CITY OF LA HABRA HEIGHTS
MINUTES OF A SPECIAL MEETING OF THE LA HABRA HEIGHTS CITY COUNCIL
JUNE 21, 2001
A special meeting of the La Habra Heights City Council was called to order by Mayor Engelhardt at 6:10 p.m. on Thursday June 21, 2001 in the Multi-Purpose room at 1245 North Hacienda Road, La Habra Heights, California.
Councilmembers present: Borrowe, Carroll, Engelhardt, Klein and Millsap. Also present were City Manager Lindsey, Planning Director Sanderson, Fire Chief Nelson, Deputy City Engineer Gilbertson, Deputy City Clerk Coulter, L. A. County Sheriff Lieutenant Ault, and L. A. County Sheriff Captain Binkley arrived at 6:20 p.m.
Mayor Engelhardt opened the meeting for public comments on matters on the agenda.
Fire Chief Nelson noted the Fire Department had received notice that they have received a $10,500 grant. He explained that it was a matching grant to purchase Self-Contained Breathing Apparatus.
The City Manager explained that the City has received a $5,000 non-matching grant for recycling that has to be applied for each year.
City Manager Lindsey led the flag salute.
Mayor Engelhardt suggested that the City Council take Item 3 first, out of order.
3. ROADS COMMITTEE MEMBER APPOINTMENT
Mayor Engelhardt explained that the Council could discuss the appointment of George Hawkes to the Roads Committee or offer a motion.
Councilmember Klein offered a motion to appoint George Hawkes to the Roads Committee, seconded by Mayor Pro Tem Carroll and approved as follows:
AYES: Borrowe, Carroll, Engelhardt, Klein and Millsap
NOES: None
ABSENT: None
1. PROPOSED FY 2001/02 BUDGET WORKSHOP
City Manager Lindsey stated that she has made corrections in the budget she provided the Council two days previously. The main changes are as follows:
1. The budget was amended to incorporate appropriate revenue and expenditure functions for the new California Law Enforcement Equipment Program (CLEEP). This item was given account number 17-17.
2. The Budget was amended to incorporate appropriate revenue and expenditure functions for the new Transportation Congestion Relief program. This item was given account number 18-18.
3. In relation to the CPI (Consumer Price Index) increase of 3.5% over the last year, management requests a cost of living adjustment (COLA) for staff in the amount of 3.0%. Over each of the last two years, staff received a 1.5% COLA, even though the CPI for both of the last two years was between 2.0-3.5%. The 3.0% COLA is already incorporated into the proposed budget document.
4. Existing health care benefit premiums were increased this year and are also reflected in this document.
5. New projections are included for revenues and expenditures at The Park facility, based on a year of use after the recent renovations. The Parks and Recreation Commission continues to review these figures for future changes.
6. There are no changes requested in staffing levels or salary ranges, other than the COLA noted above.
7. The Sheriff DepartmentÕs costs have increased slightly in order to reflect the net effect of a negotiated salary increase.
8. All revenue sources received on a per-capita basis have been adjusted to reflect the newer year 2000 Federal Census population figure of 5,712. The total impact on per capita revenue sources (all of which are non-General Fund) is $66,665.
9. Revenue projections in both Property Tax and Sales Tax have been relatively flat or minor in relation to economic forecasts.
10. A possible District lll Road Maintenance Assessment District has not been factored into this Budget, but can easily be added in the future if necessary.
City Manager explained that there are still errors in the Budget that can be noted as they are found during the workshop. The City Manager also explained that the Budget is an estimate and if unexpected changes occur, the Budget can be changed again in mid-year. Real numbers for the current fiscal year were not available when the Budget was made. Real numbers are available only after the auditors close out the current year.
City Manager Lindsey explained that the demographics page reflects the new Los Angeles County AssessorÕs assessed valuation numbers and the new census figures.
The City Manager noted that page 1 was a new page showing expenditures by fund. She explained that page 2 was the same information only expenditures by function. The total proposed expenditures for the 2001/02 General Funds are $1,642,355 with a total proposed for all funds being $3,879,505.
City Manager Lindsey noted that page 3; Expenditures Summary by Department was also a new page that was suggested by the Budget and Finance Committee. She stated that they had met together four times and were helpful in the Budget process.
Page 4 (Summary By Source) is not finished yet.
The City Manager continued with the Revenue Detail pages 5-8. Pages 5 and 6 cover the revenue details for the General Fund.
The City Manager noted General Fund revenues on pages 5 and 6. The total of General fund revenues proposed for 2001/02 is $1,847,300.
City Manager Lindsey explained in answer to the MayorÕs question on account number 4390 ÒReimbursable Planning ProjectsÓ that the account would cover any reimbursements received from work done on a CUP or special project.
