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HomeMy WebLinkAbout02-03-1996 City Council Minutes HINUTES SARATOGA CITY COUNCIL TIME: Saturday, February 3, 1996 - 8:30 a.m. PLACE: City Hall Administration Meeting Room, 13777 Fruitvale Ave. TYPE: Adjourned Regular Meeting 1. Roll Call Mayor Jacobs called the meeting to order at 8:40 AM. Council present: Mayor Jacobs, Vice Mayor Moran, Councilmembers Burger, Tucker, and Wolfe (arrived at 8:48 AM). Finance Advisory Committee members present: Committee members Hahn (arrived at 9:05AM), Ousley (arrived at 9:50AM), Van Hoesen (arrived at 10:15 AM). Staff members present: City Manager Peacock, Community Development Director Curtis, Public Works Director Perlin, Finance Director Fil, Recreation Director Pisani, Deputy City Clerk Cory, Assistant to the City Manager Britton, Codes Administrator Oncay. 2. Report of City Clerk on Posting of Agenda The City Clerk reported that pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on January 31. The notice of adjournment from the January 23 Council meeting was properly posted on January 24, 1996. 3. Draft Technolog~ Master Plan The consultants reviewed the Draft Technology Master Plan with the City Council, going over its recommendations for the Best Case, Recommended Case and Worst Case proposals for one time and ongoing costs to provide technology replacement in the areas of computers, and software. At the conclusion of the presentation the Council directed staff and the Finance Advisory Committee to provide recommendations on funding to be proposed in the budgets for the next two to three years. 4. Report on Second Quarter Year to Date Results The Finance Director reviewed, in summary, the results of budget operations for the current year through December 31, 1996. He indicated that the results are positive, that more revenue is being received than projected at this point and that overall expenditures are within or below projections with the exception of litigation costs and election costs which the council has already made contingency transfers to cover. Some project appropriations will need to be rolled over into 1996-97 as well, but they can be accounted for without having to impact the balance in the general fund reserve. The City Council noted that the information received and the form in which it was received was excellent. Council asked that for the future a highlights page be prepared which would identify, from the detailed reports, the major variances to both revenues and expenditures from the expected cash flows with an explanation of each. The Finance Director indicated he will prepare same for the next semi-annual review at the end of the year. 5. Achievement of Goals, Objectives and Performance Measures in 1995- 96 budget and recommendations for changes for the 1996-97 and 1997-98 fiscal years The Department Directors, City Manager and Assistant to the City Manager highlighted and summarized the status of various programs, projects and objectives as a result of the 1st six months of operations. The City Council was requested to review the detailed reports and to provide feedback, on an individual basis, to the staff as to measures and standards they would like to see changed, deleted or added for the next budget year. Staff will be doing its own review in preparation for the next two year budget cycle. City Council Minutes 2 Februa173, 1996 The City Council requested ~hat the Public Works Director prepare information for the press and for the City newsletter regarding his success in revising the flood .plan maps with FEMAwhich will eliminate the requirement for property owners to carry flood insurance, resulting in a significant savings in insurance costs for those residents and businesses which are adjacentlto the various creeks which flow through the City. The Public Works Dfrector indicated he is in the process of preparing such information and will follow up as necessary. 6. Privati~ation Report The Public Works Director pre~ented the final report prepared by the Privatization Task Force, consisting of the City Manager, the Public Works Director, the Finance Director and the Parks and Building Maintenance Superintendent. ~t the conclusion of his presentation the City Council instructed the report and the prior memo from the City Attorney on this subject be forwarded to the City's labor relations attorney for a general analysis as to the opportunities legally available to the City to privatize given the services current delivered by the City through the existing staff. Once that analysis has been completed and provided to the City~ the City Council requested that the Finance Advisory Committee review the report and the analysis with staff and provide recommendations to the City Council as to what services might be legally privatized-and cost effective at the same time. 7. Zero Base Budget The City Manager presented an outline of the use of Zero Base Budgeting and what the City needs to do'to proceed to make the basic decisions relative to the budgets for 1996-97 and 1997-98. He presented an outline on the basic variables which constrain future decisions in terms of estimated one time ~revenues and/or budget savings and of ongoing additional revenues and/or savings and six areas of potential decision packages on how to use available funds. The City Council indicated that the service levels set in the 1995-96 budget are to be assumed to continue for 1996-97 and 1997-98. Additional funds which may be available for budgeting should not be programmed to restore services cut from the 1995-96 budget. Changes in the other five areas, increase reserves, retire debt early, fund implementation of the Technology Master Plan, fundTongoing operations and maintenance of acquired technology systems, and/or provide one time funding for capital projects, deferred maintenance items and deferred equipment and furnishings replacement are to be developed by the staff and the Finance Advisory Committee for presentation to the City Council as supplements to the base budgets before they are completed. 8. Revised Budget Calendar The City Council reviewed and approved the proposed revisions to the budget calendar with the following changes. Change the Town Hall meeting from April 6th to April 20th and do not have the agenda devoted to the budget. Change the April 9th meeting with the Finance Advisory Committee to review changes to the proposed budgets ordered for 1996-97 & 1997-98 at the March 26th meeting to April 16th. Have the Finance Advisory Committee and staff Work up proposed decision packages and schedule another meeting with the City Council between now and March 26th when the Council and the Finance Advisory Committee are scheduled to meet to review the draft budgets for 1996-97 & 1997-98. 9. Adjournment The City Council adjourned the meeting at 1:45 PM. Respectfully submitted, Harry R. City Manager