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12/15/1978MINUTES A Special Meeting of the City Council, City of Grand Terrace, 12/15/78 was held in the City Hall, 22140 Barton Road, Grand Terrace, California, on December 15, 1978 at 6:00 P.M. PRESENT Council: Councilmembers Erway, Allen, Grant; Mayor Petta Staff: City Manager, Seth Armstead; City Attorney, Ivan Hopkins; Executive Secretary/Deputy City Clerk, Myrna Lindahl ABSENT Council: Councilman Tillinghast Staff: City Engineer, John Shone This special meeting of the City Council was called for the following purpose: Resolution Resolution No. 78-27, RESOLUTION OF THE CITY COUNCIL OF THE No. 78-27 CITY OF GRAND TERRACE DIRECTING AND AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT FOR STATE ADMINISTRATION OF LOCAL SALES AND USE TAXES. With waiver of the reading in full, the resolution was adopted by motion of Councilman Erway, seconded by Councilman Grant, by AYE votes of all present. Ordinance Ordinance No. 9, AN URGENCY ORDINANCE IMPOSING A SALES AND No. 9 USE TAX TO BE ADMINISTERED BY THE STATE BOARD OF EQUALIZATION AND PROVIDING PENALITES FOR VIOLATIONS. With waiver of the reading in full, the ordinance was adopted on motion of Councilman Allen, seconded by Councilman Grant, by the following roll call vote: AYES: Councilmembers Erway, Allen, Grant; Mayor Petta NOES: None ABSENT: Councilman Tillinghast This special meeting was required in order for the State Board of Equalization of the State of California and the State Controller Accounting Division to receive the Resolution, the boundary and street address map; to process these documents by December 30, 1978, to enable the City of Grand Terrace to receive its portion. There being no further business, Council adjourned at 6:25 P.M. Next regular meeting, December 21, 1978. Respectfully submitted, APPROVED: A -A dJ My Mayor City Clerk MINUTES 12/21/78 CALL TO ORDER The regular meeting of the City Council, City was held in the City Hall, 22140 Barton Road, California, on December 21, 1978 at 6:00 P.M. Mayor Petta called the meeting to order. of Grand Terrace, Grand Terrace, INVOCATION Reverend Patrice Nordstrand, Lutheran Church of the Atonement PLEDGE OF ALLEGIANCE ROLL CALL Council: Councilmembers Tillinghast, Erway, Allen, Grant; Mayor Petta Staff: City Manager, Seth Armstead; City Attorney, Ivan Hopkins; City Engineer, John Shone; Executive Secretary/Deputy City Clerk, Myrna Lindahl ITEMS TO ADD The minutes of the first regular meeting of the City Council OR DELETE held November 30, 1978, were submitted for approval. Councilman Item 1. Allen moved approval of the minutes; Councilman Grant seconded. Councilman Tillinghast called for the following changes to the minutes prior to approval: (1) statements from the public which were placed in the minutes according to subject matter should be so noted at the end of the minutes. The names of any individuals who made comments at the meeting will be listed. (2) Resolution No. 78-11, Item 16, Pages 6 and 7: change wording to "Acting City Treasurer" and "Acting City Clerk." (3) Ordinance No. 5, Page 8: reflect Councilman Grant as seconding the motion. Councilman Allen then revised his motion - moved that approval of the minutes of the 11/30/78 meeting be delayed until corrected. Councilman Grant seconded, with AYE votes of all present. INTRODUCTION Mayor Petta introduced Chresten Knudsen, who welcomed Grand OF GUESTS Terrace as a new city, both as President of San Bernardino Item 2. Associated Governments, and as Vice Mayor of the City of Redlands. He then introduced Wes McDaniel, Director of San Bernardino Associated Governments, who gave a brief outline of the purpose of their organization, and Eileen Carter, Vice President of the Citrus Belt Division of the California League of Cities and Councilwoman for the City of Chino. She gave a short briefing on the California League of Cities. CONSULTING Letters requesting proposals were sent to the following Engineering ENGINEER Firms: Boyle Engineering; C G Engineering; Kicak and Associates; Item 3a. Neste Brudin & Stone; and L A Wainscott & Associates. The proposals are to be received by December 29, and will be submitted to the City Council for consideration at the January 4, 1979 Council Meeting. Page one - December 21, 1978 CITY CLERK City Manager, Seth Armstead, stated that his office had been in POSITION the process of surveying the position and salary of the City Item 3b. Clerk. Stated most cities the size of Grand Terrace have the positions of City Manager and City Clerk combined, and that this position is not included in the PAS Study. City Attorney Hopkins has also stated that most cities our size have the positions combined, and that the legal work he has done for Grand Terrace thus far would be necessary for any beginning new city. Requested deferment of this item until the