MINUTES ADJOURNED REGULAR MEETING/LOMPOC CITY COUNCIL FRIDAY, JANUARY 31, and SATURDAY, FEBRUARY 1, 2003 COUNCIL CHAMBERS/100 CIVIC CENTER PLAZA

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1 MINUTES ADJOURNED REGULAR MEETING/LOMPOC CITY COUNCIL FRIDAY, JANUARY 31, and SATURDAY, FEBRUARY 1, 2003 COUNCIL CHAMBERS/100 CIVIC CENTER PLAZA Friday, January 31, 2003: 8:38 A.M. Councilmembers Present: Councilmembers Absent: DeWayne Holmdahl, Will Schuyler, Michael Siminski, and Mayor Dick DeWees. Janice Keller Staff Participants: City Administrator Gary Keefe, Senior Assistant City Attorney Matthew Granger, City Clerk Jane Green, Library Director Nina Taylor, Chief of Police Bill Brown, Police Captains Tim Dabney and Patrick Williams, City Treasurer Liane Scott, Fire Chief Linual White, Human Resources Director Jennifer Weston, Community Development Director Arleen Pelster, Public Works Director Larry Bean, Management Services Director John Walk, Information Services Manager Jeff Collins, Purchasing and Materials Manager Ray Ambler, Parks and Recreation Director Vince Elizondo, Utility Director Jim Beck, Water Superintendent Judy Nosecchi, Wastewater Superintendent Dale Ducharme, and Electric Utility Manager Rodney Ray. Other Participants: Police Officer Chuck Strange ORAL COMMUNICATIONS: None NEW BUSINESS: BUDGET WORKSHOP City Administrator Gary Keefe reported the budget workshop was intended for the department heads to provide an overview of their departments and to identify unmet needs and emerging issues. The City Council will be asked after hearing the presentation to provide some general direction to Staff. This information will then be used to help determine what areas to focus on for funding given the present budget uncertainty. Management Services Director John Walk highlighted State budget and other issues that could affect Lompoc and other local governments in FY and FY Mr. Walk summarized the current budget and described past State budget impacts on local governments. He discussed the current proposal by the Governor to eliminate the Vehicle License Fee (VLF) backfill from the State General Fund. The impact of this cut to Lompoc would mean a loss in General Fund Revenues of $786,351 in FY and $1,663,494 in FY Other pending budget issues include salary negotiations, and substantial increases in rates for the Public Employees Retirement System (PERS), health and workers compensation insurance premiums. He reviewed the history of PERS employer contribution rates and the negative impact of the current investment market on the PERS fund. Councilmember Siminski asked Mr. Walk to described other negative impacts to the budget from the State level. Mr. Walk noted it is anticipated Public Safety POST Training reimbursements will be discontinued resulting in a loss of approximately $60,000, police grants are being cut, and the State will begin to charge for crime lab analysis at a cost of about $7,000. Other impacts expected are that the County will substantially reduce their contribution to the Library along with cuts in the State s Public Library Fund. In addition, redevelopment set aside funds (estimated at $200,000) are threatened and Congestion Management Relief road funds of $100,000 per year may be cut. Departmental Presentations: Each department head addressed his or her department=s Mission Statement, current budget and organizational structure, vision for , and highlighted emerging issues and unmet needs. This information was also provided in handouts. Minute discussion will emphasize emerging issues and unmet needs. City Clerk: City Clerk Jane Green reported the need to increase Business Tax revenues. She compared business tax revenues with other cities of comparable size and noted that with concerted effort in this area, the 1/31/03 & 2/1/03 Page 1 of 8

2 revenues could be increased. With the completion of the Cable franchise renewal, new cable activities will require substantial focus by City staff. To improve the efficiency of the Department, she asked the Council to consider in the future: adopting Action minutes vs. lengthy Summary minutes thereby reducing staff time on this activity, eliminate the Cable TV Committee, and increase the OSA from part-time to full-time to assist with business taxes. Library Major issues facing the Library were described by Library Director Nina Taylor to include the need to reclassify two positions to reflect current duties, upgrade telecommunications capability and equipment, and maintenance of an undersized facility more than 30 years old. In the area of unmet needs, Ms. Taylor suggested that increasing the hours would help to address the space needs of the building. Numerous priorities were cited including increasing the materials budget to $1.50 per capita; classification upgrades, carpet & drapes for Grossman Gallery and continue to plan for the Lompoc Library expansion project. She described funding sources, which may include support from local voters and fee-based services. Discussion continued on the feasibility of the Library offering passport photos and performing weddings as fee-based services. RECESS: Police At 10:40 A.M., Mayor DeWees announced a break. At 10:50 A.M., the meeting reconvened with all Councilmembers present as noted on page one. Police Chief Bill Brown presented an overview of crime trends, stated that Part