, the Foothill Journal seemed to be the best because it
came out on a weekly basis. If the other newspaper can
provide the same or in a more timely fashion, we need to do
that, it's the dissemination of the information, the
Chamber Newsletter is a monthly newsletter and does not
adequately provide that kind of information because can't
tell what the Agenda would be twice a month.
Mayor Pro Tem Pfennighausen felt as long as it's no
competition, obviously we are going to go with what we
have.
Councilmember Evans questioned the cost for mailing.
City Manager Schwab stated just for postage approximately
$875.00 and that doesn't include printing the flyer,
stuffing it into the envelope, indicating right now we are
paying $250.00 for one half page and if we cut that we are
probably going to be paying under $200.00 to get our Agenda
posted in the Foothill Journal.
Council Minutes - 06/14/88
Page 21
Councilmember Shirley asked if it had be pursued putting
the Agenda on cable television?
City Manager Schwab replied having had that comment made
and looked into the potential, it's just a matter now if
they are going to teach us how to use the machine back
there to put it on the thing with the information that goes
around.
Mayor Matteson felt there are a lot of people who don't get
cable televisor so we are not covering everybody.
Councilmember Shirley replied that she understood that, but
that doesn't cost us anything to put it on cable.
City Manager concurred and felt that is what should be done
in addition to the Foothill Journal.
Councilmember Shirley stated that since we are talking
about advertising City business, that is one avenue we
could pursue that doesn't cost us anything and wanted to
know if Council could vote on the amendment to the motion.
Mayor Matteson stated that we have an amendment to delete
the word Foothill Journal on Item 230.
Motion CC-88-88 carried 5-0 to delete the word Foothill
Journal on Item 230.
Mayor Matteson stated we now have a motion to approve the
budget of $17,200.00.
Motion CC-88-87 carried 5-0.
Contingency City Manager Schwab referred to Page 62, Department 300
Reserve Contingency Reserve - stated that this year in the area of
the Contingency Reserve there's been some discussion
yesterday which is sort of one way or another to not
transfer money to the reserve and just make a smaller
appropriation, it doesn't really matter it's just
bookeeping, but the way that we've recommended it is to
transfer in Item 801 $50,000.00 to the General Fund
Contingency Reserve and in Line Item 700 - we discussed
yesterday and appropriated $144,000.00 from the General
Fund Reserve.
Mayor Pro Tem Pfennighausen expressed her feelings
regarding drawing from the Contingency Reserve in taking
money out and putting it back in.
Council Minutes - 06/14/88
Page 22
City Manager Schwab stated that the only
this way is that he wanted to have
transferred to the Contingency Reserve to
it every year.
reason he did it
that line item
have something in
Councilmember Evans stated what you would do before we took
out the money if we are looking at $550,000.00 in the
Contingency Reserve. If we were to stay with the old
$100,000.00 then that would drop it down to $450,000.00.
I'm not sure, but somewhere in the back here you showed
that we would have the Contingency Reserve of $535,000.00
which differs and I'm only talking about the way this was
originally prepared, how did we get that increase of that
City Manager Schwab replied with the accrued interest of
about $80,000.00, we are only showing the principle going
in. He pointed out that there would be a balance left, if
we consider just the hundred, of $450,000.00, plus all of
the accrued interest on the reserve and we would have a
balance of $535,000.00 with the accrued interest. He
stated that the motion was for $144,000.00, so it's going
to be just under $400,000.00 and we will have approximately
$100,000.00 in the reserve even after appropriating
$144,000.00 for the rest of the year.
Mayor Matteson questioned why were they back on this item,
wasn't it .....
City Manager replied that we are not, but we are only on
Item 801 - transfer $50,000.00 to Contingency Reserve, we
never made a motion on that yesterday.
CC-88-89 MOTION BY MAYOR MATTESON, SECOND BY MAYOR PRO TEM PFENNIGHAUSEN, to
transfer $50,000.00 to the Contingency Reserve.
Councilmember Evans indicated Line Item 802 - Parkland
Reserve and asked assuming at this particular point that
Site 1 is not purchased, are you planning on taking the
$40,000.00 that you have designated for that and applying
it now to the Parkland Reserve or are you just going to put
it in the Unappropriated General Fund?
City Manager Schwab replied that the $40,000.00 is
currently coming out of the park fund so it wouldn't be a
General Fund item, basically if we don't appropriate that
$40,000.00 which would be debt service, then that would
just go in fund balance in the Park Fund.
Councilmember Evans questioned if for some reason Site 1 is
not purchased, would money be set aside for park
acquisition land?
Council Minutes - 06/14/88
Page 23
City Manager Schwab stated that he was not recommending
that in the General Fund this year.
Motion CC-88-89 carried 5-0.
Planning Dept. City Manager Schwab referred to Page 64, Department 370,
Planning, Line Item 110 - Salaries - requesting $71,252.00;
Medicare $1,035.00.
Mayor Pro Tem Pfennighausen stated that this is the only
account that she remembers seeing medicare in and wanted to
know why.
City Manager Schwab explained there was some Federal
legislation that tried to bring all municipalities under
the Social Security System and in the compromise
legislation they didn't bring us into Social Security, but
did bring us into medicare, but with the provision that any
new employees hired after a certain date, we had to pay a
percentage for medicare. He pointed out that it doesn't
exist in every department because if the other departments
have employees that have been here before they made that
mandatory then we don't have to pay that, but every new
employee we are going to have to pay an additional 1.45
percent for medicare.
Councilmember Evans stated so anybody that we hire, no
matter what department, from that particular date on, you
are deducting medicare.
City Manager Schwab replied they are paying medicare and
the City is paying medicare. He was requesting for
Deferred Compensation $12,897.00; Retirement $8,835.00;
Unemployment $840.00; Health & Life Insurance $2,893.00
with the total personnel of $97,752.00.
Planning Director Sawyer stated that Item 210 - General
Office Expense $2,550.00; Item 219 - Office Furniture &
Minor Equipment (includes files and continued purchase of
graphic materials) $2,304.00; Item 220 - Special
Departmental Expense (includes printing of publications and
purchase of maps assessor rolls) $3,075.00; Item 230 -
Advertising $2,500.00; Item 246 - Maintenance & Operations
of Equipment $500.00; Item 250 - Professional & Special
Services (covers special consultants contracts) $4,000.00;
Item 265 - Membership & Dues $515.00; Item 270 - Travel,
Conferences & Meetings $2,000.00; Item 271 - Mileage
$500.00 for a total of $17,944.00. We are also requesting
additional equipment for a AT Computer System and Printer
of $5,000.00 and computer software of $2,200.00, the
computer request is to establish a data base system which
the Planning Department will establish for all of the 3,000
Council Minutes - 06/14/88
Page 24
plus parcels in the community. We will be able to have a
history on all of the projects and it will facilitate in
writing reports; quarries by the public on different
projects and properties and would develop a permanant
tracking system that would be reliable and would be able to
keep better track of where exactly projects are within the
city.
