96-0415_CC_Minutes_Adjourned Regular Meeting119
APRIL 15, 1996
' ADJOURNED REGULAR MEETING OF THE CITY COUNCIL
OF THE CITY OF SAN JUAN CAPISTRANO, CALIFORNIA
The Adjourned Regular Meeting of the City Council of the City of San Juan Capistrano, California
was called to order by Mayor Hart at 4:35 p.m. in the City Council Chamber.
ROLL CALL: PRESENT: Wyatt Hart, Mayor
David M. Swerdlin, Mayor pro tem
Collene Campbell, Council Member
Gil Jones, Council Member
Carolyn Nash, Council Member
ABSENT: None
STAFF PRESENT: George Scarborough, City Manager; Jennfier Murray, Assistant to the City
Manager; Cheryl Johnson, City Clerk; Cynthia L. Pendleton, Director of Administrative Services; Al
King, Director of Community Services; Lt. Paul Sullivan, Orange County Sheriffs Department; Linda
Evans and Karen Crocker, Community Services Managers.
ORAL COMMUNICATIONS
' (CITY COUNCIUCOMMUNITY REDEVELOPMENT AGENCYI
Mayor Hart requested that anyone wishing to address the worksession item do so under Oral
Communications. The following persons responded:
Mark Buffington, Executive Director of the Boys and Girls Club, 31371 El Camino Real,
noted the growth of the Club over the past year. He advised they work closely with the
Community Services Department and other community groups to avoid duplication of
services; they participate in various joint venture programs to deliver direct services to the
community. He advised of their interest in possibly taking over some of the programs
currently funded by the City which were being considered for transferral to other groups in
the community.
2. Kelly Costello, 29841 Millpond Court, spoke in support of retaining the after-school program
in Village San Juan.
3. Meg Desmarais, Program Coordinator for the San Juan Elementary School Healthy Start
Center for Student Success, 31642 El Camino Real, advised that the Healthy Start function
was to coordinate existing services, not to provide direct services. One of their primary
programs in coordinating with the Community Services Department had been the school-
based after school sports program. She stated that without the City's assistance, they could
not provide that program. She noted their desire to continue and possibly expand after school
' sports programs.
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4. Barbara Rosenbaum, 28431 Via Anzar, noted the "Cost of Denial' video and the "Youth
Development Planning Guide" she had provided to the City. She spoke in support of early
intervention and the Cost of Denial game plan. She felt that collaborative ventures should be
investigated as a cost saving way to use resources and provide services.
Jose Luis Pedroza, 31526 La Purisima, spoke in support of retaining after-school programs
based on his personal experience and involvement with the programs.
ADMINISTRATIVE ITEMS
ONIUM .N. T""
WORKSF.SSION ON COMMUNITY SERVICES DEPARTMENT PROGRAMS
(CONTINUED FROM MARCH 6. 1996) (960, 10)
Written Communications:
(1) Report dated April 15, 1996, from the Community Services Director, responding to
concerns and requests for additional information made at the March 6, 1996
worksession. The Report included: (1) a listing of programs and services currently
conducted by the Department, with a recommendation for program disposition; (2)
additional information regarding contract classes and comments received from
participants; (3) a recommendation that the Gang Prevention and Intervention
contract administration be transferred to Police Services; (4) a recommendation that
the after-school recreation programs be retained during a period of assessment with
the Boys and Girls Club and the Health Start Program coordinator to assure a non -
duplicated delivery of services; and, (5) budget worksheets to provide additional cost
detail and program information.
(2) Revised Program Summary, Page 3, relating to Contract Classes and the
corresponding Budget Worksheet.
Mr. King reviewed the Program Summary Sheets, Attachment A to the staff report. In
response to Council Member Nash, Mr. King advised that continuing a contract class required
approximately 3 hours of staff time at a cost of $54. To develop and offer a new contract
class required 5 hours of staff time at a cost of $97. He explained that the average staff cost
had been based on the salary of the staff members involved in each function identified for a
particular activity.
Council Discussion:
The Council discussed the following programs as listed on the Attachment A Program
Summary Sheets for Fiscal Year 1995-96:
Facilities
Rental of City Buildings - This program had a deficit of $37,051. Mr. King discussed the
expenses associated with rental of buildings as opposed to rental of parks. His
recommendation was to retain this activity, but evaluate ways to reduce expenses. He advised
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that market -studies are conducted when assessing rental costs and staff may be recommending
an adjustment in fees.