Councilmember Borrowe asked why the ÒReimbursable Planning ProjectsÓ was left blank for 2001/02.
The City Manager answered that it was left blank on purpose. There is no way to tell what the figure will be. The expenditure side has been left blank also.
Councilmember Millsap asked if any changes had been made on Page 8.
City Manager Lindsey answered that account number 14-4600 and 18-4600 had been added in the formula to add it in to the total but was not included. This was corrected today. The City Manager also explained that the ÒC.O.P.S. RevenueÓ (Account number 4415) received $100,000 for Supplemental Law Enforcement Service that can only be used for additional staffing costs. This $100,000 was an increase from the usual $16,000.
City Manager Lindsey stated that there have been a few decreases in revenue due to the lower census figures.
The City Manager explained that $72,000 had been granted from CDBG funds. It was granted for ADA paths from the parking lot at The Park to the Tot Lot and from the Tot Lot to the Gymnasium. The larger amount was for ADA bathrooms at the City Hall or some asbestos removal. There are very few items allowed the use of CDBG funds at City Halls other than ADA uses.
The Mayor asked if the CDBG funds could be used in a different way.
The City Manager noted that it would have to be brought back to the City Council at a future meeting. She noted that the previous City Council had already approved the Park projects.
Councilmember Millsap noted a difference between the Fire Department expenditures and the Fire Department revenue of $68,000.
City Manager Lindsey explained the difference was that not all of the revenue from training programs was listed in the Fire Department revenues.
Fire Chief Nelson assured the City Council that the revenue from the training programs would exceed the expenditures.
Fire Chief Nelson and City Manager Lindsey noted that they would like to schedule a joint meeting with the City Council the week of July 16th.
Mayor Engelhardt suggested they hold the discussion on a joint meeting later and continue with the Budget.
CITY COUNCIL DEPARTMENT
The City Manager noted that there was little change in the City Council Department.
CITY ATTORNEY DEPARTMENT
Little change was made.
CITY MANAGER DEPARTMENT
No major changes
Mayor Engelhardt asked for the total cost shown on page 44 including benefits for staff.
City Manager Lindsey explained that she already had a worksheet containing that information. She also answered that several differences for the Proposed 2001/02 came from her efforts to place many expenditures under the correct codes and Departments.
The City Manager stated that the Budget was similar but the election costs have been taken out.
Mayor Engelhardt asked for a copy of the Joint Powers Insurance Authority Risk Assessments list of improvements needed.
City Manager Lindsey noted that this JPIA list was what raised the Proposed 2001/02 expenditure on code 9085.
Code 9032 Dues and Membership went up $4,000 for Proposed 2001/02 due to a raise in dues, mainly The League of California Cities.
NON-DEPARTMENTAL DEPARTMENT
City Manager Lindsey stated that the Staff was asking for a new printer under code 9087. She also confirmed to Councilmember Millsap that code 9040 covered Art Valasquez.
PLANNING AND ZONING DEPARTMENT
Sheryl Sanderson reported that they needed a new printer.
ENGINEERING DEPARTMENT
City Manager Lindsey stated that there was not much change.
POLICE SERVICES DEPARTMENT
The City Manager explained that there is a slight increase in the SheriffÕs cost due to their negotiated labor cost increase at the SheriffÕs Department.
Captain Binkley stated that there were two proposals suggested by the Sheriffs Department.
A. This is a roll over of the present staffing level of coverage in La Habra Heights and represents the 2.5% negotiated increase that would result for the next fiscal year in an increase of $11,640.
B. This proposal would be to convert the Team Leader to a Generalist Deputies Position. This would change the increase in cost to only $4,200 for the fiscal year.
Mayor Engelhardt asked Captain Binkley if the City gets ticket revenue.
Captain Binkley noted that Deputy Ferris found that the City was not receiving their full revenues for the over weight tickets on trucks and he was working to correct that.
Mayor Engelhardt asked the City Manager to provide her the total figure for enforcement ticket revenues.
Councilmember Klein stated that he felt the City needs a Team Leader working for them.
Councilmember Millsap agreed.
Councilmember Klein asked if Captain Binkley would figure the cost per hour for the Deputies and what the services are.
Captain Binkley noted that Lieutenant Ault was putting together an informational booklet for the City Council with service information among other items.
CODE ENFORCEMENT DEPARTMENT
City Manager Lindsey noted that the Planning Department was responsible for Code Enforcement and that the majority of the expenses are for attorney fees for code enforcement.
BUILDING AND SAFETY DEPARTMENT
The Projected Actual expenditures for 2000/01 have increased considerably from the budgeted 2000/01. The proposed 2001/02 budget has been kept fairly flat. This goes up and down every year and cannot be easily predicted.
The City Manager passed out a page listing the total cost of each of the employees that the City Council had asked for.
ANIMAL CONTROL DEPARTMENT
No changes.