Councilmember Evans stated that 210, last year we approved
$1,200.00, you show currently at the end of the year an
expenditure of $2,000.00 and you are recommending $2,550.00
that's over a 100 percent increase.
City Manager Schwab replied that the format was changed one
year because it's misleading if we make any changes during
the year, initially we had an approved budget of $1,200.00
and at mid -year we asked for an additional $800.00 so we
actually this year had a appropriation and estimated
expenditure of $2,000.00, pointing out that initially this
was the first year that we set up the department and office
expense was strictly a guess, it was too low.
Councilmember Evans asked what is it that's anticipated to
increase this $500.00?
City Manager Schwab explained that this year we have
already spent $2,000.00, we had an appropriation of
$1,200.00 plus an additional appropriation at mid -year
$800.00 for a total of $2,000.00, so we are actually asking
for $550.00 more than the prior years combined allocation.
Councilmember Evans asked if that would go with the same
thing for 219 and 220.
City Manager Schwab replied yes and 230 and explained the
reason.
Mayor Matteson stated that when we were comparing in-house
planning to contract planning we made some mistakes because
that's $123,000.00 versus $72,000.00 that we used for
contract planning.
City Manager Schwab explained about undershooting on some
of the areas under maintenance and operations, the other
items of start up equipment will not occur every year and
will not have to be purchased. He felt in an overall
analysis in-house planning is turning out to be more, the
salary area is higher, we thought we could do it with two
people and it's really not adequate, but felt from what the
citizens and the community have provided, he agreed 100
percent that this is still the way to go.
Council Minutes - 06/14/88
Page 25
Councilmember Evans questioned the computer system
regarding putting all of the parcels into this system and
tracking.
Planning Director Sawyer stated they are hoping to
establish a computer system which would be comprised of an
AT type computer, 286 model which is faster than the
computers they now have. He explained the purposes and
intended uses for the computer.
Councilmember Evans wanted to know why information was
needed on all of the existing parcels within the City since
most are residential, pointing out that we're not going to
be taking a look at a lot of major developments taking
place on parcels. He stated if there was anything done it
would probably be a room addition, roof replacement or
something of that nature, indicating he did not see a need
for such an expensive system for every single parcel within
the City.
Planning Director Sawyer explained those types of permits
will also be in that system on room additions, variances
where people want to add on to residential structures as
well as commercial structures and if someone came in and
wanted the history on a piece of property in the city they
would be able to come up with the history of the property,
what types of permits have been issued for that property,
things of that nature.
Councilmember Evans stated this is an item he had some real
concern in approving because at this particular time
because he did not feel we had a need for it due to the
size of our City.
Councilmember Shirley questioned the time that it would
save.
Planning Director Sawyer explained that currently in order
to answer those types of questions their filing system is
set for building permits, zoning variances and different
types of permits individually, but not set up on a project
basis. He explained the process they now have to go
through, pointing out that the new system would be a time
saver in giving answers to the public once the system is
established. He explained that it is a complicated system
and will take time to put it into effect, but it will be a
system which is compatible to what planning departments
throughout the State are putting in. He pointed out that
the system would be able to handle the new planning
programs for a lot of projections, development projects,
economics analysis of projects that are being prepared for
planning departments throughout the State.
Council Minutes - 06/14/88
Page 26
Councilmember Shirley questioned if this would help the
people coming in for applications?
Planning Director Sawyer replied once it is established it
will.
Assistant City Manager Anstine stated that it is also their
intent to utilize the expanded data base system for code
enforcement in regards to being able to input every
complaint that has been generated for any particular parcel
and walk it, track it and at anytime be able to recall it
to produce a complete history going back to day one to
complaints that have originated in regards to that
particular parcel. He pointed out that they will also have
the opportunity to utilize a geographical information
system where with the appropriate software they would be
able to call up any particular parcel and show the exact
location of all of the utilities, what's underground and
the exact relationship to the proximity of the parcel,
explaining that this is quite valuable in regards to the
general utility and development that goes on in the
streets.
Mayor Matteson asked if this program could not be
integrated with the current system they now have.
Planning Director Sawyer explained that they have three
computer systems in their department. One which has a hard
drive and is utilized by the secretary and over half of the
space available has been filled up with just word
processing and is used constantly by her. He pointed out
that they have two other systems which did not belong to
them, but to the fire department and felt they will be
requesting it to be returned back to them in this next
year, both are used for word processing. He pointed out
that the capacity in the new system is much greater than
the current system and much faster to allow giving
information to the public much sooner.
Councilmember Evans questioned the time it would take to
put information into the system.
Planning Director Sawyer replied with the addition of some
interns during the summer, hopefully to have it up and
working by next summer, but if we have to rely on staff
only, it could take up to a year and a half.
Councilmember Evans asked if he was saying if it was
purchased it will not be functional for at least a year.
Council Minutes - 06/14/88
Page 27
Planning Director Sawyer replied it would not be functional
to the total extent as he explained, they would be able to
bring in portions of it at a time, and felt to be able to
bring in and establish all of the parcels into the computer
system along with permit tracking, zoning and the base
information within a year's time. He pointed out that it
would take longer to add on the building permits and
incorporate that into the system and longer to add in code
enforcement, business licenses and other types of systems.
Councilmember Evans wanted to know the anticipated time.
Planning Director Sawyer stated that he did not have a
anticipated time for it to be completed in and
functional, but with all of the different types he said it
will be functional and will be advantageous for us to have
it by the end of one year, by next summer.
Councilmember Shirley questioned if this system could be
utilized to help the EOC with different types of
information?
Assistant City Manager replied it would be able to
accommodate the various emergency operations software
packages that are currently on the market, and explained
that one that the committee looked at was a geo mapping
software that can show your basic evacuation plans for the
community and location of hazardous type of materials.
Mayor Matteson asked if he was talking about an IBM?
Planning Director Sawyer explained that they have looked at
several types, but was interested in the compact 286 which
is the IBM compatible to the AT that they produce. He
stated that they have looked at clones for that same type
of system and he was still trying to decide what type of
system to go with, explaining the difference between a
clone and the top of the line compact computer system is
approximately $700.00 to $1,000.00 depending on where you
buy the clone.
Assistant City Manager Anstine reported that the Fire
Department did ask for their computer back last night.
Councilmember Evans expressed his opinions regarding this
system and explained that for a City our size and for the
planning needs that we have at this particular time does
not justify it, so he could not support that particular
line item at this time.
