1990-07-10 Special CC Minutes218
SPECIAL MEETING OF THE CITY COUNCIL OF THE CITY OF ALAMEDA
HELD TUESDAY - - - - - - - - - - - - - - - - JULY 10, 1990
The meeting convened at 7:04 p.m. with President Corica presiding.
ROLL CALL - Present: Councilmembers Arnerich, Camicia, Thomas,
Withrow and President Corica - 5.
Absent: None.
REPORTS AND RECOMMENDATIONS
90 -485 From Finance Director transmitting City Auditor's Report
(90 -2) regarding the City Budget.
Charles Tillman, 2415 Roosevelt Drive, stated his main concerns are
regarding the Golf Course, noted improvements to be made total a
million dollars, however the well, which is $200,000, is not
included in the improvements but he believes it should be in this
year's capital improvements, he finds no explanation in the budget
for any improvements given a capital improvement number for the
year 1991; some improvements perhaps should not go under capital
improvements because total expenditures are on a yearly basis e.g.,
the sloughs, sloughs are a joint venture with Public Works and
should have been included with the total costs of the year. He
would like to know if Council had cost allocation in 1989 -90.
The City Manager responded cost allocation is incorporated into
this year's budget for 1990 -91.
Mr. Tillman stated cost allocation was used for leverage in
regards to expenditures on the Golf Course; since cost allocation
was approved last year (1989 -90), it should have been effective
last year but was not, with one exception, the Golf Course.
In response to Councilman Arnerich's request, Mr. Tillman
clarified his opinion regarding the sloughs, stating the cleaning
of the sloughs is done on a year to year basis; it is maintenance
and does not belong in the capital improvement program.
President Corica commented it is necessary to show where the money
is going; and Mr. Tillman remarked that notation can be made
under the cost allocation program.
Mr. Tillman stated the Mastick Senior Center is asking for another
half -time person and he believes it is warranted, because the
Skills Center is expected to be in use by October and will provide
a considerable amount of additional work; and requested Council
give that consideration.
The Finance Director noted some of the City Auditor's recommended
changes have been incorporated into the budget e.g., Program
Workload Statistics, Budget format, Guidelines for Forecasting
Revenues; the five -year financial forecast was recommended by the
July 10, 1990
City Auditor, and is also recommended by the Finance Committee; it
is an important project but would require a lot of resources to be
committed timewise, and perhaps involvement of the Council.
President Corica inquired if there is a cost estimate of time
expended by staff for the five -year forecast, and if the Finance
Director believes such a forecast would be helpful, to which the
Finance Director responded she believes it would be helpful but
cannot commit Department Heads' time being expended to look at
their operations.
Councilmember Withrow stated he believes such review of operations
would be as beneficial for the City as it is for large corporations
which have found that going into a more detailed approach, saves
money in the long run, promotes efficiency and effectiveness,
provides better utilization of time, etc.; and clarified the
proposal is for a two -year budget and three -year forecast.
Councilman Arnerich questioned if there is a way to get a broad
overview to determine whether or not there will be a large benefit
to doing a five -year forecast.
The Finance Director stated each department should perhaps make a
list; that list can be looked at and a rough projection be
prepared of "what if" items: e.g., what if a hotel is built, what
impact would that have on City revenues and what impact would that
have on City services.
The City Manager commented the more time spent on the forecast, the
better it will be; there is not a lot of time to be spent by the
departments and it will take people from their jobs; the City
Auditor is recommending a Budget Analyst to do that.
President Corica stated his concern is how much the forecast would
cost.
The City Manager stated if staff makes a point of logging time,
that time can be translated into hourly costs, and reported.
President Corica stated he would like such a report at the end of
the first year.
The City Manager stated he is not saying the forecast should
automatically be done; he is saying staff can do it but there will
be a fairly severe related cost, but he understands the reason for
doing it.
President Corica stated he would like a ball -park figure of the
cost of forecasting.
Councilmember Camicia
but saves a lot more
would like information
The Finance Director
fully explored by the
stated, if the forecast costs a great deal
money than it costs, it is worth it, and he
on that, also.
stated the five -year concept has not been
Department Heads, perhaps an estimate can be
July 10, 1990
2
made regarding what it will take for each individual department and
report to Council before undertaking the project.
Councilman Arnerich commented perhaps other cities or jurisdictions
with five -year budgets can be contacted to find out whether or not
such budgeting has been profitable to them; perhaps information
can be gained from other agencies not only in the public sector but
the private sector.
The Finance Director noted Sunnyvale has a ten year capital
projection and forecast exact amounts of job cost e.g., sidewalk
repair.
