APPROVED MINUTES
SUNNYVALE CITY COUNCIL
SPECIAL MEETING
BUDGET RESTRUCTURE REVIEW
SATURDAY, FEBRUARY 4, 2006
The special meeting was called to order at 8:30 a.m. in the Council Chambers,
at 456 W. Olive Avenue, Sunnyvale, California with Mayor Swegles presiding.
Mayor Swegles led the salute to the flag.
PRESENT: Mayor Ron Swegles
Vice Mayor Otto Lee
Councilmember John Howe
Councilmember Dean J. Chu
Councilmember Melinda Hamilton
Councilmember Tony Spitaleri
Councilmember Christopher Moylan
ABSENT: None
STAFF PRESENT: Amy Chan, City Manager
David Kahn, City Attorney
Robert Walker, Assistant City Manager
Mary Bradley, Director of Finance
Marvin Rose, Director of Public Works
Shawn Hernandez, Director of Information Technology
David Lewis, Director of Parks and Recreation
Nancy Steward, Superintendent of Cultural Arts
Deborah Barrow, Director of Library Services
Robert Paternoster, Director of Community Development
Michael Curran, Director of Employment Development
Shawn Hernandez, Director of Information Technology
Katherine Bradshaw Chappelear, City Clerk
Conversion Process from Outcome Management to Performance Based Budgeting: Reasons for Conversion; Budget Development under New Structure; Program Restructure Report Format; and Opportunities for Council Review and Approval
City Manager Amy Chan gave an overview of the workshop in which she stated that Council will have an opportunity to look at each service the City provides including an opportunity to provide direction on the level of priority for the items.
City Manager Chan informed Council that the City of Sunnyvale operates within a performance budget system, which is part of the City’s Planning and Management System. She stated that the City focuses on long-term planning and high accountability and those components are built into the system. City Manager Chan stated that this year assessment measures have been built into the system as informational tools for Council and the public, in addition to the opportunity for Council to direct the level of priority for each of the City’s services.
City Manager Chan stated that as a result of efforts to refine the process, every program has a similar structure and includes a Management Service Delivery Plan. She informed Council that staff is in the middle of preparing their budgets and therefore Council will not see any monetary costs listed. City Manager Chan stated for this workshop, she requested that Directors from each department review their budget with Council in order to receive important preliminary direction from Council. She stated that when she submits her Recommended Budget to Council in early May, the dollar allocation will be included along with a final review of the entire structure and Council will have another opportunity to look at the budget and give further direction.
City Manager Chan stated that two years ago when Council went through the detail review, they felt it was important to focus in depth on programs over an eight-year period (1/8 Budget Review). She stated that it may not be necessary to do 1/8th review this year due to refinement of the budget process in which staff articulated in more detail what the services are and worked on making them easier to understand. City Manager Chan stated if Council feels the process today meets their needs then the 1/8th review may not be necessary and Council may wish to discontinue the eight-year review process.
Councilmember Hamilton asked City Manager Chan where the numbers came from on the 2006/2007 and 2007/2008 budget plan program sheets in the binder. City Manager Chan stated that most of the numbers came from the City’s current expenses and others are based on staff’s “best guess” due to having not been identified in the past. She stated that the “best guess” items at the end of fiscal year 06/07 will reflect the actual expenses and will automatically be the base for the next year so staff can then measure performance from actual experience.
Councilmember Moylan asked City Manager Chan about the issue that some outcomes are not within staff’s control; therefore, he did not feel that was an equitable manner in which to evaluate staff. City Manager Chan stated that it is clearly a measure of staff performance, but also a communication tool to the public as well. Councilmember Howe clarified with Councilmember Moylan that the process is a tool to identify how well staff responds to an issue (such as overuse of water) when it is outside of the acceptable range.
Councilmember Chu stated he would like to have the current level of expenditures along with budgeted amounts added to the reports. City Manager Chan explained that there were significant changes made to the budget which would make including current level expenses nearly impossible, but a trend analysis will be available on the reports after this year. She further explained that this year she directed staff to start with a zero base (like starting brand new) and henceforth staff will be able to do a trend analysis as requested by Councilmember Chu.