Mayor Matteson asked the City Manager for his opinion.
Council Minutes - 06/14/88
Page 28
City Manager Schwab felt that it basically shows that in
the Planning Department that they are willing to spend an
awful lot of time to build a data base which he felt would
ultimately be valuable to the City and if the employees in
that department wanted to take it easy, they wouldn't be
asking for this particular equipment because it would
certainly be a lot less work to not having it initially.
He stated that he left it in the budget and recommends that
we purchase this particular piece of equipment.
Mayor Matteson questioned the type of program.
City Manager Schwab replied that D-base is a base program
sort of like a spread sheet, it gives you a basic package
for which you work, from day to day it gives you the tool
to build the data base.
CC-88-90 MOTION BY COUNCILMEMBER SHIRLEY, SECOND BY COUNCILMEMBER GRANT,
CARRIED 4-1 (WITH COUNCILMEMBER EVANS VOTING NOE), to approve the
Planning Department's budget of $122,896.00.
Recessed at 8:15 p.m.
Reconvened at 8:35 p.m.
City Manager Schwab referred to Page 68, Public Health, the
amount is billed to us subsequent to the services being
provided and is netted out after the collection of fees for
dog licenses and we are estimating $23,000.00.
Mayor Pro Tem Pfennighausen stated that this contract seems
to continuously rise in cost and the level of service never
improves, but we have no choice but to go with it.
Mayor Matteson indicated that we should pay them per
animal.
City Manager Schwab explained that we wouldn't get the
contract.
Mayor Matteson concurred with Mayor Pro Tem Pfennighausen.
Mayor Pro Tem Pfennighausen stated it would be okay if they
did the service and explained an incident that happened and
the animal control never did respond.
Mayor Matteson pointed out that this is above the license
fees.
Assistant City Manager Anstine reported that one of the big
reasons for the increase is that we are in the area of code
enforcement and increasing our existing contract with the
animal control officer to include animal health enforcement
Council Minutes - 06/14/88
Page 29
explaining his qualifications in this area and that he was
not aware that this service was available until someone
from the office contacted him and said he should consider
contracting with them for this service.
CC-88-91 MOTION BY MAYOR MATTESON, SECOND BY MAYOR PRO TEM PFENNIGHAUSEN,
CARRIED 5-0, to approve Public Health in the amount of $23,000.00.
City Manager Schwab referred to Page 72, Parks & Recreation
salary portion. He pointed out the reason for the
substantial increase and explained that People Helpers went
out of business during the last fiscal year, so the amount
that we are showing that we had approved is not an in-house
recreation department for the entire period, it was taken
over somewhere around August or September. He explained
that in addition to this, the child care program has been
expanded, as well as the base recreation program and the
revenues this year for recreation will increase by
$23,000.00, pointing out that the combination of those two
things created the additional amount of money which looks
higher than it is.
Mayor Matteson questioned the income on recreation.
City Manager Schwab replied that is is over $100,000.00.
Mayor Matteson asked why do we have a 86/87 actual?
City Manager Schwab replied because we didn't have a Parks
& Recreation Department, we contracted.
Mayor Matteson asked what do you mean we contracted?
City Manager replied that the employees that sat down there
in our office were contracted employees.
Mayor Matteson asked what was it costing us at that time?
City Manager Schwab indicated looking at Page 74, bottom of
the page shows that 86/87 $92,000.00, 87/88 $87,000.00. He
explained that we did contract and what this represents was
a net cost, pointing out that People Helpers kept most of
the revenue, they charged the fees for programs and for
child care and then applied their expenses and charged us
the difference and then we shared the profit.
Mayor Matteson asked what was the projected income for this
year?
City Manager Schwab replied that the projected income is
$112,000.00.
Council Minutes - 06/14/88
Page 30
Mayor Matteson mentioned that it going to cost us about
$130,000.00 versus $92,000.00 in 86/87, so it's up to about
$40,000.00.
Assistant City Manager stated that the program has grown
significantly.
City Manager Schwab explained that the maintenance of
buildings and grounds have gone up due to additions to
parkland and is anticipating to spend additional funds on
Pico Park for maintenance because those sprinkler heads are
going to get broken and damaged as they do at the current
park. He pointed out that this is not just our recreation
program, it's also for the park.
CC-88-92 MOTION BY MAYOR PRO TEM PFENNIGHAUSEN, SECOND BY COUNCILMEMBER
SHIRLEY, to approve Park and Recreation budget for $241,553.00.
Councilmember Evans referred to Page 52, Line Item 245,
Community Services, we have $10,000.00 designated for
building and grounds maintenance. When you come here to
Park & Rec you still show a Line Item of 245 at $20,000.00,
now, are you breaking this out differently in each area.
Community Services, I take a look at as incorporating Park
& Rec, are we are we taking a look at $10,000.00 there and
$20,000.00 here and you are saying a total of $30,000.00.
Assistant City Manager Anstine replied, "yes" and explained
that in order for us to get a real good idea as to exactly
what each phase of a department is costing us, we have it
broken out so that we can go to any one particular item.
He pointed out that if Council were to say what does it
cost to maintain our city park system, it makes it a lot
easier in tracking it if we could just go back to the parks
rather than having to go back to the Civic Center also.
Councilmember Evans questioned if the increases were due to
development that is shown under the explanation for the
increased areas such as the utilities and maintenance on
the buildings and grounds, pointing out that now you show
additional park facilities and under 245 due to development
of additional park land, are you stating that in general
terms or are you saying that is specifically due to Pico.
Assistant City Manager Anstine replied it is strictly a
estimation, not knowing exactly what it's going to cost us
to maintain Pico Park.
Councilmember Evans asked if the costs that we are looking
at are for maintenance due to the acquisition of Pico Park
and the current existing parks. The response was yes.
Council Minutes — 06/14/88
Page 31
City Manager Schwab replied that the increase would be
attributed to both to that, but we had to maintain the
other park sites regardless....
Councilmember Evans stated that he
indicating there is a sizable increase
projecting that by bringing Pico on.
that's true.
Motion CC-88-92 carried 5-0.
understood that,
asking if he was
The response was,
Contract of Weed City Manager Schwab referred to Page 76, Contract of Weed
Abatement with Abatement with the County, explaining that we contract with
the County them to come through and spray all of the curb -ways and so
Dept. 590 forth to keep away the weeds and that is billed to us as
they perform the duties.
CC-88-93 MOTION BY MAYOR MATTESON, SECOND BY MAYOR PRO TEM PFENNIGHAUSEN,
CARRIED 5-0, to approve the contract of Weed Abatement with the
County.
