78-1025_CC_Minutes_Adjourned Regular Meeting97
OCTOBER 25, 1978
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
Friess at 7:04 P.M., in the City Council Chamber.
' ROLL CALL PRESENT: Kenneth E. Friess, Mayor
James F. Thorpe, Mayor pro tem
Lawrence F. Buchheim, Councilman
Phillip R. Schwartze, Councilman
Gary L. Hausdorfer, Councilman
(arrived at 7:05 P.M.)
ABSENT: None
STAFF PRESENT: James S. Mocalis, City Manager, E. Phillip Hale,
Assistant City Manager/Director of Administrative Services;
William D. Murphy, Director of Public Works/City Engineer;
Thomas G. Merrell, Director of Community Planning and Development;
Tom Baker, Director of Recreation; Mary Ann Hanover, City Clerk.
APPROVAL OF MINUTES
Adjourned Regular Meeting of October 11, 1978:
It was moved by Councilman Buchheim and seconded by Councilman
Schwartze that the Minutes of the Adjourned Regular Meeting of
October 11, 1978, be approved as submitted. The motion carried
by the following vote:
AYES: Councilmen Hausdorfer, Schwartze, Thorpe,
Buchheim and Mayor Friess
' NOES: None
ABSENT: None
CONTINUATION OF PUBLIC HEARING -
1978-83 FISCAL BUDGET
(24) Written Communications:
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1) Revised departmental and division budget sheets,
including City Council and City Manager recommended
reductions to date, from the Director of Administrative
Services;
(2)
Revised General Fund Revenue Analysis dated October 25,
1978, indicating an estimated shortfall of $84,379;
(3)
City Manager's Recommendations and City Council's
Additional Budget Reductions;
(4)
Memorandum from City Manager dated October 25, 1978,
entitled Proposed Personnel Changes;
(5)
Memorandum from Director of Recreation dated October 25,
1978, entitled Reduction of Recreation Brochure Costs;
(6)
Memorandum from Director of Administrative Services
dated October 25, 1978, entitled Status of City
Retirement Program;
(7)
Memorandum from Director of Public Works dated
October 25, 1978, entitled Development Fees Review;
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(8) Memorandum from Director of Administrative Services
dated October 25, 1978, entitled Fiscal Report of
City Funds;
(9) Memorandum from City Manager dated October 25, 1978,
entitled General Plan Implementation;
(10) Memorandum from City Manager dated October 25, 1978,
entitled Ordinance No. 364 -- Systems Development Tax;
(11) Effects of Population and Inflation Rates Upon Revised
Proposed Budget Expenditures, Revised October 25, 1978;
(12) Revised General Fund Summary Sheets and Special Fund
Budget Sheets. _
The City Manager orally reviewed memoranda received, and
Councilman Thorpe noted his concerns.
(62) Recreation Brochure Costs:
Mayor Friess suggested that an additional 504 be added to
recreation program fees to help meet the cost of printing
of brochures; Council requested that the Director of
Recreation pursue the possibility of including advertising
in the brochures with consideration to be given to reducing
program fees if funds are received from advertising.
(66) Approval of New Planning Positions:
It was moved by Councilman Schwartze, seconded by Councilman
Hausdorfer and unanimously carried to approve the creation
of the following two new positions: Assistant Planner;
Planning Aide.
Employee Evaluation Format:
Staff was directed to provide a reporting system whereby the
public may critique employee performance, with the information
to be used for evaluation purposes during the next budget
session.
(62) Senior Citizens Coordinator, Recreation:
It was moved by Councilman Thorpe, seconded by Councilman
Hausdorfer and unanimously carried to approve a part-time
position of Senior Citizens Coordinator and to restore the
amount of $3,500 to the Recreation budget for the purpose
of staffing the Senior Center at the Dance Hall building.
The City Manager advised that the contract for a 35 -hour
per week position had been received today.
Public Hearing;
Notice of continuation having been given, Mayor Friess opened
the Public Hearing on the items discussed and the Community
Planning and Development and Recreation Departmental budgets,
and the following persons responded:
(1) Marilyn Williams, 29931 Camino Capistrano, inquired
into the status of the business license position
transferred to the Planning Department last year;
the City Manager advised that the one-half time
position has been adequate. Mrs. Williams also
inquired about Page II -5, Capital Projects, and
noted that the total allocation for 1978-79 has been
reduced to $41,700 from the original submittal of
$187,000. The City Manager advised that the funds
comprise only projects for which funds have been
expended or which Council has approved. Mayor Friess
recommended that the revised Page II -5 be set aside.
Mayor Friess then closed this portion of the Public Hearing.
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(24) General Fund Balances:
Council discussed Page II -1, General Fund Balances, and
the revisions to accounting procedures which do not reflect
the actual reductions made by Council. There was a con-
currence with Councilman Hausdorfer's suggestion that a
summary sheet be prepared for the front of the budget
document to indicate the reductions made.
Mrs. Williams also noted increased amounts shown for
Permits and Fines, Page II -2, General Fund Revenues, and
' was advised that additional amounts had been received from
the County.
(69) City Representation:
It was moved by Councilman Schwartze, seconded by Councilman
Hausdorfer and unanimously carried that all 5 City Commissions
be allocated an equal amount of $1400, Page III -12b, and
that all travel requests, including staff, be placed on the
Agenda Consent Calendar for prior individual review by Council.
