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HomeMy WebLinkAboutMinutes 82-01-21031 MINUTES OF AN ADJOURNED REGULAR MEETING OF THE CYPRESS CITY COUNCIL HELD January 21, 1982 The adjourned regular meeting of the Cypress City Council was called to order at 7:30 p.m. on Thursday, January 21, 1982, in the administrative conference room of the Cypress City Hall, 5275 Orange Avenue, Cypress, California, Mayor Gerald Mullen presiding. PRESENT: Councilmembers Lacayo, Partin, Rowan & Mullen ABSENT: Councilman Coronado CONSIDERATION OF BUDGET CALENDAR: The City Manager presented a report dated January 15 which transmitted the proposed Budget Calendar outlining the activities for the 1982-83 budget process. The City Manager reviewed the budget calendar for the Council. Councilman Lacayo recommended that, during the period between March and receipt of the preliminary budget document, the Council take a ride through the City to view the proposed capital improvement projects as well as those approved but not yet started. He also requested that staff present a five or ten-year forecast on capital projects which the Council may review at that time. It was moved by Mayor Mullen, seconded by Councilman Lacayo and unanimously carried to receive and file the report. CONSIDERATION OF MID-YEAR FINANCIAL REVIEW OF THE REVENUES EXPENDITURES FOR THE CITY AND THE CYPRESS RECREATION & PARK DISTRICT: The City Manager presented a report dated January 15 which transmitted the City and District revenue and expenditure reports for the first six months of the 1981-82 fiscal year. The City Manager reviewed the reports and responded to questions from the Council. He indicated that the City receives most of its tax dollars after the first six months of the fiscal year, that the interest and sales tax revenue picture is good at this time, and that typically the City/District are behind in expenditures compared to the budget estimates. The Finance Director stated that the reports did not reflect encumbered funds such as Federal Revenue Sharing. The City Council received and filed the reports. CONSIDERATION OF PRELIMINARY BUDGET PROJECTIONS FOR 1982-83: The City Manager presented a report dated January 15 which transmitted reports on the City and District preliminary revenue and expenditure projections for 1982-83. Staff reported that the assumptions made for the revenue projections are conservative as well as the expenditure projections which assume that municipal service levels will remain constant. Mayor Mullen asked how this year's departmental requests compared to last year's. The City Manager reported that, except for inflationary increases, there were no significant shifts in employee or service levels. The City Council received and filed the reports. CONSIDERATION OF CITY COUNCIL BUDGET REQUESTS: The City Manager presented a report dated January 15 and asked if the Councilmembers had specific requests to be included in the City Council budget appropriation. He suggested that the Council may wish to discuss membership in the U.S. Conference of Mayors, a request for funding by the West Orange County Hotline, and other community promotional items. The Councilmembers indicated they were not interested in membership in the U.S. Conference of Mayors. 032 City Council Minutes January 21, 1982 In regard to requests for funding made by community organizations, such as the West Orange County Hotline , Councilman Lacayo stated he would like to consider such requests individually upon receipt. Mayor Mullen stated that one of the criteria for assistance by the City should be that the organization provides direct service to Cypress residents. Councilman Lacayo stated he would prefer to lend support through in-kind services rather than direct cash payments. The Council requested that staff investigate and prepare a report on the request from the West Orange County Hot Line. CONSIDERATION OF PROCEDURE FOR RENEWAL OF MAINTENANCE CONTRACTS: The City Manager presented a report dated January 15 which summarized the renewal procedure on various maintenance contracts. Councilman Rowan stated he is involved in writing numerous contracts and that his practice is to include extension options in the contract for the City, not for the vendor. He stated that if the vendor is providing satisfactory service, the City can save money by being able to extend the contract. In cases where a vendor is not performing satisfactorily, the City can give him notice that it will go out to bid. Councilman Rowan stated the contracts should include options to allow the City to go to bid whenever it wants to, even if it is only to check the marketplace. He indicated that some of his contracts are written in perpetuity which reduces administrative costs~ and his contracts usually contain a 90-day cancellation clause. Councilman Lacayo stated he had no objections to the City's current contract renewal policy and that he felt it was a good procedure. He stated that a Councilmember always has the option to discuss his concerns relating to renewal of a particular contract. Councilman Rowan stated he supported the current procedure. He indicated that contractors will be honest if they know the City can rebid the contract at any time. He felt the City staff can get a good indication of the best contractors and prices by checking with other cities. The Council held general discussion concerning the traffic signal maintenance contract and Councilman Rowan identified, several reasons why it is preferable to contract for this service rather than use City personnel. Councilman Rowan reported that he had received a complaint from a senior citizen that the traffic signal walk cycle was too short for some elderly persons. He requested that staff investigate this matter. The Council received and filed the report regarding renewal of maintenance contracts. CONSIDERATION OF REPORT ON COMPARATIVE COSTS FOR TEMPORARY FACILITIES FOR THE POLICE DEPARTMENT: The City Manager presented a report dated Sanuary 15 which transmitted a cost comparison of the temporary Police facilities at the Oxford school versus the use of temporary trailers. The cost analysis indicated that the City has saved approximately $10,500 by relocating the Police Department to the Oxford facilities which provide 16,059 square feet of usable space compared to 4,700 square feet which would have been provided by the temporary trailers. The City Council received and filed the report. CONSIDERATION OF REPLACEMENT POLICY FOR POLICE VEHICLES: The City Manager presented a report dated