City Council Minutes

June 5, 2000

REDWOOD CITY CITY COUNCIL

MAYOR  IRA RUSKIN
VICE MAYOR  RICHARD S. CLAIRE

 
COUNCILMEMBER JIM HARTNETT
COUNCILMEMBER DIANE HOWARD
COUNCILMEMBER JEFF IRA
COUNCILMEMBER COLLEEN M. JORDAN
COUNCILMEMBER BARBARA PIERCE

REGULAR MEETING
7:30 P.M.
June 5, 2000

1. CALL TO ORDER - 7:00 p.m.

2. ROLL CALL

Council Members Present: Hartnett, Howard, Ira, Jordan, Pierce, Vice Mayor Claire and Mayor Ruskin

Staff Present: City Manager Everett, City Attorney Schricker, City Clerk Howe; Senior Deputy City Clerk Ponte, Assistant to the City Manager Gonzalez , Financial Services Director Ponty, Information Technology Manager Gipe, Senior Civil Engineer Lynch, Community Development Services Director Nelson, Community Development Services Manager Patterson, Planning and Redevelopment Manager Church, Senior Civil Engineer Chang, Housing Coordinator Jones-Thomas, Public Works Services Director Ingram, Public Works Superintendent Rosas, Public Works Superintendent Mann, Public Works Superintendent, Fire Chief Montez, Police Chief Bolanos, I.S. Technical Analyst Batsford, Police Captain Switzer, Parks and Recreation Director Griffiths, Parks and Recreation Manager Centeno, Human Resources Director Rivera-Pena, Library Director Chen

3. PLEDGE OF ALLEGIANCE - By Vice-Mayor Claire

4. ORAL COMMUNICATIONS

Ken Rolandelli stated he and Michael Bursak were present to share exciting news. The Governor's Historic Preservation Awards committee for the year 2000 solicited nominations, and the Redwood City Historic Resources Advisory Committee nominated a local group. Michael Bursak stated that Boy Scout Troop #991 has made a valuable contribution to the Union Cemetery Historic site. The Scout Master of Boy Scout Troop #991 is Tim Blum who is a dedicated adult leader. The Governor's Historic Award for 2000 is a very prestigious award and some years has not been given at all because a suitable recipient has not surfaced. Boy Scout Troop #991 is a recipient this year. The award is given to an organization, not a person, and nominating the Troop was a natural after the people in it had done such a good job. A presentation ceremony will be taking place at a later date subject to the Governor's schedule. Considering how rare this award is, Boy Scout Troop #991 may be the only recipient this year.

5. CONSENT CALENDAR

Items on the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion and one vote. There will be no separate discussion of these items unless a Council Member or Citizen so requests, in which event the item will be removed from the consent and considered in its normal sequence on the agenda.

Items A, D and F were pulled from the Consent Calendar for separate discussion.

B. Motion to Approve Support Agreement for South Bayside System Authority;

MINUTE ORDER 00-237

C. RESOLUTION 13906 OF THE COUNCIL OF THE CITY OF REDWOOD CITY, ACTING AS THE LEGISLATIVE BODY OF REDWOOD SHORES COMMUNITY FACILITIES DISTRICT NO. 99-1 (SHORES TRANSPORTATION IMPROVEMENT PROJECT) OF THE CITY OF REDWOOD CITY, APPROVING THE INITIAL SPECIAL TAX REPORT OF SUCH DISTRICT;

E. RESOLUTION 13907 APPROVING FINAL SUBDIVISION MAP OF ONE MAPLE STREET SUBDIVISION, REDWOOD CITY, CALIFORNIA, SUBJECT TO CERTAIN CONDITIONS; APPROVING AND ADOPTING PLANS AND SPECIFICATIONS FOR IMPROVEMENT THEREOF; APPROVING AND AUTHORIZING EXECUTION OF AGREEMENT FOR THE CONSTRUCTION OF IMPROVEMENTS FOR SAID SUBDIVISION; ABANDONING AND VACATING A PORTION OF FRANKLIN STREET; ACCEPTING OFFER TO DEDICATE MAPLE STREET, FRANKLIN STREET AND EASEMENTS; AND ELIMINATING PHYSICAL ACCESS FROM LATHROP STREET TO MAPLE STREET;

G. RESOLUTION 13908 APPROVING AND AUTHORIZING EXECUTION OF AGREEMENTS FOR GAS AND ELECTRICAL SERVICES TO FIRE STATION NO. 11;

H. Reject the claims of: Mary Bourquin, Claim No. 1822; Image Auto Inc., Claim No. 1823; and 21st Century Glass, Claim No. 1825;

MINUTE ORDER 00-238

I. Approve warrants dated through June 5th, 2000 and all usual and necessary payments dated through June 12th, 2000;

MINUTE ORDER 00-239

M/S Howard/Ira to waive reading of the Consent Calendar except the ordinances by title, adopt the resolutions and the ordinances, and approve other items. The motion passed by a unanimous roll call vote.

