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HomeMy WebLinkAbout05/11/2010 - Study SessionCITY OF NEWPORT BEACH City Council Minutes City Council Study Session May 11, 2010 — 4:00 p.m. I. ROLL CALL Present: Council Member Selich, Council Member Rosansky, Mayor Curry, Council Member Gardner, Council Member Daigle Excused: Mayor Pro Tem Henn, Council Member Webb II. CURRENT BUSINESS 1. CLARIFICATION OF ITEMS ON THE CONSENT CALENDAR. In response to Council Member Gardner's questions, Recreation and Senior Services Director Detweiler indicated that the Community Youth Center door hardware (Item 11) went out to bid. Regarding Item 16 (Sidewalk Steam Cleaning Services), General Services Director Harmon reported that the trash containers in Corona del Mar are cleaned every two to three weeks and staff has requested that the contractor stand further away from the containers when spraying in order to prevent the paint from chipping. 2. SPECIAL EVENTS/FEE WAIVERS. [100 -20101 City Manager Kiff indicated that this was discussed in more detail at yesterday's Finance Committee meeting. He utilized a PowerPoint presentation to discuss the concerns relative to granting community event fee waivers and not billing for the total cost of the event, and the possibility of some worthy events not occurring in the City because they will be billed the full cost. He reported that many of the events are not covered by the Special Events Advisory Committee (SEAC) and discussed the decrease in resources to accommodate all of the special events. He stated that staff is proposing to categorize special events to assist with cost recovery and reviewed examples of costs, waived fees, and billed amounts from 2009. He added that the proposed program will request an estimate of the full cost of each event upfront and determine the percentage of the cost that should be waived. He stated that implementation of the new process will occur in FY2011 -12. He requested further guidance from Council relative to the possibility of setting aside funds in the budget for event support, requesting that non- profit organizations submit applications for funding with an explanation of the organization's value to the City, and possibly have formal agreements with the non- profit organizations. Council Member Selich noted that the chart presented at the Finance Committee meeting showed that one of the biggest amounts waived was for the Corona del Mar 5K. Recreation and Senior Services Director Detweiler reported that about $100,000 is received through fees and sponsorships, $46,000 is used for event purchases and to pay bills, and the remainder is shared between the City and the Corona del Mar Chamber of Commerce. In response to Council Member Gardner's question, City Manager Kiff explained that this race appears to be more expensive than some of the other races because it is a City- sponsored event and all the costs were reflected in the chart. Volume 59 - Page 467 City of Newport Beach City Council Study Session May 11, 2010 In response to Council questions, Recreation and Senior Services Director Detweiler indicated that most of the City's special events are free; however, the City charged a small fee for the Egg Hunt and the City track meet. City Manager Kiff noted that the City also kept the parking kiosk open at the Corona del Mar State Beach during the Persian New Years event, but pointed out that this event occurs in the City without a permit. Council Member Gardner stated that she likes the idea of setting funding aside in the budget for this so there is more control over fee waivers. She added that she also supports creating categories and the direction staff is suggesting. Mayor Curry noted the importance of special events, but indicated that the City and most organizers did not understand exactly how much it costs to have a special event. He stated that the City needs to find ways to offer some of the City - provided services at a lower cost. He agreed that a budget and a process should be created to deal with this issue Diane Duarte, Spirit Run, reported that the event does not create revenue for the City, but does promote the City and other City events. She expressed support for the proposal. City Manager Kiff assured Council that staff intends to conduct outreach to the event organizers. He added that the City is working with the Police Department and West Newport to change the non -City event that occurs on Independence Day, noting that it costs the City about $180,000. 3. FINAL REPORT AND RECOMMENDATIONS FROM THE TASK FORCE ON CYCLING SAFETY. 