I Crimes were the lowest in 17 years, and attributed this reduction to the way they do business, which emphasizes enforcement and suppression. He provided statistical information concerning staffing levels and advised the department is requesting 8 additional positions to bring the total number of officers to 57. This will address gang activity and increase minimum staffing levels which have been the same since Discussion followed regarding the increase in gang arrests. Staff remarked that there was a new program that allocated two officers to this effort on an ongoing basis and that there were improved methods for identifying gang members. The decrease in crimes also can be attributed to the Narcotics Task Force work involving gang activities. Captain Patrick Williams highlighted the traditional police services that are leveraged with 48 volunteers. Unmet needs included the addition of two patrol lieutenants, five patrol officers, two community services officers, maintain grant-funded investigation staff, and establish new field and other support staff. Captain Tim Dabney presented an overview of the equipment/technology and capital improvement needs. In particular, these needs include: radio system replacements, police vehicles, duty and protection gear, furniture, digital microfilm machine, in-car video system, upgrades, and simunition training equipment. He stated additional funds were needed for the police station expansion that had previously been budgeted. Closed circuit television recording enhancements are proposed to monitor the inmate areas. Chief Brown summarized the cost of the staffing, and major capital outlay and improvement requests. He urged the City Council to consider the need for more resources to address crime and suppression activities and for the Council to consider a utility tax or other funds to raise the Police Department staffing to insure the safety of the officers and the public. Discussion followed regarding grant-funded positions. Councilmember Siminski encouraged public safety officials to rally at the State level to express their concerns about the proposed budget cuts. Councilmember Schuyler suggested that some purchases could be made through various public outreach programs and inquired if the police union had considered buying some of the personal equipment for their members. Chief Brown emphasized how volunteers are used to augment the full-time staff and how private citizens have contributed to the Police Department. Councilmember Holmdahl raised the issue of booking fees and staffing costs for the jail. Staff responded that the cost of this activity is less than what the City would pay in booking fees if the City did not have a 1/31/03 & 2/1/03 Page 2 of 8

3 jail. Public Comment: Mayor DeWees thanked the Public Safety Commission for submitting written recommendations concerning the Police and Fire budgets. City Attorney Senior Assistant City Attorney Matthew Granger advised that City Attorney Sharon Stuart was not available due to a family emergency. Mr. Granger distributed an information sheet detailing Outside Counsel Legal Fee History. It was estimated that outside defense fees of $273,500 had been avoided by utilizing in-house staff and that $345,500 had been recovered through litigation. He noted a major issue is the unpredictability of litigation and the associated costs. Other emerging issues affecting the workload will be to address the demands of increased code enforcement program, consequences of State legislation personnel matters, and expansion of legal management and oversight of workers= compensation, insurance, and labor-intensive special projects. Councilmembers Holmdahl and Schuyler commended the City Attorney s staff for the decrease in outside legal counsel fees. Fire Fire Chief Linual White discussed the proactive approach to fire prevention and the positive impact on the community. He described the organization of the department, which included the newly created Building/Fire Safety Division. Issues influencing Building and Fire Safety include increased building activity, commercial and residential growth, and the merger of building and fire safety services. Chief White discussed legislation impacting the fire services. Other unmet needs and emerging issues included training, safety equipment, capital improvement, personnel, and reserve firefighter program. He cited reasons for maintaining two sets of turnout gear and highlighted the capital improvement projects proposed that were included in the previously approved 15-year capital improvement plan. The department is requesting one half-time OSA, 3 firefighters, and expansion of the reserve firefighter program. The use of mutual aid reimbursements has helped to defray department costs. In the Building area, a new in-house plans examiner is proposed rather than utilizing contract personnel. Additionally, increasing the existing.5 OSA position to full-time is recommended. Discussion followed regarding the cost of the plans examiner, which Staff indicated would be partially offset by fees. Due to the unpredictability of this revenue there may be periods when the revenues will not cover the costs. Battalion Chief Stan Hart described why the Fire personnel must change turnout gear when they are exposed to contaminants or fire; therefore, the department is requesting second