Council further discussed with the Finance Director the type of
items that need to be explored and the cities to be contacted for
information.
Councilmember Thomas stated she believes the idea of a forecast is
excellent, particularly in view of County, State and Federal
deficits; in the context of the projection, should look at
services provided by governmental or other entities which perhaps,
on a 5, 10 or 20 year basis, will no longer be able to fund those
activities, the County may not be able to fund some services on an
immediate basis and if Council wants to make a policy decision on
whether or not to take those over, Council needs an immediate plan,
on a short- mid- and long -term basis, for that, e.g., the Homeless
Shelter, the Senior Center; not only staff but consultants will be
exploring what Council must do; and she believes Council must be
somewhat protectionist at this point, on a comparative. position
with nearby cities, must know what the cities are doing, what kind
of draw they will make on the County, what is the best approach
strategically to maximize County support, whether putting money
into services will hurt or help from County -wide point of view and
does it matter? Is the County ever going to have money again to
support our City needs; those are the things Council must address
in the future and believes it is a great idea to place them in the
forecast.
Councilmember Thomas suggested acceptance of the report and
direction to staff to report back as indicated by the Finance
Director.
Councilmember Camicia so moved. Councilmember Thomas seconded the
motion which was carried by unanimous voice vote - 5.
To Councilman Arnerich's question on the length of time for staff
to report back, the Finance Director responded about sixty days.
90 -486 From President, Alameda Free Library Board, endorsing the
Unfunded Expanded Programs for the Library and recommending
Council's approval of same.
Lloyd Wilson, 933 Shoreline Drive, stated he was speaking on behalf
of the Adult Literacy Program; he has been a student for two years
and the program has given him an opportunity to develop a good
foundation for his reading and writing abilities, and he would like
July 10, 1990
221
to see some type of funding given to the literacy program.
Marilyn Lewis, 1510 Everett Street, Library Board, Budget
Sub - committee, stated the budget the Sub - committee proposed, was
returned with the Literacy Program cut in half and plans to keep
the Library open were deleted; the City Manager then endorsed the
expanded Library hours, and at the last Library Board meeting, a
motion was unanimously carried to request Council restore the funds
to the Literacy Program in the amount of $12,500, and to fund new
library hours.
Councilmember Thomas suggested shifting hours, closing on some of
the hours in less demand and opening on Sunday afternoon, to which
Ms. Lewis responded she has not been informed there is a lesser
demand at any time.
The Library Director stated the recommendation for Sunday hours is
at the City Manager's request; she believes the library could be
open 24 hours a day and there would be persons in the Library;
usage has been climbing at the rate of approximately five percent
per year, and Bay Farm at forty percent.
Councilmember Thomas suggested measurement of peak usage and
exchange of some less demanding hours for expanded hours.
The Library Director noted libraries in many neighboring cities
report ten percent of their annual circulation is done on Sundays.
Councilmember Thomas stated Sundays are a peak demand time and
there should be some way to provide for Sunday hours.
Councilman Arnerich stated the cost requested for the Literacy
Program is $12,500; the cost of the Sunday afternoon program is
$42,000.
The Library Director noted the $42,000 is for six - months, January
through June, 1991, which allows time for recruitment and training.
Councilman Arnerich suggested instead of opening from 1 :00 -5:00
p.m., open from 1 :00 -4:00 p.m., thus saving one - quarter of the
budget and that would cover the $12,500 for the Literacy Program;
and inquired if the Library Director would have any problem
reducing the proposed Sunday hours by one hour, to which the
Library Director responded she would not have any problem.
The City Manager stated when reviewing the usage of the Library, it
appeared to him that many residents use parks and other
recreational facilities and perhaps some hours could be cut in
other places to provide Library Sunday service hours; Library
lower- demand hours can be reviewed; believes the program can be
worked out with a reduction of hours as Councilman Arnerich
suggested; although the hours are not funded in the regular part
of the budget, it is presented to Council because he believes it is
a policy decision of Council to expand leisure services once the
Council made the initial reduction eleven years ago after
Proposition 13.
July 10, 1990
Councilmember Thomas inquired if the hours would be cut back when
the new Library is inhabited; and commented she does not want to
set up new Sunday hours for persons to rely upon and then cut them
back when the new Library is in use.
Councilman Arnerich suggested the matter be directed back to the
City Manager, to reduce $42,000 by the proposed reduction in hours
on Sunday; savings would supplement the Literacy Program.
President Corica stated there should also be information regarding
how many persons would be required to staff the new Library, in
order to determine cost.