A. M/S Ira/Howard to Approve the Minutes of the Last Regular Meeting of May 22nd, 2000; after Council Member Pierce offered clerical corrections to the minutes. The motion passed by a unanimous voice vote.

MINUTE ORDER 00-236

D. M/S Hartnett/Ira to adopt RESOLUTION 13909 APPROVING CONTRACT DOCUMENTS FOR THE SHEARWATER/SEACREST ACCESS PATH IMPROVEMENTS PROJECT; AND AUTHORIZING AND DIRECTING ADVERTISEMENT FOR BIDS THEREFOR;
The motion passed by a unanimous roll call vote.

F. M/S Ira/Howard to adopt RESOLUTION 13910 DECLARING CERTAIN DESCRIBED CITY-OWNED PROPERTY SURPLUS; AND AUTHORIZING CONVEYANCE THEREOF; Council Member Howard commended City staff for recognizing that computer equipment is at a premium for the school district and education groups by proposing the Macintosh based computers be surplused to the Redwood City Foundation. The motion passed by a unanimous roll call vote

6. STUDY SESSION

A.

1. Opening Comments (by Mayor Ruskin Dick Claire, Vice-Mayor and Finance Committee Chair Jeff Ira);
   
   Mayor Ruskin gave the background leading up to the first Study Session. He explained the Council Priority Setting Sessions and Capital Improvement Program study sessions had occurred prior to this Budget Study Session and staff had simultaneously been preparing the proposed budget document.
   
   Finance Committee Chairperson Ira commended both Financial Services Director Ponty and Police Chief/Assistant City Manager Bolanos for the improvements in the budget document. He further explained he and Vice Mayor Claire had discussed parameters with the budget team and full agreement was attained. The Performance Measurement standards were included in the budget for the first time and the document layout and readability is greatly enhanced.
   
   Vice Mayor Claire thanked Chairperson Ira and explained that although the format does not include line items, the individual department budgets were available for perusal in the Council Study. He stated it was the best budget in terms of readability.
   
   
2. Welcome (by Ed Everett, City Manager);
   
   City Manager Everett explained the various segments of the presentation and that this is the third time the CIP has been presented. He further explained it is over a year long process preparing the budget and went through the chronology of the Council decision making process that led to the proposed budget.
   
   City Manager Everett gave examples of increases in productivity in the Clerk, Fire and Human Resources Departments. Examples of collaboration and entrepreneurial ventures by the Library, Finance, Community Development Services, Human Resources, Public Works, Parks and Recreation, Fire Department and Police Department were given.
   
   
3. Financial Overview (by Brian Ponty, Finance Director);
   
   Financial Services Director Ponty gave an overview of the General Fund Revenues and Expenditures for each of the next two fiscal years. Overall, he stated the outlook is robust with housing and commercial real estate prices are strong and local sales are showing solid gains. He indicated the situation is not likely to last indefinitely. The funding sources for the General Fund are consistent with the Sales Tax at 30% of revenues and Property Tax at 24%. The next single largest funding source is revenue from other agencies which accounts for about 12% of the revenues.
   
   Expenditures were explained indicating employee costs account for over two thirds of the expenditures. Supplies and services, which include P.G. & E., telephone, professional services and office supplies are the next highest percentage, followed by internal services such as functions provided to us and charged against each other. The smallest portion of the budget is the fixed assets.
   
   Looking ahead to the second year of the proposed budget, sales tax and property tax remain the largest sources of funding. Financial Services Director Ponty explained the potential sales tax leveling off due to electronic sales rather than a tangible format leading to the projection of a 3-1/2% increase in sales tax which is lower than the current inflation rate in the Bay Area. Financial Services Director Ponty explained the property tax distribution as well.
   
