MINUTES
SPECIAL SUNNYVALE CITY COUNCIL MEETING
TUESDAY, MAY 25, 2004
The City Council of the City of Sunnyvale 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.
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PRESENT:
ABSENT:
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Mayor John Howe
Vice Mayor Dean Chu
Councilmember Fred Fowler
Councilmember Melinda Hamilton
Councilmember Ron Swegles
Councilmember Otto Lee
Councilmember Julia Miller (by teleconference for agenda item 2)
Councilmember Julia Miller (excused absence for agenda items 1 and 3)
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STAFF PRESENT:
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Amy Chan, City Manager
Chuck Schwabe, Deputy City Manager
Valerie J. Armento, City Attorney
Mary Bradley, Director of Finance
Grace Kim, Budget Manager
Kurtis Mock, Administrative Analyst
Robert Paternoster, Community Development Director
Marvin Rose, Public Works Director
Susan Denniston, Administrative Librarian
Shawn Hernandez Information Technology Director
Mark Gregersen, Human Resources Director
Michael Maehler, Director of Public Safety
Mark Curran, Director of Employment Development
Trudi Ryan, Planning Officer
John Pilger, Communications Officer
Susan Ramos, City Clerk |
1. Public Hearing for a Budget Workshop for Fiscal Year 2004-05 Recommended Budget and Resource Allocation Plan
I. Overview of FY 2004/2005 Recommended Budget and Ten Year Resource Allocation Plan (Volume 1)
City Manager Chan provided an oral and Powerpoint presentation on the following items and responded to Council questions. A complete set of the presentation materials is on file in the City Clerk’s office. Other staff responded to other questions.
· Overview of the budget process utilized this year
Mayor Howe opened the public hearing at 8:58 and there being no public testimonies, closed the public hearing.
· Review of Budget Volume 1 including the Transmittal letter and Appendix A, Fiscal Strategies, which will be addressed further later.
· General Fund and Gas Tax Fund budget
Mayor Howe declared a recess at 10:15 a.m. and reconvened the meeting at 10:30 p.m.
Mayor Howe opened the public hearing at 10:30 a.m.
Werner Gans, member of the public, noted decreases in the housing, employment development and youth and neighborhood funds. He questioned the washing of the sidewalks on Murphy Avenue for free and not for other business districts, he noted that the parks ornamental water treatments are a luxury and would rather see the money spent on youth services in less affluent parts of town, and he suggested phasing out the Library’s patent program.
Harriett Rowe, member of the public, noted that it is her understanding that the parks ornamental water treatments will be turned off except the one in the Community Center on Remington Avenue. She suggested keeping the library patent program to serve those businesses that use it.
Mayor Howe closed the public hearing at 10:35 a.m.
· Community Recreation Fund
City Manager Chan noted that the intent of staff is to explore the fiscal strategies over the next fiscal year and bring recommendations back to Council for direction before implementation. She encouraged the Council to provide any suggestions or comments that they may have about the proposed fiscal strategies.
Council Member Fowler requested staff to include in the fiscal strategies the consideration of potential impacts to people who fall in the below market rate category and cannot afford recreation programs and services.
· Utilities Fund
· Employee Benefits Fund
Vice Mayor Chu noted that the dollar amounts in the chart and the public safety pension costs are incorrect because they reflect both employee and employer rates. Staff noted that a correction would be made.
· Employee Development Fund (NOVA budget)
· Redevelopment Agency Fund. City Manager Chan noted that the proposed budget does not include the financial effects of the Forum Development plans.
· Fiscal Strategies in Appendix A of Transmittal letter in Volume 1. City Manager Chan noted as part of the fiscal strategies, Budget Supplement #3 includes a recommendation for a net reduction of approximately $922,000 for proposed implementation in December 2004 and an additional $1.3 million in reductions that could be available for implementation pending further review by staff.
City Manager Chan concluded her presentation and solicited comments from Council on the Fiscal Strategies listed in Appendix A.
Mayor Howe opened the public hearing at 11:16 a.m. and there being no public testimonies, closed the public hearing.
II. Review of City Operating Programs by Element (Volume 3)
At this time, City Manager Chan gave a brief overview and referenced the handout from staff provided this morning entitled “Volume III Operating Programs Listing”.
Council Member Fowler noted that any changes to outcome measures should be brought to Council’s attention. He suggested highlighting only those programs with changes to outcome measures in staff’s presentation.
Finance Director Bradley noted that general adjustments and refinements were made to some of the outcome measures to better describe and clarify the items.
City Manager Chan clarified for public information, that the City has approximately 80 programs, about 400 service delivery plans (SDPs) and multiple activities under each SDP.
At this time, City Manager Chan presented each program by number and Directors commented on those programs with general changes to outcome measures as follows:
Council Member Fowler noted he was not able to review each program, SDPs and activities for today’s meeting and will be continuing his review in the next few days. City Manager Chan suggested forwarding any questions to her and she will have staff look into it for a response.
Community Development
Program 242 and 243 (Community Planning and Development Services): Measures raised
Program 244 (Economic Prosperity): A measure lowered
Program 245 (Neighborhood Preservation): Some measures restructured and moved to Office of City Manager
At this time, Mayor Howe adjourned the budget workshop to after lunch. He convened the meeting to address agenda item #2 below.
2. RTC 04-190, Public hearing and take action on a Request for Free Use of the Community Center Ballroom by Ms. Linda McIntyre (requested at the regular Council meeting of May 18, 2004).
Due to technical problems, the teleconference did not occur at this time and this item was deferred to after lunch. Mayor Howe declared a recess for lunch at 12:00 p.m. and reconvened the meeting at 1:00 p.m.