Administration
Liability Insurance - In response to Council Member Swerdlin, Ms. Pendleton advised that
the City-wide cost of $400,000 for liability insurance was allocated to departments based on
the amount of space occupied and controlled by each department; the allocation was not
based on programs.
Facilities
Ceramics Kiln Supphea2Zairs - This activity had a deficit of $280. Staff had recommended
retaining this program because it was not offered elsewhere in the community. Council
Member Nash felt that the participant charge for the program should be higher, particularly
since it is a unique kind of class. Council Member Jones noted the expense involved in firing
the kiln and felt those types of hidden costs should be addressed. Mr. King stated Staffs
intent to return with an implementation report on methods that could be utilized to recoup
costs.
Senior Citizens
Administration - This program had a deficit of $48,561. Mr. King stated that the expenses
were based on staff time to support senior program needs and the deficit could not be reduced
by a significant amount.
' Nutrition Program - This program had a deficit of $6,998. Mr. King advised that the
Nutrition Program costs were associated with the administering the Orange County
Transportation Authority senior transportation program contract.
Flu Shot Clinic/Dance Hall Anniversary Celebration/Senior Citizens' Picnic - The Flu Shot
Clinic had a surplus of $178; the Dance Hall Anniversary had a deficit of $296 and the Senior
Citizens' Picnic had a deficit of $781. Mr. King advised that the majority of costs for these
three programs had been shifted to the Senior Citizens Club. He noted staffs
recommendation to transfer the Dance Hall Celebration and the Senior Citizens' Picnic to the
Senior Club. Following discussion, Mr. King restated what he felt was a Council consensus
that staff investigate ways to further reduce involvement and costs in the Dance Hall
Celebration and the Picnic.
Special Events
Hoedown - This activity had a deficit of $3,596. Mr. King advised that this cost was staff
time only and the recommendation was to transfer this activity to another community-based
organization to minimize City costs. He advised that pending Council direction, the
Department would contact groups who might be interested. Mayor Hart suggested seeking
corporate sponsorships and further noted he had been contacted by several groups expressing
interest in conducting the event.
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Spring and Fall Carnivals - The two carnival events netted approximately $20,483. Mr. King
noted that the proceeds from the carnivals were directed to the general fund to subsidize
youth program expenses and that the carnivals required little staff time.
4th of July Celebration - This activity had a deficit of $13,410. Mr. King advised that the
fireworks cost approximately $10,000. He noted staffs intent to relocate the event to the
Sports Park in 1997. This year there would be day -long events due to the dedication of the
Sports Park on July 4th Council Member Swerdlin suggested involvement by the Chamber
of Commerce and promotion of business sponsorship. Council Member Jones suggested that
the fireworks should be the finale of day -long activities and there was a Council consensus
to work toward developing more activities and participation by the Chamber of Commerce,
local businesses sponsorship, residents and vendors. Council Member Jones suggested
revenue could be raised through vendor fees. Council Member Campbell inquired whether
local food vendors were charged the same as outside vendors and whether the charge was too
high to encourage participation by local businesses. Mr. King advised that non-profit fund-
raising food booths at the Community Fair were not charged; the arts and crafts booths at the
Community Fair were charged $40 with no difference in the charge to local and non -local
vendors. The City Manager inquired whether local businesses should be charged less.
Council Member Campbell felt that might be appropriate, but should be a topic for discussion.
Council Member Nash noted there were additional Public Lands and Facilities costs
associated with various Special Events.
Tree Lig ting Ceremony - This program had a deficit of $1,363. Mr. King noted staffs
recommendation to retaining this program and advised staff would be working with the
Chamber of Commerce to obtain sponsorships. Council Member Swerdlin suggested the
Downtown Merchants might be willing to get involved.
Class Programs
Contract Classes - This program had a deficit of $23,067. Mayor Hart encouraged reviewing
costs to determine whether they could be shared and if the charges were appropriate. Mr.
