Loading...
HomeMy WebLinkAbout02/07/84MINUTES OF THE SPECIAL MEETING OF THE CITY COUNCIL of the City of Hermosa Beach,.California, held on Tuesday, February 7, 1984 in the Council Chamber at City Hall at the hour of 7:30 P.M. PLEDGE OF ALLEGIANCE - led by Councilman Wood ROLL CALL Present: Barks, Schmeltzer, Webber, Wood, Mayor Brutsch Absent: None 1. MANAGEMENT LETTER FOR 1981-82 AND 1982-83 FROM AUDITORS FOX & COMPANY WITH MEMORANDUM FROM FINANCE ADMINISTRATOR COPELAND DATED FEBRUARY 2, 1984. City Manager Meyer presented an overview of the management letter from Fox & Company. Fred Moscarito of Fox & Company answered questions of Council regarding the following: Staff Increases - Finance Department is understaffed and there is a need for one more qualified person which would aid in the completion of the work in a timely fashion and assist in an efficient auditing procedure. Item 3, page 13 of Management Letter - Reports prepared by Fox & Company are Transportation Development Act Compliance Report, City Transfer Report and State Controller Report. Item 4, page 13 of Management Letter - The additional staff increase would give the fiscal administrator time to monitor the system properly. City Manager Meyer advised Council that what is sought is the conceptual approval>for adoption of this recommendation. Staff would look at hiring a para -professional who would be more than an account clerk but less than a CPA. Viki Copeland, Finance Administrator, responded to questions of Council regarding the proposed staff increase. City Manager Meyer stated that they now use a -contractual employee on an as -needed basis at a cost of approximately $10,000-$12,000/year. A para -professional would cost approxi- mately $20,000/year in salary or $26,000 total cost to the City but would increase the adequacy of the internal audit system. This internal audit system is not presently being done by the finance staff because of the work load. He noted the efficiency would increase because the functions would be done in-house on a regular basis rather than on an as -needed basis by an outside consultant who takes longer to do the same task because of the learning process involved. Timeliness -1- Minutes 2-7-84 lh is also a concern as now these reports are being filed but in many cases they are being filed on appeal - past the deadline. Upon further questioning of Council, City Manager Meyer and Finance Administrator Copeland advised that there is a six- month lag in collecting approximately $250,000 or more in various grants which means a loss of interest on this money. Additionally, being on top of purchasing would save money. Approximately $2,000 was spent on top of Mr. Hargraves'charges (outside auditor)., which were: in excess of $12,000 over this past year. ACTION - To approve the staff recommendation regarding implementation of changes per the management letter from Fox & Company dated January 16, 1984 (in concept only and City Manager will come back with specifics).. Motion Barks, second 'Schmeltzer AYES - Barks, Schmeltzer, Mayor Brutsch NOES - Webber, Wood 2. 1983-84 MID -YEAR BUDGET REVIEW a. A Resolution of the City Council of the City of Hermosa Beach, California, Reappropriating Amounts from Fiscal Year 1982-83. Memorandum from Viki Copeland, Finance Administrator dated February 2, 1984. City Manager Meyer advised Council that there were some typographical errors on the numbers in the attached resolution so a new resolution was distributed which indicated the reappropriated amount was $107,885 rather than $103,744 as indicated by the original resolution. Mr. Meyer presented the staff report indicating there was no increase in the budget but just•an accounting procedure. ACTION - To approve Resolution No. 84-4682 entitled "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERMOSA BEACH, CALIFORNIA, REAPPROPRIATING AMOUNTS FROM FISCAL YEAR 1982-83." Motion Schmeltzer, second Barks AYES - Barks; Schmeltzer, Webber, Wood, Mayor Brutsch NOES - None b. Action.Items Contained.in City Manager's February 3, 1984 Memorandum. City Manager Meyer presented the staff report noting that this was a significant year of transition and drew attention to the "Fiscal Impact" report on pages 3 and 4 of the February 3, 1984 memorandum indicating a 3.27% shortfall for the fiscal year. A study dealing with all fees and charges will be forthcoming in April. -2- Minutes 2-7-84 Police Department Revenue Shortfall Police Chief Beeson advised Council that the shortage of revenue under 34015 - Court Fines - Police Department - was due to the fact that a request that the bail schedule for municipal code violations in Hermosa Beach be changed to a $300 minimum was never implemented by the County Clerk. This request was sent in a letter to the County Clerk of the Court with all appropriate signatures. This failure. to implement, therefore, resulted in this $100,000 shortfall in Police Department revenue. ACTION - To authorize the Mayor to formally notify Deane Dana of the Board of Supervisors generally outlining