Storm Drain & City Manager Schwab referred to Page 78, Item 631,
Maintenance requesting $15,000.00, indicating that this particular item
if we have maintenance we go out there and do it, this year
we had more work than we did in the past and we are
estimating $15,000.00.
CC-88-94 MOTION BY MAYOR MATTESON, SECOND BY COUNCILMEMBER EVANS, CARRIED
5-0, to approve Storm & Drain Maintenance $15,000.00.
Planning City Manager referred to Page 80, Planning Commission,
Commission requesting under 120 stipens of $4,200.00 and under 270
Dept. 801 Travel $1,000.00 for a total of $5,200.00.
Mayor Pro Tem Pfennighausen questioned 86/87 actual was
$2,600.00 for the Commission stipens and 87/88 Council
approved $4,400.00 and they estimated that they would use
$2,500.00, pointing out that they only get paid for the
attendance of meetings, questioning if they anticipate
having almost twice as many meeting or was Council going to
double the size of their commission. She asked how do we
account for an expenditure in a given year of $2,500.00 and
$2,600.00 and now are requesting $4,200.00 as a stipend
unless we are going to have gross increase.
Mayor Matteson totaled up the meeting dates and came up
with the figure of $4,200.00 for each Commission attending
each meeting.
Mayor Pro Tem Pfennighausen questioned the difference from
year to year.
Council Minutes - 06/14/88
Page 32
City Manager Schwab explained that at one time there were
vacancies on the committee and it was considered to go to
five because of the vacancy factors, but Council appointed
two more for a full contingency of seven.
CC-88-95 MOTION BY MAYOR MATTESON, SECOND BY COUNCILMEMBER GRANT, to approve
$5,200.00.
Councilmember Evans questioned the difference in the
requested monies for travel, conferences and meetings,
indicating assuming that our Planning Commissioners do not
avail themselves to conferences and meetings very much, is
that correct. He felt that planning was very critical to
this community, indicating that education was essential and
it bothered him that the Commissioners do not take the time
to educate themselves to planning and laws that relate to
planning. He said that at one time some all day education
classes were scheduled here and he felt that if the
Commissioners are not going to take the time to go then
Council should make some mandatory for them to go to some
semi-annual or quarterly classes to educate the
Commissioners.
City Manager Schwab stated that staff could look into that
but felt that if you try to bring even one, the experts
that speak before a general assembly of the types of
seminars that they are requested to go, it probably would
cost us $3,000.00 probably to get this guy to speak here
one time.
Mayor Matteson asked if the Commissioners knew about these
meetings?
Mayor Pro Tem Pfennighausen asked if anything could be
written into our rules and regulations that there is an
annual review of what they attend and that they understand
that they are expected to attend a certain number of these
in a given year?
Mayor Matteson felt that they should attend at least one
conference a year.
Councilmember Evans shared his opinions regarding the
importance of Commissioners attending mandatory classes in
order to keep an update on the planning laws, to be able to
decide and vote on what is best for the city and to be able
to give justification to back their decisions or votes.
Mayor Matteson felt a need for a workshop.
Motion CC-88-95 carried 5-0.
Council Minutes - 06/14/88
Page 33
Councilmember Evans felt that the City Manager may need to
draw some guidelines and bring them back to Council.
City Manager Schwab stated that if it's Council direction
to try and force the Planning Commissioners to attend those
things ....
Mayor Pro Tem Pfennighausen expressed her feelings
regarding the Planning Commissioners and felt that it is
incumbent upon Council to tell them that certain things are
expected of them and if they choose not to do that, they
choose not to serve.
Planning Director Sawyer explained that the Planning
Commissioners expressed a desire to attend classes and
become more educated, stating he did not know why they had
not taken advantage of the available money in the past.
Mayor Matteson felt Council will have to set up a program
for them, let them know what is available, what they should
be doing and what they options are.
Councilmember Evans felt the Planning Director should find
out from the different colleges to see what programs they
have coming up during the quarters and semesters, as well
as the extensions.
Planning Director Sawyer agreed to encouraging them and
giving them all of the needed information regarding the
programs.
Dept. 804 City Manager referred to Page 84, Historical & Cultural
Committee has submitted a budget of $2,000.00, 210 in
Office Expense and 220 in Special Departmental Expense.
CC-88-96 MOTION BY MAYOR PRO TEM PFENNIGHAUSEN, SECOND BY COUNCILMEMBER
EVANS, CARRIED 5-0, to approve the Historical & Cultural Committee
budget.
Senior Citizens City Manager Schwab referred to Page 86, requesting ....
CC-88-97 MOTION BY MAYOR MATTESON, SECOND BY COUNCILMEMBER EVANS, CARRIED
5-0
Parks & Rec City Manager referred to Page 88, Parks & Recreation,
requesting $14,120.00; Office Supplies $100.00; Tour de
Terrace $10.000.00; Recreational Survey $600.00;
Memberships & Dues $120.00; Travel, Conferences & Meetings
$3,300.00.
Councilmember Evans requested for point of clarification,
the $10,000.00 designated for the Tour de Terrace and Line
Item 222 - the intent behind the survey for teens.
Council Minutes - 06/14/88
Page 34
City Manager Schwab explained the designation for the Tour
de Terrace is budgeted as revenue.
Assistant City Manager felt it was the committee's intent
of finding out what teenagers in the community desire
regarding recreational opportunities.
Councilmember Evans indicated a survey was conducted last
year with the results.
Councilmember Shirley asked if it was aimed at teenagers?
Assistant City Manager Anstine replied it was aimed at a
cross-section of the population and incorporated within the
questionnaire were questions in regards to activities that
teenagers are normally interested in.
Councilmember Shirley felt there was little input
attributed by teenagers on that survey feeling this survey
should be distributed throughout the schools.
Councilmember Evans felt if it goes through the mail it
would not reach the kids and somewhere along the line we
are going to have to target the kids that lives in the
community some way.
Assistant City Manager Anstine said he would check with the
former Recreational Supervisor, but felt that the other
questionnaire did go out to all of the schools.
Councilmember Evans explained that he has no problem if the
committee felt it is an essential, but did not want to fund
another survey and the result would fall upon deaf ears.
Councilmember Shirley concurred with Councilmember Evans
pointing out that she would like to see a skateboard park
in this City if that is what the teenagers want.
City Manager Schwab pointed out that on Observation and Van
Buren, the Griffin Company along with Fieldcrest had built
a lovely skateboard course.
Councilmember Grant questioned the amount that was
appropriated for Tour de Terrace 1987/88, how much was
recruited pointing out being told a moment ago a hope to
recruit $10,000.00.
Mayor Matteson felt they got it all back because they had
enough for a scholarship.
