CITY OF LA HABRA HEIGHTS

 

MINUTES OF A SPECIAL MEETING OF THE LA HABRA HEIGHTS CITY COUNCIL

 

SEPTEMBER 12, 2000

 

 

            A special meeting of the La Habra Heights City Council was called to order by Mayor Powers at 5:45 p.m. on Tuesday September 12, 2000 in the Multi-Purpose room at 1245 North Hacienda Boulevard, La Habra Heights, California.

 

            Councilmembers present: Daniel, Engelhardt, Powers and Spothelfer. Councilmember Klein expected later. Also present were City Manager Lindsey, Administrative Accountant Farmer, Fire Chief Nelson, Planning Director Sanderson, Deputy City Engineer Gilbertson and Deputy City Clerk Coulter. Councilmember Klein arrived at 6:55 p.m. The Mayor left at 6:55 p.m. and returned at 8:25 p.m. Commissioner Spothelfer excused herself at 7:45 p.m.

 

Mayor Powers led the flag salute.

 

PUBLIC COMMENTS ON MATTERS ON THE AGENDA

 

Mayor Powers opened the meeting for public comment on matters on the agenda.

 

            Stephen Blagden, Citron Road, noted that the City's budget is increasing too quickly and he cited several examples. He felt that the City spent more expensively than necessary. He also used the Fire Department as an example of frugal spending and a constant search for funds and grants.

 

SCHEDULED MATTERS

 

1.              BUDGET REVIEW

 

(Continued from the June 8, 2000 City Council meeting.)

 

City Manager Lindsey presented an updated report on items amended from the June Budget proposal. This budget will be identified as proposal No. 2. The City Manager reported that the Council had asked for a $200,000 budget cut at the June meeting. She was able to cut costs by $83,710, and explained that there are new and better figures now than in June, 2000.

 

City Manager Lindsey listed 9 items that modified budget No. 2:

 

1.     The Financial Audit has been completed with better numbers.

 

2.     Accurately reflecting projected expenditures per the annual Financial Audit.

 

3.     To reflect recent cost increases in health care benefits for medical and dental.

 

4.     To reflect the use of prior year Fire Department Building Funds for continued improvements to their facility. The note in the budget was revised to explain that the building was purchased rather than built.

 

5.     To add a public safety project under Supplemental Law funds to purchase video cameras for two sheriff units.

 

6.     To add the recently received Recycling Grant ($5,000) into the revenues and expenditures.

 

7.     To accurately reflect money saved from the lower Fullerton Road bid.

 

8.     To reflect an additional 7.1% increase in anticipated property tax revenues per recent County estimates.

 

9.     Notice from the County on another increase in property tax revenue on a one-time- only basis.

 

Councilmember Engelhardt felt that the summaries and conclusions are difficult to understand and she was not always sure of the figures used. She used the Attorney’s fees as an example and explained that it was hard to tell what part of the fees came back to the City. The Councilmember felt more detail was needed.

 

Mayor Pro Tem Daniel felt that when staff reworks the figures, the numbers will be more accurate.

 

Mayor Pro Tem Daniel suggested that he write down possibilities to cut from the budget or need to be increased. The City Council can revisit the items when they are done selecting the items.

 

The City Council selected 28 items to consider.

 

The City Manager clarified various other budget items.

 

Councilmember Klein arrived at 6:55 p.m.

 

Mayor Powers left at 6:55 p.m.

 

Councilmember Spothelfer excused herself at 7:45 p.m.

 

1.         The addition of a Senior Analyst for the City Manager: $57,000.

 

City Manager Lindsey explained that the amount of work she has could not be handled by one person. She cited several examples, and she felt that the City would actually save money in the long run.

 

Councilmember Engelhardt was against adding more personnel. She felt the existing staff could handle the extra work needed.

 

Councilmember Klein explained that he felt the whole City Council should decide this item.

 

The consensus of the City Council was to defer any decision on item 1 until the closed session on Thursday for the revue of the City Manager’s performance and the Council decides what their expectations are of the City Manager.

 

2.         Addition of a City Manager Intern: $8,000.

 

The City Manager noted that she was looking for the lowest cost labor she can find. This would be part time use of someone in a degree program.

 

Councilmember Klein asked if it was possible to use volunteers.

 

The City Manager stated that it might be possible, but that she liked the intern for consistency and no political affiliations.

 

Councilmember Engelhardt asked the City Manager to provide, in detail, what she would have the intern doing of present projects.

