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Home My WebLink AboutE-01 - 6-13-2016, Minutes Special MeetingCITY OF AZUSA MINUTES OF THE SPECIAL MEETING OF THE CITY COUNCIL MONDAY, JUNE 13, 2016 – 6:30 P.M. The City Council, of the City of Azusa, met in Special Session at the above date and time in the Azusa Light & Water Conference Room, located at 729 N. Azusa Avenue, Azusa, California. Mayor Rocha called the meeting to order at 6:30 P.M. ROLL CALL: Roll call was taken by City Clerk Cornejo. PRESENT: COUNCILMEMBERS: GONZALES, CARRILLO, ROCHA ABSENT: COUNCILMEMBERS: ALVAREZ, MACIAS The Pledge of Allegiance was led by Police Chief Gonzalez. ALSO PRESENT Elected Officials: City Clerk Cornejo Staff Members: City Manager Butzlaff, City Attorney Martinez, Police Chief Gonzalez, Human Resources and Risk Management Director Ayala, Public Works Director/City Engineer Bobadilla, Building Official Keyes, Acting Community Improvement Manager McMinn, Director of Information Technology and Library Services Graf, Director of Recreation and Family Services Jacobs, Assistant Director Customer Care Kalscheuer, Utility Programs Specialist Reid; Management Analyst Lacasella, and Chief Deputy City Clerk Garcia. PUBLIC COMMENT None given. FISCAL YEAR 2016/17 CITY, AZUSA PUBLIC FINANCING AUTHORITY, AND SUCCESSOR AGENCY PRELIMINARY OPERATING AND CAPITAL IMPROVEMENT PLAN BUDGET REVIEW. Finance Director Johnson presented an overview of the proposed 2016/17 Operating and Capital Improvement Plan Budgets stating that the budget was balanced with a projected surplus of $1.2 million (excludes one-time revenues); conservative sales tax projections of 2.5% and property tax projections of 3.0% were used; $2.0 million one-time revenue for the sale of property related to the Metro Gold Line; and a savings of (-$417,140) was also included due to attrition and vacant positions. The General Fund budget includes the following: impacts of recent labor negotiations ($33,315); proposed personnel changes ($349,925); and a mandated Los Angeles County Fire contract increase of 4.1% ($178,683). The uncommitted reserve fund balance was expected to increase to $5.2 million by the end of FY 2016/17 which included the $2.1 million one-time revenue. Conservative projections of approximately $1.2 million annual reserve fund balance increases over the next few years were made. The General Fund’s proposed budget was $37,244,030 with a 15% reserve target of $5,586,605. The projected fund balance was $5,209,200 which was less than $380,000 from the reserve target. An overview of the General Fund Proposed Revenues and Expenditures was provided with a 9.3% proposed revenue increase and 0.02% proposed expenditure increase. The proposed 2016-17 City-wide Budget was $152,756,264 and summarized as follows: General Fund - $37,244,028; Special Revenue Funds - $17,470,595; Capital Projects Funds - $1,229,910; Debt Service Funds - $6,218,365; Enterprise Funds - $72,937,558; Successor Agency Fund $5,906,120; and Internal Service Funds - $11,749,688. Recent labor negotiations resulted in an estimated $33k impact to the FY 16/17 General Fund. There was a proposed increase of 8.29 full-time employees which would result in an approximate $311,495 impact to the General Fund. A summary of full-time positions was provided to the Council. A proposed five-year Capital Improvement Program was developed to include restroom remodeling, Light & Water lobby remodeling, and street rehabilitation. Approximately $32k in funding from Non-General Fund Sources was located and an additional approximately $14k remained unfunded. CONSENT ITEM E-1 APPROVED CITY COUNCIL 7/18/2018 Finance Director Johnson presented the Finance Department’s budget which included $124,665 for the addition of an Assistant Finance Director. Chief Deputy City Clerk Garcia presented the City Clerk Division’s budget which included $126,785 for the recently hired Chief Deputy City Clerk; $37,680 in proposed staffing re-organization; and $78,000 in election expenses. Human Resources and Risk Management Director Ayala presented the Human Resources budget which included an increase of $110,910 due to the transition to the new California Joint Powers Insurance Authority (CAJPIA) for insurance services; the implementation of a city-wide classification and compensation study; a paid Human Resources Intern; and an increase in part-time salaries. Director of Information Technology and Library Services Graf presented the Information Technology budget which included $28,225 for a new document management system; $27,200 for a replacement backup-solution; and $2,935 to buildout the Wifi network. The Library budget included $10,000 for the re-painting and re-carpeting of the Library Auditorium; $100,000 for the public restroom remodel; $40,000 for the lighting retrofit; and a savings of $11,690 to convert three part-time librarians to one full-time librarian. Police Chief Gonzalez presented the Public Safety budget which included an anticipated continued increase in Asset Seizure funds; $270,500 in PERS savings due to MOU changes; a $2,950 increase for emergency services for an Emergency Services Coordinator training course; a $65,000 increase in Police Contract Services due to an increase in the jail contractor and crossing guard