Minutes 1995-09-07
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MINUTES
BUDGET STUDY SESSION OF THE CITY COUNCIL
THURSDAY, SEPTEMBER 7, 1995
CITY COUNCIL CHAMBERS, 215 EAST BRANCH STREET
ARROYO GRANDE, CALIFORNIA
The city Council of the city of Arroyo Grande met at 7:00 p.m.
for a 1995 - 1996 Preliminary Annual Budget study session, with
Mayor A. K. "Pete" Dougall presiding.
1. FLAG SALUTE
Mayor Dougall led the Pledge of Allegiance to our Flag.
2. ROLL CALL
Present with Mayor Dougall were Council Members Drew Brandy,
Michael Fuller, Michael Lady and James Souza. Staff members
present were City Manager Robert L. Hunt, City Clerk Nancy Davis,
Police Chief Rick TerBorch, Director of Building and Fire Kurt
Latipow, Planning Director Doreen Liberto-Blanck, Public Works
Director ,John Wallace, Finance Director David Bacon, and Parks
and Recreation Director John Keisler.
3. ORAL COMMUNICATIONS
None.
4. FISCAL YEAR 1995 - 1996 PRELIMINARY ANNUAL BUDGET
The city Manager said documents in the Council's agenda packets
included the september 7, 1995 staff report, a september 5, 1995
memorandum from Council Member Brandy, and a September 7, 1995
report responding to Council's requests for more information on
(A) the cost effectiveness of the city's print shop, (B) a
comparison of, costs of contract city attorney rates for basic
services, (C) FY 1995-96 South County Data Processing Cooperative
budget, and (D) cost for contracted services: economic
development/planner.
a. Building and Fire
Director of Building and Fire Latipow used the overhead projector
and referred to his department's mission statement,
accomplishments, and goals and objectives. He gave an overview
of his department's three policy items, which were (1) Add a
full-time division chief/training officer, (2) Volunteer
retention/incentive program, and (3) Implement the proposed
three-year program of improvements. He said the department had
spent more than 7,000 hours responding to emergencies and of the
1,032 total responses, 49 percent were medical. He said if
Council approved his requested budget, it would amount to $36 per
resident, while the average statewide is $60.
Council Members discussed the following:
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CITY COUNCIL BUDGET STUDY SESSION
SEPTEMBER 7, 1995
1. Additional training that is needed when a new piece of
equipment is purchased by the department.
2 . The percentage of out-of-town calls responded to by the r
department.
3. The addition of breathing apparatus to accommodate new
equipment.
4 . The maintenance and purchase of new protective/safety clothing
for the fire fighters, including gloves and fire shelters.
5. The cost of a new heavy-duty chain saw in the, Small Tools
account.
6 . Centralizing in one location agreements for Maintenance of
Office Equipment and Maintenance of Machinery and Equipment.
7 . The tracking of telephone costs throughout the city.
8. The new Mandated Services account, which included medical
physicals.
9. The need for and use of the hook and ladder truck.
The Building and Safety area of the budget was reviewed by Mr.
Latipow, who listed the Mission Statement, Accomplishments, Goals
and Objectives, and Policy Item of reclassifying the Building
Department's senior clerk typist to Administrative Assistant
Confidential. He told the Council about the positive feedback he
has gotten on the cross-training of the Fire/Life Safety
Inspector. He also discussed improved field communications, and
a plan to assign a lead person, who is responsible for a specific
project that comes to the department.
Council Members discussed the following:
1. The contracting out of some of the more technical plan checks.
2. The centralizing of supplies, including uniforms.
3. The increase in Travel and Training due to the need for cross-
training and the Council's desire to overcome the lack of
training for employees. [,
The Government Buildings (Maintenance) division of the budget was .'~'
explained by Mr. Latipow, who gave the Mission Statement and
Goals and objectives. He said the increase in this budget is the
result of an attempt to bring the condition of the buildings back
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CITY COUNCIL BUDGET STUDY SESSION
SEPTEMBER 7, 1995
to a level of acceptable maintenance and repair.
Council Members asked questions and discussed the following:
1. The audit of City assets, which has not been done for four
years, for insurance purposes as well as asset control.
2. The rehabilitation of various City buildings so they will last
for several years and be safe to work in.