 

Councilmember Klein asked to have all the added personnel discussion deferred until the next meeting. He added that he would like the City Manager to be able to explain how the new personnel would fit with the staff as to what they would be doing.

 

3.         Fire Department Intern: $8,000.

 

Fire Chief Nelson explained that the $8,000 was not asked for. He had stayed within his $40,000 budget and handled the intern by internal moves within his department.

 

The City Council cut the $8,000 from the budget.

 

4.         Supplemental Law Budget –Video units for the Sheriffs cars: $12,000 ea.

 

City Manager Lindsey explained that a State Assembly bill funds the Supplemental Law budget. The City receives approximately $18,500 each year toward this account from the State. The fund balance is approximately $44,000 at the present time. This can only be used for front-line law enforcement.

 

Councilmember Klein stated that he would rather hold back on the video units until the traffic calming study is completed. The City might be able to use the money for efforts related to traffic calming. Councilmember Klein said he would like to hear from the Sheriff's Department on the subject.

 

The City Manager agreed to check for any time limit on the use of the money and details on what the money can be used for.

 

The City Council’s consensus was to put the video units on hold.

 

5.         Planning Department – legal support: $3,000.

 

Mayor Pro Tem Daniel explained that the $3,000 was for legal support at the Planning Commission meetings.

 

Planning Director Sanderson felt that legal support was not needed at every Planning Commission meeting.

 

City Manager Lindsey suggested that the City Attorney could be at the meeting just for a CUP and then leave. This expense could be charged to the CUP.

 

Councilmember Klein expressed his opinion that legal support should be at every Planning Commission meeting.

 

Mayor Pro Tem Daniel agreed that the $3,000 should stay in the budget.

 

Planning Director Sanderson explained that if the Planning Commission had full time legal support the cost would be closer to $9,000.

 

Mayor Powers returned at 8:23 p.m

 

After a discussion of better ways to charge time spent on CUP’s more accurately, the consensus was that the City Manager would do analyses and research to see if the $20,000 budgeted for the Planning Commission meetings was correct.

 

Planning Director Sanderson felt the $20,000 budget was adequate.

 

The City Council consensus was for the Planning Department to hold to their $20,000 budget and keep full legal support for meetings at an increase of $3,000.

 

6.         Podium: $1,000.

 

The City Council chose to delete the $1,000 for a podium.

 

7.              Mayor Pro Tem Daniel held the Public Works item back for discussion later.

 

8.         Gateway Cities: $1,500

 

City Manager Lindsey explained that she received more benefit from the Gateway Cities' group than the San Gabriel Valley City Managers' group. The City Manager explained that the Gateway Cities' group charges a fee of $5,200, not the $1,500 fee the former City Manager negotiated with Gateway Cities. She explained that $200 or $300 could be paid out of one of the “C” or “A” funds.

 

Mayor Pro Tem Daniel did not agree that the City was treated well by Gateway Cities.

 

Mayor Powers requested that the City Manager have Gateway Cities make a list of the issues addressed that have had impact in La Habra Heights during the last year, to help the City Manager judge the benefit from Gateway Cities.

 

Councilmember Engelhardt suggested City Manager Lindsey try out the City Manager’s meetings run by the San Gabriel Valley League of Cities.

 

The City Council consensus was to cut the membership.

 

9.         City Manager – Professional Services: $7,500.

 

10.       Non Departmental Services: $12,000.

 

The City Manager stated that the charges were for Art Valasquez of RKA. She stated that she would be willing to give up the $12,000.

 

Councilmember Engelhardt noted that part of the professional services should be charged to Parks and Recreation.

 

The consensus of the City Council was to keep the $7,500 and cut the $12,000 charge.

 

11.       Engineering – Professional Services: $65.000.

 

City Engineer Milano arrived at 8:45 p.m.

 

The City Council discussed how much of the expenditures for Engineer Services are being paid for by the fees charged.

 

Mayor Powers asked the City Engineer to prepare an analysis of the past fiscal year with a breakout of what fees were under their contract, CUP fees and hourly fees.

 

City Engineer Milano noted that the collected CUP fees would need to come from the Administrative Accountant.

 

The City Council’s consensus was to leave the $65,000, but asked for a reconciliation of expenditures and recovery from Engineering.

 

City Manager Lindsey explained that the City has $184,000 surplus of projected revenues over projected expenditures at the end of this current fiscal year without any of the present cuts being made.