City Manager Schwab felt they would make it all back
explaining that last year they came close to breaking
even.
Council Minutes - 06/14/88
Page 35
CC-88-98 MOTION BY COUNCILMEMBER EVANS, SECOND BY MAYOR PRO TEM
PFENNIGHAUSEN, CARRIED 5-0, to approve Parks & Recreation
Committee's recommendation in the amount of $14,120.00.
Councilmember Evans felt a time limit should be set on the
survey, indicating that the beginning of the fall session
would be the appropriate time.
Mayor Pro Tem. Pfennighausen expressed her feelings
regarding getting the high school students input and
explained that she would never approve a skateboard park.
Emergency City Manager Schwab referred to Page 90, Emergency
Operation Center Operations requested for Special Departmental Expense $220;
Dept. 808 Maintenance & Operations of Equipment $300.00; Travel,
Conferences & Meetings $500.00 and Emergency Equipment as
itemized $8,900.00 for a total of $11,700,00.
CC-88-99 MOTION BY MAYOR PRO TEM PFENNIGHAUSEN, SECOND BY COUNCILMEMBER
EVANS.
Councilmember Evans asked if the sea -freight storage
container was similar or identical to what they currently
have, if so, are they requesting another one because the
existing one is full and will it be place next to the
existing one.
Assistant City Manager Anstine replied, "yes."
Councilmember Evans questioned if it would create a problem
for personnel to get in and out of the garage area,
questioning if it creates a problem there, where else could
it be placed if it creates a problem.
Assistant City Manager Anstine replied, circulation wise it
will make it a little bit tighter than it is and they have
not decided exactly where they are going place it; shared
an idea he had of placing it right in between two buildings
and compacting it or to the rear of the buildings or out on
the parking lot area.
Mayor Pro Tem. Pfennighausen expressed her feelings
regarding a need for an emergency operations plan,
explaining that in the very near future she intended to
spend a great deal of time on this subject in particular at
the Council meetings.
Councilmember Evans questioned the anticipated time that
the plan is suppose to be completed pointing out there is a
need to know as soon as possible and a need to practice the
plan because this is a very serious problem.
Council Minutes - 06/14/88
Page 36
Mayor Pro Tem Pfennighausen concurred with Councilmember
Evans and shared her experience she had with the generator
we have.
Motion CC-88-99 carried 5-0.
Park Projects City Manager Schwab referred to Page 98, Park Projects,
Dept. 445 Park Development Fund, explained that the only item
budgeted in this budget unit is $40,000.00 for the assumed
purchase of the Roberts' parcel.
CC-88-100 MOTION BY MAYOR MATTESON, SECOND BY COUNCILMEMBER SHIRLEY, to
approve $40,000.00 for the park project.
Councilmember Evans asked the status of the concession
stand?
City Manager Schwab explained that the volunteer was non
existent and City Staff has taken over that particular
project and that the subcontractor that was sent over there
made the determination that the electricity that had been
stubbed to that building was 440 volts, which is what those
lights are that they hooked them to. The electrician
estimated that it was going to cost between $2,000.00 to
$3,000.00 just for a transformer to get that voltage down
to something that could be used. The electrician is taking
a look at the possibility of connecting to the existing
control panel that has 110 voltage, then staff will dry
wall the interior which will deplete the budget that
Council has authorized.
Councilmember Evans stated that if he understood what was
being said that it still will not be completed with the
money that has already been authorized.
City Manager Schwab replied it's not going to be completed
as a functional snack bar, but it's going to be completed
as a storage room.
Mayor Pro Tem Pfennighausen pointed out that was totally
unacceptable, and Council has repeatedly made it clear that
it is to be made functional as a snack bar and was not to
be turned into a storage shed.
Councilmember Grant stated he remembered the discussion and
Council took a vote on the expenditure of funds, pointing
out that he conditioned his vote on the fact that that
would be a snack bar and not a storage shed.
Mayor Matteson stated he knew this was going to happen and
explained why he voted against it.
Council Minutes - 06/14/88
Page 37
Mayor Pro Tem Pfennighausen stated that if that's the case,
then that's the case, it will be just standing there and
probably will be the one sure facility in case of an
earthquake that we can get food and water out of for the
helicopter landing area.
Councilmember Evans pointed out that this has been dragging
on for several years and it was thought that it had been
laid to rest when Council appropriated the funds, now you
are telling us that no it hasn't. He felt that it is
imperative right now that as the City Manager to set a
specific date for completion and then ensure that it is
done at that time.
City Manager Schwab replied that is not going to be
possible with the current allocation of money and if
Council remembers when they allocated that money, it was to
the committee and the committee was under the assumption
that they could get the bulk of that work done by
volunteers.
Councilmember Evans stated that when the discussion ensued
on that it was his understanding, and when his vote came
down that volunteers were out and the direction was to go
out and get the necessary people to complete that snack bar
and make it functional.
City Manager Schwab explained that when staff took it over
from the Chairman, she indicated that her estimates
included much of the materials were going to be donated,
and that simply did not materialize. He pointed out that
if it's Council's direction for staff to get an estimate
for them to complete that from a contractor, it certainly
will be done, explaining that if this had been a staff
project in the beginning, an architect would have been
brought in, it would have been designed and by law bidded
for construction and it would now be completed.
Mayor Pro Tem Pfennighausen replied that it would have cost
three times as much and so we can still afford to do this.
Councilmember Grant concurred with the City Manager
pointing out that sometimes it just doesn't work with
well-meaning citizens.
Mayor Matteson indicated taking the losses and bulldozing
it.
Councilmember Evans asked if the $40,000.00 was designated
for the acquisition of the Roberts' parcel and what was the
cost as it stands right now and ultimate debt service and
for how long?
Council Minutes - 06/14/88
Page 38
City Manager Schwab explained that it is for the debt
service assuming the acquisition of the Roberts' parcel and
that this particular assumption is based upon a $100,000.00
down payment and an approximate parkland acquisition cost
of $350,000.00 to $400,000.00 with a ten to fourteen years
debt service at approximately 9 1/2 percent.
Councilmember Evans pointed out that you give them
$100,000.00 down and then you are looking at a balance of
$350.000.00 to $400,000.00, for....
City Manager Schwab explained that is the purchase price,
the assumption in order .....
Councilmember Evans asked the assumption that the purchase
price would be somewhere between $350,000.00 to
$400,000.00? City Manager Schwab replied, "yes."
Councilmember Evans stated so after the $100,000.00 you
would then be going out for funding for $300,000.00 using
the $400,000.00 at the top.
City Manager replied that if you use the $400,000.00, the
principle balance that would be financed would be
$300,000.00.