(66) City Council:
Council concurred that the Miscellaneous items shown on
Page III -lb, Account 81, specifically include provision of
coffee and the annual employee party as on-going fringe
benefits and for public relations purposes within the
Council budget. The Council Legislative Aide program,
Page III -la, is to receive further consideration.
(24) General Fund:
Council then discussed the estimated fund shortfall of $1,354
shown on Page II -1 revised, which does not include Capital
Projects in the amount of $130,000, support for community
organizations, and expected increases in police protection
services.
' (66) Personnel Reclassifications/Promotions:
Mayor Friess referred to the City Manager's memorandum on
Proposed Personnel Changes and noted that Council had indicated
on October 11th that promotions were to be frozen.
It was moved by Councilman Thorpe, seconded by Councilman
Buchheim and unanimously carried that all employee promotions
including those recommended for the Administrative Services,
City Manager, and Public Works Departments be frozen at this
time, with the exception of those specifically authorized,
with further consideration to be given during meet and confer
sessions. Councilman Schwartze requested receipt of employee
salary range and step charts prior to consideration of any
personnel matters.
(66) Approval of Personnel Allocations:
Council approved the following positions for fiscal year
1978-79 set forth in the memorandum dated October 25th from
the City Manager:
(1) SERRA Treatment Plant:
A new position of Maintenance Man I at an annual
salary of $12,769.00;
' (2) Public Works Department:
A new position of Assistant Building and Grading
Engineer at an annual salary of $21,474.00;
(3) Recreation Department:
A change from part-time Clerk Typist to full time
Clerk Typist at an annual increase of $5,374.00.
(24) Recommended u
Bdget Reductions:
It was moved by Councilman Hausdorfer, seconded by Councilman
Buchheim and unanimously carried to approve the recommendations
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Y 00
for budget reductions made by
Council for incorporation into
amount of $121,021.
RECESS AND RECONVENE
the City Manager and City
the final budget in the total
Council recessed at 9:05 P.M., and reconvened at 9:22 P.M.,
Date for Continuation of Budget Discussion:
With the concurrence of Council, Mayor Friess advised that
following this evening's meeting, discussion of the budget
and the Public Hearing would be continued to 4:00 P.M.,
Wednesday, November 1, with all public comment received
at that time. Council action on budget adoption is to be
scheduled on the Agenda for the regular meeting, commencing
at 7:00 P.M., November 1.
Systems Development Tax, Ordinance No. 364:
Council discussed the Systems Development Tax, Ordinance
No. 364, and the possible use of revenues, as set forth in
the memorandum dated October 25th from the City Manager. The
memorandum cites possible elimination of trash collection
fees, business license fees, and the construction charges
provided by Ordinance No. 211. Use of tax revenues for
commercial/industrial incentives is to be referred to the
City Attorney for opinion. There was a concensus of the Council
that the City Manager provide information from the 25 -year
Fiscal Impact Model prepared by Ultrasystems indicating the
impacts of commercial vs. industrial development for the
4:00 P.M. meeting on November 1st; the consultant is also to
be requested to make a presentation.
Public Hearing:
Mayor Friess then opened the Public Hearing on the Systems
Development Tax, and the following persons responded:
(1) Marilyn Williams, cited her concerns regarding
consideration of elimination of trash collection
fees, urged Council to establish a definite priority
list of capital projects, recommended that reserve
funds for historical and cultural preservation be
utilized for the Parra Adobe and Harrison House,
commended the practice of interest being applied to
reserve accounts, recommended that registration of
those doing business in the City continue, suggested
reduced fees to encourage industrial/commercial business,
and urged that, if affirmed, the Systems Development
Tax revenues be used for capital projects.
(2) J. Michael West, 31201 Paseo Acacia, protested the
signing of a promissory note for payment of the
Systems Development Tax in addition to other permit
costs and advised that their home had been due for final
inspection on July 3rd; Ordinance No. 364 became
effective June 29th.
Council Members noted that they were in favor of making the
Ordinance effective at a later date to exempt payment for
a certain period following the Ordinance effective date.
Staff was directed to provide information by November 1st
on the effect of revenues if Council amends the applicability
of the Systems Development Tax.
Mayor Friess requested receipt of all information, with the
exception of the Fiscal Impact Model, prior to Wednesday,
November 1st.
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RECESS AND RECONVENE
Council recessed to an Executive Session for
matters at 10:20 P.M., the City Clerk being
reconvened at 10:27 P.M.
discussion of personnel
excused therefrom, and
CITY MANAGER - AMENDMENT TO CONTRACT
(33) It was moved by Councilman Schwartze, seconded by Councilman
(38) Thorpe and unanimously carried to authorize the Mayor and
City Clerk to sign the Amendment to Agreement of January 8,
1975, between the City and the City Manager. The Amendment
waives the November 18th written notice requirements of the
contract.
ADJOURNMENT
There being no further business before the Council, the meeting
was adjourned at 10:28 P.M., to the next Adjourned Regular Meeting
date of Wednesday, November 1, 1978, at 4:00 P.M., in the City
Council Chamber.
ATTEST:
KENNETH E. FRIESS, MAYOR
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Respectfully submitted,
T4ARY ANN�N ERV ; CITY CLERK
10/25/78