Councilmember Camicia stated Public Broadcasting Station (PBS) and
the ABC Television Network both jointly sponsor an adult literacy
program they publicize; and it might be a good time for the City
to call upon KQED and discuss making Alameda a demonstration
project in terms of adult literacy; KQED has persons who apply for
grants and it might be a way to make up that fee and in conjunction
with that program it is a great time to do it.
Councilman Arnerich agreed that should be pursued.
Councilmember Withrow stated he cannot understand why a City of
this size cannot afford to keep a Library open on Sundays, open to
meet the demands of residents, and he moved staff be directed to do
whatever is necessary to come up with the resources to do that.
Councilmember Thomas stated she does not know if the City should
ask for money for the Library; she believes the City should fund
the Library and the entire Literacy Program; and should fund all
the hours on a trial basis, and see if there are any hours or part
time employment to be cut back after there is a measurement of the
peak hours of usage.
Councilmember Withrow so moved. Councilmember Thomas seconded the
motion which was carried by unanimous voice vote - 5.
HEARINGS
90 -487 Consideration of the City of Alameda's proposed Operating,
Capital Improvements, and Gas Tax Budgets for Fiscal Years 1990 -91
and 1991 -92.
President Corica explained the procedure of the hearing.
The City Manager commented staff is present for questions.
There being no proponents or opponents, the public portion of the
hearing was closed.
Councilmember Thomas noted newspapers have been addressing the
closure of a portion of the County jail, the State government is
planning to reduce the trial court program by ten percent, and
questioned what impact there would be upon the City of Alameda.
July 10, 1990
The Chief of Police commented if the North County jail closes,
there would be indirect impact on Alameda; impact on crime would
be highly speculative at this point but there will be a
deteriorating affect of safety in the County; there is nothing in
the police budget to offset any possible impacts on this City; a
lot of public safety costs have been shifted to the City, e.g.,
County crime lab costs.
Councilmember Thomas inquired if at some point the City would need
to develop its own crime lab; and the Chief of Police responded
currently the cost of using the County and other laboratories,
e.g., Western Laboratory, is more cost efficient.
Councilmember Thomas discussed costs of County Coroner,
transportation of prisoners, and the Chief of Police noted the
County Coroner is still a County cost; and that once prisoners are
arraigned, transporting prisoners becomes the Sheriff's
responsibility.
Councilmember Withrow stated the points raised by Councilmember
Thomas are very important, and he would like City staff to scope
what it would take to determine the impact of the cutback in
services, not only what we know now, but the projected cutback in
future services from the County level, how that will impact Alameda
and what Council needs to do to address the matter ahead of time.
Councilmember Thomas stated she thought that was addressed in the
5 -year forecast; although she agrees it would be proper, in this
particular area, to do an expedited review of how this can affect
the City.
Councilmember Withrow agreed with Councilmember Thomas; believes
the two [forecast and scoping] are compatible and believes the
County cutback is identified as a specific project and the effort
would be worthwhile, whether done by City staff or citizens, to
scope some things.
Councilman Arnerich agreed, noting he believes each year will bring
more cutbacks from the County.
President Corica noted if the North County jail closes, they will
be saving money but a number of prisoners are repeat offenders,
some will come into Alameda, expenses will need to be picked up by
area cities including Alameda.
Councilman Arnerich stated he would like the City Manager to look
at funding for the Mastick Senior Center alluded to by Mr.
Tillman, for the conversion of the position of the half -time
custodian to full time; the Center has expanded and the position is
needed.
Councilmember Thomas inquired if there is still funding from the
County, to which the Recreation Manager stated there is funding
from the County this year and probably will receive approximately
$16,000 for 1990 -1991, but she is not sure of funding for 1991 -
July 10, 1990
1992.
Following brief discussion regarding County funding of the Center,
Councilman Arnerich commented a half -time messenger for Finance
Department is requested, and is comparing that to the half -time
person required for the Senior Center, which operates seven days a
week.
The City Manager noted the activity at the Senior Center has grown,
and the Center believes an additional half -time person is needed;
in the Finance Department, the half -time messenger has proven very
helpful and another half -time person would relieve higher paid
persons and be more productive and efficient.
Councilmember Thomas suggested possible help from
County work referral or other organizations for the
Councilman Arnerich stated he does not believe
workable due to liability when accidents occur.
The City Attorney stated there is an existing volunteer program at
the City that works well, however, there are potential problems for
students doing lifting or setting up tables.