sets. Council discussion followed regarding use of in-house staff for building inspection to improve customer service and again mentioned recovering these costs. Public Comment: None. RECESS: At 12:20 P.M., Mayor DeWees announced a recess for lunch. The meeting reconvened at 1:15 P.M., with all Councilmembers presented as listed on page one. City Treasurer City Treasurer Liane Scott reported emerging issues and unmet needs included small capital equipment purchases, creation of a career ladder (OSA III/IV) for the receptionist and promotion of the Utility Billing Intermediate Treasury Clerk to Senior Treasury Clerk. Human Resources Human Resources Director Jennifer Weston stated major issues affecting the department were recruitment and retention, in particular for law enforcement personnel and consideration of new recruiting incentives and more administrative work related to expansion of mandated programs. Emerging issues include: program change for a consultant to review physical job requirements and 1/31/03 & 2/1/03 Page 3 of 8

4 essential functions as it relates to certain laws; health care and insurance crisis including possible alternative health plans, litigation, and management of workforce changes/work life issues. Brief discussion followed regarding overall cost increases for the department, which was considered minimal except for the consultant study. Community Development Department Community Development Director Arleen Pelster advised that in June 2002 the department was reorganized to include Planning/Environmental Review, Redevelopment Agency, and Community Development Block Grant. She said this has increased coordination between these activities and has reduced delays for customers. Ms. Pelster reported that at the direction of Council, in February Staff will be requesting another position in the Planning Division. Special projects include the Development Code, General Plan Update, in-lieu Housing Fee ordinance, Aquatic Center, and several large-scale private development projects. The Department is requesting an increase in OSA II hours from part-time to full-time; and elimination of 25% of the Public Works Department s OSA hours previously allocated to Planning. She noted that the Redevelopment Agency budget would be brought to the City Council as a separate document in June of each year. Councilmember Holmdahl suggested that after the fee study is completed there might be increases to help offset the Department s costs. Gary Keefe indicated that the AB1600 fees currently under review are not expected to increase substantially. Councilmember Holmdahl requested that the City apply to LAFCO to annex the Landfill. John Walk reported the Aquatic Center project might be impacted because the State may cut Redevelopment Agency funds that are to be used for this project. Mayor DeWees said he hoped everyone was in agreement that the Center would be built. Public Works Department Public Works Director Larry Bean reported that with the June 2002 reorganization, the Public Works Department was formed to include five divisions, Equipment and Facilities Maintenance, Solid Waste, Streets, Engineering (Airport & Transit) and Safety & Risk Management. Equipment maintenance must address the issue of high maintenance related to carry-over vehicles and every increasing fuel expenses. The Radio & Communications shop is requesting a trainee position and additional work area to continue to maintain the growing communications network. A Building and Facilities Maintenance major need is to add a new maintenance technician to maintain existing equipment and insure an effective periodic preventive maintenance program. The Solid Waste Division is requesting additional funds to replace and relocate the landfill scale and scale facility. If additional mandates are required regarding e-waste, the Division may need to request additional funds. The Division anticipates proposing a rate increase this spring for the next three years. Street Maintenance personnel will increase training to minimize the impact of inspection, cleaning and maintenance of the City Wide Storm Drain system to meet federal requirements. Faced with loss of State road funds, the continued funding for maintenance of the street system remains critical. The Engineering Division is faced with understaffing because a Senior Engineer position has been vacant for some time. They are proposing a salary increase to help recruit and retain that person. Emerging issues for the Airport Division include installation of a jet fuel system, completion of 10 additional hangars, and marketing to stimulate business use of the airport. In FY the Transit Division will complete the Short Range Transit Plan and implement those recommendations and increase marketing of the COLT service. A small request for the Safety & Risk Management Division is to support the fuel and maintenance of a used City vehicle. There was brief discussion on the Equipment & Facilities Maintenance requests which expenses are charged back to the using departments. It was noted some of the hangars are in need of maintenance and Staff indicated that the Lompoc Airport has the best fuel prices in the County. With the impact of new housing developments, the Solid Waste Division has included containers and trucks in the 15-year Capital Improvement Plan. Council inquired whether Electric vehicles had been considered 1/31/03 & 2/1/03 Page 4 of 8