   
   • Council Questions/Comments/Public Comment
     
     Council Member Hartnett spoke regarding volatility of sales tax and software sales and stated that companies may be more aggressive in bypassing sales tax necessitating closer attention to be paid with possible second year adjustments to the budget. He further stated the need to be more regionally involved in regional and statewide efforts relative to education local legislators and others in the implications of the evasion of sales tax by software companies.
     
     Finance Committee Chairperson Ira commended Mr. Ponty on staying abreast of the issue. He further stated Council Member Jordan will be attending a legislation seminar and recommended that cities should unite through the League of California Cities as they are pursuing the issue.
     
     Finance Committee Member Claire asked about recouping monies taken by the State. City Manager Everett indicated the League is not expecting to pursue at this point.
     
     Council Member Jordan stated appreciation for the presentation on collaborations, entrepreneurial ventures, efficiencies and doing more with less and would like to see a report with outside consultants and costs. She requested a report on outside consultants to be provided at the next budget session.
     
     Finance Committee Chairperson Ira asked for explanation of areas of expertise being contracted for and not present on staff.
     
     Public Comment:
     
     Pete Hughes passed out a letter dated June 5, 2000. He stated that there is a 45% increase in General Fund Revenues and the expenditures are up 50%. He made several points outlined in the letter. One specific point he made was the hope that the Bayfront storm drainage plan be locked in for phases 3, 4 and 5 into the future.
   
   
   
4. Performance Measures and Objectives (by Peter Ingram, Public Works Services Director);
   
   Mayor Ruskin mentioned the first event was the Neighborhood Services Survey and then the ICMA Performance Measurements
   
   Public Works Services Director Ingram explained the Neighborhood Services Survey, the objectives and the Performance Measures as they apply to the proposed budget.
   
   Neighborhood Services Survey - some of the best models in private sectors use a sampling or survey process in order to balance the perception with the data. He linked the survey to the real world of doing business. He gave an example of Code Enforcement and walked through the analysis of the results, then related it to the last budget priority of esthetics. He related violations to the performance measures and posed questions on system process The final step would be going to Objectives under Code Enforcement where three specific objectives have been set for staff.
   
   Public Works Services Director further gave an example of budget objectives driven by Council priorities in Youth and Education and highlighted some Performance Measures that demonstrate, efficiency, customer satisfaction, effectiveness or cost effectiveness.
   
   Council Member Pierce, stated she was impressed in the layout of the budget and pointed out one area of comparison in what is asked of staff as a community and the cost and impact on the budget. She stated the expertise in shifting resources was interesting in targeting areas of necessity.
   
   Council Member Hartnett reiterated the compliments on the presentation and the addition of performance standards. He reminded staff and Council that the payoff comes a couple of years from now and that all should be accountable.
   
   Council Member Ira stated what we would find is immediate improvements by staff in the approach to problems and through efficiency.
   
   Council Member Howard concurred regarding the budget and Performance Measures in each department with analysis and next steps. She encouraged evaluating why accomplishments did not occur and assuring that the information gathered applies from year to year.
   
   Vice Mayor Claire expressed caution to be tolerant and realistic in evaluating the Performance Measures in two years. He stated the City is treading on new territory and on the cutting edge in this area.
   
   
5. Significant Budget/Operational Changes (by Carlos Bolanos, Chief of Police/Assistant City Manager);
   
   Police Chief/Assistant City Manager Bolanos explained the significant budget and operational changes in the various departments:
   
   

