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HomeMy WebLinkAboutJUNE 10,1997 I I I 39~0136 " OlIO _ S-o O~/O ") c.(.. CITY COUNCIL PROCEEDINGS ARE AUDIO AND VIDEO TAPE RECORDED AND ON FILE IN UIE OFFICE OF TIlE CITY CLERK 1. ROLL CALL 2. 3, 4. 5. PROPOSED FIRE SUPPRESSION ASSESSMENT DISTRICT /030 -/.J... MINUTES CITY COUNCIL OF TIlE CITY OF ARCADIA and the ARCADIA REDEVELOPMENT AGENCY ADJOURNED REGULAR MEETING JUNE 10. 1997 The City Council and the Arcadia Redevelopment Agency met in an Adjourned Regular Meeting. on Tuesday, June 10, 1997, at 6:00 p.m in the Conference Room of the City Council Chambers. PRESENT: Council members Chang, Kovacic, Kuhn, Young and Harbicht ABSENT: None SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS None QUESTIONS FROM CITY COUNCIUREDEVELOPMENT AGENCY REGARDING AGENDA ITEMS None AUDffiNCEPARTICWATION No one spoke. The June 10, 1997 staff report stated that work on the Fire Suppression Assessment District is proceeding on schedule. A ballot has been prepared by Willdan Associates and is currently being reviewed by City Special Legal Counsel. An information sheet will be enclosed with the ballot, which will be mailed to City property owners on June 20, 1997. Staff has requested that Council; I) approved the ballot language; 2) approve the Information Sheet language; 3) determine a procedure for where and how the ballots shall be returned and verified as properly executed; and, 4) designate a member of the community to assist in the verification process. The City Manager noted that the ballots will not be counted as part of the verification process. To clarifY the mail-in-ballot process for the proposed Fire Suppression Assessment District, City Attorney Miller announced for the record; "Because this is a new process required by Proposition 218, and the word ballot is used, we just wanted to clarilY the following. As you've already been advised, this process of the formation of an assessment district. and the mail-in process is part of the method of protest... that basically is the method of protest. and although the word "ballot" is used this is not an election as setforth in the California Elections Code as contemplated by the Arcadia City Charter. And, it is not even analogous to absentee ballots in a regular election. In fact, the word election is not referred to in Proposition 218. or in any of the City materials dealing with this process. 1 39:0137 1 think the clearest way of expressing this is to note that there is no ballot election where people are going to go to the polls, so to speak. And then, some can vote by mail as in a regular election, this is not such a process. What we're involved in here is a means of I mailed-in protest only by a YES or NO property owner ballot that it is either mailed into the City or delivered at the public hearing. Also, because of the technical nature of tabulating and calculating the protest, that part is going to be handled by the assessment engineers retained by the City. The usual and routine election practices do not apply. Thank you." Drafts of the materials to be mailed to City property owners were reviewed by the City Council this date. City Manager Kelly noted staff and Willdan Associates have reviewed the ballot procedures many times and find them consistent with the law and believe the instructions will make the ballot easy to process. The Council reviewed the "Official Property Owner Ballot" and "Sununary of Ballot Procedures", as presented, and suggested several changes to the wording and print, and deletion of unnecessary wordage". In discussion of the :verification process for returned ballots, Mayor Harbicht suggested as policy, that ballots which are not signed be returned to the voter, along with a letter of instruction for the voters signature and/or vote, if missing. extra effort should be made so that property owners are not disenfranchised. The City Clerk will handle these type of situations, Council concurred to this policy. It was MOVED by Councilmember Chang, seconded by Councilmember Young and CARRIED to APPROVE the "Official Property Owner Ballot" and "Sununary of Ballot Procedures" subject to the changes discussed by the City Council. The City Manager stated that staff recommends that as the ballots arrive, the City Clerk, Willdan Associates, and a Council appointed community representative open the ballots, I verifY that they have been executed property, and that once a week a Willdan Associates representative, the City Clerk, and the citizen designated by the City Council, scan the ballots to the computer, which will register the vote for each parcel and the weight of the vote. On August 5, 1997 the scanned ballots will be tabulated. The deadline for submitting a ballot will be at the conclusion of the public comment portion of the public hearing for the Fire Suppression District agenda item. At that time the total of all votes will be presented to the City Council. The City Manager also noted that the ballot process would incorporate procedures for the replacement of ballots, spoiled, misplaced or not delivered, 'which ballots will be coded and scanned after verification. Other problem ballots will be set-aside for consideration of a five (5) member committee composed of the City Attorney, City Manager, City Clerk, the appointed citizen, and a WilIdan representative, for disposition of these anomalies of the mail-in-ba1lot vote. Following further discussion, Mayor Pro tern Kovacic MOVED, seconded by Councilmember Young and CARRIED to ADOPT as POLICY that the "MaiI-in-BaIlot" vote