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HomeMy WebLinkAbout06/10/2008 - Study SessionCITY OF NEWPORT BEACH City Council Minutes City Council Study Session June 10, 2008 — 3:30 p.m I. ROLL CALL Present: Council Member Henn, Mayor Pro Tem Daigle, Mayor Selich, Council Member Webb, Council Member Curry, Council Member Gardner Absent: Council Member Rosansky II. CURRENT BUSINESS 1. CLARIFICATION OF ITEMS ON THE CONSENT CALENDAR. Council Member Webb indicated that he will be pulling Item 8 (Restaurant Association Business Improvement District) tonight. In response to Council Member Henn's question relative to Item 24 (2008 -09 Appropriations Limit Hearing), Administrative Services Director Danner reported that the amount of exclusions totals $3 million to $4 million. Mayor Pro Tem Daigle requested that Item 20 (Board and Commission Scheduled Vacancies - Confirmation of Nominees) be amended so that Harbor Commission nominee Bill Avery is changed to Brad Avery. Regarding Item 18 (Community Youth Center), City Manager Bludau indicated that a needs assessment was sent to Mayor Pro Tem Daigle. He reported that, while the OASIS Senior Center is under construction, the community center will serve as a temporary location for OASIS programs and classes. Mayor Pro Tem Daigle reported Item 14 (Integrated Regional Water Management Plan for Newport Bay Watershed) and Item 15 (Water Management Plan for Newport Bay Watershed) will be discussed further at a future Study Session. Council Member Rosansky joined the meeting at 8:88 p.m. Regarding Mayor Pro Tem Daigle's question relative to Item 19 (Traffic Signal Rehabilitation), Public Works Director Badum highlighted the project and reported that minimum lane closures may occur. Discussion also ensued relative to the aesthetics and need to maintain the controller boxes at the current locations. 2. DEPARTMENT BUDGET OVERVIEW. Police Chief Mein discussed the citizens' desire to have increased Police visibility. He utilized a PowerPoint presentation to illustrate how the Police cars will be changed from all white vehicles to black and white vehicles. He reported that the black and white vehicles will start patrolling the streets after July 4. He discussed the four bids received to paint the current vehicles, and reported that new vehicles will be factory - ordered black and white and that Irvine and Laguna Beach are the only cities in the County that will Volume 58 — Page 502 City of Newport Beach Study Session June 10, 2008 still use white vehicles. Fire Chief Lewis read the mission statement, highlighted the department budget ($31.5 million), emphasized the importance of grants, provided a budget summary by division, discussed staffing, and reported on the department's revenue sources. He highlighted the challenges facing the department and successes the department has experienced. Regarding Station 7 and the training tower, he discussed how the tower has greatly assisted with safety personnel training and that other agencies currently use the tower only during multi- company drills. Council Member Henn requested information that clarifies why the,EMS budget has increased almost $500,000. Regarding Council Member Curry's questions, Fire Chief Lewis expressed concern about the response times for the Crystal Cove area and indicated that the Orange County Fire Authority is suggesting that the City build a fire station in the area. Assistant City Manager Wood reviewed the draft Planning Department strategic plan for improving permit services, including the timeframes and costs involved for the implementation. She indicated that they would like to take the plan to the development community for input. She also reviewed improvements that have already been implemented. She reported that the strategic plan would add $105,000 to the budget checklist ($15,000 for training and $90,000 for a new Permit Technician). She indicated that the proposed workstation changes can be done through budget amendments. In response to Council questions, Assistant City Manager Wood discussed how developers can find out about the proposed strategic plan, indicated that the new Permit Technician would be for the Building Department, explained the proposed duties of the new plan checker, and stated that Permits Plus may need to be customized. City Manager Bludau indicated that this plan was discussed with the benchmarking consultants who indicated that it is cutting edge. Building Director Elbettar discussed the process for plans that need corrections and reported that the Building Department can issue combination permits. Council Member Curry expressed the importance of increasing the building and planning fees to assist with the proposed service improvements, and emphasized the need to focus on customer service and benchmark the services provided. Planning Director Lepo reviewed the department's core services and expenditures, explained why the Maintenance and Operations (M &O) account decreased from the previous year, highlighted ongoing programs and future improvements, and discussed significant