   • He stated Shelter Network funding has been moved to the City Council budget and ultimately would go to the HSFA Program budget.
   • The City Manager Budget per Council priority, contains a Community Information Manager position to significantly improve communication to our residents. A half time Management Analyst position to serve as a citywide lead and support for performance measures, neighborhood services survey, volunteer program and to provide support on programs requested by Council and the community is included.
   • Community Development Services contains a full time employee to respond to provide timely response to neighborhood traffic requests and regional traffic and transportation needs. Funding is also proposed for a First Time Homebuyers Program and consulting services to carry out the Downtown Specific Plan and the General Plan effort.
   • The Code Enforcement Division changes include the addition of one Community Services Officer in an administrative support position and funds are also included for contract assistance in sign enforcement and continuance of the shopping cart retrieval efforts.
   • Human Resources will seek innovative methods for dealing with external factors such as the tight labor market, recruiting competition and rising costs associated with administrative processes required to effectively manage the work force.
   • The Finance Department changes include the addition of an Information Technology Analyst to respond to increased demands and a full time Webmaster position is included in the I.T. Division budget to assist in developing websites and communication to the residents and public.
   • The Fire Department budget includes a significant increase for a Communications Dispatch Service agreement as a result of an upgrade to the County Communication Dispatch System. A one-time augmentation to the vehicle replacement fund is requested to upgrade an emergency command vehicle and fund a replacement program for the entire fleet.
   • The Library budget reflects a State increase in FY 99/00 by $40,680. to be used to purchase books to raise the book circulation. Continuation of the Tutor Coordinator for the Kids in Partnership Program is in year one and the School Readiness Outreach Specialist in year two.
   • In Parks and Recreation, two California After School Safe Neighborhood grants and a Federal learning grant have been received in connection with the Redwood City School District. These grants will provide programs for children at 6 sites; Fair Oaks, Hawes, Hoover, Taft, Selby Lane and McKinley Schools. The Childcare Coordinator position is proposed to be increased from .75 to a full time position.
   • Public Works changes include the ability to conduct a two year organization development initiative addressing increasing retirement and turnover trends in that department. The budget also includes adding one Analyst position and converting one field worker position to an administrative support job to address increased regulatory compliance and reporting requirements. The City, County and Redwood City School District have executed an agreement for the renovation of the existing Taft School field and the creation of two new fields at the Garfield School site. The agreement provides for the City to perform maintenance at both school sites with some revenue provide by the County for the Garfield site which is outside the City limits.
   • The Police Department changes include the commitment to build a permanent facility for the Police Activities League. Additionally, the continued commitment to youth is shown with the proposal to hire a full time juvenile specialist to assist in juvenile diversion and counseling. A contract employee has filled this position for the last 8 years and the addition is accomplished without a budget increase by decreasing several other funds and reallocating those monies to employee services. In an effort to operate more efficiently, two management positions are being consolidated, a Communications and Records Manager position, into one entitled Administrative Services Manager. This enables a reorganization without an increase to the General Fund.
     
     

   • Council Questions/Council Comments/Public Comment
     
     Council Member Hartnett requested an explanation of the increase in the head count of the Parks, Recreation and Community Services Department. A number of grants provide funding for the positions.
     
     Parks, Recreation and Community Services Director Griffiths stated he has applied for three grants and received two so far for approximately $1.1 million dollars. A number of personnel changes (7.5) are associated with the grants received and other personnel has been added to maintain the fields, the Downtown landscaping, and medians and circles as a part of the beautification effort. Many positions are flexibly staffed.
     
     Council Member Jordan stated that in the Council Priority Session more police officers had been discussed but it appears the number is going down.
     
     Police Chief/Assistant City Manager Bolanos explained there is no reduction in police officers, but funding is provided through grants.
     
     Council Member Jordan asked where the $2.5 million for the Public Financing Authority is coming from in relation to Mr. Hughes previous question.
     
     Financial Services Director Ponty, responded that approximately $1.5 million is coming from the Redevelopment Agency and the balance from the General Fund. He further explained in detail the outstanding debt as of June 30, 1999 and City Manager stated a report would be provided shown in categories.
     
     Council Member Jordan asked when the Redevelopment Agency budget is being adopted and for an explanation of the half-time Management Analyst position.
     
     Council Member Pierce asked about the full time Webmaster position and the expected benefits.
     
     Financial Services Department Director Ponty responded that the position would assist departments with ideas and needs on the website and be proactive in exploring private and public websites and internet applications for possible City usage.
     
     Council Member Ira requested clarification that the only debt the General Fund is paying for is the $21 million to fund the Police Station, Fire Station , etc. He also stated that the utility bills should be used as a secondary notification process.
   
   
   
6. Capital Improvement Program (by Deborah Nelson, Community Development Services Director);
   
   Community Development Services Director Nelson explained the updated CIP funding based on input from the previous meetings. She went through the various projects and provided a recap of the Council Priorities. The specifics included:
   
   