meeting of January 18, 1979. ORDINANCE NO. 9 AGREEMENT FOR STATE ADMINIS- TRATION OF LOCAL SALES & USE TAX Page two - December 21, 1978 Councilman Tillinghast stated that his motion on December 7, 1978, was not only to conduct a salary survey of the City Clerk position, but also included the request that Staff advertise the position, and set a temporary salary while the salary survey was being conducted, stating further that the City Council had passed that motion on a 4-1 vote. Feels we need an experienced City Clerk who is well versed on Government Codes and who knows the basic operations of a city. He offered, as an example, the Special Meeting of the City Council which had been called for Dercember 15, 1978, and questioned the validity of the meeting, due to the fact that the Council Members had not been furnished written notification 24 hours in advance of the meeting. Following extensive discussion, Attorney Hopkins advised the Council to reaffirm and readopt the actions taken at that meeting, stating further that the objective of the December 15, 1978 meeting had been accomplished - that of forwarding the necessary documents to establish a Sales & Use Tax to the State for approval prior to January 1, 1979. The City Council then took the following action: Ordinance No. 9, AN URGENCY ORDINANCE IMPOSING A SALES AND USE TAX TO BE ADMINISTERED BY THE STATE BOARD OF EQUALIZATION AND PROVIDING PENALTIES FOR VIOLATIONS. There being no discussion, and with waiver of the reading of the Ordinance in full, the Ordinance was readopted on motion of Councilman Allen, seconded by Councilman Grant, by the following roll call vote: AYES: Councilmembers Tillinghast, Erway, Allen, Grant; Mayor Petta NOES: None ABSENT: None The Agreement for State Administration of Local Sales and Use Tax was presented. There being no discussion, and with waiver of the reading in full, execution of the agreement was moved by Councilman Erway, seconded by Councilman Allen, by AYE votes of all present. RESOLUTION 78-27 Resolution No. 78-27, RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE DIRECTING AND AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT FOR STATE ADMINISTRATION OF LOCAL SALES AND USE TAXES. There being no discussion, and with waiver of the reading of the Resolution in full, the Resolution was readopted on motion of Councilman Allen, seconded by Councilman Grant, by AYE votes of all present. CITY CLERK Councilman Allen moved deferment of any further action on the POSITION position of City Clerk until further information is received and (Continued) reconsideration has been given to the necessity for this separate Item 3b.) position. Councilman Erway seconded the motion. Considerable discussion ensued, with Mayor Petta, Councilmen Erway, Allen and Grant feeling that a separate position of City Clerk at $1300.00 a month is not justified at this time, and was not included in the budget, and Councilman Tillinghast disagreeing. Mayor Petta further stated he saw the need for more typists, rather than a City Clerk. He then opened the subject for Public Hearing on the matter. Glenda Jay, 22145 Tanager Street, stated that she works for the City of Loma Linda, and feels the need for a qualified, appointed City Clerk, not an elected one. Mayor Petta stated an individual will be selected based on qualifications when the need arises. Ms. Jay was asked how long Loma Linda has been a city and if they have a separate position of City Clerk. She stated Loma Linda has been a city for eight years, and that they do not have a City Clerk. Roy Nix, 12173 Country Club Lane, voiced his opinion in favor of a City Clerk position. Councilman Allen then called for the Motion; Councilman Grant seconded. The motion passed on AYE votes of Councilmen Erway, Allen,Grant, and Mayor Petta, with Councilman Tillinghast voting NOE. COMMITTEES Volunteer Lists were submitted to the City Council for the (Item 3c.y following committees: Ways & Means; Parks & Recreation; and Planning, with the recommendation that appointments on the committees be made at the January 4, 1979 Council Meeting. Following discussion, Councilman Erway moved: (1) to review the County Policy on Commissions, Boards and Committees at the January 4, 1979 Council Meeting, for the possibility of adopting it for the City; (2) Establish the number of appointees for each committee; (3) On committees with five appointees, that each Councilman appoint an individual; and (4) On committees with seven appointees, that each Councilman appoint an individual, with the Council appointing the other two members at large. Councilman Allen seconded the motion. Councilman Tillinghast questioned items (3) and (4) of the Motion until the Policy has been esta- blished. Councilman Erway revised his motion, and moved to consider the County Policy on Commissions, Boards and Committees first, and