FINANCE DEPARTMENT
The City Manager stated that the Proposed Budget has gone down a small amount, partly due to a coding of staff. The temps doing the accounting work should be charged to ÒFinanceÓ and she would check that the temps were accurately reflected in this department.
PUBLIC WORKS DEPARTMENT
The City Manager explained that she had some further research to do in this department. She noted that the East Road traffic signal was charged to the PUBLIC WORKS DEPARTMENT and she had to find where the revenue for this was placed when it came in two years ago.
This finished the General Fund Departments.
GAS TAX FUND DEPARTMENT
City Manager Lindsey explained that she had made more corrections on the Gas Tax Fund and the City Council expense would be reflected in the next version of the Budget. Code 9053 ÒRoad MaintenanceÓ for the current year is down to $48,000 instead of the $67,000 shown.
PROPOSITION A –TRANSPORTATION DEPARTMENT
City Manager Lindsey noted that these funds are exchangeable. For 2000/01 two years of Prop A Transportation were combined. For 2001/02 it will go back to one year at a time. The revenue has dropped some due to the lowering of the population census.
AIR QUALITY DEPARTMENT
There are no expenditures projected or planned.
Mayor Engelhardt noted that she thought the City Council could do an Air Quality element for the General Plan update.
PROPOSITION C TRANSPORTATION DEPARTMENT
The City Manager explained that this department includes the Dial-A-Ride service through Whittier and the Airport Vouchers. The Airport Vouchers are becoming more and more popular. City Manager Lindsey also noted that code 9086 covers Capital Improvements and improvements for Hacienda Road.
The City Council asked that the City Manager investigate the money given to the City of Whittier in exchange for staff service. Investigate if the services received from Whittier have fully paid back the money they received from La Habra Heights.
Mayor Engelhardt asked if City Engineer Milano had determined if a Hazardous Elimination Grant could be used for traffic calming on Hacienda Road.
Deputy City Engineer Gilbertson stated that he would find out and E-mail each City Council member what has been discovered.
FIRE FUND-FIRE DEPARTMENT
Fire Chief Nelson reported that he and the City Manager have been working diligently on showing all of the expenditures on the different programs. As soon as all of the revenues from the programs are calculated, the City Council will be able to see that the Fire Department is self-supporting for all of the Fire Department programs.
Fire Chief Nelson explained one of the corrections made. The code should have shown part time Division Chiefs and Battalion Chiefs. This amount was moved into part time, as it should have been. The Fire Chief stated that he would like a little overtime because there are times when his secretary or the Fire Marshall had to work overtime.
The City Council discussed the need to charge time spent on the Fire Department by other departments, such as Payroll.
Councilmember Klein noted the importance of increasing the Fire Department capital outlay for maintenance and building expenses.
City Manager Lindsey suggested setting aside money into the ÒFire Department Building FundÓ, code 7676. She noted that she would check into several of the figures.
Councilmember Borrowe noted that code 9013 ÒComputer MaintenanceÓ, had gone from $3,000 to $8,000.
The Fire Chief explained that this was due in part for hardware and software for the teaching programs. Also, there was some upgrading needed in software for dispatch runs and reports.
Councilmember Borrowe also asked about code 90267 ÒOperating SuppliesÓ, increasing from $10,000 to $20,000.
Fire Chief Nelson answered that this also represents corrections relative to items paid for by training funds.
Councilmember Borrowe asked the meaning of code 9016 ÒSP Department ExpenseÓ.
City Manager Lindsey explained that SP meant Special Expenses, which is a catchall.
Mayor Engelhardt asked for a breakdown on code 9089 ÒVehiclesÓ.
The Fire Chief explained that code 9077 ÒVolunteer ServicesÓ represents stipends received by the volunteersÕ for services each year and their California State Fire Fighters dues.
Councilmember Klein asked if Proposition C-Transportation funds could be used for something other than the Southern California Coach Airport Vouchers. He asked if the funds could be used for some of the work on Hacienda Road.
City Manager Lindsey stated she would look at the contract to see if there were any restrictions on this money.
THE SUPPLEMENTAL LAW DEPARTMENT
The code 9060 ÒEnforcementÓ $100,000 is mandated to be used for front-line law enforcement personnel costs only, not already covered.
THE PARKS AND RECREATION DEPARTMENT
Mayor Engelhardt asked for a summary of the intra-fund transfers for 2000/01.
The City Manager noted that $42,000 is being taken out of the General Fund shown on page 41 for Parks and Recreation purposes.
City Manager Lindsey further noted that the Parks and Recreation Commission is looking for ways to raise revenue to offset the General Fund subsidy.
WEED ABATEMENT DEPARTMENT
No major changes made.
City Manager Lindsey noted that road clearance in the public right-of-way is badly needed.
