Minutes 2007-03-19
MINUTES OF AN ADJOURNED REGULAR MEETING OF THE
CYPRESS CITY COUNCIL
HELD
March 19, 2007
The adjourned regular meeting of the Cypress City Council was called to order at 5:32
p.m. by Mayor Luebben in the Executive Board Room, 5275 Orange Avenue, Cypress,
California.
Members present:
Mayor/Agency Chair Phil Luebben
Mayor Pro Tem/Agency Vice Chair Todd Seymore
Council/Agency Board Member Doug Bailey
Council/Agency Board Member Leroy Mills
Council/Agency Board Member Prakash Narain
Others present:
City Manager John Bahorski
Director of Finance and Administrative Services Richard Storey
Acting Director of Community Development Ted Commerdinger
Public Works Director Doug Dancs
Recreation and Community Services Director Laura Detweiler
Recreation Superintendent Dena Diggins
Assistant City Engineer Kamran Dadbeh
Finance Manager Matt Burton
Administrative Services Manager June Liu
Water Quality Manager Gonzo Vazquez
Maintenance Superintendent Bobby Blackburn
Recreation Supervisor Jeff Draper
City Clerk Denise Basham
INVOCATION: The invocation was given by Council Member Mills.
ORAL COMMUNICATIONS: LIMITED TO ONE-HALF HOUR. (THREE MINUTES
PER SPEAKER, SPEAKING ONCE.)
Mayor Luebben asked anyone who wished to speak on any topic not included on the
meeting Agenda to come forward.
None.
WORKSHOP SESSION
Item No. 1: Review of Fiscal Year 2007-2008 Non-Profit Contribution Grant Reauests
The Recreation and Community Services Director introduced Jeff Draper, Recreation
Supervisor, and Dena Diggins, Recreation Superintendent.
The Recreation and Community Services Director provided background information on
this item. She indicated that staff was recommending, at a minimum, the same level of
funding as last year. She stated that the same 25 non-profit organizations had applied,
but there was one less organization applying this year. The requested total is $370,000,
with $34,250 in direct funding and the remainder as indirect funding.
She reported that there was a great demand on the use of the facilities and some
organizations were requesting additional usage.
Mayor Luebben questioned staff on indirect and marginal (overtime) costs
CITY COUNCIL MINUTES MARCH 19, 2007
The Recreation and Community Services Director responded that direct costs are cash
payments. Indirect costs are facility usage and labor; marginal costs are included, but
not listed separately.
The Finance and Administrative Services Director commented that there is a minimal
amount of related overtime, such as the Festival and Concerts on the Green.
The Mayor questioned staff on the requests for additional meeting days
The Recreation and Community Services Director confirmed that many of the requests
for additional days exceeded the current policy of 15 days usage.
Council Member Mills commented on the timely submission of applications. He
questioned whether the City Council needed to take some action, perhaps by
developing a policy, regarding late submissions.
Council Member Narain asked for clarification on direct and indirect costs
Staff confirmed that there was cost involved in his example of when meeting rooms
were utilized by the non-profit, and another organization might have rented the room.
Mayor Pro Tem Seymore agreed with Council Member Mills about the need for timely
submission of applications.
The Recreation and Community Services Director suggested that future letters include
language indicating that requests not meeting the deadline would not be accepted.
Council Member Bailey expressed his concern about late submissions being denied
funding.
The Mayor asked that the City Manager work with the Recreation and Community
Services Director to get the applications in on time, with the suggestion that perhaps
any late applications would have to be appealed to the City Manager or City Council.
The Recreation and Community Services Director provided more information on the
application process, indicating staff follows up with a telephone call a week after the
applications are mailed out to insure the application gets into the hands of the applicant.
Another set of telephone calls is made just before the deadline, and again after the
deadline.
Council Member Narain stated that he liked Mayor Luebben's suggestion that late
applicants have to present an appeal.
The Recreation and Community Services Director stated that language will be included
in future letters that late applicants will have to come to the annual workshop to appeal.
Council Member Bailey questioned staff on how costs were determined for City field
use.
It was explained that hourly fees, staff and maintenance time to groom, prepare and
maintain the fields are used to determine overall costs.
The Mayor questioned staff on how direct costs are derived.
The Recreation and Community Services Director reviewed how the costs are
determined, which include the approved hourly fee to rent the facility, actual cost for
staff time utilized, and comparative costs for some of the equipment. Staff actually
contacted an equipment rental company to find out how much it costs to rent specific
equipment.
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CITY COUNCIL MINUTES MARCH 19, 2007
Mayor Pro Tem Seymore reported that the City Attorney had previously indicated that it
is a conflict of interest if you are receiving a stipend or some type of compensation from
a group.
It was the consensus of the City Council to approve the Recommended Non-Profit
Grant Requests for Fiscal Year 2007-08, with Council Member Narain abstaining from
the Acacia Adult Day Care request.
For the additional requests, it was the consensus of the City Council to: Not allow
additional meetings above the maximum of 15, except for senior groups; to approve the
facility rental request by St. Irenaeus Church but not the extra police; to deny the
business license request by Cypress Girls Softball; and to approve the remaining
requests.
Item No. 2: Review of Preliminary 2007/2008 - 2013/2014 Capital Improvement
Program
The Public Works Director provided background information on this item. He discussed
City goals, the infrastructure cycle, program funds, storm water and flood control
improvements, the proposed CIP funding of $10.3 million, funding sources, and current
project highlights, including the Community Center project.
The Assistant City Engineer reviewed proposed projects for next year, in the areas of
public facility condition improvements, park projects, storm drain rehabilitation, sewer
collection, and street/transportation projects.
The Public Works Director explained that the public facility improvements are non-
aesthetic improvements.
Mayor Pro Tem Seymore questioned staff on the HVAC rehabilitation.
The Public Works Director explained that this item was previously tabled to evaluate the
best way to carry out that capital program.
Council Member Mills asked staff about the proposed Civic Center main generator.
The Public Works Director explained that the generator will switch over automatically,
like the one at the Yard, but it will be a diesel system, rather than propane.
Council Member Narain asked about the key card system.
The Public Works Director discussed the benefits of the key card system, explaining
that when employees come in, they will swipe the card and the security alarm would
turn off. He stated that it will be easier when employees leave the City to re-program
the card.
The Public Works Director explained that every city must now have a Master Plan in
place for their sewer system.
Council Member Bailey requested clarification on carry-over funds in the budget.
The Public Works Director reviewed carry-overs for the Community Center, the electric
panel replacement, and the pump station.
Mayor Luebben commented that sometimes the City was prevented from completing a
project for a given year. He said that these mid-year figures are just estimates that will
be refined when the budget is prepared.
Item No. 3: Establish Date to Conduct Council Goal Setting Workshop
The City Council discussed possible workshop dates of April 14 or 28, 2007, from 8:30
a.m. to 4:00 p.m. at the Courtyard by Marriott.
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CITY COUNCIL MINUTES MARCH 19, 2007
It was the consensus of the City Council to conduct the workshop on April 14, 2007.
The Mayor reported that one-on-one meetings with the facilitator are tentatively
scheduled for March 26.
ADJOURNMENT: Mayor Luebben adjourned the meeting at 6:54 p.m., to Monday,
March 26, 2007, beginning at 5:30 p.m. in the Executive Board Room, 5275 Orange
Avenue, Cypress, California.
MAYOR OF THE CITY OF CYPRESS
ATTEST:
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CITY CLERK OF THE CITY OF CYPRESS
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