contracts; a $25,490 increase in the Police Department IT budget; $12,000 for a new security fence around Scout Hall; and a $178,685 (4%) increase for the Fire Safety contract. Discussion ensued regarding a Police Substation at the Edgewood Shopping Center. Acting Community Improvement Manager McMinn and Building Official Keyes presented the Economic and Community Development budget which included the merging of the Community Improvement and Business License divisions; $97,725 for the addition of the Economic Development division, $63,450 of which would be moved from the Planning division; the deletion of the Community Improvement Supervisor position; the addition of the Community Improvement Manager position; and $45,535 for the addition of a Community Improvement Inspector position at the mid-year budget. The Building division proposed a modest increase due to the adoption of the 2016 Building Code which included additional training courses and legal advertising costs. Recreation and Family Services Director Jacobs presented the Recreation and Family Services Department budget which included $37,300 for the Park Ambassador Program; $65,795 for a new Park Maintenance Worker position; $90,000 for Greenfield exercise equipment; $215,930 for the West Coast Arborist tree trimming contract; and $21,120 in equipment replacement. Discussion ensued regarding the installation of a flagpole at Memorial Park and the Gladstone Backstop Fencing Project. Public Works Director/City Engineer Bobadilla presented the Public Works budget which included $72,715 for the addition of two part-time positions; $524,450 for Azusa Avenue street rehabilitation; $217,480 for the Safe Routes to School Project near Paramount School; a projected $126,208 decrease in Gas Tax revenues in 2016; a $3.5 million grant from Metro for the City’s Traffic Management System Project; and $343 million to comply with the MS4 Stormwater Permit over a 20-year period. Discussion ensued regarding a replacement for LA Works. Assistant Director Customer Care Kalscheuer presented the Light & Water Department budget. The Electric Fund budget of $43.8 million was $4.85 million lower due to reduced power supply costs. The Water Fund budget was $23.8 million and included the management of possible local electric brown-outs due to regional gas shortages; the implementation water rate changes; $50,000 for the audit of 13 key city facilities to identify possible water/energy efficiency improvements and solar feasibility; $1.1 million to replace an aged water main on Azusa Avenue and 1st Street; $112,000 for the remodel of the customer service lobby; $120,000 for the Street Light LED Retrofit Project for Foothill Boulevard/Alosta Avenue; and a complete AMI evaluation and pilot initiation. Discussion ensued regarding recent mylar balloon legislation and possible rebates for portable generators. Finance Director Johnson concluded the presentation stating that the proposed budgets were balanced with no proposed cuts in services. There was a $3,208,750 projected increase in General Fund Reserves due to one-time revenues of $2.0 million and $1.2 million operating surplus. The budget would be presented for consideration and adoption at the June 20, 2016 council meeting. Discussion ensued regarding funding for the military banners on Azusa Avenue in the Downtown area. UPDATE ON KEY PRIORITIES AND OBJECTIVES FOR FISCAL YEAR 2016/17. City Manager Butzlaff provided an update on the key priorities and objectives for economic development, financial sustainability, environment, planning/development, infrastructure, and public services, which were previously identified by the City Council. 06/13/2016 - PAGE TWO Recreation and Family Services Director Jacobs provided an update on the Median Island Turf Replacement Project stating that a $97,500 grant awarded by the San Gabriel Valley Municipal Water District was used to fund the $56,000 project which was approximately 65% complete. The Council directed staff to schedule a key priorities and objectives workshop to set the goals and objectives for the 2016-17 fiscal year. DISCUSSION AND CONSIDERATION OF PREFERENTIAL PARKING PERMIT PROGRAM. Police Chief Gonzalez and Police Captain Flemming discussed the concepts, goals, and cost of the proposed Preferential Parking Permit program. He stated that there were two options in regards to the costs of the permits, Option 1 – $17,181 per year for two years for Annual Permits or Option 2 - $13,153 for Biennial Permits which would be valid for two years. It was recommended that Turbo Data Systems be used to handle the processing, fulfillment and tracking of all parking permits in order to provide a cost effective solution to manage the program. Staff would recommend the number of residential and commercial permits that would be issued to home and business owners at a future meeting. City Manager Butzlaff stated that Metro agreed to lease the 140 City parking spaces in the downtown parking structure and Staff would allocate at least 20% of those spaces to residents, in the designated zones, that wish to park in the structure. ADJOURNMENT The meeting was adjourned by consensus of the City Council. TIME OF ADJOURNMENT: 8:06 P.M. _________________________________ CITY CLERK 06/13/2016 - PAGE THREE