the nature of the problem and, after ascertaining the amount lost, request that the County make good on it. Motion Wood, second Mayor Brutsch AYES - Barks, Schmeltzer, Webber, Wood, Mayor Brutsch NOES - None • Chief Beeson added that the County has been holding five months' parking fines due the City of Hermosa Beach on which they are collecting interest. FURTHER ACTION - To bring that fact to the attention of Deane Dana also.. Motion Wood, second Webber. So ordered. Amnesty Program -=- Parking Violators Councilman Wood questionedstaff regarding the possibility of establishing an amnesty program for. parking violations, animal violations, bicycle violations and perhaps even property taxes. ACTION - To haye,all staff members review, for the meeting of February 28, 1984, their particular operation to determine if a one-time amnesty program would be successful in their department, to include but not be limited to parking tickets, along with the implementing resolution. Motion Wood, second Schmeltzer AYES - Barks, Schmeltzer, Webber, Wood, Mayor Brutsch NOES - None General Services Director Noon was queried by Councilman Wood regarding agreements to pay off parking fines. Ms. Noon stated that they have ended up in Small Claims Court with the non-payment of promissory notes. -3- Minutes 2-7-84 FURTHER ACTION - To institute an aggressive program of advertising the fact that we take VISA and MASTERCARD for payment as. well as allowing payment on a time -pay basis. Motion Wood, second Schmeltzer .AYES - Barks, Schmeltzer, Webber, Wood, Mayor Brutsch NOES - None Councilman Wood brought the following items before the staff: Parking Violators - Identify major parking violators and inform them of our awareness -.this has been done in the past and with computer printouts can be done. Trusty Work and. Overnight Facility Advertisement - The courts have been made aware of the facility as have the lawyers but Police Chief Beeson urged discretionary use. More Than"Two Animals per Household - General Services Director Noon stated that the ordinance would have to be changed if Council so requested a change. She suggested waiving the penalty for those not having purchased dog licenses. CPR Program - Could the Fire Department aggressively pursue a CPR program and charge for their work - Fire Chief Simmons advised that they solicit $5.00 for non- residents but that the course is free to residents, however, the response has been negligible. He .will follow-up on a suggestion by Councilman wood on a plastic device said to be available for restaurants to be used for persons who are choking. Interest on Deposits - City Treasurer Goldbach responded to specific questions regarding the shortfall on item 35010 - Interest on Deposits. Council was advised that the City monied*:have been reinvested at a high rate of interest and should show a better return. The following items were brought up by Council. Fire Area Self -Insurance Schmeltzer ACTION - To request the City Manager,. with the Fire Chief, to develop a report on the potential development of self-insured fire insurance by the City of Hermosa Beach as part of next year's budget deliberation. Motion Schmeltzer, second Barks 44 AMENDMENT TO THE MOTION - To study the possible savings and feasibility of medical self-insurance and. self -4- Minutes 2-7-84 insurance for all City property, liability and worker's compensation insurance. Motion Barks with the concurrence of the maker of the motion. AYES Barks, Schmeltzer, Webber, Wood, Mayor Brutsch NOES None Prior to the vote on the above, Fire Chief Simmons stated that they'are considering: Municipal Homeowner's Insurance. Tennis Courts - Wood Community Services Director Mastrian stated that item 35090 - Tennis Courts - figures must be adjusted as some deposits were made to the Community Center Fund than the Tennis Courts. BUDGET EXPENDITURES City Manager Meyer presented an overview of the expenditures in the budget. Budget expenditures were noted as follows: 2010 - City Council - in line 2020 - City Clerk - in line 2025 - Elections - under budget - awaiting County billing 2030 - Legal.- in line 2040 - City Manager- over budget due to Departmental Capital Outlay - new Microfiche 2050 - Personnel - in line 3010 - City Treasurer - slightly over budget due to raise in. pay for Deputy City Treasurer 3020 - Finance - in line 3034 - Animal Control — under budget 3036 - Free Bus,- under budget 3080 - Data Processing - 50o comes from other departments thus they are right on budget 4010 - Building — under budget due to vacant authorized position 4020 - Police Department - right on budget - 50.1% - the. computerconsultant will have a survey available in 3-4 months. ACTION - To have the City Manager report back regarding next year's budget for converting all City vehicles to dual fuel systems as a.cost-saving measure. Motion Barks, second Brutsch. So ordered noting the objection of Councilwoman Webber 4030 - Fire Department - With adjustments should result in expenditures of 52-530 of budget -5- Minutes 2-7-84 