for formation of a Fire Suppression District shall not be tallied until the close of the public commen! portion of the public hearing at the August 5, 1997 City Council Meeting. In discussion of changes in property ownership, the City Manager noted that the Los Angeles County Assessor's roll used for the City's main-in-ba1lot is by law the County's last Equalized Tax Roll of August, 1996. This roll is updated periodically throughout the year. However, newer property transfers may not be listed on the roll. The Mayor noted we are dealing with the provisions of Proposition 218 and using the best tools available to be as fair as possible. Mayor Pro tern Kovacic felt additioual citizen representatives should be on the committee to decide the disposition of problem ballots. Council concurred that two citizens be I 2 I I I 6. FY 1997-98 OPERATING BUDGET AND FY 1997-2002 CAPITAL IMPRV./EQT. PROGRAM O~;.2.c) -,~.." 39:0138 appointed. Council concurred also that out of state or country ballots be separated and sent by first class mail and additional postage be affixed to the return ballet envelopes. It was MOVED by Council member Kuhn, seconded by Mayor Pro tern Kovacic and CARRIED to APPOINT a six member Committee composed of the City Manger, City Attorney, City Clerk, a Willdan representative and two Arcadia citizen representatives; and EMPOWER said Committee to determine the disposition of problem/irregular Fire Suppression District ballots. Mayor 'Harbicht suggested Peter Ulrich could serve on this Committee. Councilmember Young suggested Jesse Vanlandingham. Councilmember Kuhn felt that a non-City commission person could be appointed to represent the citizens. Mayor Harbicht suggested and Council concurred that this appointment be placed on the June 17, 1997 Council agenda. The City Council ne"1 considered the "Information Sheet" which will be mailed to property owners with the he ballot materials. Mayor Harbicht noted that Councilmember Chang arranged for the translation of this information into the Chinese language by Roger Lu. The Mayor e"-pressed his appreciation to Councilmember Chang for this service. A letter of appreciation will be sent to Mr. Lu also. In the discussion of the "Information Sheet" Council requested changes in wording, the use of both of the area codes. 818 and 626, and a photograph of the Library as well as a fire station and police department equipment.. Council concurred. It was MOVED by Council member Chang. seconded by Councilmember Young and CARRIED to APPROVE the "Information Sheet" as modified this date. Council agreed also that the phrase "Did you sign your ballot?" be printed on the stamped, self-addressed ballot return envelope. The FY 1997-98 Operating Budget was originally considered by the City Council on April 30, 1997, at which time staff reported the General Fund forecast for FY 1997-98 indicated a year-end deficit of $1,576,790. Council considered three alternative plans, A, Band C, proposed by staff, to balance the budget. These alternatives recommended use of reserve funds, additional fees, contracting dispatch, employee benefit funds; and/or the sale of Fairview Park, eliminating seven City positions, and an employee furlough program. following consideration of the three budget alternatives the City Council decided to e"-p]ore the implementation of an assessment district for fire suppression services and a lighting/landscaping district, permitted by Proposition 218, with a mail-in- ballot protest procedure. subsequently Council directed staff to initiate such a process to raise $2.2 million in revenues. The City Manager presented a brief overview of the current budget process. The budget presented this date reflects a realistic fiscal plan for the coming two Fiscal Years, 1997-98 and 1998-99. Council gave staff positive direction. and staff is proceeding with the creation of a benefit assessment district to supplement General Fund revenues. The budgets presented this date have been adjusted to reflect the effect of a positive Fire Assessment District vote. The current Fiscal Year 1997-98 and 1998-99 budgets do not include salary or benefit increases for city staff. There have been twelve (12) positions eliminated as compared to 3 39:0P9,. the FY 1995-96 budget or 3.7% of the City work force. Budgeted levels for eX'P"nditures for FY 1997-98 are near those for FY 1995-96 for many City departments. Any additional reductions will severely affect the service level the City will be able to provide the citizens I of Arcadia, The City Manager noted if the proposed Fire Suppression district vote fails personnel will have 10 be reduced by ten (10), or reserve funds used andlor sell City property. Considerable discussion ensued of whether or not Council commitment to a list of specific cuts in City services should be determined and implemented if the proposed Fire Suppression District is not approved. Council member Young fell that Arcadia citizens want a definite answer because people feel the City does not need assessment funds and Council is receiving misinformation from staff. Specifically, Councilmember Young felt that Fire Station No.3 could be closed to reduce costs. Mayor Harbicht said he would be in favor of this. Following further discussion Council concurred they were not prepared this evening to determine specifically what programs and services would be eliminated if the Fire Suppression District fails. Referring to the Fire Suppression District "Question and Answer" paper, Mayor Harbicht noted that it lists alternatives that are available to the Council