HomeMy WebLinkAboutTC Min 1993-05-17
TOWN COUNCIL
MINUTES
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CALL TO ORDER
Mayor Friedman called the adjourned meeting of the Town Council of the Town of
Tiburon to order at 7:40 P.M., Monday, May 17, 1993, in Room 5, Del Mar School,
Tiburon, California.
A. ROLL CALL
PRESENT: COUNCILMEMBERS:
Thayer, Thompson, Nygren, Friedman
ABSENT: COUNCILMEMBERS:
Kuhn
EX OFFICIO:
Town Manager Kleinert, Town Attorney Ewing,
Town Engineer Bala, Supt. of Public works
Iacopi, Finance Director Stranzl, Police Chief
Herley, Police Captain Lewis, Town Clerk
Hennessy
B. PUBLIC QUESTIONS AND COMMENTS
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There were none.
C.
TOWN COUNCIL/STAFF WQRKSHOP
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The Town Manager summarized the Staff report and recommendations in
response to the Citizens' Financial & Operations Review Committee Report and
Recommendations.
In response to Councilmember Thompson, the Town Manager stated Staff
reductions and other budget cost reductions the past fiscal year total $208,000,
however, a portion of the PERS surplus was still needed to reduce the budget
deficit.
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Dick Hinkel, FORC, stated the Committee had not met to discuss Staffs
response; personal observations were that it was not the Committee's
responsibility to reconcile expenditures and costs; that responsibility was the
Council's and Town Manager; expressed disappointment that the Staffs response
was not a plan to address the deficit, but to use reserves; didn't think everybody
gets to vote; folks at the top give marching orders; hoped Council would take
opportunity to have a presentation from an actuarial firm; told Council they
should require a plan that states specifically how Staff will reconcile differences
and it should not be one that says we will tap into a prior kitty.
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The Mayor stated Staff comes up with their reconciliation, addresses issues and
presents a balanced budget during the budget hearings; didn't think this document
was intended to address those issues; Staffs report was a response to the FORC
Committee's report.
Russ Wischow, FORC, stated the response seems to have changed a few titles,
but didn't take a hard look at what they were trying to do; thought Council had
a real problem; how can we cut these costs; told Council they had to look at it
without too much consideration of the people involved.
Harry Matthews, Town Treasurer and FORe, stated the Town has to cut
expenses to meet revenues; do things more efficiently.
The Mayor asked the Committee to forward their comments to Staffs response
to the Council prior to the Council/Staff Retreat on July 9.
In response to Fred Hannahs, 440 Ridge Road, the Town Manager stated the
State takeaway this fiscal year was $104,000 and projected takeaway next fiscal
year was $318,000 and each subsequent year.
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Alex Anolik, 280 Round Hill Road, expressed concern regarding elimination of
a position in the Police Department; would hate to see anything that would hit
the papers that Tiburon will be less protected than before; wanted Officers fully
backed up; would rather have an assessment tax so that his family will have
protection; noted you can't put a value on safety.
The Mayor stated all the phone calls he has received have expressed great
concern about changing level or quality of police services.
Councilmember Thayer noted the Committee's recommendation is not to take an
officer off the street but to eliminate an administrative position.
Robert Elsberg, Centro East, 26 years of law enforcement experience, stated we
need qualified police officers and it's the Chief and Captain that provide
consistent training of the officers; asked Council to keep the Captain's position.
Don Batten, Belveron Homeowners President, supported staffing level of Police
Department.
Dave Stollmeyer, 23 Paseo Mirasol, stated the Council needs to keep in mind the
Police Department operates 24 hours a day, with three shifts, and we had only
two administrative positions above Sergeants; suggested the Police Department
is not the right place to save money; thought the Town had to raise revenues as
well as cut costs; didn't think alarm permit fees would raise revenues; stated
administrative costs would offset fees.
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Virginia Brunini, 267 Karen Way, stated experienced Staff is an invaluable cost
savings; Town had qualified people who took pride in their work; thought Report
justly made comments and Staff appropriately responded; Council needs to
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determine needs of the community and with Staff make it possible; if people want
the level of services they are asking for then a parcel tax or some tax spread
equitable over the community will have to be looked at; cuts in expenses have to
be made; noted the Town Engineer has saved the Town immense amounts of
money and added to the appearance of the Town; highly regarded his comments.
In response to Casey Hannahs, 440 Ridge Road, the Finance Director stated
there is approximately $2 million in designated reserves.
Superintendent of Public Works stated a street sweeping program is vital in
Tiburon; without it, more debris is washed into catch basins which results in
flooding during storms.