5010 - Planning - Slightly over budget - when the Planning Commission, Oil Recovery Commission and Free Bus are averaged in, the percentage will be much less than the 58.6% shown 5040 - Community Resources - slightly under budget 6020 - Public Works:- totaling the 11 divisions, they are 44% expended Fiscal. Environment City Manager Meyer. reiterated the 1984-85 fiscal year changes and indicated that the present financial picture is healthy. Action Items Biltmore Site ACTION- To direct. staff to proceed to investigate and report back to. the City Council on the possibilities of securing approval from the Coastal Commission to proceed with the paving of the Biltmore Site for temporary parking purposes. Motion Schmeltzer, second Barks AYES - Barks, Schmeltzer, Webber, Mayor Brutsch NOES - Wood Pr posal for Increased Hours of Parking and Animal Control Z)1111 the Summer Months ACTION - To approve the staff recommendation that the hours of parking enforcement be increased in the metered/alley areas and animal control from 7 P.M. to 10 P.M. during the summer months, May 15th through September 15th, with no increase in permanent personnel. Motion Barks, second Schmeltzer AYES - Barks, Schmeltzer, Webber, Wood, Mayor Brutsch NOES - None Revenue Shortage Xan/ Manager Meyer recommended that dealt with by reducing the $195,000 at variance e prospective Expenditures by $50,000 and allowing for and. up to $145,000 use of Cash on Hand from the General Fund balance. ACTION - To approve the staff recommendation to reduce Prospective Expenditures by $50,000 and allowing for and up to $145,000 use of Cash on Hand from the General Fund balance. Motion Barks, second Schmeltzer AYES - Barks, Schmeltzer, Webber, Mayor Brutsch NOES - Wood Courtesy Parking POPOSED ACTION- To do away with the Courtesy Parking Notice nd enforce theparking regulations all over town during the period of enforcement. Motion Wood, second Webber (discussion) -6- Minutes 2-7-84 In response to a query from Council, General Services Director Noon advised that approximately 45,000 courtesy warnings had been issued. Police Chief Beeson spoke regarding selective enforcement stating enforcement must be consistent. City Attorney Post advised Council that it was legally permissible to do selective enforcement but that it was not advisable. Following extensive Council discussion, the following motion was made as a modification to the original motion but the original second (Webber) did not accept the modification, therefore, this becomes Substitute Motion #1. SUBSTITUTE MOTION #1 - To schedule this as a regular agenda item at the City Manager's discretion. Motion Wood, second Schmeltzer PROPOSED SUBSTITUTE MOTION #2 - To extend the procedure that is now in effect for 30 days and give everyone ample time, and after that it is Christmas only. Motion Webber, second Wood AYES Webber, Wood NOES - Barks, Schmeltzer, Mayor Brutsch Motion fails Prior to the vote on the above motion, City Manager Meyer urged caution regarding changing the parking program without sufficient notification and a public hearing, stressing relationships developed with the downtown businessmen. VOTE ON SUBSTITUTE MOTION TO BECOME MAIN MOTION AYES - Barks, Schmeltzer, Webber, Wood NOES - Brutsch FINAL ACTION - RESTATED SUBSTITUTE MOTION #1 - To schedule this as a regular agenda item at the City Manager's discretion. Motion Wood, second Schmeltzer AYES - Barks, Schmeltzer, Webber, Wood NOES - Brutsch City Cars ACTION - To have the. City Manager report for the 1984-85 budget, the feasibility of using more used cars from various fleet sellers out in the country. Also the feasibility of creating an employee incentive program whereby employees would be encouraged to submit cost-saving ideas and if any of those ideas were implemented, they would receive 10% of the cost - savings. Motion Barks, second Wood. AYES - Barks, Schmeltzer, Webber, Wood, Mayor Brutsch NOES - None -7- Minutes 2-7-84 1736 House ACTION - To make the Friends of the 1736 House request for a $3,000 Challenge Grant from the City of Hermosa Beach a part of the budget consideration for 1984-85. Motion Barks, second Schmeltzer AYES - Barks, Schmeltzer, Webber, Mayor Brutsch NOES - Wood. Prior to the vote on the above motion, City Manager Meyer. stated he felt that this request was premature in that it prejudges the budget so he did not recommend.that a commitment be made at this time. ADJOURNMENT On the motion of Councilmember Wood, seconded by Mayor Brutsch, the Special Meeting of the City Council of the City of Hermosa Beach was adjourned at the hour of 10:55 P.M. on February 7, 1984 to a Regular Meeting to be held on Tuesday,February 14, 1984 at the hour of 7:30 P.M. in the Council Chamber, City Hall. Said Regular Meeting will be preceded by a Closed Session for the purpose of meet and confer instruction and matters of litigation at 6:30 P.M. On a motion of Councilmember Barks, seconded by Councilmember Wood, this meeting was adjourned in memory of Jim Holbrook who passed away January 27, 1984.