Department Director Presentation of Restructured Operating Programs:
Public Works;
Marvin Rose, Director of Public Works, presented 19 Public Works Operating Programs to Council.
Program 115 – Transportation and Traffic Services
Councilmember Howe asked Director Rose about how travel speeds and enforcement interact and how Council can be sure both departments meet their goals. Director Rose stated that Public Works and Public Safety traffic units work very closely together. This program involves design to make sure performance of design numbers (radar speed studies of all major streets to determine what the 85th percentile speed is) interact with the enforcement component by using the design number to see how well those numbers are being enforced.
Program 117 – City Streetlight System
Councilmember Chu asked staff how revenues from the Metro-Fi contract are reflected in the street lights program. Mary Bradley, Director of Finance, stated the revenues are in the General Fund and not reflected within this program.
Councilmember Chu asked about Metro-Fi usage of the City’s electricity and Shawn Hernandez, Director of Information Technology, stated that Metro Fi has established a separate contract with Pacific Gas and Electricity (PG&E) to pay for their own electricity.
Program 118 – Pavement Operations
Councilmember Chu noted a discrepancy within this program between a Quality Measure (City collector and residential streets are rated “good” or better with a PCI rating of 60+, based on Metropolitan Traffic Commission (MTC) Regional Standards), and the Service Delivery Plan which states that existing pavement shall maintain an average PCI rating of 80 from the MTC Regional Standards. Director Rose stated that error had been noted and will be corrected to read 80 under the quality measure as well. Councilmember Chu stated for public information that the City’s PCI rating is 84 which is the second highest in Santa Clara County.
Councilmember Hamilton requested for Quality Measure (Customers are notified and “No Parking” signs are posted before chip seal and slurry seal are applied to streets) that the number of customers and signs posted be corrected as it currently reads that 400 customers are notified and 400 signs are posted. Director Rose clarified that 400 was an indicator of the number of signs posted, not the number of customers notified and stated that he would clarify the wording.
Councilmember Moylan stated that within this program there are some Productivity Measures that should be changed from an “I” (Important) to a “C” (Council Highest Priority) and vice versa such as hazardous items should be Priority “C” versus non-hazardous which should be Priority “I”. Councilmember Moylan identified that Productivity Measure (Hazardous debris calls are responded to within 3 hours from notification. Non-hazardous debris calls are responded to within 2 working days form notification) should be two separate measures listed as:
- Hazardous debris calls are responded to within 3 hours from notification – Priority C
- Non-hazardous debris calls are responded to within 2 working days from notification – Priority I
Director Rose stated that in order to simplify the process staff did combine some items, but in retrospect they should be corrected and identified separately. He identified another Productivity Measure that is combined and should also be listed separately with the following priorities:
- Emergency graffiti obscenities are removed within one working day from notification - Priority C
- Non-emergency graffiti are removed within 2 working days from notification – Priority I
Director Rose stated staff will review all measures and separate out any further combinations.
Program 216 – Roadside and Median Right of Way Services
Councilmember Moylan stated within this program under Quality Measures the first two items listed regarding median islands, litter, debris and weeds should be downgraded to Priority “I” from “C”. Director Rose stated that the basic criteria staff used for the “C” categories were what staff believed to be most important and identified as the core services in the program, but that decision is a policy issue and open to Council review.
Councilmember Moylan confirmed with Director Rose that staff looked at each program individually for its ranking, rather than spreading the ranking out among all of Public Works.
Councilmember Hamilton asked Director Rose if the measure for service response times for the litter and debris on median islands were downgraded, would that result in more costly maintenance in the future. Director Rose stated that over time there is potential for this program to become a bigger and a more costly issue. Councilmember Hamilton stated that she prefers to leave the item rating alone as it may become a more costly issue later on.
Councilmember Howe stated that there are two ways to downgrade an item which would involve either changing a Priority “C” to an “I” or change the percentage such as 75% to 50%. He stated that either method will basically result in the same outcome.