Chief Herley stated his first concern is the level of safety and quality of service
citizens receive; after Council determines the level of service and safety and
quality of service, then the Police Department can proceed to determine the
numbers of people needed to meet those levels; then the Police Department can
determine how much it will cost; then the Council may have to look at alternative
ways of providing funds; showed Council a new book entitled Supervising Police
Personnel: The 15 Responsibilities by Paul Whisenand and Dr. George Rush, who
selected the Tiburon's Statement of Organizational Values as an example of
community oriented policing; this comes from strong dedication, strong training
and strong leadership; any degradation on level of quality will affect level of
service. '
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In response to Vice-Mayor Nygren, Chief Herley stated Department Heads and
specific managerial staff have not received raises in two years, therefore,
reclassification of the Captain's position would not have a significant financial
impact; duties would change; cited Department Manual prepared by Captain that
took three years and is now used by the State as an example would not have been
done without this position; training provided by this position reduces liability
exposure.
The Town Manager stated Tiburon has always prided itself on being a leader; not
necessarily following other cities or agencies; have always done what was best for
Tiburon; hoped Town could continue to explore all options before cutting away
of personnel; this is not Town's first deficit, nor Tiburon's first citizens committee;
in 1971 a police study was conducted in preparation for Tiburon's new Police
Department; study recommended a minimum of 14 sworn officers; population in
1971 was 6200; today the Town has 14 sworn officers; have annexed Bel Aire and
Tiburon Hills areas, and a population of 8,000.
Lou Brunini, former Supt. of Public Works, asked Council to give serious
consideration to the Town Engineer's comments; small Town of this size
shouldn't go to the expense of a' maintenance program for a cOIIiputer to tell the
condition of a road.
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Virginia Brunini stated she has seen the impact of citizens input on staff; strongly
recommended design review boards be merged; give Staff opportunity to use their
common sense to make judgements to make the Town run smoothly.
Bob Havenhill, Chief Building Inspector, retiring August 1, believed Committee
put a lot of work into their report and recommendations, however, there was a
distinct lack of recommendation to go for more funds; the ball is in the Council's
hands; you need to ask for more money; if people say they are going to recall the
Council, let the chips fall where they may; it's time to bite the bullet.
Councilmember Thompson stated the Town needs to communicate more; the
Town can't reduce the deficit by reducing services; we have to look at ways to cut
and be as efficient as possible; we need help in educating Tiburon; asked those
in attendance to communicate with their neighbors; it is to everyone's benefit to
maintain services.
The Council reviewed the Committee's Report and recommendations. The
following are the Council's comments, referrals and directions:
11. FORC RECOMMENDATIONS: TOWN ATTORNEY
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1. Eliminate Town Attorney Position RETAIN POSITION. TIMELY
RESPONSE AND OPINIONS NEEDED; REDUCES LIABILITY
EXPOSURE; ASSUME MORE ABAG LITIGATION; HIRE LEGAL
SECRETARY ON HOURLY BASIS WHEN NEEDED; TRAIN EXISTING
STAFF TO ASSUME LEGAL SECRETARIAL WORKLOAD.
2. Eliminate Legal Secretary Position ELIMINATE POSITION
3. Contract Town's Legal Services NO
2. FORC RECOMMENDATIONS: TOWN ADMINISTRATION
1. Review Town's computer hardware and software requirements. AGREE.
FINANCE DIRECTOR TO COMPILE INFORMATION PRIOR TO
RETREAT. ESTABLISH COMMITTEE TO ASSIST STAFF.
2. Replace mini-computer with micro-computer system COMMITTEE TO
STUDY COMPUTER PROGRAM
3. Consider contracting for payroll/accounting services. DISCUSS WITH CITY
OF BELVEDERE AT NEXT BEL/TIB MAYOR'S BREAKFAST
4. Review check disbursement and petty cash policies for timeliness and efficiency.
AGREE.
5. Add Town Council Minute Clerk - $4,000. TOWN CLERK TO PROVIDE
SERVICES.
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3. FORC RECOMMENDATIONS:
BUILDING/PUBLIC WORKS/
ENGINEE.RING
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2.
3.
4.
5.
6.
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Consolidation of engineering, building inspection and public works into one
department headed by Manager with engineering experience and credentials.
Elimination of Public Works Foreman position.
Add one semi-skilled or part-time public works position.
Eliminate one Building Inspector position and contract out during peak demand
periods.
Transfer one Building Inspector and Secretary to new combined Department.
During interim, change Town Engineer's compensation fonn retainer to hourly
rate.
Review need for Town Engineer's attendance at Council and Board meetings.
Contract Engineer's work should be authorized by Town Manager or his
designee.
APPROPRIATE FEES SHOULD BE ESTABLISHED TO COVER ALL
BUILDING INSPECTION PROGRAMS.
