5/2/2000 - Council Minutes - CC Minutes Adj
APPROVED BY THE CITY COUNCIL ON MAY 23, 2000
CITY COUNCIL MINUTES ORANGE, CALIFORNIA
OF AN ADJOURNED REGULAR MEETING May 2, 2000
The City Council of the City of Orange, California convened on May 2,2000 at 5:00 p.m. in an
Adjourned Regular Meeting in the Council Chambers, 300 E. Chapman Avenue, Orange,
California.
5:00 P.M. SESSION
1. OPENING
1.2 PLEDGE OF ALLEGIANCE TO THE FLAG
Led by Mayor Coontz
1.3 ROLL CALL
PRESENT - Murphy, Slater, Mayor Coontz
ABSENT - Spurgeon, Alvarez
NOTE: Councilman Spurgeon arrived at 5:15 p.m. and Councilman Alvarez arrived at
5:10 p.m.
2. PUBLIC COMMENTS - None
3. CONSENT CALENDAR
All items on the Consent Calendar are considered routine and are enacted by one motion
approving the recommended action listed on the Agenda. Any member of the City
Council, staff or the public may request an item be removed from the Consent Calendar
for discussion or separate action. Unless otherwise specified in the request to remove an
item from the Consent Calendar, all items removed shall be considered immediately
following action on the remaining items on the Consent Calendar.
3.1 Declaration of City Clerk, Cassandra J. Cathcart, declaring posting of City Council
agenda of an Adjourned Regular Meeting of May 2, 2000 at Orange Civic Center,
Main Library at 101 N. Center Street, Police facility at 1107 North Batavia, the
Eisenhower Park Bulletin Board, and summarized on Time-Warner
Communications, all of said locations being in the City of Orange and freely
accessible to members of the public at least 72 hours before commencement of said
Adjourned Regular Meeting.
ACTION: Accepted Declaration of Agenda Posting and authorized its retention as a
public record in the Office of the City Clerk.
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CITY COUNCIL MINUTES
May 2, 2000
3. CONSENT CALENDAR (Continued)
MOTION - Murphy
SECOND - Slater
AYES - Murphy, Slater, Mayor Coontz
ABSENT - Spurgeon, Alvarez
Item 3.1 was approved as recommended.
END OF CONSENT CALENDAR
4. REPORTS FROM MAYOR COONTZ - None
5. REPORTS FROM COUNCILMEMBERS - None
6. REPORTS FROM BOARDS, COMMITTEES, AND COMMISSIONS - None
7. ADMINISTRATIVE REPORTS - None
8. REPORTS FROM CITY MANAGER
8.1 Report on the proposed Fiscal Year 2000/2001 Budget including a summary of
projected revenues and recommended expenditures. (Report on file in the City Clerk's
Office.)
The City Manager reported on the following highlights of the budget:
.
. Balanced Budget
. Solid Revenue
. Adjustment of Fees
. Use of One Time Revenue
. Addressing Service Demands
. Police Department to Focus on Youth Diversion
. Establishment ofthe Capital Project Team
. Park Infrastructure Enhancement
. Reorganization of Facility Maintenance
. Enhancements to Library Facilities and Services
. Looking West
. Looking East
. Initiation of Updating the General Plan
. Implementation of the Information Technology Strategic Plan
. Continuing Emphasis on the Capital Improvement Program
. City-Wide Management Audit Considerations
The Finance Director reviewed the General Fund Revenues, Policies, Transfers and Reserves for
FY 2000-2001
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CITY COUNCIL MINUTES
May 2, 2000
8. REPORTS FROM CITY MANAGER (Continued)
The Senior Assistant to the City Manager reported on the summary of expenditures.
The Personnel Director reviewed the proposed staffing changes with 13 new full time positions,
5 upgraded part-time positions to full time and 7 new part-time positions.
Council Discussion
Councilman Murphy asked what the fund balance was one year ago and what transfers were done
last year.
The Finance Director responded last year transfers began at $3.1 million. Throughout the year
there were a number of other transfers totaling $1.2 million. For this current fiscal year, to date,
$4.3 million has been transferred. The beginning unreserve fund balance was $13.7 million
which is an audited number. There were a few large revenues, retroactive sales tax, that came in
during the summer and were accrued back to the fiscal year as well as department budget
savmgs.
General Plan 1 Lpdate
Councilman Slater commented on why it would take three years to update the General Plan
process and further asked for an explanation of why the traffic model is the first part of the
General Plan to be completed rather than development and zoning.
The Planning Manager indicated the General Plan was last updated in 1989. There are seven
elements in the General Plan. Each element, particularly the land use, is dependent upon what
the traffic model will show for the City. The first step in establishing a base line relating to land
use is to understand what the circulation system will be, i.e., how much capacity, new roads that
have come on line within the past 11-12 years, major improvements to freeways, new highway
corridors and major arterials throughout the City. The Traffic Model will take approximately 6-
12 months and be coordinated with Public Works. It is anticipated there are significant issues
with land use that will require public input. Goals and objectives established in the 80's will be
reviewed and revised.