Councilmember Evans stated $300,000.00 between ten to
fifteen at 9 1/2 percent. City Manager replied, "that's
correct."
Councilmember Evans stated that he wanted to make his
position clear in the event that if someone wishes to look
at the Minutes that I'm not going to support this, I think
our park acquisition approach is very similar to the snack
bar approach. I whole heartily support park acquisition,
there is a need for it. Park & Rec spent time and
identified 10 acres that they felt were continuous and not
parceled out throughout the City. It has become very
apparent by the budget on just the maintenance cost that we
are looking at and heaven only knows what it's going to be
if we start spreading it out. We made a decision to go
with the Edison property that's been called Pico Park and
once we did that that should put to rest once and for all
any future parks and the expenditure of monies for any
development that should go to that site and that site
alone. If somewhere in the future we then feel that we
have some monies that we can go out and handle, fine, but
as it stands right now, I can't support that site, I think
our whole approach has been half -ass backwards, we're not
projecting the future and we've ignored some logical
thought processes that was started by the Park & Recreation
Committee.
Council Minutes - 06/14/88
Page 39
Mayor Matteson asked if a motion was on the floor. The
response was yes.
Motion CC-88-100 carried with Councilmember Evans and Mayor
Pro Tem Pfennighausen voting NOE.
Park Development City Manager Schwab referred to Pico Park Site, budgeting
Dept. 450 for $1,000.00 land lease to Edison, as well as an
additional $20,000.00 for the continued development of the
Pico Park Site.
CC-88-101 MOTION BY MAYOR MATTESON, SECOND BY COUNCILMEMBER GRANT.
Councilmember Evans pointed out that his position was going
to be the same on this and he didn't think it had been
given a lot of thought process, I didn't support Pico in
the beginning and I'm not going to support it now.
Motion CC-88-101 carried with Councilmember Evans and Mayor
Pro Tem Pfennighausen voting NOE.
Mayor Pro Tem Pfennighausen stated that now the issue is
settled, ask the City Manager and the Community Services
Officer if they would please monitor very carefully the
neighbors around that site as it's being developed,
explaining that she was by there the other day and they
were out there plowing and preparing the land. She stated
that when the area is being dragged or developed, that all
land must be wet down and that was not the case, her car
was sitting in a cloud of dirt and felt that those people
had the same problem.
Street & Signal City Manager Schwab referred to Page 104, is strictly for
Lighting, D-510 the utilities for the street lights and signals for which
the City has responsibility and that is requested for
$45,000.00.
CC-88-102 MOTION BY MAYOR PRO TEM PFENNIGHAUSEN, SECOND BY COUNCILMEMBER
EVANS, CARRIED 5-0, to approve $45,000.00 for Street & Signal
Lighting.
Assistant City Manager Anstine referred to Page 106,
Dept. 900 - Road Maintenance; 220 - Special
Departmental Expense; 225 - Patching; 226 - Storm Damage to
the Streets; 240 - Rent & Lease of Equipment; 241 - Rent &
Lease of Equipment specifically for patching operations;
243 - Rent & Lease of Equipment for storm damage
operations; 253 - Dumping Fees; 255 - Contractual Services
for over lay and sealing; 257 - Contractual Services for
patching; 258 - Contractual Services for other; 259 -
Contractual Services for storm damage.
Council Minutes - 06/14/88
Page 40
Mayor Pro Tem Pfennighausen questioned if consideration had
been made when making out this budget of the June closing
date of Colton, is this cranked in to haul stuff to
Timateo. The response was yes.
Mayor Matteson indicated 255, $69,000.00 for last year and
we are going to have $150,000.00 this year.
Councilmember Evans replied that is what has been paid
todate, we originally approved $100,000.00 last year.
Assistant City Manager Anstine replied to the best of his
knowledge, they have expended almost the entire
$100,000.00 allocation.
Mayor Matteson stated then this estimate is wrong.
Councilmember Evans stated that you show 255 - Road
Maintenance $100,000.00 for overlay and sealing, so are we
taking a look during this next year from the two different
funds a total $250,000.00.
City Manager Schwab replied, "that's correct," and the
reason that that particular line item was reduced is
strictly you can't spend gas tax money you don't have and
we didn't have $200,000.00 as requested by the department.
Mayor Matteson asked if all of these expenditures are from
the gas tax money and if this money had to be spent on road
maintenance.
City Manager Schwab replied, "that's correct."
Mayor Matteson asked if there was any reserve fund built up
for replacing roads for future dates?
City Manager Schwab explained that the $200,000.00, the
overlay and sealing is the basic capital maintenance on the
road and anything that we do for the reconstruction of
roads is basically something that we save, but ....
Mayor Matteson asked if we wanted to do some widening down
Michigan or some of the other streets, does this come under
this fund?
City Manager Schwab replied it could come under this fund
or TDA which is Transportation Development money which is
also available for streets, the fund balance summary on
Page 9 tells you basically what is available within those
funds and we're basically allocating almost all of our gas
tax funds this year and we're allocating all except about
$75,000.00 of our TDA Fund, there is no reserve, we
generally need all of our gas tax money.
Council Minutes - 06/14/88
Page 41
Mayor Matteson asked on this particular item what streets
are scheduled for overlay and sealing and if they are main
thoroughfares or more residential.
Assistant City Manager Anstine replied if the City did to
Michigan what needs to be done this really wouldn't begin
to cover the cost, explaining there are several streets and
he had pictures in case Council wished to see. He stated
there are several streets that are totally distressed and
need immediate attention and will have to be tended to
before we start reconstruction of other streets that also
need it.
Mayor Matteson asked what is being done when you do an
overlay?
Assistant City Manager Anstine stated if we are not doing
an reconstruction which is termed R&R, basically we are
going with less than 1-inch lift of asphalt and it is made
up of aggregate fines that can fill the cracks and
ultimately seal the streets so that it cannot be
impregnated by water. He explained that normally you can
anticipate that a simple overlay consisting of 1-inch or
less of AC which will last from anywhere from 3 to 5 years
before you have a re-occurance of the problem you initially
went out to correct. Whereas, with a complete
reconstruction it will last from 10 to 20 years before it
needs attention.
Councilmember Evans asked regarding the building up of a
reserve, probably the only source would come from our
street fund. City Manager Schwab asked the building up a
reserve?
Councilmember Evans explained having other than what we get
from the State to this TDA and the gas tax, the street fund
could be used for street improvements and maintenance, is
that correct. City Manager Schwab replied, "that's
correct."
Councilmember Evans asked if there was anticipation of
using any of the street funds for any improvements. City
Manager Schwab replied, yes, and our major project of
widening Barton Road from Canal to Michigan and the
improvement of Barton from the freeway to the city limits
is going to be done under our TDA Funds which are the ones
we have been saving for.
