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HomeMy WebLinkAbout05/25/2010 - Study SessionCITY OF NEWPORT BEACH City Council Minutes City Council Study Session May 25, 2010 — 3:30 p.m. I. ROLL CALL Present: Mayor Curry , Council Member Webb , Council Member Gardner , Mayor Pro Tem Henn., Council Member Selich, Council Member Daigle Absent: Council Member Rosansky H. CURRENT BUSINESS 1. CLARIFICATION OF ITEMS ON THE CONSENT CALENDAR. Regarding Item #8 (Energy Efficient Streetlight Improvement Project), Council Member Gardner asked staff to provide her with the total amount of cost savings that the LED streetlights will yield. 2. OVERVIEW OF LIBRARY S EUREKA GRANT PROJECTS /PRESENTATION OF LSTA $10,000 CHECK. Mayor Curry announced that City Manager Kiff is serving on jury duty and will join the meeting as soon as possible. Library Services Director Cowell introduced Library staff, briefly explained the funding process for employees to attend The Eureka Leadership Institute, and presented a check from the Library Services and Technology Act (LSTA). Librarian III/Web Services Hansen showed a PowerPoint that provided an overview of The Eureka Leadership Institute's program. Council Member Rosansky arrived at the meeting at 3:37 p.m. Library Assistant Cots. discussed the project she is working on for The Eureka Leadership Institute. In response to Mayor Pro Tem Henn's question, she stated that she works hands -on with teens. Children's Librarian Hart discussed the project she is working on for The Eureka Leadership Institute and explained new cell phone features that the library will soon offer. Mayor Curry thanked the Library staff for their hard work and dedication 3. CHARTER UPDATE COMMISSION REPORT. Marian Bergeson, Charter Update Commission Chairperson, provided a summary of their 17 recommendations which includes: clean.un: those matters in which the Charter or Initiative Measure is inconsistent with the existing law; modernization and efficiency: those matters in which the Charter is not consistent with the current Volume 59 - Page 479 City of Newport Beach City Council Study Session May 25, 2010 municipal practice and efficiency in government can be achieved through modernization; and poli cy: those matters in the Charter that may warrant a review and update for policy reasons. She commended the Charter Update Commissioners, staff, Council Liaisions, and the City Manager for their hard work and input. She stated that each recommendation was studied in detail and considered under a City Council/City Manager form of government. She discussed the Civil Service Board system and oil drilling recommendations, and emphasized the importance of using clear language on the ballot. In response to Council Member Gardner's question, Assistant City Manager Wood clarified that the proposed locations to reduce oil drilling sites to about 5% of the existing drilling sites are comprised of two existing City sites plus one site on Banning Ranch. Mayor Pro Tem Henn stated that the Civil Service Board would only be involved in the review and advisement of Civil Service issues, as opposed to other staff issues. In response to Council Member Webb's question, Chairperson Bergeson stated that after investigating, the Commission concluded that the money given to the Chamber of Commerce by the City is not used for political or lobbying activities. Council Member Webb expressed support for the second alternative for P3 of the Charter Update Commission's recommendation. In response to Council Member Daigle's question, Mayor Curry stated that the Charter Update Commission is proposing that the change in procedure relating to the sale of City property will still allow the public to have the opportunity to vote on the sale of City property. In response to Council Member Gardner's question, Chairperson Bergeson stated that the Charter Update Commission did not recommend a change to the appointment of Council Members when there is no election because they believe the current system is working fine as it is. Mayor Pro Tern Henn commended the citizens for providing significant contributions to the project. Mayor Curry thanked the Charter Update Commission and stated that the item will come back to Council for further discussion and approved recommendations will be placed on the ballot in a form to be determined. He noted that the work of the Charter Update Commission will help the City save money, be more efficient, and provide for an effective government. In response to Council Member Selich's question, Mayor Curry stated that some of the ballot measures may be consolidated prior to being placed on the ballot. 4. BUDGET OVERVIEW. Administrative Services Director McCraner showed a PowerPoint that provided an overview of the budget process, City fund structure, City Charter budget provisions, monthly schedule, types of funds, revenue budgeting, Transient Occupancy Tax (TOT), principal property taxpayers, expenditure budgeting policies, Fiscal Sustainability Plan, expenditure summary, 2010 -11 budgeted positions, special financial reserves, balancing the General Fund budget, pending issues, recurring Volume 59 - Page 480 City of Newport Beach City Council Study Session May 25, 2010 Council grants, and budget goals for 2010 -I1. In response to Council Member Daigle's question, Administrative Services Director McCraner stated that the Office of the City Attorney is taking on more work and is outsourcing less. Council Member Daigle stated that the number of employee's in the department needs to be justified and requested that a workflow analysis be provided that outlines what each employees' tasks. Mayor Curry directed the City Manager