if the District is not approved; cuts in safety services,.. police, fire and paramedics; elimination of the D,A.R.E. anti-drug program; reducing police patrol; closing one fire station; contracting fire services out to Los Angeles County; closing the City Library one or two days a week; cutting back City sponsored youth and senior citizen activities; elimination of one paramedic ambulance; less frequent tree trimming. The Mayor stated he would be in favor of a combination of these alternative budget reductions, if necessary, to balance the budget. ln the discussion of the $450.000 in funds previously designated for the remodel of Fire Station 3, which funds staff has moved to the General Fund for other eX'P"nditures, a majority of the Council said they did not approve of this use of reserve funds for this purpose. Staffwill revise the FY 1997-98 budget to reflect this change. I Referring to other revenue enhancements staff previously presented to the Council, such as contracting fire dispatch to the Verdugo Fire Communications Center for fire services, by general consent Council determined that such potential cost reductions should not be included in the FY 1997-98 budget since Council has not decided if this is what should be done. Staff eX'jllained that the $200,000 Benefit Adjustment reflected in the budget is surplus reserve funds in the Health Fund which were moved to the General fund. By general consent Council agreed that these surplus reserve funds be moved out of the Medical Fund since premiums are down and this account is over funded. The Director of Administrative Services, Jim Dale, clarified Council direction that staff take the $450,000 reserve funds and $100,000 for contraction dispatch out of the budget, and include the $50,000 increase in fees and $200.000 benefit adjustments. Council also concurred that the $2.2 million potential Fire Suppression District funds be removed from the FY 1997-98 budget and that reserve funds be transferred in to balance the budget until the Fire Suppression District mail-in-ballot vote is tallied at the August 5 Council meeting. If the Fire Suppression District fails Council will then reconsider the budget and make the necessary reductions. If the district is successful Council will still have a budget study session and reconsider some potential changes suggested in the budget alternatives. I 4 I I I 5- YEAR CLP o ;S,'j fi-.i;" EQUIP, ACQUISmONS ADJOURNMENT 39:0140 The Five-Year Capital lmprovement Program, specifically, first year projects, was reviewed by the Council and the following adjustments made: Soundwall Project - Westbound 210 Freeway from fifth Avenue to Second, SIOO,OOO. Deferred to FY 1998-99. SIOO,OOO to be set-aside fot two years beginning FY 1998-99 and the balance in the third year, depending on costs at that time, Traffic Re-stripping - Colorado Place from Colorado Street to Huntington Drive, SI4,000. Delete from the program;. the work is finished City Hall Remodel and Renovation - SI,ooO,Ooo. Reduced to S200,000, Staff to provide a list of priority City Hall projects for Council's consideration. Emergency Generator with Emergency Switch City Hall/Police Department Relocated Existing Generator - S200,000. Approved by majority consent At the conclusion of the discussion of specific capital projects, the City Manager reported that the Preliminary Operating Budget for Fiscal Years 1997-1999 and the Five-Year Capitallmprovement Program will be agendized for public hearings and formal Council action on June 17, 1997. The equipment purchases detailed in the Five-Year Capital Improvement Program were reviewed by the Council previous to this study session. No adjustments occurred this date, Mayor Harbicht stated that his philosophy regarding equipment purchases, new and replacements, which he would like to see followed. is that he would like the City to get every bit of useful life out of equipment before it is replaced, Council concurred with this statement In response to Mayor Pro tern Kovacic, the City Manager reported that sometime back Council approved funds for a consultant to examine the City computer systems and advise the City of improvements, The equipment budget under consideration reflects the master plan prepared by this consultant At this point in time the City can not afford the needed equipment to make this system work, but staff is phasing it in over time, The study of City systems and needs was completed in August, 1996, It is a five-year master plan, City Treasurer Parker noted also that the year 2000 will necessitate additional changes to the City's systems and that fact will compel staff to purchase all new software, Also, in tandem with the Information Systems Master Plan. City systems will be moving to the networking environment, such as a local network for Planning and Building and Administrative Services and the ability for communication between the divisions, These types of systems will all be coordinated under the Data Processing Division of the Administrative Services Department Essentially, computer operations will be centralized and equipment purchases will all be coordinated, At 8:57 p.rn. the Adjourned Regular Meeting ADJOURNED to Tuesday, June 17, 1997, at 6:00 p,m., in the Council Chambers Conference room for a Regular Meeting of the City Council and the Arcadia Redevelopment Agency to conduct the business of the City Council and the Agency, and any Closed Session necessary to discuss litigation matters, personnel or evaluation of properties. ~~~ Robert C Harbicht, Mayor of the City of Arcadia ArrEST: ~~