Councilmember Evans asked if monies from the street fund
were anticipated to be used for the improvements.
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City Manager Schwab replied as far as towards this project,
no.
Councilmember Evans asked and then the other project, the
overlay from the freeway to the railroad tracks, what fund
will it come from and what amount.
City Manager Schwab replied, "that's correct," and the
amount is $32,500.00.
Councilmember Evans questioned if there were any street
improvement and maintenance projects, as it stands right
now, intended use for the funds in the street fund?
City Manager Schwab replied, architectural barrier removal
in the amount of $30,000.00.
Councilmember Grant referred to 258 and asked what was
Contractual Services others.
Assistant City Manager Anstine replied that would fall
under the category of anything that normally is not covered
under a patch, overlay or sealing.
Councilmember Grant asked if he felt it was going to be
twice as much ...
Assistant City Manager Anstine replied, "yes," based on the
budget adjustment that Council has made this year, we had
extensive expenditures in that category and he anticipated
they would be maintained at that level.
CC-88-103 MOTION BY MAYOR MATTESON, SECOND BY COUNCILMEMBER GRANT, CARRIED
5-0, approval of Road Maintenance (900) in the amount $236,300.00.
Weed Control City Manager Schwab referred to Page 801, explaining that
under Gas Tax this item is also contracted with the County of San
Bernardino for $14,000.00 per year.
CC-88-104 MOTION BY MAYOR PRO TEM PFENNIGHAUSEN, SECOND BY MAYOR MATTESON,
CARRIED 5-0, to approve $14,000,00 for Weed Control.
Traffic Signal City Manager Schwab referred to Line Item 255 - Traffic
Maintenance Signal Maintenance requesting $7,000.00, explaining that
Signal Maintenance Company is currently providing our
traffic signal maintenance.
CC-88-105 MOTION BY MAYOR MATTESON, SECOND BY MAYOR PRO TEM PFENNIGHAUSEN,
CARRIED 5-0, to approve $7,000.00 for Traffic Signal Maintenance.
School Crossing City Manager Schwab referred to Page 114, School Crossing
Guard, D-910 Guard from the Traffic Safety Fund, requesting $2,810.00.
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Page 43
CC-88-106 MOTION BY MAYOR PRO TEM PFENNIGHAUSEN, SECOND BY COUNCILMEMBER
EVANS, CARRIED 5-0, to approve $2,810.00 for the School Crossing
Guard.
TDA Article 18 City Manager Schwab referred to Page 120, TDA Article 18,
requesting for street sweeping, Dumping Charges $2,000.00;
Contractual Services $30,000.00.
Mayor Pro Tem Pfennighausen shared her concerns regarding
the closing of the Colton Land Fill affecting our street
sweeping program.
Assistant City Manager Anstine reported that problem has
been taken care of, the contractor that we use has made
arrangements with the County of Riverside to utilize their
dump site there at Pigeon Pass.
CC-88-107 MOTION BY MAYOR MATTESON, SECOND BY MAYOR PRO TEM PFENNIGHAUSEN,
CARRIED 5-0, to aprove TDA Article 18.
TDA-Contractual City Manager Schwab referred to Line Item 900, Page 122,
Services TDA item for contractual services overlay and sealing for
$100,000.00.
CC-88-108 MOTION BY MAYOR PRO TEM PFENNIGHAUSEN, SECOND BY MAYOR MATTESON,
CARRIED 5-0, to approve $100,000.00 for TDA-Contractual Services.
Waste Water City Manager Schwab referred to Line Item 802, Page 126,
Disposal -Colton service charge that the City of Colton charges for the
Dept. 570 processing of our sewage.
CC-88-109 MOTION BY MAYOR MATTESON, SECOND BY MAYOR PRO TEM PFENNIGHAUSEN,
CARRIED 5-0.
Waste Water City Manager Schwab referred to Page 128, asking for
Dept. 572 salaries of $27,540.00; Deferred Compensation $4,985.00;
Finance Retirement $3,415.00; SUI $560.00; Health & Life $1,151.00;
Office Expense for the mailing of the bills and so forth
$7,000.00; Communications $100.00; Rent & Lease of
Equipment $700.00; Maintenance & Operations of Equipment
$3,000.00; Professional Special Services $1,500.00; Mileage
$60.00; Miscellaneous Engineering $3,000.00; Sewer
Maintenance $14,000.00. In addition, as we had mentioned
previously, the cash register is split with the Sewer
Department 701 and $800.00 computer payment on the bond
issues is also split for $7,725.00.
CC-88-110 MOTION BY MAYOR PRO TEM PFENNIGHAUSEN, SECOND BY MAYOR MATTESON,
CARRIED 5-0, to approve Dept. 570 Waste Water Disposal in Grand
Terrace in the amount of $75,986.00.
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Page 44
Capital Projects City Manager Schwab referred to Page 132, pointing out that
we are now in our capital projects and it is our
Architectural Barrier Remover annual project and we are
estimating a expenditure of $30,000.00 contractural
services.
CC-88-111 MOTION BY MAYOR MATTESON, SECOND BY COUNCILMEMBER EVANS, CARRIED
5-0, to approve $30,000.00 for Capital projects.
Barton Road Overlay City Manager Schwab referred to Page 138, reporting that
this particular item was budeted last year under TD Article
18, and the reason that it was not completed is right now
there are subtantial improvements to be put in on both
sides of Barton Road just west of the freeway with the
Keeney Development, as well as the engineering company
that's building their building. He pointed out that they
will be required to widen the roadway, provide the curb and
gutter improvements so we are going to do our project with
them.
Mayor Matteson stated that Council had already approved it,
asking why did they have to approve it again.
City Manager Schwab explained because this is for a
re -appropriation because as of June 30th authority to spend
last years money will end.
Councilmember Evans stated, assuming that these projects
are never finished or developed within the time frame, we
won't do the project, right?
City Manager Schwab explained that the condition of the
roadway right before the bridge is continuously
deteriating, indicated been waiting on the engineer and
Keeney to try and coordinate the project, pointing out that
if it can't be done with them, then the City will do it
alone.
Councilmember Evans had doubt that Mr. Keeney will ever
complete his project and stated that if he did not come in
and do his project within two years, does that project die
or does he have the right to an extension.
Planning Director Sawyer replied, he would be able to apply
for an extension, but it wouldn't be right.
Councilmember Evans wanted to know if the City goes ahead
and completes that project, could Mr. Keeney be accountable
for the costs?