Councilmember Howe moved and Councilmember Moylan seconded to keep the first two items under Quality Measure (Median Island Plant Material areas are free of litter and debris, providing positive visual appeal as determined by quarterly quality surveys and Median island plant material areas have no noticeable weed protruding above landscaped areas as determined by quarterly surveys) at a Priority “C” designation but changed the percentage from 75% to 50%.
Motion carried 6-1 (Councilmember Hamilton dissented).
Program 217 – Concrete Maintenance
Councilmember Moylan asked staff if Productivity Measure for sidewalk tripping hazards could have a shorter replacement time. Director Rose stated that the length of time has been extended over the years since the budgeted amount available to spend on concrete replacement has not increased.
Councilmember Moylan stated the length of time for replacement appears to be a safety issue. Director Rose stated that they do respond to complaints within three working days and if deemed a problem then the sidewalk area is temporarily patched to alleviate the tripping hazard.
Program 218 – Street Tree Services
Mayor Swegles asked staff if a map exists that identifies the location of all the street trees in the City. Director Rose stated that Public Works has a database which identifies locations, species and size of tree. He stated they lose 200-300 trees a year which the City replaces. Mayor Swegles confirmed with Director Rose that a citizen could call Public Works and find out if a tree belonged to the City or the homeowner.
Program 254 – Parking District Landscaping Management
No questions.
Program 255 – Downtown Parking District Parking Lots
Councilmember Moylan confirmed with staff that under Productivity Measure a designation change (parking district parking lot light outages are repaired within 24 hours of notification) would be a policy issue for Council.
Councilmember Howe asked staff if the measure applies to underground parking and Target Parking lot and Director Rose stated that it does not and those are maintained by the developer of the mall. Director Bradley stated that the developer must maintain the lights to an acceptable level to the City and Public Works monitors the areas.
Councilmember Howe asked City Manager Chan to provide in a Friday Report what the lighting, monitoring and enforcements standards/procedures are for the parking structure contracts with Target Parking and the mall underground parking. Councilmember Howe stated he would also like the same information included in the Friday Report for the third parking structure at the Multimodal Transit Station as the lot offers free public parking after 6 p.m.
Councilmember Moylan moved and Councilmember Howe seconded to change the priority for Productivity Measure (parking district parking lot light outages are repaired within 24 hours of notification) from Priority “I” to “C”.
Mayor Swegles stated that he opposed the motion as light replacement within 24 hours is sufficient. Councilmember Howe stated the motion was not to increase service time rather to state that it is more important. Mayor Swegles stated that the importance was sufficiently covered as listed within the Productivity Measure.
Councilmember Spitaleri stated that he agreed with Mayor Swegles and that when an item is given a Critical status it is of the highest priority and that the surrounding lighting is sufficient until replacement occurs within 24 hours.
Vice Mayor Lee asked City Manager to give an overview of the ranking legend. He stated that the legend has an M for mandatory which is more urgent that “C” for Council Highest Priority. City Manager Chan stated that if the City runs into a resource issue, the area looked at first is Council Highest Priority and that a Mandatory “M” ranking is for those services where there is no choice (required by law - health and safety issues). The standard in this case is that staff will replace the light within 24 hours, regardless of a resource issue. City Manager Chan stated that it is staff’s responsibility to meet all the standards and she will present the resources that will allow staff to meet all the standards to the Council in May. She stated that if Council reduces a standard, clearly that will reduce the amount of resources needed. City Manager Chan stated the different ranking priorities assist staff when a resource or timing issue arises, but that the intention is to meet all of the standards listed to the best of staff’s ability.
Vice Mayor Lee asked if Council identified an issue to the highest point, could they use “M” for Mandatory. Director Bradley stated “M” is only for items such as federal regulations which are things that are beyond City Council’s control.
Mayor Swegles asked City Manager Chan if moving an item to “C” would have the possibility of increasing the funding. City Manager Chan stated that it would not; rather it is the standard that would either increase or reduce the funding. She stated that “Council Highest Priority” (C) would not allow something to be deferred if a resource issue came up.