to consider the other items at a later date. Councilman Allen seconded, with AYE votes of all present. Page three - December 21, 1978 MEETINGS WITH Mayor Petta stated that meetings had been held with Senator Ayala SENATOR AYALA and Assemblyman Goggin, and asked Attorney Hopkins to summarize AND ASSEMBLYMAN the meetings. Attorney Hopkins stated that Senator Ayala had GOGGIN sponsored legislation to assist newly -formed cities that had no Item 4. established tax rate, so that they would be eligible to receive bail -out funds from the State. Grand Terrace is not eligible for these funds, since it was incorporated after the legislation. Everyone pays a $4.00 tax rate, under Proposition 13, including Grand Terrace residents. A portion of that is returned to the eligible cities, but Grand Terrace receives none, since it doesn't qualify. Senator Ayala is receptive to introducing legislation to correct this situation. No cost to the citizens is involved. It would simply enable Grand Terrace to receive its fair share. Roy Nix, 12173 Country Club Lane, asked if Senator Ayala is introducing the bill. Mayor Petta replied that Senator Ayala called Sacramento to get things started during their meeting. Councilman Allen indicated that Assemblyman Goggin will co-sponsor the legislation. Both Senator Ayala and Assemblyman Goggin have discussed this matter with Fred Silva of the local senate legislative group who draws up the legislation. Assemblyman Goggin also indicated he is checking the possibility of "start-up" funding for Grand Terrace, and would be willing to come give us a briefing. He indicated he would sponsor the necessary paperwork to acquire loans at a very low interest rate, should the City require funds. Dolores Kossman, 22735 De Soto, asked what the rate of interest would be, and the reply was that the rate is not known at this time. Dana Carmody, 4585 Elmwood Court, Riverside, asked if the funds from the $4.00 tax rate are now being collected by the County. Attorney Hopkins replied that they are. Ed O'Neal, 22608 Minona Drive, asked if we are considering loans because they are available, or if they are needed. Mayor Petta stated we are only trying to get our "fair share," as other cities are receiving. Councilman Tilling- hast indicated that the City would have to meet certain qualifi- cations to qualify for the low interest rate loans, and in ref- erence to Mr. O'Neal's question, stated we feel we are entitled to receive our share of the bail -out funds which other cities are receiving. RECESS A Recess was called by Mayor Petta at 7:25 p.m. The City Council Meeting reconvened at 7:40 p.m., with all members present. CITY MANAGER City Manager Armstead presented a list of priority items the REPORT Staff is following: (1) Acquiring Subvention Funds; (2) Legislation Item 5. to receive Bail -Out Funds; (3) Charter Hearings should be held in January in preparation for the election; (4) County Negotiations - The Negotiating Team has met with the County two times, and is starting preparations for an orderly transfer of functions. Page four - December 21, 1978 CITY MANAGER City Manager Armstead then gave the following information items: REPORT (1) To ensure the safety of certain important City documents, a Item 5 Safety Deposit Box has been secured from Security Pacific National (Continued) Bank, Grand Terrace Branch, for the sum of $25.00 per year; (2) $10,282.00 has been received from the State Board of Equalization for the Gas Tax Fund and $1,426.54 from the Cigarette Tax, and has been deposited in 30-day "C" Notes at the Security Pacific National Bank, Grand Terrace Branch, to draw 8% interest. There is approximately $14,000.00 in the Checking Account and approximately $60,000.00 in the Savings Account; (3) The applicants for the positions of Administrative Services/Finance Officer and Clerk - Typist are being screened, and tests are presently being given; (4) The City has joined the California League of Cities, and material has been received; (5) City Hall will be closed Monday, December 25, 1978 and Monday, January 2, 1979, in observance of Christmas and New Years Holidays; (6) Recommended that the Council review material which was presented to them regarding a conference held on "California Counties After Proposition 13."; (7) Requested that a proposed ordinance concerning on -street parking of trucks over one ton, which had been submitted by Mr. Geoffrey Dooley, be laid over to the January 18, 1979 Council Meeting to allow for proper staffing and coordination; (8) Ordinances passed thus far have been posted in accordance with Resolution No. 78-18; (9) A check will be issued to Zampese & DeBenedet Construction Company in the amount of $1200.00 to cover rental of the property for the Fire Department and the Paramedics for the months of September, October and November. CHARTER HEARING COUNTY