The Personnel Director stated some referrals from the County are
used; volunteers are helpful and happy with flexibility in the
program but have not found workers that can sustain a daily program
on a consistent basis.
the Boys Club,
Mastick Center.
that would be
Councilmember Thomas stated Senior Citizens provide assistance to
the School District and perhaps there could be some reciprocity, in
the form of credits to higher grade students, or perhaps college
students could be given such credits under certain courses.
The Personnel Director commented that could be explored, but
cautioned that such programs do not tend to fulfill an ongoing
twelve -month a year role.
Councilman Arnerich stated the half -time person is needed not only
for setting up tables, but cleaning restrooms and other duties;
and he believes the position should be funded; and would like the
City Manager to find funding for it.
Councilmember Camicia agreed; the Senior Center is something to be
proud of and Council should make sure it is run well.
Councilman Arnerich called attention to certain pages in the Budget
and stated there should be notes and cross - references included to
prevent confusion. He also referred to page 40, which breaks down
positions according to percentage of time, used in various areas,
and believes that analysis should also be clarified.
Councilmember Withrow inquired to what degree the budget is built
around requirements and to what degree it is built around
anticipated funding.
July 10, 1990
22„)
The City Manager stated the budget process is approached with an
attempt to make the demands fit amount available; then a list of
programs are submitted for Council's consideration, which are not
provided for in the budget.
Councilmember Withrow stated if budget monies are determined for
each department, then a budget is designed around the money
available, and the system is not a clean one because shortfalls are
not identified; and if funds exceed necessity, then the department
will find projects to match the amount; having an unfunded
category is a start, but in future years there should be a stiffer
rigor to identify what the actual requirements are, the
requirements should be defined by standards, there is a need to
know what the citizens expect, what to do in the out - years; and
then it will be possible to know the actual shortfalls, and
programs can be put into effect to rectify the situation; and
inquired how complete the unfunded list is.
The City Manager stated the list in the Operating Budget is
complete; and there is a Capital section of the budget which shows
projects needed but for which there is insufficient funding or no
funding.
Councilmember Withrow inquired what is considered to be the debt
capacity for the City of Alameda, and to what degree the debt
capacity has been utilized.
The Finance Director referred to the Schedule on Page 176 of the
Budget, stated she has attempted to show all debts the City must
pay and has noted the special assessments of $6.5 million and $3.5
million; and stated the direct debt of the City is approximately
$3,000,000, and the capacity is not being used.
Councilmember Withrow stated over time, Council needs to understand
the debt capacity and the utilization of the City assets and
resources in order to understand whether the City can or cannot
afford something in order to make good decisions, whether it be
Council or citizens who are voting; and the indications are that
the City of Alameda is very under - leveraged, and to be
under- leveraged to an extreme costs the citizens of Alameda money.
President Corica commented he does not believe the City of Alameda
is in dire straits; does not believe Alameda taxpayers are paying
more money because of the way Council is operating; and he is
proud of the fact the City has more money in reserves than Alameda
County does, as it is important to have reserves, too.
Councilmember Thomas commented it does cost money if the City is
under - leveraged; and it will cost money if the City is
under - leveraged and in a better position than other cities when
competing for County funding.
The Finance Director stated the Golf Commission considered the
Finance Committee's recommendation to request funds from the Golf
Course and voted to contribute $75,000 from the Golf Course which
is 50% of their pro rata share. July 10, 1990
Councilmember Withrow stated he would like to see what the cost
allocation model is, and the impact, because as dollars are being
moved around, that should be made clear to Council.
The City Manager stated staff will bring the additional information
at the next meeting regarding the Cost Allocation Plan, what was
originally requested, what the Golf Commission input was and how it
fits into what Council approves tonight; and added that the Golf
Commission recommendation will come before Council at the next
Council Meeting.
Council discussed with the Finance Director the life /obsolesence of
computer systems and related cost efficiencies.
90 -488 Approving and adopting the Operating Budget and Capital
Improvements /Gas Tax budgets for Fiscal Year 1990 -91, and
appropriating certain moneys for the expenditures provided in said
Fiscal Year.
Councilmember Thomas moved approval and adoption of the operating
budget; with the amendments already made in Line Item 5, as to
including the Literacy Program, the Sunday hours for the Library,
and the change, as per Councilman Arnerich; the expansion of the
second person at Mastick Senior Center to full time, the $15,241
additional increment. Councilmember Withrow seconded the motion
which was carried by unanimous voice vote - 5.
ADJOURNMENT
There being no further business to come before Council, President
Corica adjourned the meeting at 9 :05 p.m.
Respectfully submitted,
Patricia Calbreath
Deputy City Clerk
The agenda for this meeting was posted in advance in accordance
with the Brown Act.
July 10, 1990