 

12.       General Plan: $50,000.

 

The City Council discussed whether it should be used in the current fiscal year or not.

 

The consensus of the City Council was to leave $25,000 in the budget as an incentive to the next City Council to move ahead with the General Plan.

 

13.       Housing Element: $30,000.

 

The City Council chose to leave the Housing Element as it is until the City Council can get City Attorney Colantuano’s opinion on some points.

 

14.       Retirement: $42,000.

 

City Manager Lindsey agreed to make an analysis of the situation as the amount has increased 100%.

 

15.       Overtime – City Clerk: $5,000.

 

            Overtime - Non-Departmental: $2,500.

 

No action was taken. The City Manager agreed to try to bring down the overtime by rescheduling work.

 

16.       Duplication Expense : $2,000.

 

The City Manager stated that she could drop $1,500.

 

17.       Non Departmental – Dues and membership: $5,000.

 

The City Manager explained that some had been miscoded and she agreed to make an analysis to bring back to the City Council.

 

18.           Copier Maintenance: addition to the budget. TBD.

 

19.       Capital outlay – Buildings and Grounds : $20,000.

 

City Manager Lindsey explained that this item came from the Joint Powers Insurance Authority inspection.

 

The City Council agreed that the suggestions from the inspection need to be taken care of.

 

20.       Gas Tax: Gas Tax – legal : $3,500.

 

21.       Gas Tax: maintenance : + $3,000

 

The increase was for the added traffic signal and it was kept in the budget.

 

22.       Gas tax: tree trimming : $10,000.

 

The City Manager stated that she needed to make an analysis on the item to make sure everything was coded to the correct account.

 

23.           Fire Apparatus Fund and

 

24.           Fire Building Fund: TBD.

 

Mayor Pro Tem Daniel noted that there was money in the Fire Department, but none specifically in either fund.

 

The City Manager noted that the Fire Chief expects to have his Master Plan finished by November. That would be a good time to discuss the funds at the November City Council meeting.

 

City Manager Lindsey also stated that she would like at some time to discuss the City Hall facility.

 

The City Council’s consensus was to leave the Fire Funds to the Fire Chief’s recommendation.

 

The City Manager noted that she was keeping a closer watch on the building and landscape maintenance to make sure the City was getting their money’s worth from the landscape contractor.

 

The City Manager also explained that there was some block grant money toward upgraded bathrooms at City Hall, but the block grant would not cover the complete project.

 

25.       Supplemental law – radar trailer: $12,000.

 

The City Council’s consensus was to delete the $12,000 for the radar unit for now and have the Sheriff’s Department present a report to the City Council to support their budget.

 

City Manager Lindsey explained that she needs more information on any restrictions on supplemental law fund restrictions. The City Manager also corrected the amount received each year to $18,500.

 

26.           Long term Park maintenance: TBD.

 

It was suggested to refer this item to the Parks and Recreation Commission for a 5-year plan.

 

27.           Weed abatement coded 50% to Fire Department and 50% to Public Works or 100% to the Fire Department.

 

Mayor Powers noted that there had been some discussion whether to take back the weed abatement of open parcels from the control of Los Angeles County and this should be considered in conjunction with this item.

 

City Manager Lindsey explained that the subject would need a larger analysis and a decision on how the funding would be divided up.

 

28.       Public - Traffic calming study : $20,000-$40,000.

 

The City Manager explained that she would look for special funds for traffic calming, but this would be unlikely as La Habra Heights does not have a fixed bus route. She noted that she was trying to trade funds with the City of Whittier which could be used for traffic calming.

 

The consensus of the City Council was to take out the $20,000 to $40,000 until more information is received from Whittier, and then a mid-year budget adjustment can be made as needed.

 

Mayor Pro Tem Daniel noted that the City Council had made a positive impact of approximately $40,000 to the General Fund.

 

Mayor Powers directed staff to do the various analyses requested on the different issues, make the changes decided on and present a summary of the time frame for the analyses at the next City Council meeting.

 

CITY COUNCIL COMMENTS

 

            Mayor Pro Tem Daniel commented that more was spent this year than budgeted. The General Fund is approximately $183,000 lower than budgeted. Mayor Pro Tem Daniel suggested the City Council approve projects which are more visible to residents, such as road conditions and safety issues.

 

ADJOURNMENT

 

            Mayor Powers adjourned the meeting at 9:50 p.m.

 

ATTEST:

 

 

_______________________________

CITY CLERK, LINDSEY