NEGOTIATIONS STAFF ACTION ITEMS Page five - December 21, 1978 Councilman Erway moved setting the dates of January 4, 1979 and January 18, 1979 to have the hearings on the proposed charter. Councilman Tillinghast seconded, with AYE votes of all present. Councilman Erway recommended contacting the County Administrative Officer to ask for cost figures for the various levels of service. Mayor Petta then directed the City Manager to do so. Councilman Erway requested the addition of an agenda item which would permit the Police Chief to report to the Council. Councilman Tillinghast recommended that Staff consider resolutions and ordinances regarding Personnel Rules & Regulations. Attorney Hopkins stated that Government Code requires that the City adopt a Purchasing Procedure. Councilman Tillinghast asked for clarification regarding our procedures for approval and payment of warrants. Attorney Hopkins stated that once the City Council approves a contract, the ongoing payments would not have to be approved each time. Signature authorization - Councilman Erway moved that the Mayor Pro Tem be authorized to sign checks in the absence of the Mayor. Councilman Allen seconded, with AYE votes of all present. The proper signature authorization cards will be processed. CONTINUING EDUCATION FOR PUBLIC OFFICIALS Councilman Tillinghast moved authorization for attendance of a staff member of a Continuing Education Class for Public Officials to be held at the U.S.C. Campus in Idyllwild, California, January 14-19, 1979, and that the City Council authorize the expenditure of $400.00. Councilman Grant seconded, on the condition that the City Council authorize the City Manager to determine if a staff member could be spared the time to attend. Mayor Petta asked Councilman Tillinghast if he would accept the condition on the motion, and upon his agreement, the Motion passed, with AYE votes of all present. EMPLOYEE Glenn Rymer, of Morgan and Franz Insurance Company, presented a BENEFITS proposal regarding the following: (1) Retirement Plan; (2) PROPOSAL Group Medical Insurance; (3) Income Disability. Booklets Item 6. summarizing these plans were distributed to the Council and Staff. REQUEST FOR Mr. Geoffrey Dooley, 22432 Franklin Street, stated that he felt OTHER other insurance agents should be given the same opportunity to INSURANCE present proposals to the City. Mayor Petta stated other agencies PROPOSALS will be given this opportunity. Councilman Tillinghast moved that Council authorize Staff to receive proposals from other insurance agents in the community and any other agencies wishing to do so, and to procure a more detailed breakdown of cost to the City under the PERS Program, to allow the Council time to study to provide adequate protection needed by a City Staff. Councilman Allen seconded, with AYE votes of all present. PUBLIC Mayor Petta reported to City Engineer John Shone that he had PARTICIPATION received a call that the street light at the corner of Barton Road and Mt. Vernon needs replacing. Mr. Geoffrey Dooley, 22432 Franklin Street, reported that all of Mt. Vernon street is rapidly deteriorating and that some sidewalks along that street are collapsing. Mayor Petta asked the City Manager what the status is of street repair within the City. City Manager Armstead stated he has had a meeting with John Shone and the County. The County will come to survey and make recommendations. Mayor Petta asked City Engineer John Shone who should be contacted in case of problems. Mr. Shone suggested coordinating this through the City Manager. Dolores Kossman, 22735 De Soto, stated the Preston Street needs repair. COUNTY NEGOTIA- Councilman Grant asked for the status of County negotiations re- TIONS - LAW garding law enforcement. City Manager Armstead stated that the ENFORCEMENT City Council had determined that they want the same level of service until July 1, 1979. Councilman Grant stated considerable lead time is required to ensure a smooth transition of services from the County to the City, since the County process includes academy training of the officers, etc. Page six - December 21, 1978 PUBLIC Police Chief Ault stated that Academy training involves sixteen PARTICIPATION weeks, plus an additional week for traffic, equipment, etc. Continued Mayor Petta asked Police Chief Ault to coordinate this matter with the City Manager. Police Chief Ault stated the City should submit a formal request for cost factors. Councilman Erway stated he understands a package regarding levels of support has been prepared, and asked if that could be made available to us. Police Chief Ault stated he would meet with the City Manager and have this at the next Council Meeting. ADJOURNED There being no further business, Council adjourned at 8:35 P.M. Respectfully submitted, �. /4 •. . /City Clerk APPROVED: r 1, ... 2 Mayor Page seven - December 21, 1978