   • The Fifth Avenue Bayfront Storm Drainage the current year adds $850,000., $1 million next year, and $3,500,000. To do the underground pipe capacity and the levee improvement. The Utilities Committee is set to discuss the long term solution funding of $4.2 million recommendation.
   • Additional playfields renovation figure of $100,000 in the second year is to complete the projects currently underway and $1 million could be available in year 2002/03.
   • Carrington Hall renovation funding of $250,000. has been moved up to FY 2001/02.
   • The collection system upgrade has remained fairly the same, and is designed for not only emergency but to set aside beginning in the third year a significant amount of money for storm drain maintenance and enhancement.
   • Road construction is new this year, unspecified, but begins to build up a fund for projects such as Roosevelt reconstruction at $1 million dollars next year.
   • The PAL money is seed money for seeking grants.
   • The Redwood Shores Community Facilities is slightly changed, with $200,000 next year for a study and needs assessment, funding for $9.8 million is indicated in the five year plan in FY 2003/04, but cannot be funded completely.
   • The school playground equipment replacement is $500,000 this coming year which is a match to the school district and private donations and potential grants.
   • The shuttle buses allocation is seed money at $25,000 per year and by the third year, three shuttle bus services are anticipated to run from major employment centers to Caltrain stations. The remaining of the funding would come from grants and private businesses that use the buses.
   • The street installation program is an annual program of approximately $60,000. Throughout the community and in the first number of years meets the Council objective of whiter lights in and around the downtown area.
   • The tree preservation/sidewalk repair has been increased to about $750,000 a year.
     
     

   • Council Questions/Council Comments/Public Comment
     
     Council Member Ira questioned why the Sidewalk and Tree account had not been increased and whether the parameters regarding Carrington Hall had been discussed. He requested that before decisions are made for allocating additional monies that the Utilities Committee be allowed to meet to discuss possible future funding for the flooding program.
     
     Council Member Howard asked how the Utilities Users Tax is itemized.
     
     Council Member Hartnett recalled that closer to the end of this fiscal year a more definitive estimate of the ending fund balance would be available. He agreed with Council Member Ira that an understanding of that should be presented and how it relates to utilization toward the flooding program. He further requested a status of the School District's effort to obtain grant money for the school playgrounds project. City Manager Everett responded that there is no grant funding in hand at this time.
     
     Council Member Pierce stated her concern about remembering revenues will not remain the same.
     
     Mayor Ruskin noted the increase in the sidewalk replacement program will actually reduce the amount of time for repair of inventory from about 20 to 10 years.
   
   
   
7. Summary of Council Consensus;
   
   A1-A3: Consensus was to keep a close eye on the sales tax affected by internet sales. Prepare to adjust, if necessary, the second year budget and consider raising of costs to other cities in that regard. Endeavor to be more involved in educating our legislators regarding sales tax problems and unite with other cities to make that position more emphatic. Requested, that at the next meeting, staff bring a status report on the nature of spending on outside consultants and the justification for it.
   
   A-4: Consensus that Performance Measures and objectives must be an honest assessment. That we look back in two years, make sure the measurement is accurate and honest and hold people accountable in 2 years, whether it is the Council or staff. But, understand this is a new course of action and a learning curve, but there is every reason to be positive about this new course of action. Each year evaluate the goals that have been set as to whether met or not and state clearly why in either case.
   
   A-5: Consensus to bring back at the next meeting a categorization of all outstanding debt. The Webmaster position to essentially deal with technological support and the matter of content would be under the Communications position.
   Regarding communication, the water bill is to be used as much as possible and as effectively as possible including notifying the public as to topics to be discussed at Council meetings over the next few months. To continue to consider and use fliers when appropriate to all residences in the City when deemed the best way to communicate. To bring back citywide mailing costs for fliers.
   
   A-6: Consensus that before expending any surplus that we await recommendation of the Utilities Committee on how to use resources for flooding as well as take a regular cautionary attitude in regard to possible loss of revenue due to internet sales. Staff to return in July with parameters of Carrington Hall fund. A report on the granting from the School District to be provided at the next session.
   
   The proposed budget document is available for review at the City Clerk Department and Main Library of Redwood City.
   
   

7. MATTERS OF COUNCIL INTEREST

Mayor Ruskin announced an event to be held on June 13 at Mulligan's Restaurant on Broadway to benefit the Redwood City Education Foundation. Mayor Ruskin will be bartending along with Council Members Howard and Pierce, and former Mayor Dani Gasparini waiting tables from 5:30 to 9:00 p.m. with half of the proceeds from the bar going to the foundation toward preserving music in the curriculum.

Mayor Ruskin also welcomed the interns from Zuhai present in the audience.

8. ADJOURNMENT - 10:25 p.m.

Respectfully submitted,

Patricia S. Howe, CMC

City Clerk

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