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Town Engineer opposed Public Works Director position; consultants would be
needed; no cost savings; Building Inspectors deal with Planning Department and
Design Review Board requirements; don't need another administrator; retainer
gives Town priority, day or night, on services of engineer; spends many more
hours on Town business not included in retainer; time during past few years has
doubled; out of $31,000 retainer, he pays secretarial and office expenses, supplies;
these expenses not included in Committee'S $86,000 estimate; stated that $86,000
estimate would double and triple in next 2-3 years.
Dean Bloomquist, Building Inspector, agreed with Town Engineer's comments;
he works with Planning Department, and only occasionally with Public Works;
stressed need for quality and continuity of Staff; cited Attorney General's opinion
mandating the Building Department functions at a zero budget base; noted the
Town doesn't gain anything by cutting Department.
ACTION DEFERRED UNTIL COUNCIL/STAFF RETREAT JULY 9.
[14. FORC RECOMMENDATIONS: PLANNING
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1. Vacant Planning Technician position not be filled. AGREE.
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5. FORC RECOMMENDATIONS: POLICE DEPARTMENT
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1. Town Council must detennine approoch and dollar amount, if any, it should
reduce from police budget. DEFERRED TO COUNCIL/STAFF RETREAT.
2. Chief and Captain position should be consolidated. DEFERRED TO
COUNCIL/STAFF RETREAT.
3. Vocant Police Officers position should not be filled. AGREE.
4. In the absence of Police Department Clerk Dispatchers, necessary clerical
support for the Department can be provided by the present Town Administration
staff. CLERICAL SUPPORT PROVIDED BY NEW PUBLIC SAFETY
CLERK POSITION.
5. Council should be aware of increased police retirement benefits and their future
cost impocts. AGREE.
6. Reduce Court overtime costs. NOT UNDER TOWN CONTROL.
Police Chief noted types of service don't equate with levels of service and
response time; current visibility of patrol acts as deterrent; reducing one officer
position jeopardizes Department's ability to follow-up on investigations.
Town Manager stated one policy decision previously established is to have two
officers on duty 24 hours a day.
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6. FORC RECOMMENDATIONS: COMPENSATION
1. Town should establish mechanisms to control total compensation costs which
include both salary and benefits. AGREE.
2. Vocationjsick leave reserve policies need to be evaluated and perhaps modified.
AGREE.
3. Compensation study now in progress for certain Tiburon employees will provide
, basis for comparison with other employers. AGREE.
4. Negotiations should not be driven solely by keeping pace with certain other
communities. AGREE.
7. FORC RECOMMENDATIONS:
SERVICE EFFORTS AND
ACCOMPLISHMENTS
1. Council adopt and develop measurable service oriented pay for perfonnance
program. AGREE. USE RALPH ANDERSON & ASSOCIATES REPORT
FOR GUIDELINES.
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8. FORe RECOMMENDATIONS: REVENUE RECOMMENDATIONS
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1. POLICE DEPARTMENT
a. Alarm Pennit Fees and False Alarms: ORDINANCE TO BE
AGENDIZED FOR COUNCIL'S CONSIDERATION IN JUNE.
b. Records Check/Clearance Report and VISa Verification Letters: POLICE
DEPARTMENT WILL PROPOSE INCREASE IN FEES.
c. Vacation House Checks: SHOULD BE CONTINUED. STAFF TO
DETERMINE IF OTHER MARIN CITIES CHARGE FOR SERVICES.
d. Concealed Weapons Pennit Applications: NO IMPACf.
e. Reevaluation of Preseni Fee Schedules and Cost Recovery: AGENDIZE
FOR COUNCIL'S CONSIDERATION IN JUNE.
2. PLANNING DEPARTMENT
a. Research Fee: AGENDIZE FOR COUNCIL'S CONSIDERATION IN
JUNE.
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3. PUBLIC WORKS
a. Street Sweeping: STREET SWEEPING PROGRAM TO BE ANALYZED;
DISCUSS WITH CIlY OF BELVEDERE AT MAYORS' BREAKFAST
MAY 25.
b. Street Use Fee for Heavy Trucks: STAFF TO DETERMINE HOW TO
INCORPORATE IN SUBDIVISION FEE SCHEDULE.
c. Real Estate Transfer Tax: STAFF TO CONTINUE TO EXPLORE
INTEREST OF OTHER GENERAL LAW CITIES TO PARTICIPATE.
d. Parking Tax: STAFF TO CONSIDER THROUGH BUSINESS LICENSE
ORDINANCE. PUBLIC SERVICES COMMITTEE TO EXPLORE
OTHER PARKING FEES OPTIONS.