Councilmember Hamilton stated she would prefer to leave this item as an “I” as there are many items to rank and the rating system is not useful if all measures are ranked high. She stated the 24-hour period seems adequate and she feels confident that the standard will be met 90% of the time as reported, whether the Council leaves as Priority “I” or increases to a “C”. She also stated she felt there was enough light in the area that should a light go out, there is adequate coverage until the light is replaced.
Councilmember Spitaleri stated he agreed with Councilmember Hamilton and cautioned against placing this measure as Priority “C”.
Motion failed 2-5 (Vice Mayor Lee, Mayor Swegles, and Councilmembers Spitaleri, Hamilton and Chu dissented)
Program 302 – Public Works Department and Support Services
No questions.
Program 303 – City Property Management Services
Councilmember Moylan stated that the Quality Measure (City owned rental and excess roadway parcels are free of weeds, debris, and hazardous materials, based on monthly field inspections) should be broken up into two measures in order for hazardous materials to receive a higher priority.
Director Rose stated that the hazardous material they are referencing is not a chemical type of hazard, rather a hazard such as debris that is encroaching onto the sidewalk and that staff did not see a need to split this issue, but that the issue is open to Council direction.
City Manager Chan asked Director Rose if hazardous materials had ever been identified on City-owned rental and excess roadway parcels and Director Rose confirmed hazardous materials had been identified previously in those areas.
Councilmember Moylan moved and Councilmember Chu seconded (with a friendly amendment) to have hazardous materials pulled and listed as a separate measure with a Priority “I” and to read as follows:
Program 303/Program Measures/Quality
· City owned rental and excess roadway parcels are free of weeds, and debris, based on monthly field inspections: Priority D
· City owned rental and excess roadway parcels are free of hazardous materials, based on monthly field inspections: Priority I
Councilmember Chu made a friendly motion to his second that the measure read as follows:
· City owned rental and excess roadway parcels are free of hazardous materials and hazardous conditions, based on monthly field inspections: Priority I
Councilmember Moylan accepted the friendly amendment.
Motion carried 7-0.
Program 306 – Engineering Service
No questions.
Program 307 – Capital Project Administration
No questions.
Program 313 – Water Supply and Distribution
Councilmember Hamilton asked if there is a plan to fluoridate the water for the entire City. Director Rose stated that about 60% of the City has fluoridated water and that there are not any plans to fluoridate water for the rest of the City at this time.
Councilmember Chu stated that he has received numerous correspondences asking that the City stop fluoridating the water because there is a small percentage of the public that is sensitive to the fluoride.
Councilmember Chu asked if this measure would be the proper section where Council could create a priority to expand the use of recycled water.
Director Rose stated that this is the correct measure and that Council could increase the amount of reclaimed water by providing more operations and more capital projects to move the reclaimed water system further south in the City
City Manager Chan stated that after the infrastructure was built as part of a capital project the standards and operating costs would be rolled into the budget document at that time. She stated this issue would start as a capital project issue, not from this budget document.
Program 323 – Solid Waste Management
No questions.
Program 324 – Materials Recovery and Refuse Transfer (Smart)
Mayor Swegles asked Director Rose what the percentage was for City recycling. Director Rose stated our recycling went from 56% to 60% because the State changed the process and formula for how the number is calculated. Director Rose stated that the City’s number increased as a result, but that was not achieved through any measures taken by Public Works staff. Director Rose stated that the 56% was a comfortable number to maintain as the state law requirement is 50%.
Program 343 – Stormwater Collection System
No questions.
Program 344 – Wastewater Treatment
No questions.
Program 345 – Sanitary Sewer Collection System
Mayor Swegles asked if this program covers Murphy Park area. Director Rose stated that it covers the entire City along with a small area incorporated into Cupertino.
Mayor Swegles asked if any proposed construction would create a need for the current sewer system to be upgraded. Director Rose stated that developments will address some of the issues such as where demand changes and the system may need to be resized, but the City also has some infrastructure issues such as on Murphy Street where the sanitation system is in excess of 100 years old.
