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Home My WebLink About06/12/2007 - Study SessionCITY OF NEWPORT BEACH City Council Minutes Study Session June 12, 2007 — 2:30 p.m I. ROLL CALL Present: Council Member Henn, Council Member Curry, Mayor Pro Tem Selich, Mayor Rosansky, Council Member Webb, Council Member Daigle, Council Member Gardner II. CURRENT BUSINESS l.- CLARIFICATION OF ITEMS ON THE CONSENT CALENDAR Mayor Rosanksy advised that he had spoken to the Beeks today on the item pertaining to the ferry noting that he may ask that this item be continued as further discussion and review is necessary. The Beeks will be in attendance tonight and have agreed to it. City Attorney Clauson suggested introducing the ordinance and continuing the lease. 2. DEPARTMENT BUDGET OVERVIEW City Clerk Harkless stated the department's mission and reviewed its budget, staffing, responsibilities, accomplishments, and challenges. She noted the budget reflects. a reduction of $27,129, which is due to salary savings and one -time expenditures. In response to Council questions, City Clerk Harkless stated that if the ballot initiative qualifies, the election may--.Cost approximately $75,000 plus a cost of $3.40 per verified signature, noting, that she would come back to Council for a budget amendment if it qualifies, and unless the City has an initiative on the Primary ballot, there is no cost to the City for this election. Human Resources Director Ramsey stated the department's mission and reviewed its budget (noting it is an 8.8% increase), responsibilities, staffing, service indicators, successes, and challenges. Council Member Henn stated he would be supportive of a request for funds to install new or additional technology. City Attorney Clauson reviewed the department's responsibilities, budget (an increase of $11,000), department reorganization, staffing, service indicators, successes, and challenges. Mayor Pro Tem Selich requested that Council be provided with the amount of money spent by all departments on the group home issue. City Attorney Clauson added that it may be helpful to also include resources required in the future to Volume 58 — Page 172 City of Newport Beach Study Session Minutes June 12, 2007 implement requirements pertaining to transitory residential uses Administrative Services Director Danner stated the department's mission and reviewed its budget, division staffing, service indicators, debt service activity, revenue information, successes, and challenges. In response to Council questions, Director Danner stated the department is proactive in implementing technology to improve services; the current system allows employees to update their personal information; and State funding sources to the City are favorable. Police Chief McDonell provided a revised budget presentation. He reviewed the department's budget, personnel, revenues and grants, divisional responsibilities, accomplishments, and challenges. He noted this budget is a 4% increase in salaries, 7% increase in maintenance and operations, and a 25% decrease in capital outlay from the 2006 -07 budget and provided detail on the ABLE budget increases. Chief McDonell responded to Council questions regarding department vacancies, number of officers patrolling the streets, and status of the lobby remodeling project and donation received for said project. Fire Chief Lewis reviewed the department's mission and reviewed its budget (an increase - of .59% from last year), department detail, revenue, challenges, and successes. In response to Council questions, Chief Lewis stated the small increase in salaries and benefits is due to the hiring of new personnel at a lower salary and explained the importance of having a fourth firefighter on a truck for efficiency and safety reasons. Mayor R,osansky stated that he has asked other cities and each confirmed that a fourth firefighter is essential, and he will be asking that the three previously - removed firefighter positions be re- instituted in the budget. Council Member Curry concurred and indicated his support. At the" request of Council Member Henn, Chief Lewis described the disaster emergency notification system being considered and added that the City has received a preliminary estimate of approximately $125,000 from another vendor for equipment and an additional amount of $2,000- $3,000 per pole for installation. In addition, the present TeleWorks system can be enhanced to send notification via e- mail or by phone. Since they are the City's current vendor, it may be more cost effective to stay with TeleWorks. Their siren system would cost approximately $163,000, and they could not provide a cost estimate at this time for the enhanced e- mail/phone notification system, which will be done on a subscription basis. Council Member Henn requested that $200,000 be added to the checklist for an emergency notification system. Planning Director Lepo reviewed the department's vision statement and talked about the budget, staffing, expenditures and proposed changes in the department. In response to Council Member Daigle's questions, Planning Director Lepo confirmed that the Economic Development planners report to the Assistant City Manager's Office and that there is a contract prepared for execution to use outside companies to assist in projects that are expected to be submitted such as Hoag improvements, Newport Beach Country Club and Newport Center (Irvine Company). He also stated that the budget is increased for training in -house and for the archival program. In response to Council Member Daigle's question regarding tracking and measuring plan checks. Planning Director Lepo stated that the department is implementing a real time live report online which Volume 58 - Page 178 City of Newport Beach Study Session Minutes June 12, 2007 tracks the plan checks average times Building Director Elbettar reviewed the department's mission statement and talked about the organization chart, professional expertise, budget allocation, staffing, revenue, significant projects and challenges such as code adoption. In response to Council Member Daigle's question regarding the tracking of plans, Building Director Elbettar stated that several departments use the permit system software to track plans and set target dates to help with processing. Council Member Henn suggested Building Director Elbettar look at the department's organization in regards to expense savings for the future. General Services Director Harmon talked about the department's programs /services, accomplishments, department structure, budget overview, significant expenditures, proposed reorganization and department challenges such as household waste. He said the biggest challenge that the department faces is the alternative fueled vehicles that is mandated by the Air Quality Management District (AQMD). AQMD is requiring that the replacement of trucks be done with alternative fueled vehicles which include all City heavy duty trucks. In response to Council Member Selich's concerns regarding the growth of positions, General Services Director Harmon stated that the department is expected to only grow with contract management. Recreation & Senior Services Director Morgan showed the department structure and breakdown by division. He spoke about the Senior Services Division and changes in which he will bring information back to Council prior to September 2007. The Newport Coast Community Center will open on September 15, 2007; he will hire a full-time department assistant and a groundsworker II to work at the facility. In response to Council Member Selich's question about the amount of hiring for the Newport Coast Community Center, City Manager Bludau stated that there is no expectation for more hiring. In response to Council Member Daigle's question about the Park Patrol duties, Recreation Director Morgan stated that park patrol officers are there to enforce the rules and regulations of the facilities which would not require police officers presence. Acting Utilities Director Murdoch reviewed the overall budget for the department and the significant changes in the department. In response to Council Member Gardner's question about the Delta drought issues, Acting Utilities Director Murdoch said the drought issues are not affecting the City at this time, however the City will be affected if the drought continues after a couple of years. In response to Council Member Daigle's question asking why the $75,000 to Crystal Cove is on the checklist, Mayor Rosansky stated that it was placed on the report because the issue was previously discussed regarding a rebate on the TOT tax and he was not in favor of a 5 year deal and said that it can be further discussed before the budget is adopted. Volume 68 - Page 174 City of Newport Beach Study Session Minutes June 12, 2007 III. PUBLIC COMMENTS — None IV. ADJOURNMENT — 6:20 p.m The agenda for the Special Meeting was posted on June 7, 2007, at 12:35 p.m. on the City Hall Bulletin Board located outside of the City of Newport Beach Administration Building. Recording Secretary 41 r 0- . City Clerk Volume 58 - Page 175