Minutes 78-07-05MINUTES OF AN ADJOURNED REGULAR MEETING
OF THE CYPRESS CITY COUNCIL
HELD
July 5, 1978
The adjourned regular meeting of the Cypress City Council was
called to order at 7:15 p.m. on Wednesday, July 5, 1978 in the
Employees' Lounge of the Cypress City Hall, 5275 Orange Avenue,
Cypress, California, Mayor Donald Hudson presiding.
PRESENT:
ABSENT:
Councilmembers Evans, 'lacLain, ~owan and Hudson
CouT~ci] man Lacayo
Mayor Hudson announced that the City Council planned to review
line items of the budget beginning with the Legislative and Ad-
n~inistration functions, pages 1-gO of the budget document.
The City Manager transmitted to tbe Council a report from the
Administrative Coordinating Team dated July 5 which updated the
June ]6 Team report and provided a new estimate of the revenue
shortage, detailed information which applied the expenditure cuts
to the various programs, and proposed an on-zoing five-,oint
management evaluation program consisting of: reorganization,
int~.rgovernmental cooperation, productivity analysis, ~perational
m~>difications, and assessment of municipal services. Thc City
Manager expla~ned the five-point program and stated it can be ~sed
by the Council, staff and Blue Ribbon Committee ~n reviewing the
~ine items of t~e budget. R'be City Manager stated that, because
of questions arising because of the budget format, staff prepared
a breakdown of the building and landscaping maintenance programs.
!{~ submitted t}lis report to the Council.
'layer Hudson recommended that the Council identify services a~'cor-
ding to three categories and determine the necessary manpower It, vel s
for the following: basic, essential services affecting tbe entire
commt~nity, services not provided to the entire community bet dlrt,~'l ly
affecting the safety and welfare of the entire community,
vices provided to individual members of the community which l~v~, a~
indirect relation to tile safety and welfare of the entire comln~,ity.
ile suggested that the maximum level of general service in the
area be grounds maintenance, and that services beyond this
be justified as being valuable to the safety and we]fart, of the
community, lie suggested that sports leagues can assume responsi-
bilities previously handled by the City. Mayor Hudson noted that
the maintenance of streets, traffic signals and landscaped m~f]ians
in a visually attractive condition is important to maintain tbe
quality of life in the City and protect property val.es.
The Council began the review of Legislative services wl tb th~'
Chamber of Commerce program. The City Manager explained th~' a~'co,nt
charges. The staff reported that the building maintenan~;c cost,
including only supplies and services, was $3800.
COUNCILMAN LACAYO ARRIVED AT 7:45 P.M.
'~ayor Hudson recommended that the City fulfill its contract obli-
gations with the Chamber of Commerce up to the contract expiration
in December and afterwards that the City's level of support be
lease the building to the Chamber at a nominal cost of $1.00 per
year. He stated the maintenance of the building would then be the
responsibility of the Chamber.
City Council Minutes
$0
July 5, 1978
Mr. .Jim Maylor, president of the Chamber of Commerce, stated he
could not speak for the Board of Directors but he felt reduced
City support would require that the Chamber conduct fund raisers.
He reported the Chamber is involved in the following annual programs
and several of these are break-even programs: Meet Your Candidates
Night, fact book directory, ~lan and Woman of the Year Awards, May
Festival, Halloween contest and the Ambassadors program. Without
City support he felt the Chamber would not be able to maintain the
full-time staff person and he commented on the value and necessity
of the present manager's knowledge and expertise. He stated the
fact book would probably be eliminated and that he was concerned
about the continuing service to the Chamber membership.
The Council held discussion on the Mayor's proposal for the Chamber.
It was moved by Mayor Hudson and seconded by Councilwoman Evans
to fulfill the obligations of the Chamber's contract with the City
to December 31, 1978 and that the City then enter a contract to
lease the Noe building to the Chamber at a cost of $1.c)O per year
and that the City provide no further funding.
Councilman Lacayo felt the motion discouraged the Chamber of Com-
merce and he felt if the Chamber does not wish to continue to exist
after December then the Clty's funding thro~gh December would not
be worthwhile. Mr. May]or indicated this was not the Chamber's
intention and he stated the Chamber would like to continue to
perform its functions.
The motion unanimously carrled.
Councilwoman Evans suggested that the Chamber approach the City
with regard to possible joint ventures such as the fact book
directory and the encouragement of industrial development within
the City. Councilwoman MacLain recommended that the City and
Chamber explore possible joint projects which may be implemented
on a contract basis. She felt the Chamber could perform several
functions ~n a better manner and at a lower cost than ti~e C~tv.
Councilman Rowan presented figures on the nt~mber of personne!
the Police and Public Works Departments and CETA personnel and
stated the concept that there are too many employees is untrue,.