Councilmember Chu asked about the productivity level for lateral plugs with a response time within 2 hours and an incident level of 1,400 which is quite high. Director Rose clarified that staff responded within 2 hours for a lateral plug and noted that of the 1,400 call outs, many are not City-related.
Councilmember Chu stated that he would like to see a measure that identifies the calls that are private party plugs so as to better understand the impact. Director Rose stated that they listed it as an activity (not a performance measure) so staff would be able to collect data. Director Bradley stated that on page 17 of the program were the figures for Activity No. 345550 (sewer level response determined to be owner responsibility).
Program 763 – Provision of Vehicles and Motorized Equipment
No questions.
Mayor Swegeles called for a short break at 10:15 a.m. and reconvened the meeting at 10:25 a.m.
Department Director Presentation of Restructured Operating Programs:
Public Safety
Don Johnson, Director of Public Safety, presented eight Public Safety Operating Programs to Council.
Program 481 – Police Services
Councilmember Chu stated that it would be helpful to have the Quality Measure for mandated training separated out for sworn and non-sworn staff. City Manager Chan stated this will be provided to Council in the upcoming recommended budget.
City Councilmember Chu stated that it would be important to include a trend analysis in the recommended budget for Crime Rates and Number of Crimes over the last several years. City Manager Chan stated that this will not be included in the budget, but that staff can prepare this report for Councilmember Chu.
Councilmember Howe asked Director Johnson to highlight two areas for Council as to how Public Safety measures traffic, collision rates, number of traffic tickets and parking enforcement in the downtown. Director Johnson stated that this year Public Safety has the understanding that enforcement comes in several forms as citations, warning and educational opportunities, but the main point is the highest visibility tends to reduce the number of collisions. He stated that staff connects the number of collisions by ratio to the number of citations issued with the idea that the more citations issued, the increased number of enforcement activities, the lower the collision number. This system is in line with the National Ratios of Collisions per enforcement activity.
Councilmember Howe moved and Councilmember Hamilton seconded to direct the City Manager to look into enforcement activities (may be campaign related) for traffic enforcement of laws.
Motion carried 7-0.
Councilmember Howe moved and Councilmember Chu seconded to direct the City Manager to add a Productivity Measure for an enforcement mechanism which will enforce the parking hours over the next year.
Councilmember Hamilton made a friendly amendment to ask that the motion include a plan to work with the merchants to have a designated parking for the downtown workers.
Councilmember Howe accepted the friendly amendment; however he stated that he would like to see some parking enforcement. He stated he would take a portion of the Macy’s lot and allow people to park there in addition to providing a downtown parking pass good for parking in front of their store after sunset.
City Manager Chan stated she wished to clarify the motion. She stated the need for Council to focus on the results they want to achieve (which is the reason for today’s process). City Manager Chan stated she understood that it was Council’s interest to identify useful measures for the success of both traffic enforcement and parking enforcement in downtown. She stated that the discussion of how to do it is really an operational issue and that she will come back to Council with suggested outcomes and priorities, impacts of the outcomes, and enforcement.
Mayor Swegles stated that he would like to make a friendly amendment to change the parking limit downtown from one-hour to two-hour parking.
Councilmember Howe stated that although parking on Murphy Street is limited to one hour, the lots behind Murphy Street are three hours. He stated that this is an operational issue and that staff has the ability to make changes without any further Council direction.
City Manager Chan stated that increasing parking hours is an operational issue. She stated that she would be happy to hear any concerns on operational issues or suggestions that Council has and she will review them with staff. City Manager Chan stated that today’s focus is on the level of priorities and type of results, but not specific operational issues.
Councilmember Chu agreed with City Manager Chan stating that the level of detail should be left to staff and reminded Council that any suggestions should be addressed to the City Manager not staff.
Motion carried 7-0.
Councilmember Chu moved and Councilmember Hamilton seconded to create a new Productivity Measure indicating a ratio between collisions and traffic enforcement activity be maintained on a rolling three-year average and include an absolute standard and a comparative measure with a regional approach using either counties or cities (up to staff to suggest) and identify this item as a Priority “I” with the standard left up to staff.
