Loading...
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. City Council Minutes -1- 04/15/96 120 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 City Council Minutes -2- 04/15/96 121 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. City Council Minutes -3- 04/15/96 122 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 City Council Minutes -4- 04/15/96 123 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. City Council Minutes -5- 04/15/96 123 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 City Council Minutes -6- 04/15/96