expenditures. Assistant City Manager Wood reported that a $50,000 request is on the checklist to continue implementation of the Economic Development strategic plan. She also reviewed the unfunded strategic plan projects in Economic Development. Council Member Henn requested that the Balboa Peninsula Plan Update be added to the budget checklist. Building Director Elbettar displayed the Building Department's organizational chart and noted that, out of 33 full-time employees, the department currently has seven vacancies. He displayed the building regulations they follow and reviewed the allocation plan, division budgets, and staffing. He stated that, of the 400 applicants applying for the vacancies, only ten were qualified for Building Department positions. He reviewed the department's revenue sources and displayed a revenue chart and an annual construction valuation chart. He highlighted significant projects and displayed a breakdown of the Volume 58 - Page 503 City of Newport Beach Study Session June 10, 2008 III. number of projects by valuation. He discussed the service indicators, provided permit data, and displayed the turnaround time for first plan checks and a chart of how long the Building Department has custody of plans for various types of projects. He reported that they have implemented plan check service enhancements. In response to budgetary questions, Building Director Elbettar discussed what happens if a plan requires a third plan re- check. He reported that salaries and benefits have increased, but the FTEa have not because the budget refiecta the positions Council approved on December 11, 2007, and the salaries and benefits for the new positions, and explained that the M &O account increased because of the workload for overflow plan checks and because contract positions are also charged to that account. Regarding the building fees, he explained that the fees are currently not competitive enough for qualified consultants to want to contract with the City. He added that, with projects becoming more involved and when valuation and fees are low, they lose consultants. General Services Director Harmon read the revised mission statement and highlighted the core services, budget by division, significant expenditures by division, and staffing. He noted that the City will realize a $100,000 budget decrease next year if the CR &R agreement is approved (Item 29), but this will also mean that department staffing will be reduced by five positions. He pointed out that the department provides 38% of its services through contracts. He explained that fuel prices is one reason for the increased departmental costs. He also reviewed the services selected for the benchmarking process, and the department's targets and challenges. In response to Council questions, General Services Director Harmon confirmed that the reforestation budget provides for the replanting of 36 -inch trees instead of 24 -inch trees. He indicated that he will determine why there is a 1.5 FTE increase in part -time positions, but believed that it is probably due to the need for more summer help. Public Works Director Badum read the department's revised mission statement. He reported that the department has the same number of employees, even with the reorganization. He highlighted the departmental budget and explained the 4.57% budget change. He displayed a list of the projects completed in fiscal year 2007 -2008 and reported that the primary goals for fiscal year 2008 -2009 are in balance with the Council priorities. In response to budgetary questions, Public Works Director Badum discussed the value of having the option of in -house or on -call consultant project managers. He added that this also gives the department the option to cut back on consultants depending on budgetary constraints. Further, they charge the consultants' time to the appropriate capital projects. He described the types of projects that will be handled in- house. He discussed the surveying issue and indicated that monumentation is being added to capital improvement and paving projects. He indicated that he is not aware of any problems at Shorecliffs but will look into it. Greg Schwenk discussed the benefits the Newport Beach Film Festival has on the City's revenue. He reported that next year will be the Festival's 10th anniversary and they will probably hold the Festival in May. [Note: Public Comments was initially taken out of order, but the public was given the opportunity to speak following the budget overview] Sherry Drury, President of the Restaurant Association Business Improvement District, requested that Council consider the Restaurant Association's budgetary proposal and reported that they would like to hold two Restaurant Weeks next fiscal year. Volume 58 - Page 504 City of Newport Beach Study Session June 10, 2008 IV. ADJOURNMENT - 5:17 p.m. The agenda for the Study Session was posted on June 4, 2008, at 2:45 p.m. on the City Hall Bulletin Board located outside of the City of Newport Beach Administration Building. Mayor EA City Clerk Volume 58 - Page 505