1100 -20101 Code Enforcement Division Manager Kappeler utilized a PowerPoint presentation to highlight the Committee's final report and recommendations regarding education and outreach, road improvements, and encouraging cycling in the City. He stated that the Committee is recommending that the City update the 1991 Bicycle Trails Map. He noted that Google provides bike routes, however, the City's routes also need updating. He reported that the Committee also recommends installing additional signage, developing and implementing a sharrows program, developing a focus area program, and developing bike rack guidelines. Council Member Gardner commended the Committee and noted that the Committee's suggestions are not costly. She suggested that the City Traffic Engineer develop criteria for a sharrows test program. She emphasized the importance of safety education for both drivers and cyclists. Council Member Selich suggested testing the sharrows program on Bayside Drive between Paseo and Carnation. Mayor Curry commended the Committee and stated that the report sets the stage for the City to be more bicycle - friendly and safer. Don Graham stated that he cycled from the Oregon border to Newport Beach and found that Newport Beach had some of the scariest cycling conditions. He encouraged the City to paint bike lanes on both sides of Coast Highway. Frank Peters, Task Force on Cycling Safety Committee Member, stated that he could not take a boy scout troop cycling in the City to earn their cycling badge because it was Volume 59 - Page 468 City of Newport Beach City Council Study Session May 11, 2010 a safety challenge. He expressed support for painting sharrows in Corona del Mar. Regarding what direction to take, without objection, City Manager Kiff stated that he will discuss options for a sharrows program and bike racks with the management staff tomorrow. 4. BUDGET UPDATE - FY09 -10 AND FY10 -11. [100 -20101 City Manager Kiff reported that the budget was discussed at yesterday's Finance Committee meeting, and that more budget discussions will take place by Council on May 25 and June 22. He discussed the current fiscal picture and how significant cuts were made during FY2009 -10 without impacting the number of public safety staff out in the field or reducing library hours. He also discussed how the public can view a copy of the draft budget. Administrative Services Director McCraner utilized a PowerPoint presentation to note that the budget is consistent with the Fiscal Sustainability Plan. She also highlighted the possible revenue changes and summarized the change in expenditures for the upcoming year. She noted that future reductions entail moving personnel in the Police Department from office positions to field positions and discussing the ABLE program with Costa Mesa. She added that the current budget does not include the restructuring of development services, the current assessment of Fire and Lifeguard personnel, impacts of current negotiations with the Police associations, and negotiations with the miscellaneous groups. She also discussed CIP projects and how the City is doing in balancing its General Fund budget. She referenced the Fiscal Sustainability Plan and showed how remaining goals follow the plan relative to reducing the use of reserves, utilizing cost - sharing for City pensions, doing more competitive contracting, effectively funding the Facilities Finance Plan, and using restructuring to improve service and cut costs. Mayor Curry commended the City Manager and the Administrative Services staff for reducing the budget by $8.7 million without reducing the number of Police officers out in the field and being able to move forward with the OASIS Senior Center, Rhine Channel dredging, and Civic Center projects. He emphasized that the City will not stop here and noted that the City's foresight is paying off. He noted that it is appropriate for the City to use some of its capital reserves for capital projects at this time but immediately begin building it back up. Council Member Daigle expressed concern regarding the Office of the City Attorney's budget since it proposes an increase. She requested a summary of the budget changes and an explanation for the May 25 meeting of how internal staffing and the use of outside counsel has changed. III. PUBLIC COMMENTS -None Acting City Attorney Mulvihill reported that, in Closed Session, Council will conference with real property negotiators pursuant to Government Code Section 54956.8 relative to 601 East Balboa Boulevard/209 Washington Street. She reviewed who will be involved in the discussions and reported that the item is to provide direction to the City negotiator regarding the price and term of payment for the lease of the parking facility. Mayor Curry provided anyone in attendance the opportunity to speak on this Closed Session item No public comment was provided. Volume 59 - Page 469 City of Newport Beach City Council Study Session May 11, 2010 IV. ADJOURNMENT - 5:20 p.m. The agenda for the Study Session was posted on May 5, 2010, at 4:50 p.m. on the City Hall Bulletin Board located outside of the City of Newport Beach Administration Building. �JO,UJ � - Recording Secretary Mayor L �41k� '0 bM*�, City Clerk Volume 59 - Page 470 : a