January 25 which transmitted a report from the Police Chief dated January 14 concerning Police vehicle replacement. He stated that staff supports the two- year replacement policy which the Council approved last year. Chief Lowenberg discussed his recommendation that half of the vehicle fleet (six patrol vehicles) be replaced this year and the other half of the fleet be replaced next year. Vehicles would be scheduled for replacement when they reach a mileage of 70,000 miles. Chief Lowenberg stated that if a vehicle had operating problems prior to reaching the 70,000 miles, he would request Council authorization for its replacement. He indicated that he would investigate replacement of eight undercover vehicles following the replacement of the patrol vehicles. It was moved by Mayor Mullen and seconded by Councilman Lacayo to authorize the replacement of half the fleet of patrol cars every other year, subject to the restriction that no vehicle will be replaced if it has not reached 70,000 miles without Council authorization. -2- City Council Minutes January Z1, ] 98Z 033 Councilman Rowan asked if the motion was to replace half the fleet every year. lie stated that if the Police vehicles are kept beyond their useful lifespan they become uneconomical to operate and a burden because they require frequent repairs. Mayor Mullen clarified that the motion was to authorize replacement of half the patrol vehicles every year which are above the 70,000 mileage. The motion unanimously carried. Mayor Mullen requested that staff investigate and prepare a report for the Council on the feasibility of replacing the civilian and undercover vehicles with rental car company vehicles when these Police vehicles have reached Z5,000 miles. CONSIDERATION OF FUNDING SOURCES FOR THE LINCOLN AVENUE DIPS AT VALLEY VIEW & WALKER: The City Manager presented a report dated January 15 which transmitted a report from the Public Works Director outlining funding sources for the reconstruction of the intersections at Lincoln/Walker and Lincoln/Valley View to eliminate the cross gutter dips. Staff reported that they have applied for high hazard project HES funds and will know by April whether these funds will be available for this project. Councilman Rowan recommended that staff proceed now with preparing the contract documents. Mr. Schatzeder indicated that staff did not know whether the City would be reimbursed for engineering costs if staff did the work before receiving approval of the grant. Councilman Rowan requested that staff investigate this matter and report back to the Council. The City Council received and filed the report. RECESS: Mayor Mu]len called a recess at 8:50 p.m. The meeting was called back to order at 8:58 p.m. with Councilman Coronado absent. CONSIDERATION OF CABLE TELEVISION ISSUES: Assistant to the City Manager Dave Barrett presented a report dated January 8 which addressed cable TV issues. Councilman Lacayo stated the major problem facing cities is the Federal regulation which limits cable TV revenues to cities to 5%. He requested that staff investigate how the City could receive more than 5% in revenue. Mr. Barrett reported that large national corporations are getting into the cable TV industry and that cable TV can expect a growing market. He further indicated that a bill has been reintroduced which would place restrictions on municipal ownership of cable TV. He indicated that an approach to avoid the strict federal and state regulations is a co-venture where the city owns the system and leases it to a private cable operator. Mr. Barrett also reported that municipalities ]ack the authority to regulate cable TV programming and rates. He stated that a city could request that a franchise operator provide tiered service and a lock box to each household. Mayor Mullen suggested that the City may wish to consider laying a double cable at the initial installation. Councilman Partin stated that the November election results showed no overwhelming support for cable TV in Cypress and he felt that, based on the size of Cypress, the anticipated penetration rate and the 5% revenue limitation, the City could not expect tremendous revenues. He indicated that the cable TV fee was tantamount to another tax on the residents. Councilman Lacayo stated that cable TV provided an opportunity for the City to receive considerable revenue. He expressed concern that the large corporations entering the industry as well as federal and state regulations may preempt municipal involvement. He felt the public will become more interested in spending money for entertainment and stated he'd like to find an innovative method for the CJity to increase its share of the revenue. Councilman Partin stated he did not want to rush into making a decision and that he did not foresee a lot of revenue generated to the City by cable TV. Councilman Lacayo indicated he was interested in municipal ownership and he recommended that staff study a co-venture approach and means to increase reve~me to the City. The City Council requested that staff perform a study of a co-venture cable TV system. The City Manager reported on a request from the Community Advocate newspaper for an ad in their February progress edition. He reported that the cost of a Z by 4 inch ad would be $157. Mayor Mullen stated he did not support placing the ad and the Council received and filed this matter. -3- 054 City Council Minutes January ZI, 198Z The City Manager reported that, in accordance with the Council's request for a joint meeting with each Commission every six months, he would schedule the meeting with the Recreation & Community Services Commission on February 22 and a meeting with the Senior Citizens Commission some time in March. Mayor Mullen requested that two joint meetings not be scheduled for one month. Mr. Essex reported that the City had received a request for a donation from the Cypress High School choir who are going to Hawaii during the Spring vacation. He suggested that, in exchange for a $500 City contribution, the choir members could assist with the labeling of 20,000 notices which will be mailed to Cypress residents announcing the rescheduling of the April election. It was moved by Mayor Mullen, seconded by Councilman Rowan and unanimously carried to approve an expenditure of $500 for the Cypress High School Choir in exchange for the choir providing assistance with the labeling of the election notices. ADJOURNMENT: Mayor Mullen adjourned the meeting at 9:57 p.m. MAYOR OF THE CITY OF CYPRESS ATTEST: CITY CLERK OF THE crr OF CYPRESS