Technolo~y
Mayor Coontz asked the following questions: Because ofrapid changes in technology, concern
was expressed about policies and priorities that would go along with the MIS plan. Monies are
shown coming out for computer replacement but over the long term, what kind of set-asides are
in the reserves?
The City Manager indicated they have begun to address placing money aside for anticipated
replacements. At this time, the City cannot afford a full depreciation or depletion type of fund
that will adequately address this every year until we get to a cash flow position that will allow for
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CITY COUNCIL MINUTES
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8. REPORTS FROM THE CITY MANAGER (Continued)
that purpose. In regards to a replacement policy, we are trying to follow good standards in the
industry while we replace the PCs and software upgrades.
The Senior Assistant to the City Manager responded the Strategic Plan identified a number of
recommendations that are priorities for PC replacement. In addition, the network backbone
hardware is funded this year for systematic improvement which has not been completed on a
routine yearly basis. This will allow a more pro-active approach with the network upgrade.
The City Manager responded he anticipates in the future, after these replacements are completed,
an evaluation process would begin to set aside adequate amounts of dollars and discuss these
issues with experts in the field and the City's contractor. It would be proposed to contract with
the City's contractor to do the replacement of some of the hardware so the City could stay ahead
of the issues removing some of the burden from staff. This would place us in a monitoring
position rather than doing the buying.
City Hall Seismic Retrofit
Mayor Coontz asked the City Manager when he would know how he is going to proceed with the
seismic retrofitting of City Hall? The City Manager responded the first initial meeting with the
space consultant is scheduled for tomorrow to discuss space management of the departments
entailing how to proceed from that point. Public Works engineering is proceeding with the
documents that will go to bid. The engineering firm EQE, experts in seismic retrofitting, was
hired to take a good look at the structural integrity of the City Hall buildings and to forecast
construction costs and anticipate some of the problems, but also to look at what costs will be
involved with moving in and out. Construction start time is scheduled for May, 2001.
Councilman Alvarez commented from his experience with the downtown buildings being
seismically retrofitted, asked about the timing of having a space consultant as opposed to
knowing what the seismic is going to do. When you start engineering buildings for seismic, all
of a sudden there are columns showing up where there were not there before or walls that were
non-bearing and things change. The Assistant to the City Manager responded EQE has
completed an initial assessment of what needs to be done and have identified structural changes.
This information is being provided to the space consultant.
Councilman Alvarez commented City Hall will stay in tact as we know it other than the seismic
retrofit. The City Manager commented the architectural integrity (arches, windows, roof, etc.)
needs to be maintained throughout the seismic retrofitting. A thorough assessment is being made
because the costs for a new city hall are being compared with seismic retrofit costs.
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CITY COUNCIL MINUTES
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8. REPORTS FROM THE CITY MANAGER (Continued)
State SUIlJlus
Mayor Coontz commented the State has a surplus but it doesn't mean there will be unfunded
mandates coming from the State which has caused problems in past years and has amounted to
$5 million. Is there any legislation that could affect this budget?
The City Manager responded the approach to budgeting is very conservative and it is not
anticipated any windfalls from the State and have forecasted in the reductions that Council has
yet to approve regarding some of the fees and permits.
Proposed Staffin~ Positions
Councilman Spurgeon asked with the additional staff proposed in the Community Development
Department that will assist with The Irvine Company projects and The Block's proposed
additions, will this be enough staff or will the department have to contract out plan check
services?
Brent Mullins, Chief Building Inspector commented the workflow occurring this year can be
completed in-house. A small amount has been set-aside for next year to outsource if necessary.
Mayor Coontz asked if the Planning Manager was a department manager or a new category?
The City Manager indicated it is a new category. The Community Development Director will be
replaced.
Councilman Alvarez asked about the Capital Project Team and who would make the final
decision. The City Manager responded the lead department will be the primary, but all decisions
will go to the City Manager.
Councilman Alvarez asked how many years has the City done vehicle reserves? The Finance
Director commented this recommendation will be the third year. The City has been prudent in
maintaining vehicles and will depreciate the vehicle for seven years. The City Manager has
taken a conservative approach in replacing vehicles, so it might be depreciated for seven years,
but the vehicle may be kept for a few years more which helps to build up excess and are then
able to maintain an adequate surplus to fund replacement vehicles.
Councilman Alvarez asked why the auditor position was not shown as a new position. The City
Manager indicated the position was filled.
Mayor Coontz and Councilmembers complimented the City Manager, Finance Director, Senior
Assistant to the City Manager (Rick Otto), Department Heads and staff for their outstanding
work on the proposed budget. Mayor Coontz indicated she was impressed with the document
especially the new proposed hires and transfer of duties from one department to another.
9. LEGAL AFFAIRS - None
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CITY COUNCIL MINUTES
10. ADJOURNMENT
MOTION - Mayor Coontz
SECOND - Murphy
AYES - Murphy, Slater, Mayor Coontz, Spurgeon, Alvarez
The City Council adjourned at 6: 1 0 p.m.
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CASSANDRA ATHCART, CMC
CITY CLERK
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JOANNE COONTZ /
MAYOR
May 2, 2000
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