The City Clerk called the roll to re-take attendance. All Council Members were present with Council Member Miller attending by teleconference.
No staff report was required. Staff responded to questions of the Council.
Mayor Howe opened the public hearing at 1:00 p.m.
Linda McIntyre, a member of the public, noted corrections to the staff report about the reservation date and clarified that the students will not be participating or performing in the dinner dance fundraiser. She commented on the issue of setting precedence and noted that the City has agreements with schools including Columbia for use of athletic fields. She urged Council’s support.
Dave Conrad, a member of the public, expressed support for a synergistic relationship between the City and the schools. He urged Council’s support for Ms. McIntyre’s request.
Mayor Howe closed the public hearing at 1:05 p.m.
Council Member Fowler moved, Council Member Miller seconded, to approve option #3, to grant a fee waiver for the Community Center’s facilities for local non-profit organizations on a case by case basis and approve a fee waiver for Ms. McIntyre’s requested use of the Community Center ballroom.
Mayor Howe suggested a friendly amendment to authorize a budget modification to transfer funds from the General Fund Non-Recurring Events to the Community Recreation Fund for this request in lieu of approving a grant or fee waiver.
The amendment was accepted. Council Member Fowler clarified that the motion to approve the funding tonight is for the particular event in the subject request.
Council Member Miller suggested a friendly amendment to approve these types of request on a case by case basis as long as it is related to a school or educational purpose.
The amendment was not accepted.
Council Member Fowler amended his motion to authorize a budget modification to pay the cost of the ballroom rental for local non profit organization such as Ms. McIntyre’s request, on a case by case basis. Council Member Miller seconded the amended motion.
Parks and Recreation Director Walker asked Council to clarify the process for future requests. Council Member Fowler suggested staff accept the requests for facility use and provide pertinent information such as fees and other requirements, and if necessary, advise the requestor that Council has provided financial assistance for facility use to other groups in the past.
City Manager Chan suggested Council direct staff to bring back a policy for fee waivers and funding assistance requests.
At this time, Council Member Miller asked to be temporarily excused from the meeting.
Council Member Fowler amended his motion to include a direction to staff to bring back a policy for fee waivers and funding assistance requests in a timely manner for Council consideration.
Under advisement from the City Attorney regarding parliamentary procedures, Mayor Howe seconded the motion, in the absence of Council Member Miller, but reserved his right to vote against the motion.
Vice Mayor Chu offered a friendly amendment to narrow the motion to specifically handle Ms. McIntyre’s request tonight by approving a budget modification to transfer funds from the General Fund Non-Recurring Events to the Community Recreation Fund to pay for the use of the Community Ballroom Center for the requested event, and direct staff to formulate a policy in the near future.
The amendment was not accepted.
At this time, Council Member Miller returned to the meeting.
Vice Mayor Chu made a substitute motion to transfer $1200 from the General Fund Non Recurring Events to the Community Recreation Fund to cover costs of the fee rental for the group represented by Ms. McIntyre and direct City Manager to investigate whether a policy needs to be made to formalize this process. Council Member Swegles seconded the motion.
The substitute motion passed 6-1 with Council Member Fowler dissenting.
At this time, Council Member Miller excused herself from further participation in the special meeting.
Mayor Howe resumed the budget workshop at 1:35 p.m.
II. Review of City Operating Programs by Element (Vol. 3 - Continued)
Environmental Element
Program 302 (Public Works Support Services): Third Outcome Measure lowered
Public Safety Element
Council Member Fowler noted he will be submitting his questions in writing to the City Manager for these programs.
Cultural Element
Susan Denniston, Administrative Librarian, commented that Program 637 (Library Programs and Services) has been restructured to change the outreach program with the elimination of the bookmobile, and combine programs and events for children and adults.
Program 640 (Customer Service, Registration, Reservation, Publicity and Rec. Facility Operations)
City Manager Chan clarified that the percentages that appear next to some of the activities indicate the recovery percentages.
Planning Management
Program 710 (Financial Management/Analysis), 719 (Accounting, Financial Reporting, Employee Payroll) and 720 (Utility Billing, Collection, Revenue Management):
Finance Director Bradley noted that the outcome measures are based on what was achieved in the previous year rather than what was budgeted.
Program 744 (Treasury Cash Management)
Finance Director Bradley stated that the $7 business license fees will be presented in a report to Council in July 2004.
Program 753 (Personnel Services)
Human Resources Director Gregersen noted that changes are reflected in the Budget Supplement packet.
Mayor Howe opened the public hearing at 2:10 p.m. and there being no public testimonies, closed the public hearing.
III. Review of City Projects by Category (Volume 2)
City Manager Chan presented the report and noted that three new projects were added to this year’s plan including the Murphy Avenue decorative street lighting replacement project. She noted that this project will not move forward until funding is received from the business improvement district. Staff responded to questions.
Mayor Howe opened the public hearing at 2:15 p.m., there being no public testimonies, closed the public hearing.
IV. Responses to Prior City Council Questions
City Manager Chan stated that this information is included in the small binder provided to Council. She asked Council to forward any additional questions or comments to her before the next budget meeting.
V. Additional City Council Questions
Vice Mayor Chu requested staff to add an operating revenue line with operating expenses and add a revenue line in the general reserves page.
Staff responded to additional questions regarding the park water features direct costs.
Adjournment – Mayor Howe adjourned the special meeting at 2:30 p.m. to a Closed Session in the West Conference Room pursuant to Government Code section 54957.6 regarding Labor Negotiations: Sunnyvale Employee Association (SEA).
The closed session adjourned at 4:15 p.m.
Respectfully submitted,
Susan A. Ramos
City Clerk