Motion carried 7-0.
Program 482 – Fire Services
Mayor Swegles asked if the reason Productivity Measure (Scheduled inspections of fire based equipment and facilities are completed 98% of the time) was listed with a D (desirable) instead of a higher ranking was due to the number of inspectors available. City Manager Chan stated that the level of service does not relate to the number of employees; instead, Council sets priorities and then resources are allocated to meet those priorities.
Councilmember Chu stated that there are zeros on the report and that he understands that they will be filled out when the report is complete. He then asked staff to describe under Cost Effectiveness what the measure “Emergency Call Availability activity costs will not exceed 49% of the total Fire Program costs” meant. Director Johnson stated that within this program there is a certain amount of time allocated to verifying that the equipment is ready to go, conducting fire inspections and fire trainings, and responding to calls for emergency service and that down-time over a 24-hour period should not exceed 49% of total period available.
City Manager Chan stated she wished to remind Council that this budget is based on current allocated resources and reflects the ability to accomplish the standards listed. She stated that the reason Council is being asked to make any further changes in the form of a motion is because some changes may increase the level of resources needed.
Program 483 – Community Safety Services
Councilmember Chu asked if all the productivity measures for the crime rate will be adjusted to instances per hundred thousand and Director Johnson stated that was correct and the measures will mirror Program 481.
Vice Mayor Lee asked where he could find a list of the different areas that comprise the five highest accident locations as identified in the Productivity Measure (Of the traffic Citations issued by the Traffic Safety and Enforcement Unit, 60% of the citations issued will align with the five highest accident locations in Sunnyvale as identified quarterly). Director Johnson stated he would make sure that information is either on or added to the web site.
Program 484 – Personnel Service and Training
Mayor Swegles asked if this program included the volunteers and Director Johnson stated that they were included in Program 483.
Program 485 – Investigation Services
No questions.
Program 486 – Communication Services
Councilmember Chu asked about 911 responses with cell phones and understood that cell phone technology is be updated where 911 calls are routed to local dispatch and asked where the City is on that time table. Director Johnson stated that they have all but one carrier rerouted and that he can provide that information for a Friday Report.
Program 487 – Public Safety Department Management and Support
Councilmember Moylan asked staff about the number of compensation claims and number of days lost due to on-the-job injuries (listed in the report as reduced by 25% over the previous year), and stated that is not something that could realistically continue over the years. He asked staff if there is a minimum target level that could be used as the desired outcome. Director Johnson stated that they have considered that issue across all the departments and that the target number will be issued by the City Manager to all departments on a yearly basis. Councilmember Moylan asked if that measure should be altered now to remove the percentages and Director Johnson stated that it should be left and the department will complete the report with data points.
City Manager Chan stated the percentage of 25% is achievable for this year and that next year the number will change. Councilmember Moylan asked if the number of cases will be listed in the future. Councilmember Moylan confirmed with City Manager Chan that the percentages are good to use for a year or so and then the percentage will change to number of cases as a target.
Program 488 – Records Management and Property Services
No questions.
Department Director Presentation of Restructured Operating Programs:
Parks and Recreation
David Lewis, Director of Parks and Recreation, presented five Parks and Recreation Operating Programs to Council.
Program 265 – Neighborhood Parks and Open Space Management
Councilmember Chu asked about the Productivity Measure (Ornamental water features function as designed year-round at Community Center and June through September at Braly, Las Palmas and Serra Parks) if spray features at Lakewood and Ortega Parks are considered to be ornamental water features. Director Lewis stated that those are water play features not ornamental and are included in the playgrounds.
Councilmember Chu stated that he would like to add a measure for Lakewood and Ortega Parks listed as water play features with the same operational periods as Braly, Las Palmas and Serra Parks. He stated that at Serra Park there is also a water play feature; therefore, Serra Park should be added to the water play features measure list as well.
Councilmember Howe asked if there were a way to measure the amount of trash at the parks and then look at a way to reduce the amount of trash by getting citizens to remove their own trash. Director Lewis stated that they could have more receptacles or more weekend emptying but that would require a cost for additional staff.