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City Manager Schwab stated that we are going to pave the
existing roadway. We are not going to widen it, we are not
going to put in curbs and gutters, explaining that when
Mr. Keeney comes in he'll put in the curbs and gutters and
feather his paving job to ours, it won't look bad, but it
won't look as good if we all do it at once.
Mayor Matteson felt it was better to get a commitment from
him now and we do it and bill him for it.
City Manager Schwab did not feel that Mr. Keeney would
agree commit to that.
Mayor Matteson felt this is another example where they come
in here and rant and rave about Council holding their
projects up, we give them the approval and then they sit on
it.
CC-88-112 MOTION BY MAYOR MATTESON, SECOND BY MAYOR PRO TEM PFENNIGHAUSEN,
CARRIED 5-0, to approve Item 913.
CC-88-113 MOTION BY COUNCILMEMBER EVANS, SECOND BY MAYOR MATTESON, to approve
Line Item 920.
Councilmember Evans listed the improvements he knew this
item entailed, but questioned if it incorporated sidewalks.
City Manager Schwab replied, "yes."
Councilmember Evans questioned if it incorporates any type
of anticipated landscaping or beautification along Barton
Road?
City Manager Schwab replied that this $315,000.00 does not
include any landscape or a median.
Councilmember Evans asked as it is currently planned and if
they were to put in a sidewalk, is the sidewalk going to be
one of those that is flush with the curb and then back 3 or
4 feet.
City Manager Schwab replied, "no," it's a meandering
sidewalk.
Councilmember Evans referred to the anticipated street fund
balance for the end of the year, indicating taking monies
from that fund to incorporate landscaping and
beautification with the planned improvements that he would
like to see.
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Page 46
City Manager Schwab mentioned hearing comments through the
General Plan Process about the medians and some of the
improvements, explaining that that type of design is not
something that staff could do, staff could not design those
improvements, but if Council wished to take a look at the
concept first, then authorize staff to proceed, then staff
will get an architectural firm to design some type of .....
Councilmember Evans said if he had the concensus of Council
he would like to direct staff to do that post haste.
Mayor Matteson asked if these sidewalks are meandering does
that mean we are going to have space in there for trees,
flowers or .....
City Manager Schwab replied it would be similar to Barton
Road by the Civic Center, explaining where it is developed
there is landscaping, where it is undeveloped like on the
other side of the street, it's just dirt and that's part of
the City's contract with the County is they just spread
everything out.
Mayor Matteson asked if the irrigation system was included
in this plan. City Manager Schwab replied, "no."
Mayor Matteson felt it would behoove us to put in a
watering system before putting the cement down.
City Manager Schwab pointed out that if you were going to
do a comprehensive improvement, it would include all of the
irrigations ....
Councilmember Evans felt this should be done together when
we do this improvement, indicating the sizable amount of
money in the street fund just sitting there which could be
used to do some beautification in the City.
City Manager Schwab said he would put together a request
for proposal to have landscaping architectural firms to
Mayor Matteson suggested the firm that is doing the
LaCadena corridor and maybe being able to blend together
the whole thing up to Barton Road.
City Manager Schwab explained they were a long way from
architectural drawings, but Council could decide whether or
not they wanted to authorize staff go to out to bid.
Mayor Matteson concurred.
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City Manager Schwab felt the time frame will allow this
because of the utility companies completing their project.
He questioned if a median island should be part of the
consideration.
Mayor Pro Tem Pfennighausen stated that she will not
support a median island, indicating that a report was done
in the surrounding cities showed that median islands did
not work too well in commercial areas.
Councilmember Shirley asked Mayor Pro Tem Pfennighausen to
share the report with the rest of the Councilmembers.
Mayor Pro Tem Pfennighausen replied that she was not sure
if she ever got it in writing, but she could ask Sandy for
it.
Council concurred with not going with median island.
Motion CC-88-113 carried 5-0 to approve Line Item 920.
Councilmember Evans pointed out that last year we started a
little on -going sheet on capital improvements, asking City
Engineer Kicak if he had the responsibility for updating
our Capital Improvement Projects to what's been completed,
what's pending and anticipated completion dates, indicating
that the last one that was done was in October.
Redevelopment City Manager Schwab referred to Page 148, Redevelopment
Development Agency Agency Capital Project Fund, indicated that CRA this year
does not have any capital projects, but does
have debt services on its existing obligations. General
Operational Expenses, under Line Item 100, City staff
services provided the Redevelopment Agency for $48,370.00;
Stipens to the Agency Board Members $9,000.00; Professional
Services $9,000.00; Redevelopment Attorney $500.00; Travel,
Conferences & Meetings $1,000.00, the transfer from Capital
Projects to Debt Services of $300,000.00 for a total of
$367,870.00.
CC-88-114 MOTION BY MAYOR MATTESON, SECOND BY MAYOR PRO TEM PFENNIGHAUSEN,
CARRIED 5-0, to approve $367,870.00 to the Redevelopment Agency.
City Manager Schwab stated that Page 150 is the Debt
Service Fund, Debt Service Dept. 300 is the Interest
Expense paid to the City of $220,000.00; payment on the
Civic Center $329,500.00 and payment for the school air
conditioning of $111,678.00.
Mayor Matteson question the amount of payments left. City
Manager Schwab replied the school air conditioning was for
4 years and this should be the second payment.
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Page 48
CC-88-115 MOTION BY MAYOR MATTESON, SECOND BY MAYOR PRO TEM PFENNIGHAUSEN,
CARRIED 5-0, to approve 661,178.00 for Debt Service.
Councilmember Evans questioned the RDA's legal
responsibilities to repay the two million plus dollars the
City loaned them and how long will it take them to pay it
it back. He indicated having concerns if developers do
come into the City where are the funds going to come from
to assist them if they come to us for for assistance other
than the General Fund.
City Manager Schwab replied that the Agency has fully
obligated all of revenues that come to the agency.
Councilmember Evans questioned the City Manager as to how
long he felt it would take for the RDA to start paying back
part of the two million dollars as principal and not
interest.
City Manager Schwab replied that he thought that was
covered in a memo given to Council.
City Manager Schwab reported that that completes the City
Budget and the Redevelopment Agency Budget, indicating if
we are going to go in accordance with the Agenda, the next
item would be the employee's salary consideration.
Councilmember Evans suggested putting this off to give
Council a chance to go over the Staff Report on the
Community Officer.
City Manager Schwab indicated a need to schedule something
prior to the next Council meeting because at the next
Council meeting we are scheduling the adoption of the
budget resolution which we need to have done before July
1st and the General Plan is also scheduled.
Mayor Matteson adjourned this meeting at 10:00 p.m. until
Wednesday, June 15, 1988 at 7:00 p.m.
D CITY CLE f the City of
G nd Terrace
MAYO of the City of rand Terrace
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