9. FORC RECOMMENDATIONS:
FUND BALANCES/
RESERVE POLICIES
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1. Discontinue many of the "designated" reserves and reassign to the General Fund:
CONSENSUS WAS NOT TO REASSIGN "DESIGNATED" RESERVES AT
THIS TIME.
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2. Town Manager should develop guidelines for such funds and approval by the
Town Council: AGREE
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3. Such funds should Be subject to "zero" based budgeting process: AGREE
4. All interest income from any special funds should be assigned to the General
Fund: AGREE, UNLESS SPECIFICALLY DESIGNATED FOR SPECIFIC
PROJECT.
S. Reassignment of $698,800 to the General Fund: NOT AT THIS TIME.
6. Recommend a General Fund unallocated cash reserve of approximately 25%
of the General Operating Budget: AGREE, IF POSSIBLE.
7. Renaming of the Employee PERS/Leave Reserve.~ AGREE.
10. FORC RECOMMENDATIONS:
FINANCIAL REPORTING
FORMAT AND SYSTEMS
1. Program budget which would allow Town Council and citizens to relate
resources expended to service objectives: SUPPORT A MODIFIED
PROGRAM BUDGET WITH SOME LINE ITEM DETAIL.
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2. 2-Year Operating Budget: AGREE.
3. 5- Year Equipment Replacement Plan: AGREE.
4. lO-Year Capital Improvement and Special Project Plan: AGREE.
S. Quarterly Reporting: Staff should prepare a brief quarterly financial
summary report. AGREE.
6. Budget Presentation: Graphs and visual aids should be utilized in the budget
presentation. AGREE.
7. Pennanent Finance Committee Chaired by the Town Treasurer: FURTHER
CONSIDERATION OF COUNCIL FINANCE COMMITTEE WORKING
WITH TOWN MANAGER AND FINANCE DIRECTOR MORE CLOSELY.
11. FORC RECOMMENDATIONS: STREET MAINTENANCE
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1. Council should define desired service level for street maintenance. NEED
ADDITIONAL REVENUES.
2. Funding should be increased for street maintenance. GAS TAX FUND NOT
SUFFICIENT.
3. Aggressive preventive maintenance and data base programs should be established
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for all Town streets. REFER TO TOWN ENGINEER;S 1991 LETTER.
DIRECTED TOWN ENGINEER TO PERFORM STUDY, IN ADDITION TO
HIS RETAINER, TO IDENTIFY MAINTENANCE OF 29 MILES OF
STREETS, SET GOAL OF OCTOBER 1 FOR CONSIDERATION DURING
BUDGET PROCESS AND METHOD OF RAISING FUNDS, I.E., PARCEL
TAX, RESERVES, ETC.
4. Town Staff should investigate Metropolitan Transportation Commission's
Pavement Management System. TOWN ENGINEER STATED TOWN IS
TOO SMALL FOR COMPUTER ANALYSIS; SHOULD BE ON-SITE
DETERMINATION.
5. Small and medium sized projects should be combined into large projects when
located in the same area. THIS IS CURRENT POLICY.
1112. FORC OTHER RECOMMENDATIONS:
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1. Consolidation of public services with other local governmental agencies:
FORMATION OF A SPECIAL JOINT BELVEDEREfTIBURON CITIZENS
COMMITTEE TO CONSIDER POSSIBLE COST SAVINGS BElWEEN
THE 1WO AGENCIES TO BE DISCUSSED AT NEXT BELfTIB MAYORS
MTG.
2. Public Work5 Department should controct out street sweeping: STREET
SWEEPING PROGRAM TO BE STUDIED.
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3. A pension work5hop should be conducted for Town Council and Town Staff:
AGREE. PERS AND/OR ACTUARIAL FIRM.
4. Design Review BoardS: COUNCIL INDICATED PRELIMINARY SUPPORT
TO CONSOLIDATE BOARDS SUBJECT TO PROPOSED
IMPLEMENTATION PROCEDURE. PLANNING DIRECTOR AND
ASSOCIATE PLANNER TO MEET WITH COUNCIL'S PUBLIC SERVICES
COMMITTEE; STAFF TO DEVELOP IMPLEMENTATION PROGRAM;
TRANSFER SOME DUTIES TO PLANNING COMMISSION; DEFINE
STAFF APPROVALS.
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D. ADJOURNMENI
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There being no further business before the Town Council of the Town of Tiburon, Mayor
Friedman adjourned the meeting at 12:15 A.M., May 18, 1993, to 6:30 P.M., May 18,
1993 for a Joint Workshop with Planning Commission and Housing Committee at The
Hilarita, 100 Ned's Way, Tiburon.
...--." J --:-. ~
,. *,. --r '-;-..-
MAYOR MICHAEL FRIEDMAN
ATTEST:
~71'~'~',-
THERESE M. NNESSY, TO ERK
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