Councilmember Howe asked if it were more efficient to empty trash more often or to pick it up on a Monday. Director Lewis stated that the percentage could be raised from 85% to a higher percentage for the Measure (Parks and open space acres are cleaned and inspected daily). Councilmember Howe stated raising the percentage still does not identify who will be doing the cleaning and asked Director Lewis to come back with the most economical recommendation for implementing a way to reduce the accumulated trash in the parks and methods for enforcing trash littering by those who visit the parks on the weekends.
City Manager Chan stated that she would include a response in the Friday Report to Council listing some of the options and tradeoffs in increasing trash removal in parks (which could be site specific).
Mayor Swegles asked if the City had any policies within the park permit application process that required that all trash brought in must be removed. Director Lewis stated the City does not have a park user trash removal policy (“pack it in – pack it out policy”) in place or included within the permit process.
Mayor Swegles asked City Manager Chan to include a response in her Friday Report to Council regarding feasibility of adding a “pack it in – pack it out policy” for the parks. City Manager stated that she will include all of the issues and options on trash removal and come back to Council in a report.
Councilmember Chu asked if they could determine if the City needs more receptacles where scheduled sports programs occur as part of their operational overview on the trash issue, and provide an analysis to see if more recycling containers are needed at these sites.
City Manager Chan stated that she will report on what is current practice and what can be done given the resources available. She stated that if Council decides to go beyond what staff can do then it would become a budget issue for Council direction
Vice Mayor Lee moved and Councilmember Chu seconded to change Productivity Measure for (Park Auxiliary restrooms are cleaned daily when open for public use) from Priority “I” to “C”.
Motion carried 7-0.
Vice Mayor Lee moved and Councilmember Chu seconded to change Productivity Measure (Parks and open space acres are cleaned and inspected daily) from Priority “I” to “C.”
Motion carried 7-0
Councilmember Chu stated that he was under the impression that the service cutbacks done two years ago reduced the mowing frequency for athletic field and ornamental turfs. Director Lewis stated that edging was reduced but the mowing remained at once a week.
Councilmember Chu moved and Councilmember Howe seconded to add a Productivity Measure where water play features in parks are measured for the percentage of time that they are functional (not operational) during summer months (Memorial Day through September) and that standards be set by staff with a “C” Priority.
Councilmember Chu stated that a Productivity Measure exists for ornamental water features and that it is important to have one for water play features, which is separate from the one for ornamental water features.
Motion carried 7-0.
Program 601 – Parks and Recreation Department Management and Support Services
No questions.
Program 645 – Golf Course Maintenance Operations and Golf Shop Services
Mayor Swegles asked about a computerized golf course reservation system. Director Lewis stated that staff is currently working on implementation.
Mayor Swegles stated he had heard some indications that the operations at the Moffet Field Golf Course, which is in the Sunnyvale area, may become available. City Manager Chan stated she will take a look at that and in a few months she will be reporting to Council the opportunities and challenges available to the City.
Mayor Swegles asked City Manager Chan if the Council needs to address the non-resident fee for golf course use. City Manager Chan stated that it was the previous Council’s direction not to differentiate between resident and non-resident use. She stated that if Council is interested in pursuing a non-resident fee she certainly could do that but would need Council direction. City Manager Chan stated that the City does have resident and non-resident fees within the Parks and Recreation Department with the exception for Golf Courses.
Program 646 – Arts and Recreation Programs and Operation of Recreation Facilities
Councilmember Moylan stated there are a lot Service Delivery Plans (SDP) within this program however, not a lot of outcomes are being measured and he would like to propose motions for a few programs that should be counted on a per-person use.
Councilmember Hamilton asked if staff were to list the number of tickets purchased or participants they would need to do that for all the SDP’s. She asked staff if the numbers are measured separately somewhere within the department. Director Lewis stated that there are many instances where revenue is generated but not on a per-person basis. Councilmember Hamilton asked if the participant hours are tracked. Nancy Steward, Superintendent of Recreation, stated that participant hours are what the department looks for in each of the targeted populations and that participant hours track the volume of services that are provided in the various activities. She stated participant hours are tracked, accounted for and recorded within the various activities that relate specifically to each program. Councilmember Hamilton asked why that information is not included as part of the Program Performance Budget. Superintendent Steward stated that it would only show a portion of the service level provided by pools or the theatre because there are many times when a ticket is not sold, yet the department received revenue (for example if a contractor pays a rental fee for a large group and no tickets are issued).
