The URL can be used to link to this page

Home My WebLink AboutMinutes - June 9, 2003 - CCCITY OF AZUSA MINUTES OF THE CITY COUNCIL I' ADJOURNED REGULAR MEETING MONDAY, JUNE 9, 2003 - 6:30 P.M. The City Council of the City of Azusa met in Adjourned Regular session, at the above date and time in the Azusa Light and Water Department Conference Room located at 729 N. Azusa Avenue, Azusa, California. Mayor Madrid called the meeting to order. ROLL CALL PRESENT: COUNCILMEMBERS: HARDISON, STANFORD, ROCHA, CHAGNON, MADRID ABSENT: COUNCILMEMBERS: NONE ALSO PRESENT: City Manager Cole, Assistant City Manager Person, City Librarian Tovar, Director of Public Works Nakasone, City Clerk Mendoza, Deputy City Clerk Toscano. Discussion was held Special Events and there were 10 staff generated Recommendations that were approved as follows: 1. Creation of a Master Calendar of Major Events — FY 2003-2004 was approved. It was consensus that staff request that the Chamber of Commerce for a copy of Its community calendar in order to place those events on the City's calendar. Mayor Madrid asked that the Chamber also be reminded to provide the City with the list of annual update of Community Organizations. She also asked that invitations go out in Utility Bills. Arbor Day be combined with Clean & Green Month. Call to Order Roll Call Also Present Pub Part None Special Events Master Calendar 2. Staff recommends continuing monthly volunteer projects, with clean-up projects and tree Monthly planting alternating. Mayor Pro -Tem Rocha announced that the tree planting Is done with Volunteer volunteers and will be doing adopt a park, where they will rake the sand, clean the equipment Projects remove graffiti, and they will only need big black bags. 3. Dia de Musica (duplicative of Concerts in the Park— the garage band element would continue Deletion of as a low-key Recreation function at Memorial Park aimed at mainly adolescent target audience) Events FY Halloween (Haunted House would continue, but the organized "trick or treat" altemative would 2003-04 be dropped) Soapbox Derby (dropped In favor of Winter Fiesta being spearheaded by APU and 'veld at Memorial Park). Many suggestions were made with regard to the Cinco de Mayo celebration. Mayor Pro -Tem Rocha requested that the 4`h of July parade be replaced by a Memorial Day and Veteran's Day celebrations as we have done them in the past. Discussion was held regarding how to cut costs for the events, there was no final motion made regarding this Issue, 4" July is still tentative. 4. Turn stand alone Special Events into Ceremonial Acknowledgement at council Meetings such as Stand Alone Holiday Tree Light, Cesar Chavez Day and September 1 I', and possible Flag Day. Spec events 1 5. The Identification of Memorial Park as the Centralized Venue for Special Events was agreed Memorial upon by Councilmembers. Veterans Day & Memorial Day will remain at City Hall. Park venue 6. Changing work Methods — Transfer Stage & Booth set up/dismount responsibility from Public Changing Works to Recreation & Family Services. Fund Recreation & Family Services a Supplemental Work Budget Appropriation of $12,000 per year to cover 1,500 hours of Special Event Set Up time. Methods Absolve the City of the "Stage/Booth Rental Business" to outside entities. Sent letter to AUSD, Stage/Booth Saint Frances, all renters, etc. by July 1, 2003. Old Booths have liability issues. Rental 8. Create a Centralized Budget for Special Events that Tracks Participating Departments for Centralized Incurred costs relating to City Wide Events. Councilmembers asked for actual cost to be Budget for represented. Spec Events �. Improve marketing and audience targeting. Everything that staff recommended was approved Improve except "Azusa Advantage card to offer tangible benefits to card holders in exchange for them Marketing providing information on their contact information and Interests", it was removed. 10. Explore building a regional "signature event" or enhancing Golden Days to become a more significant local event. The "signature event" was not favorable. Discussion was held regarding the possibilities of adding to Golden Days Events, but it was noted that this is a Golden Days Committee event and should not be discussed without them. Discussion regarding FY 2004 Proposed Budget. City Manager Cole addressed the issue first stating that there is a $400,000 deficit. He stated fees could be raided to help recover the additional cost or that they could dip into reserves, but that's not counting any State cuts. He stated that his goal is to conduct a review of all City services and look at cutting off a million and a half worth of them, continue to work with the Tax Review Task Force, to place on the ballot one or more ballot measures that could generate up to a million and a half dollars and look at labor contracts for the coming year and propose a freeze that would control spending in the coming year. Each Councilmember expressed his/her view on the proposed options. City Manager Cole proposed additional options regarding the possibilities to survive for one year only, but noted something had to be done for future years. Discussion was held regarding the Issue. �tyce Manager Cole advised that the budget is the same exact budget as last year, with the ption of the cost of living adjustment built In, and with the retirement of some debt service, they are hiring a part-time purchasing person, funding one more IT person, and an in-house building inspector. Councilmember Chagon requested discussion regarding Code Enforcement. She also requested discussion regarding Public Information Officer position and stated that although it is being funded by Light and Water, the work being performed is not specifically for that department; she suggested it be funded by General Fund. She offered further comments regarding policies for allocations/earned interest, etc. for the Light and Water fund. Mayor Pro -Tem Rocha requested additional information regarding percentage of overtime for Police Department and equipment replacement; City Manager Cole responded with breakdown. Councilmember Chagnon advised that she does not support the budget at this point due to the following: the $400,000 deficit, balancing on a shoestring, due to one time maintenance, not funding on depreciation account, and stated that the City is slightly migrating back to where it was before City Manager Cole arrived and lastly, the lack of contingency plans. City Manager Cole requested that Council establish financial goals, i.e. Results Based Budgeting. He stated that this would identify what Is important, what should be eliminated, etc. He suggested that a list of Item be created from which they could extract a set of goals: financial goals, organizational transformation and neighborhood improvement. Discussion was held regarding the "e s and charges and proposed adjustments to reflect cost increases. City Manager Cole advised at he would begin the process of Results Based Budgeting sometime after July 1 ". Madrid announced the Tour of Sound Walls by Cal Trans to be held on June 12, 2003, at 8 a.m. City Manager Cole requested direction with regard to freeway sound wall tile.art or some type of design. Each Councilmember expressed his/her opinion regarding freeway sound walls and the design options. City Manager Cole advised of the following three options: 1. Cancel the art project and re -allocate the $150,000, 2. Ask Cal Trans if there is a block solution that will be more subtle, and 3. Press forward with the tile project as proposed. It was consensus of Councilmembers that the item be placed on the agenda for June 16, 2003, Council meeting. 06/09/03 PAGE TWO Explore Sig Event Not now Discussion Budget 2004 Council Comments City Mgr Comments Chagnon Comments City Mgr Comments Fwy Sound Walls CLOSED SESSION It was consensus of Councilmembers to recess to Closed Session to discuss the following: PUBLIC EMPLOYEE APPOINTMENT (Government Code Section 549571 Title: Finance Director The City Council recessed to Closed Session at: 8:42 p.m. The City Council reconvened at: 9:02 p.m. City Manager Cole advised that there was no reportable action taken in Closed Session. was consensus of Councilmembers to adjourn. TIME OF ADJOURNMENT: 9:03 P.M. NEXT RESOLUTION NO. 03-C46. 1 a 06/09/03 PAGE THREE 3' I Clsd Sess Public Employee Appoint Recess Reconvened No Rpts Adjourn