COMMUNITY DEVELOPMENT BLOCK GRANT
The City Manager stated that they had discussed the Community Development Block Grant funds on page 8 on revenue detail.
City Manager Lindsey explained that there may be an additional amount to add but it has not been approved yet.
MAINTENANCE DISTRICT # 2 DEPARTMENT
The City Manager explained that the figures were the ones given to her by RKA Engineering. She felt a little unsure of some of the figures and would check into them with City Engineer Milano. She noted that the figures contained NBS election services for District # 3.
CA LAW ENFORCEMENT EQUIPMENT PROGRAM DEPARTMENT
City Manager Lindsey recommended that the City Council give a small portion of the money to the SheriffÕs ÒLARCISÓ program (LA County Regional Crime Information). No money will be spent until Staff comes back to the City Council with a program for estimated expenditures.
Captain Binkley noted that the ÒCommunicatorÓ phone system has been installed and people are being trained on it.
Councilmember Klein noted that it would be good to know regarding any of these expenditures what the direct benefit is to La Habra Heights.
TRANSPORTATION CONGESTION RELIEF DEPARTMENT
The City Manager explained that this was a new fund. $50,000 is in the fund and City Manager Lindsey will find out more about how it may be used.
CAPITAL STREET IMPROVEMENTS DEPARTMENT
The City Manager explained that these were the figures estimated by City Engineer Milano. City Manager Lindsey explained that Hacienda Road amount was placed in the current year and if it is not all used in the current year it would automatically move forward to the next year.
AGENCY FUNCTION DEPARTMENT
City Manager Lindsey explained that this was the administrative function for both the road districts.
BUILDING FUND-ADMINISTRATION DEPARTMENT
The City Manager noted that there was $629 not spent in 2000/01.
BUILDING FUND-FIRE
City Manager Lindsey noted that the Fire Department will have approximately $2000. She also explained that these would be good places to reserve additional funds for maintenance and building.
There was a discussion of generators for emergency use and different ways to run them. It was the consensus of the City Council that more consideration was needed.
SUMMARY OF INTRA-FUND (TRANSFERS)
The City Manager assured Councilmember Millsap that she would check into the Parks and Recreation figures to make sure they are correct.
CALCULATION OF GANN APPROPRIATION LIMIT
This shows how the Gann limit is figured and how a correction was made that covered an error made in 1999.
PROPOSED TABLE OF ORGANIZATION
No major change.
LABOR ALLOCATION BUDGET 2001/02
This fund shows a breakdown of where staff gets charged.
LEGAL AND ENGINEERING ALLOCATION BUDGET 2001/02
The year was corrected from 2000/01 to 2001/02.
City Manager Lindsey noted that it would be helpful to pass this Budget by June 30th. She asked if another workshop could be set up with resolutions in case the City Council is ready to approve the Budget. She explained that it would have to be a Public Hearing.
The City Council set a tentative date of July 9th for a Budget workshop at 6:00 p.m.
Councilmember Klein asked what the drop-dead date is if they are going to adjust the fire fee for next year in order to get it on the tax roll.
The City Manager noted that she would get the information back to the City Council. She also advised the City Council that she would get a revised copy of the Budget to them early next week.
CLOSED SESSION
Item was taken out of order.
4. Public Employee Performance Evaluation
Title: City Manager
The Mayor explained to the Council that the City Manager had asked to leave and promised to furnish the City Councilmembers with a memo by Tuesday with dates as to when the listed items for the Closed Session will be finished.
City Manager Lindsey left at 9:30 p.m.
Item 2 was taken out of order.
2. GENERAL PLAN ADVISORY COMMITTEE (GPAC)
Mayor Pro Tem Carroll noted that he did not want to go forward with this item tonight. He stated that he wanted to discuss the process and structure for the selection. He stated that he would like all 24 applicants to be used rather than 9-15 applicants.
The City Council discussed the best number for the GPAC Committee
Councilmember Klein
offered a motion to adopt the resolution creating the GPAC,
seconded by Councilmember Borrowe and approved as follows:
AYES: Borrowe, Carroll, Engelhardt, Klein and Millsap
NOES: None
ABSENT: None
The City Council discussed the qualifications for picking the Committee.
Councilmember Klein offered a motion to appoint 15 Committee members, seconded by Councilmember Borrowe and approved as follows:
AYES: Borrowe, Carroll and Klein
NOES: Engelhardt and Millsap
ABSENT: None
The consensus of the City Council was that each member pick out 15 names from the list and bring them to the next meeting and then decide on the 15 committee members.
Mayor Engelhardt registered her complaint that the City Council often gets things for their packet too late to study.
ADJOURNMENT
Mayor Engelhardt adjourned the meeting at 9:40 p.m.
ATTEST:
___________________________
CITY CLERK LINDSEY