MINUTES
SPECIAL SUNNYVALE CITY COUNCIL MEETING
MARCH 13, 2004
The City Council of the City of Sunnyvale and met in a special session in the City Council Chambers, 456 West Olive Avenue, Sunnyvale, CA at 8:30 a.m. with Mayor Howe presiding.
Mayor Howe led the salute to the flag.
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PRESENT:
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Mayor John Howe
Vice Mayor Dean Chu
Councilmember Fred Fowler
Councilmember Julia Miller
Councilmember Ron Swegles
Councilmember Melinda Hamilton
Councilmember Otto Lee
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Staff Present:
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Amy Chan, City Manager
Chuck Schwabe, Deputy City Manager
Valerie J. Armento, City Attorney
Robert Paternoster, Director of Community Development
Mary Bradley, Director of Finance
Grace Kim, Finance Department
Mike Maehler, Acting Director of Public Safety
Shawn Hernandez, Director of Information Technology
Robert Walker, Director of Parks and Recreation
Susan Ramos, City Clerk |
CITIZENS TO BE HEARD
Sally James, a public member, commented about restoring water in the parks.
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1)
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motion
RTC 04-088 |
CONSIDERATION OF THE PROCESS TO BE USED FOR THE CITY COUNCIL REVIEW AND PRIORITIZATION OF CITY SERVICES. |
Amy Chan, City Manager, presented the staff report and gave an overview of the process for the special meetings on April 10 and April 17, 2004.
A member of the public (name unintelligible) commented about redefining the core and optional categories scalable.
Councilmember Fowler moved, and Councilmember Miller seconded, to adopt the process as recommended with amendments to ask staff to present their oral reports and provide an opportunity for Council questions at each program level, and for Council to consider a further refinement of categories whereby the Council can categorize a service and identify it as a candidate for either a service level enhancement or reduction.
The motion carried unanimously.
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2) |
MOTION
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UPON CONSIDERATION OF THE PROCESS DESCRIBED IN AGENDA ITEM 1, REVIEW AND DISCUSS THE SERVICES THROUGH THE FOLLOWING STEPS, OR AS DIRECTED BY THE CITY COUNCIL:
A. A presentation by the Department Director;
B. Comments or clarifying questions raised by City Council Members;
C. Suggested new services, adjustments to service levels for existing services, or potential service deletions made by City Council Members;
D. A public hearing; and
E. Completion of department summary worksheets by each City Council Member. These steps will be completed for City Departments in the following order:
1. Finance Department
2. Public Safety Department
3. Information Technology Department
4. Parks and Recreation Department
5. Office of the City Manager
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DEPARTMENT OF FINANCE
Mary Bradley, Director of Finance, presented the staff report.
Program: Financial Management and Analysis #1 - 13
Councilmember Fowler moved, and Councilmember Swegles seconded, to provide Council with information pertaining to an estimate of the latest actual population served by a particular service in addition to the potential population served, generally categorized under an identifiable group name such as seniors or City Council, before the special meetings in April.
Amended Motion
Councilmember Fowler moved, Councilmember Swegles seconded, to direct staff to think about this process based on the discussion and come back with a recommendation in order to accomplish the goal of not only identifying the potential population served but also the actual population served.
Mayor Howe directed staff to include in their recommendation a cost estimate and staff time required for this task.
The motion carried unanimously.
Mayor Howe opened the Public Hearing at 9:50 a.m., and, there being no public comments, closed the Public Hearing
Councilmember Fowler moved to approve staff’s recommendation with amendments as follows:
Vice Mayor Chu offered a friendly amendment to change #11, Conduct Performance Audits, to be core internal, and make all scalable. The amendment was accepted.
Councilmember Hamilton offered a friendly amendment to change #3, Fiscal Impact Analysis of Legislation, to Expected Traditional. The amendment was accepted.