He felt the Council should consider the employee's function
determine whether it is essential, and in analyzing programs tl~
Council should consider whether there are better methods of opera-
tion. He noted that outside contracts could increase administra-
tion costs. Mayor Hudson stated that only one full-time, non-CETA
position has been added since 1975 and this should be considered
in light of the 15% inflation figure and fact that workloads
increased.
It was moved by Mayor Hudson, seconded by Councilwoman Evans and
unanimously carried that the Council adopt a policy stating thz~t
the City Council will not lay-off personnel unless it is abso]~tcl¥
necessary, that the Council does not intend to cat salaries to
address the fiscal problem, and that the Council will maintain t~hc
current, competitive salary levels.
Councilman Rowan stated that in cases of complaints about City
personnel performance, the employee should be eliminated and not
the position since it is a supervision matter.
Mayor Hudson recommended that if the Council finds it necessary to
cut a program or personnel, the City Manager should notify the
employee as quickly as possible, tte stated the intention of the
motion is that the Council does not intend to lay-off personnel but
it will consider priorities and lay-offs may be necessary at some
future time.
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City Conncil Minotes July 5, 1978
Councilwoman MacLain recommended that the Public Works Department
consider performing work at night using generators, iastead of
cutting down traffic lanes during the day. She felt there would
be less distractions and ~nterferences at night. She also recom-
mended that work quotas should be established and employees should
be evaluated according to some performance level.
RECESS: 5layer Hudson called a recess at 9:05 p.m. The meeting
was called back to order at 9:15 p.m. with all Councilmembers present.
The Council held discussion regarding the Travel and Expense Program.
Councilman Lacayo recommended a freeze on out-of-town travel and
that Los Angeles and ()range Counties be the travel limit. Council-
man Rowan recommended the ellmination of five vehicles and three
motorcycles. He requested a list of automotive equipment owned
by tbe City, and a list of vehicles and employees who use the vehi-
cles from home to work. He suggested that the Council consider a
stipulated monthly allowance versus m~leage reimbursement and he
stated exceptions can be made based on the nature of the various
functions. Councilwoman Evans stated she felt Council and staff
travel has not been excessive or abused but she recommended that
a beacbmark for travel be established. Mayor tiudson felt the City
was in a position where it required direct information from Sacra-
menlo relative to the City's f inan~ial status and this should be
considered in the travel account.
The Council requested that
Blue Ribbon Committee with
and Expense account .
the City Manager provide them and the
detailed back-up data for the Travel
It was moved by Mayor Hudson, seconded by Councilman Rowan and
unanimously carried to authorize an expenditure not to exceed
$500.00 for next month's travel and expense, subject to the provi-
sion that any out-of-town travel is subject to City Council approval
and subject to a policy decision by tile Council regardiug the
Tile Conncil held discussion regarding the proposal to eliminate
aIl City Commissions. Councilman Lacayo stated he favored the
~l[mlnatlon but he recommended that the proposal first be reviewed
by tho Blue Rihhon ('.omm~ tree. ilo fo1 t that if the Comm~ ttec
ommends a continuance of the Commissions then financing methods
should be fotmd.
qayor Hudson stated some of tile Commission functions were previously
carried on by community groups or tile schools and some activit
are duplications. He noted that the Council duplicates several
of the Planning Commission's actions. He felt that the Council
assuming the planning function would eliminate delays and would
provide an applicant with more assurance to proceed with a proiect.
He stated the proposal was worthwhile and that a Commission can
reinstituted in the future.
It was moved by Mayor Hudson and seconded by Councilwoman Macl.ain
to formally disband all City Commissions effective August l, re-
quest that staff develop implementation procedures, notify
missioners of tbe Council's intention, and that tile Council with-
bold final action until tile July 24 meeting.
The Planning Director indicated that there would be timing problems
for the Planning Commission if the Council withheld final action
until July 24. The Conncil agreed that the motion would be effec-
tive immediately without final action being postponed.
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City Council Minntes Jaly 5, 1978
The City Attorney stated that if the Council approves the motion
he wfll prepare an ordinance for the July 10 meeting to effectuate
the elimination of Commissions. He stated the Commissioners can
be requested to submit their resignations effective August 1 and
the Council can appoint itself temporarily as the Commissions
until the ordinance takes effect.
Councilwoman Evans expressed concern about the elimination of
Commissions based on the value of citizen input on Commissions
and their non-political decision making.
The motion carried with Councilwoman Evans voting no and Council-
man Lacayo abstaining.
Mayor Hudson stated he would attend the Commission meetings to
advise tbe Commissioners of the Council's action.
The City Manager reported that the Blue Ribbon Committee was en-
gaged in the same review process as the Council and will submit
individual reports on July 19 on their assignmemts to review the
major functions in the budget.
It was moved by Councilman Lacayo, seconded by Mayor Hudson and
nnanimously carried to dlrect the staff to prepare the customary
commendations for City Commissioners.
ADJOURNMENT: Mayor Hudson adjourned the meeting at 10:15 p.m.
ATTEST:
CITY CLERK OF THE C'ITY OF CYPRESS
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