5 for the City fleet. Staff replied that they have not been fully tested yet to determine if they are costeffective. RECESS: At 2:35 P.M., Mayor DeWees announced a recess. The meeting reconvened at 2:50 P.M. with all Councilmembers present as noted on page one. Management Services Management Services Director John Walk introduced Utility Accountant Rene Vise who indicated emerging needs for the Division are to continue and improve document imaging procedures, prepare proposed rate increase for Wastewater and review other utility operations for possible rate increases, assist with financing package for $32 Million Phase I Wastewater Treatment Plant Improvements and $8 million finance of the new Aquatic Center, complete AB1600 Development Impact Fee and new User Fee Studies, and meet the challenges associated with Government Accounting Standards Board Statement Number 34 for Financial Statements. Purchasing and Materials Manager Ray Ambler reported major issues as improving the purchasing and warehousing processes through additional training, with new software and improved communications. In response to a comment from Councilmember Schuyler, Mr. Ambler indicated in addition to bid information posted on the Internet, they actively seek to notify Lompoc businesses of pending bids. Information Systems Manager Jeff Collins highlighted plans to replace, update, and upgrade computer equipment and software, enhance the in-house Intranet for easy use by employees, continue development and fluidity of the City s Internet site, focus on additional training of Staff, and upgrade the Computer Operator to Computer Operator/Programming with new responsibilities. Councilmember Holmdahl reported on video streaming discussed at recent League meetings. Mr. Collins responded that they are considering live audio casting on the City s website of City Council meetings. This information could then be archived and retrieved off the Internet. Public Comment: None ORAL COMMUNICATIONS: None ADJOURNMENT: At 3:25 P.M., Mayor DeWees continued the Budget Workshop meeting as noticed to Saturday, February 1, 2003 at 8:30 A.M. Continued Adjourned Regular Meeting/Lompoc City Council Saturday, February 1, :30 a.m. Saturday, February 1, 2003: 8:30 A.M. Councilmembers Present: Councilmembers Absent: DeWayne Holmdahl, Will Schuyler, Michael Siminski, and Mayor Dick DeWees. Janice Keller ORAL COMMUNICATIONS: None NEW BUSINESS: BUDGET WORKSHOP (Cont=d.) 1/31/03 & 2/1/03 Page 5 of 8

6 Parks and Recreation Parks and Recreation Director Vince Elizondo reported on the current issues and related budget requests for Parks, Recreation, and Urban Forestry. Lack of park maintenance personnel that are at 1992 service levels, and proposed major projects including Aquatic Center, Riverbend Park, etc. were discussed. Significant Capital Improvement Projects for deferred maintenance of City parks were outlined as well as the need for acquisition and development of new parks. He discussed potential funding sources for these projects including Quimby Act (developer) Fees that Council will soon be asked to increase. He briefly highlighted the projects included in the Pool and Park Maintenance Benefit Assessment District for The Urban Forestry Division is faced with addressing the potential public liability of maturing trees, minimizing employee exposure to injuries, maintaining urban forestry services contract, and assisting with implementation of the Old Town Strategic Plan. Mr. Elizondo highlighted the impacts on Recreation Division Staff as programs continue to grow. In summary, proposed budget requests include one full-time Park Ranger (funded by the Benefit Assessment District), deferred maintenance and capital improvements, plan, design, and construction of aquatic facility, urban forestry activities, equipment for the Parks and Urban Forestry Division, increase in Lompoc Valley Community Center Coordinator position from ¾ time to fulltime; and Aquatic Center Staffing budget for January-June Mr. Elizondo reported that the City Staff (Police and/or Parks & Recreation) will investigate the feasibility of assuming animal control services within the City to reduce the costs currently paid to the County for these services. Council discussion evolved around the Civic Auditorium, Riverbend project, and various parks. Environmental review of both the Aquatic Center and Riverbend Projects are nearing completion. Staff advised that work on Ryon Park softball field could be included in the regular maintenance, Skatepark programs will be started in the next few weeks, and the Park Ranger has authority to cite people with loose dogs in the parks. RECESS: At 9:15 A.M., Mayor DeWees announced a recess. The meeting was reconvened at 9:30 A.M. with all City Councilmembers present as noted earlier. Utilities Utility Director Jim Beck reported the Utilities Department includes Water, Wastewater, Electric, Utility Conservation, and an Analyst to handle water and legislative matters and supervision of meter readers. The Department is requesting one additional conservation staff member, salary equity, and compaction adjustments are proposed in three divisions. Water Superintendent Judy Nosecchi stated budget requests would target infrastructure improvements, increased cost of treatment supplies, and