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1. |
Provide Financial Expertise to City Leadership/
Management |
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Core internal scalable |
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2. |
Provide Financial Analysis in Response to Department Requests
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Core Internal
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Expected Traditional |
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3. |
Fiscal Impact Analysis of Legislation
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Expected Traditional |
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4. |
Economic Development Analysis
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Core Internal
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Expected Traditional |
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5. |
Financial Analysis of Current and Emerging Issues |
Core Internal
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Expected Traditional |
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6. |
Retirement Contract Fiscal Management
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Core Internal
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Core internal scalable |
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7. |
Fiscal Analysis – Labor Negotiations
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Core Internal
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Core internal scalable |
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8. |
Administration of Finance Department |
Core Internal
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Core internal scalable |
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9. |
Special Projects and Training Activities
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Optional scalable |
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10. |
Central Support Services for the Department of Finance |
Core Internal
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Core internal scalable |
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11. |
Conduct Performance Audits |
Core Internal
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Expected Traditional
Core Internal scalable |
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12. |
Conduct Financial/
Operational Audits
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Core Internal
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Core internal scalable |
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13. |
Conduct Revenue Audits
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Core Internal
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Core internal scalable |
The motion carried unanimously
Program: Accounting, Financial Reporting and Employee Payroll #14-24
Mayor Howe opened the Public Hearing at 10:00 a.m., and, there being no public comments closed the Public Hearing.
Councilmember Fowler moved, and Vice Mayor Chu seconded, to approve staff’s recommendation with amendments as follows:
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14. |
Grant Monitoring and Billing
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Legally Mandated:
Grant Contracts |
No change |
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15. |
Accounting for City Financial Transactions
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Core Internal |
No change |
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16. |
Annual External Audit and Financial Reports
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Legally Mandated: Other Government Agency
City Charter
Core Internal |
No change |
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17. |
Prepare Accounting Period Reports
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Core Internal |
No change |
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18. |
Prepare and File Regulatory Reports for All City Reporting Entities |
Legally Mandated
Core Internal |
No change |
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19. |
Manage Third Party Audits |
Legally Mandated:
City Charter
Core Internal |
No change |
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20. |
Maintain City’s Centralized Financial Management System |
Core Internal |
No change |
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21. |
Provide Management and Administrative Services for the Accounting, Financial Reporting and Employee Payroll Program |
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Core internal scalable |
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22. |
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Core Internal scalable |
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23. |
Provide Training to Accounting, Financial Reporting and Payroll Staff |
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Core internal scalable |
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24. |
Payroll Management and Distribution |
Legally Mandated: Other Government Agency
Core Internal
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Legally Mandated: Other Government Agency
Core internal scalable |
The motion carried unanimously.
Program: Utility Business Management #25 - 33
Mayor Howe opened the Public Hearing at 10:06 a.m. and, there being no public comments, closed the public hearing.
Councilmember Fowler moved, and Vice Mayor Chu seconded, to move with the staff recommendation with no changes as follows:
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25. |
Meter Reading Services |
Legally Mandated: City Ordinance
Core External |
No change |
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26. |
Provide Customer Service for Customers of the City’s Three Utility Enterprises |
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No change |
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27. |
Process Payments for the City’s Three Utility Enterprises |
Legally Mandated: City Ordinance
Core External |
No change |
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28. |
Provide Utility Billing Service for the City’s Three Utility Enterprises |
Legally Mandated: City Ordinance
Core External |
No change |
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29. |
Maintain the City’s Automated Utility Billing System |
Core Internal |
No change |
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30. |
Utility Business Management
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Core External |
No change |
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31. |
Delinquent Account Management |
Legally Mandated: City Ordinance
Core External |
No change |
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32. |
Provide Management and Administration Support Activities for Utility Business Management Program |
Core Internal |
No change |
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33. |
Provide timely and Relevant Training to Utility Business Management Staff |
Core Internal |
No change |
The motion carried unanimously.
Program: Procurement Management #34- 45
Mayor Howe opened the Public Hearing at 10:15 a.m. and, there being no public comments, closed the public hearing.
Councilmember Fowler moved, and Vice Mayor Chu seconded, to approve staff’s recommendation with amendments as follows:
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34. |
City-Wide Procurement of Goods and Services |
Legally Mandated: City Charter
City Ordinance
Core Internal
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Legally Mandated: City Charter City Ordinance; Core Internal scalable |
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35. |
Payment of Supplier Invoices for goods and Services Purchased by the City |
Legally Mandated: City Charter
City Ordinance
Core Internal
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Legally Mandated: City Charter
City Ordinance
Core Internal scalable |
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36. |
Process Legally Required Reports Related to Payment of Supplier Invoices |
Legally Mandated: Other Government Agency
Core Internal |
No change |