King concurred in the need to find ways to reduce expenses associated with conducting
contract classes. With regard to deficit classes, Council Member Jones requested a more
detailed description of what was included for discussion at a later date. Council Member
Nash felt these programs should be cut back; classes not meeting a minimum participation
level and not serving residents should be eliminated, with the exception of the Horseman
classes since equestrian facilities were not generally available outside the City. She felt the
City's costs for the Ceramic Kiln class and the adult basketball and adult holiday basketball
tournament classes should be reduced and suggested charging more for adult classes. There
was a general consensus that the charges for the adult classes should cover costs. Council
Member Swerdlin suggested that the City's contract classes should not compete with private
enterprise offering the same type of classes. Mayor Hart suggested development of a break
even point and criteria for adult classes. Council Member Nash suggested maintaining a
minimum number of core contract classes. There was a consensus that for the next
worksession, criteria be developed regarding minimum attendance, charges for adult classes
to cover costs, City classes should not compete with private enterprise; there should be no
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duplication -0f classes being offered by community organizations, and there should be a
minimum number of core classes offered.
Athletics
Council Member Swerdlin inquired whether additional liability insurance was purchased for
sports classes. He was advised that additional insurance was purchased for the hockey and
basketball classes. Mr. King advised that classes being recommended for deletion had been
experimental classes that were not successful. In response to Mayor Hart he advised that fees
would be increased for adult athletic programs currently in a deficit position.
Human/Cultural Services
Mr. King advised that the Neighborhood Preservation, CSP, Inc., San Juan Task Force, and
Ballet Folklorico programs involved staff time to oversee those programs. Staffs
recommendation to delete the Neighborhood Preservation program depended on modification
of the after-school recreation programs, which were the only connection to the Homeowners
Associations. Staffs time would be re -directed elsewhere. The recommendation to transfer
the CSP Inc., program to police services would delete staff time to oversee the contract and
would be consistent with the way that program is administered in San Clemente and Dana
Point. Council felt transferring the CSP, Inc., program to Police Services was a good move
and that retaining the Ballet Folklorico program was important.
After School ProPrams
Letters to Santa - Council Member Nash suggested costs be lowered through donations and
volunteers; Mayor Hart concurred that the City should obtain all assistance possible. The
City Manager advised that staffs time was spent on coordination of the volunteers who wrote
the letters.
After School Program Village San Juan/Mobde Recreation Program/San Juan Teen Club -
Mr. King noted support had been received from the Capistrano Villas Homeowners
Associations, but was less than in the past. The Village San Juan Homeowners Association
allowed the use of their recreation building at no cost. Mr. King noted staff was working to
assess the most effective way and location to provide after-school program and advised that
an experiment in forming a partnership with San Juan School for Wednesday after-school
sports program had been very successful. Staff was working to develop the potential for use
of the school site for a 5 -day -a -week program which would involve more participants than
the programs currently in the neighborhoods. Council Member Campbell expressed
opposition to spending up to $804 per participant in the after-school programs. Council
Member Jones noted that some parents cannot afford after-school care and expressed the
desire to increase participation in the programs in Village San Juan to justify their existence.
He suggested financial participation by parents who can afford it. Council Member Nash felt
the costs per participant were out of line and staff should reformulate these programs. Mr.
King noted the potential for transferring these programs to other organizations. Mayor Hart
felt the Community Services Department was on the right track and for the next worksession
there should be a further review of ways to reduce costs and reach more people; the potential
for transferring these programs to other groups; the potential for conducting these programs
at schools rather than in neighborhoods; and, possible parent financial participation.
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Fiesta de las-Golondrinas
Administration - In response to Mayor Hart, Mr. King advised that the deficit was due to
staff time to coordinate with the Fiesta Association and that staff time was considerably less
than in the past. He advised that staff was still reviewing ways to further reduce their time.
Banners - Mr. King noted that placement of the banners was handled by an outside contractor
and this cost could be redirected to Public Lands and Facilities. However, the cost would
only be shifted to another department, not eliminated.
Community Fair - Council Member Swerdlin noted the deficit of $12,716 and suggested an
admission charge and a charge to exhibitors for community exposure. The City Manager
advised staff would return with recommendations on appropriate ways to handle fund raising
at the Community Fair. Mayor Hart noted the Council's intent to cut the deficit; Council
Member Jones suggested changing the location of the fair.
Follow Up Worksession
The City Manager suggested scheduling a followup work session in approximately 3 weeks.
Staff will work with Council to set a date.
CLOSED SESSION - None
Qat110►iu I �i;Ll 11
There being no further business before the Council, the meeting was adjourned at 6:40 p.m. to the
next regular meeting date of Tuesday, April 16, 1996, at 7:00 p.m. in the City Council Chambers.
Respectfully submitted,
ATTEST:
WYATTIART, MAYOR
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