to work with the Office of the City Attorney in preparing an overview of the department and requested that it be presented to Council at the June 8 meeting. In response to Mayor Curry's question, Administrative Services Director McCraner stated that she is working with Acting Assistant City Manager Perkins on a Performance Based Budget Plan. She explained the process and stated that she will discuss it with the City Manager, Assistant City Manager, and Finance Committee prior to bringing it to Council. In response to Mayor Pro Tem Henn's question, Administrative Services Director McCraner stated that it is not staffs intent to draw money from the reserves, if at all possible. In response to Council Member Daigle's question, Administrative Services Director McCraner stated that the Capital Improvement Program (CIP) projects that are not re- appropriated or completed, become a budget savings and the money is returned to the General Fund. Public Works Director Badum stated that staff is currently working on closing additional projects to allow opportunities to return more money into the Fund accounts. In response to Mayor Pro Tem Henn's question, Administrative Services Director McCraner stated that the Council Policy requires that all Internal Service Funds that are surpluses above the amount that Council has approved are amortized over a five -year period. She clarified that the pension investment rate assumption has not been changed at this time and noted that she did not know when it will increase. In response to Council questions, Assistant City Manager Wood stated that the Special Events Advisory Committee (SEAL) will be viewing grants given to organizations and noted that only two grant applications for next year have been received so far. Mayor Curry stated that Council will need to examine the total sum of funds given to organizations as part of an overall analysis. He stated that they will also need to evaluate the value of the events and their importance in maintaining the fabric of the community. Council Member Webb suggested that the mooring fees be increased as soon as possible to cover the charges to the City by Harbor Patrol. Administrative Services Director McCraner stated that staff is evaluating CPI adjustments until appraisals are done and noted that a cost for service study is currently being conducted. Mayor Pro Tem Henn stated that the Finance Committee discussed moving more quickly in regards to mooring fees and he hoped for a rapid conclusion. Mayor Curry agreed that the User Fee process needs to move quickly, commended staff for their efforts in closing the budget gaps, noted that the budget needs to be balanced without removing funds from the reserves, expressed satisfaction with the partnership approach that the Fire and Volume 59 - Page 4 81 City of Newport Beach City Council Study Session May 25, 2010 Lifeguards Associations have taken, and suggested that the City produce a long range plan for future budget issues. Mayor Pro Tem Henn commended staff for the progress made and expressed concern about the way the budget is portrayed. He believed that there is considerable risk in the proposed budget, in that the City is taking full credit for an optimistic view on the revenue side and also believed that the City is not past the disappointment stage. He stated that he will be interested in the progress made on the pending issues and on the appropriate revenue side so the City does not have to take $2.5 million out of Operating Reserves. 5. CIP PRESENTATION. Deputy Public Works Director Webb showed a PowerPoint that included information on the Capital Improvement Projects (CIP) completed in FY 2009 -10, current CIP work in progress, CIP history, and the CIP program survey. In response to Mayor Pro Tem Henn's question, Deputy Public Works Director Webb clarified that Balboa Boulevard is in the Pavement Management Plan. He stated that more money will need to be added to the Pavement Management Plan because the City will be required by the Orange County Transit Authority (OCTA) to keep the pavements at a certain condition index. Mayor Pro Tem Henn asked staff to come back to Council with a menu of alternatives or a list of suggestions that would allow the City to utilize funds from another budgeted item to get the Wayfinding Sign Program completed. In response to Council Member Gardner's question, Assistant City Manager Wood stated that she believed that there was confusion about what was going to be implemented for the pilot program. In response to Council Member Daigle's question, Deputy Public Works Director Webb stated that the Sunset Ridge Park project that was approved has the traffic signal included and believed that Caltrans will approve the signal. Council Member Rosansky stated that the project will come back as a budget item and that the traffic signal can be discussed at that time. Council Member Webb stated that the traffic signal is an extremely important element for the public's safety and a key element for having safe access to the park. In response to City Manager Kiffs question, Deputy Public Works Director Webb stated that the Tsunami Project is going well, they are still working on installing the sirens, and are waiting for a license from the Federal Aviation Administration (FAA) for sound approval. III. PUBLIC COMMENTS - None IV. ADJOURNMENT - 5:29 p.m. The agenda for the Study Session was posted on May 19, 2010, at 8:40 p.m. on the City Hall Bulletin Board located outside of the City of Newport Beach Administration Building. Volume 59 - Page 482 City of Newport Beach City Council Study Session May 25, 2010 City Clerk 1 Recording Secretary Mayor Volume 59 - Page 483