City Manager Chan stated that although staff feels participant hours is more meaningful for service management purposes, Council may request to include the number of participants, in the budget report.
Councilmember Moylan stated that no one is tracking how long a participant stays (i.e. at the pool) and that the idea that data for participant hours exists is incorrect .
Councilmember Moylan stated that in regard to tracking all the measures he suggests that there is a special need for the two measures he mentioned.
City Manager Chan stated that the data is not actual rather is statistically supportable by random samplings over the year and that Council needs to look at how the data is most useful to them for setting policy.
Councilmember Hamilton stated that Councilmember Moylan’s proposal to measure per person attendance would not be an accurate measurement because as stated by Director Lewis, there are many times the use is paid by a rental fee or other means and the actual amount of attendees is not counted. She stated that if per-person counts were to be done then all programs should be included; however, she would defer to staff’s recommendation and expertise for the best method to measure the data.
Councilmember Chu stated that he agreed with Councilmember Moylan that there should be a different method for measuring. He stated that the participant needs to be identified and what the actual performance time is so as to identify the theatre use at other times of the day.
Superintendent Steward clarified that participant hours (in respect to the theatre), are tracked by audience members as well as the number of performers. She stated that participant hours are calculated by the average length of rehearsal and performance.
Councilmember Chu asked staff to explain the definition of “drop in” swim. Director Lewis stated that “drop in swim” is different than “lap swim” and analogous to recreational swimming.
Councilmember Chu stated that he did not see a separate measure for “lap swim” and felt that was an important measurement that should be included.
Councilmember Chu stated that it is important to measure recreational leagues separately from recreational classes as this measurement could show if there were more demand for league play versus recreational classes. He stated that the benefit of separating out leagues from classes could substantiate the need to build more facilities due to demand.
Director Lewis stated that they do report adult sports classes all together and then report leagues separately, which are identified in the report as adult softball, adult basketball and so forth.
Councilmember Spitaleri stated that is appears that staff has the data that Councilmember Moylan wants. Councilmember Moylan agreed and stated that staff needs to call the data out on the report. Councilmember Moylan stated that he is looking to see the voluntary use of the theatre and pool by the community and for staff to set a target against which to measure the attendance.
Councilmember Howe stated that he agreed with Councilmember Hamilton that if any of the items are measured, they all need to be measured. He stated that the issues brought up by Council are operational issues and that they really need to be raised as study issues.
Councilmember Hamilton moved and Councilmember Moylan seconded that in addition to the participant hours that are tracked, staff shall also track the number of participants in aggregate for targeted populations not for the individual programs.
Motion carried 7-0.
Councilmember Moylan sponsored with Councilmember Chu co-sponsoring two study issues identified as:
· Determine the number of voluntary participant use (paid versus non-paid) for the theatre and benchmark that number against neighboring communities.
· Determine the number of voluntary participant use (paid versus non-paid) for recreational swim (not just lap swim) and benchmark that number against neighboring communities.
Councilmember Howe offered to Councilmember Moylan that a broader way to ask for his study issues is to state them as follows:
· Effectiveness of the theatre for all affected community groups (include paid participants versus non-paid participants) within the City of Sunnyvale and staff to complete a work plan to include benchmarks against neighboring communities.
· Effectiveness of the pools for all affected community groups (include paid participants versus non-paid participants) within the City of Sunnyvale and staff to complete a work plan staff to include benchmarks against neighboring communities.
Councilmember Moylan agreed and directed staff to follow Councilmember Howe’s direction for the study issues he proposed.
Director Lewis asked for clarification on Councilmember Moylan’s study issue breakdown. Councilmember Moylan clarified that the minimum breakdown for the informatio