a new vehicle. Major capital improvements include Booster Station improvement, recharge, basins, new well site, and Frick Spring Improvements. Additional funds are going to be needed to complete the Water Administration Building improvements and filter addition. In response to Council comments, Ms. Nosecchi advised that treatment costs have increased due to increased water production. Rates will be reviewed as part of the budget process to insure necessary capital improvement projects can be completed. Gary Keefe reported that continued litigation expense depends on the outcome of the Water Quality Control Board s decision regarding the water settlement agreement. Wastewater Superintendent Dale Ducharme reported on significant capital and outside services increases and program changes. Due to changes in chemical treatment at the plant there were significant decreases in treatment expenses. By far the most significant project for Wastewater is the Master Plan Stage I Projects that exceed $33 Million in FY Approximately $2 million per year will be needed to finance the bonds for this project. Mr. Ducharme presented an overview of 1/31/03 & 2/1/03 Page 6 of 8

7 the proposed upgrades. Brief discussion followed, which Staff noted the Planning Commission will review the Master Plan this March. Electrical Utility Manager Rodney Ray reported additional hardware and software maintenance fees are required for the Electric Receiving Station s Supervisory Control and Data Acquisition (SCADA) system. Capital improvement projects include plans for a spill prevention/containment/counter-measures project, funds for repair and conversion of older electric systems and equipment, 4KV Rebuilding/Conversion, Ocean Avenue undergrounding, emergency generators for City facilities, improvements to Corporate Yard facilities and seed money to pursue Broadband Improvements if approved by the City Council. Major issues for the Electric Division include consideration of whether to build a generation plant within the City and addressing Statemandated policy related to renewable energy. The Division will continue to support various new development projects. Discussion followed on testing of safety equipment, which Staff indicated is done in-house as a costsaving measure. Councilmember Schuyler indicated he would provide the Division with locations of underground vaults that he felt should be inspected. Public Comment: Police Officer Chuck Strange reiterated the needs expressed by Police Chief Brown to add two Lieutenants, increase number of sworn officers, support gang violence programs, and purchase new basic equipment. He cited examples of why the minimum manning standards should be increased, which he said had not changed in the last ten years, and noted the Lieutenants would relieve Sergeants to do more field supervisory work. Council Discussion and Priorities City Administrator Gary Keefe thanked the Staff for their presentations and asked the City Council to provide direction on their specific goals and objectives for FY Finance will then gather information and revenue projections with those priorities in mind. Councilmembers thanked and commended the Staff for the presentations. Mayor DeWees indicated the City should provide a broad range of comprehensive, reliable, and fiscally prudent services to the City. The needs identified seem to be appropriate, however, due to the State budget crisis, he would rather analyze the information, obtain additional information from Staff and the public, then weigh this information against the available resources. He noted public safety is always going to be a priority, however, there are tremendous needs in other areas such as library and parks and recreation services, etc. He asked that the Council be provided with organizational charts for each department in a standard 8 ½ x 11 format. Councilmember Schuyler commented on the importance of electric generators and asked that the Airport have a lighted generator in case of power failures to keep the Airport running. He spoke in support of funding for Parks and Recreation. Councilmember Siminski stated he could not finalize his priorities without knowing the extent of budget cuts at the State level. He remarked about the high cost of employee benefits and said if COLA increases are granted they should be the same for all employee groups and consideration should be given for those positions where promotions or equity increases are proposed. Additionally, the City should not continue to defer property maintenance because it will increase costs and public safety should be given a high priority. Councilmember Holmdahl suggested the City Council look at where it can generate new revenues through encouraging new high revenue businesses, rentals, etc. and study addition of broadband services. He stated annexations should be considered for Miguelito Canyon, Lompoc Landfill, and River Park. Gary Keefe commented on the proposed Council retreat mentioned during the January 7, 2003 City Council meeting and indicated it would be scheduled in the near future. 1/31/03 & 2/1/03 Page 7 of 8

8 ORAL COMMUNICATIONS: None ADJOURNMENT: At 11:12 A.M., Mayor DeWees adjourned to the Regular meeting of February 4, 2003 at 7:00 P.M. ATTEST: Dick DeWees, Mayor City of Lompoc Jane C. Green, City Clerk Dated: February 7, /31/03 & 2/1/03 Page 8 of 8