3 . The prioritizing of the list of Structures and Improvements in
Account No. 301 on Pages I-7 and I-8.
4. Handling the painting of buildings in-house.
5. Reviewing the estimates for proposed work on I-7 and I-8.
6. Supplying a detailed breakout showing the difference between
expenditures on building interiors and grounds.
7. Utilizing community expertise on specific projects on a
volunteer basis.
FRED FLANNELL, 550 Via Vaquero; BOB TEETERS, 692 Via Vaquero, and
PAT DEMPSEY, 436 Collada Corte, spoke to the Council regarding
the use of Quimby funds, the appearance of duplication in the
entire budget, and changing the budget so that the actual costs
of operating departments will be shown.
The City Manager said the budget format requested by the Council
is evolving and the 1995-96 budget is just the first step. Mayor
Dougall said this budget is not perfect but it is better than
before.
COUNCIL RECESSED FOR TEN MINUTES AT 9:05 P.M.
b. Public Works and Related Funds/Activities
Director of Public Works Wallace said the Public Works
Department's lS different budgets total approximately $5.7
million, almost half of the city's budget. He said new capital
improvement projects make up about half of the department budget.
He listed the department's accomplishments and goals and
objectives. He said the department has seven employees in the
water and sewer division, seven in the roads division and one
~. mechanic. He gave some workload statistics as follows:'
1. There are 57 miles of roads in the city.
2. Four hundred tons of asphalt were used on the roads last year.
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CITY COUNCIL BUDGET STUDY SESSION
SEPTEMBER 7, 1995
3. All storm drains were cleaned.
4. Ten thousand pounds of crack filler was put on the roads. r
5. More than 200 signs were replaced.
6. Two thousand gallons of paint were used on the roads.
7. Fifty miles of sewer lines were cleaned out at least once.
8. six lift stations wer& cleaned four times each.
9. Manholes were raised.
10. Dye tests were made and lines were repaired and kept clear of
blockages.
11. The Department did contract cleaning for other agencies to
bring in money to the City.
12. There were 200 miles of water lines flushed.
13. There are five large tanks and reservoirs that store more
than five million gallons of water.
14. There were 1500 valves turned at least once.
15. There were 5000 water meters, half of which were read every
month.
16. There were 18 sample stations and 7 wells to maintain.
17. Customer services included 40 to 50 water turn-ons and turn-
offs every month.
Mr. Wallace listed the various capital projects proposed through
the sewer, drainage, streets, and water funds. He discussed
equipment and vehicles and said lease-purchase options were being
examined.
with regard to the Public Works Budget, Council Members discussed
the following:
1. The cost-effectiveness of contracting out versus doing l
projects in-house and the potential of saving the City on smaller
jobs. .-
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2. The need for the larger pieces of equipment.
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CITY COUNCIL BUDGET STUDY SESSION
SEPTEMBER 7, 1995
3. Lease-purchasing or renting new equipment to reduce capital
outlay and staff providing figures before the Council makes a
final decision on the budget.
4. The reserve fund (allocated from several budget funds) being
created to replace fuel tanks.
5 ~ The cost-effectiveness of the city buying and storing its own
fuel as opposed to contracting out for it.
6. Making separate line items in the Street Cleaning and Lighting
Account No. 4312.
7. Adding the proposed purchase of a FAX machine to the list of
computer equipment to be ordered in bulk.
8. Examining the possibility of undergrounding the utilities (at
least at the unsightly intersections) on Grand Avenue at the time
the street improvements are made.
9. The transfer of the senior clerk typist to the Planning
Department.
10. The cost-effectiveness of transporting asphalt from Sisquoc
to do city jobs.
11. The cost-effectiveness of chip-sealing roads that need to be
reconstructed.
Members of the public made comments and asked questions
concerning State water loans, the use of the paving machine and
the backhoe, sharing equipment between departments, the cost
effectiveness of having asphalt delivered, and the cost
effectiveness of building and maintaining fuel tanks. Speaking
were BERNARD LANDSMAN, 579 Newman Avenue; JOHN KEEN, 298 N. Elm
Street; MR. DEMPSEY, and MR. FLANNELL.
5. ORAL COMMUNICATIONS
None.
to adjourn the meeting at 10:36 p.m.
ATTEST:
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