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HomeMy WebLinkAbout01-27-1998 City Council Minutes MINUTES SARATOGA CITY COUNCIL TIME: Tuesday, January 27, 1998 - 6:30 p.m. PLACE: Adult Care Center, 19655 Allendale Avenue TYPE: Adjourned Regular Meeting SPECIAL MEETING FOR THE PURPOSE OF A CLOSED SESSION pursuant to Government Code Section 54956.9(a): CONFERENCE WITH LEGAL COUNSEL-EXISTING LITIGATION Name of cases: San Francisco Baykeepers v. Saratoga; San Francisco Baykeepers v. California State Water Resources Control Bd.; Saratoga v. West Valley Community College (Clerk's note: The item below was added to the agenda as an urgency item; it is a closed session matter pursuant to Government Code Section 54957.) PUBLIC EMPLOYEE APPOINTMENT Title: Interim Assistant City Manager Mayor's Report on Closed Session - Mayor Wolfe noted that the City Council had taken one action during the closed session; he asked the City Manager to report on it. City Manager Perlin stated that the City Council had accepted his recommendation to approve an offer made by Deborah Larson to serve as Interim Assistant City Manager effective February 2, 1998, for an indefinite period; terms to be presented at a later time. 1. Roll call The meeting was called to order at 7:10 p.m. Councilmembers Bogosian, Jacobs, Shaw, Moran, and Mayor Wolfe were present. Also present were City Manager Perlin, Interim Administrative Services Director L arson, City Attorney Riback, Deputy City Clerk Cory, Administrative Analyst Gonda, Administrative Analyst Jacobs, Finance Commission Chair Ousley and Finance Commissioner Streit. 2. Report of City Clerk on Posting of Agenda Pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on January 23. The notice of adjournment from the January 21 Council meeting was properly posted on January 22. 3. Oral Communications from the Public on Non-Agendized Items - None. 4. Finance COmmiSSiOn Work Program Chairperson Ousley and Commissioner Streit explained the various sections of the Work Program and answered Councilmembers' questions. Mr. Ousley reported that two members of the Finance Commission and two members of the Parks and Recreation Commission were working as a subcommittee on the Recreation Department cost recovery issues. Me then pointed out that the Teen Programs will not be included in their analysis because they are a separate issue. After discussion, there was consensus to request the Finance Commission to collect similar information on the Teen Programs also. Concerning the monthly financial reports, Mr. Ousley stated that the new computer programs would allow the City to perform true monthly budgeting. Councilmembers were favorably impressed-with the work program and the priority order. They felt the Commission and staff had worked well together and wished to be informed if the Commission wanted to adjust the plan. Interim Administrative Services Director Earson stated that the computer system provides the required information, but formatting for City Council Agenda 2 January27, 1998 financial reporting might undergo an evolution through time. Councilmember Moran stated that she wished to know if staff members were using the new computer system or relying on previous programs. 5. Mid-Year Budget Review 1) Second Quarter Financial Highlights Interim Administrative Services Director Larson explained the documents including the Results for the Quarter ended 12/31/97 and the Quarterly Quarry Creek Trust Account Report. Also noted were the following reports for December: Treasurer's Report, Financial Report, and Investment Report. She stated that the General Fund was about $300,000 to the good. Amended reports will be presented to the City Council on February 4. 2) Budget Amendment Resolution Interim Administrative Services Director Larson explained the resolution. City Manager Perlin noted that increased salaries as a result of the Memorandum of Understanding were not included in the resolution because salary savings were expected to offset the increases. SHAW/JACOBS MOVED TO APPROVE RESOLUTION 97-29.03. Passed 5-0. 6. Quarterly Program and Major ProJeot Review Most programs were coveredin the City Manager's written report. Oral reports were given as follows. A. ALTRANS Project Update Administrative Analyst Jacobs reported that the program had resulted in a 20% trip reduction. She reviewed various activities and answered Councilmembers' questions. Councilmember Moran stated that St. Andrew's School had a van that might be able to be used in the program. B. Ideas for Content of Future Quarterly Meetings Councilmember Shaw said he wished to see more timetable information in the reports. Councilmembers discussed how to obtain greater input from commissions. There was consensus to invite the commission chairs to each quarterly meeting, or perhaps every other quarterly meeting. A one-page report should be included from each commission concerning their activities. C. Reorganization Issues City Manager Perlin reported on the staff meetings with Judy Sweet, the consultant who had been hired to assist'with transitional issues. He explained the concerns that had been identified, as well as proposed solutions. One concern had been that the reorganization was not working well, partly because staff was stretched very thinly. He presented a reorganization plan which would result in more staff positions to meet the needs of the City while saving money because the average salary would be lower. Councilmembers discussed the advisability of approving a reorganization without further opportunity for reflection and consultation with the Finance Commission. City Manager Perlin stated that it was very difficult to recruit for the three management vacancies as the positions were now constituted: Interim Public Works Director; Accounting Manager; and Administrative Services Director. Administrative Analyst Gonda noted that only eight applications had been received for Administrative Services Director, which was far below a viable number for consideration. City Council Agenda 3 January27, 1998 BOGOSIAN/JACOBS MOVED TO AUTHORIZE THE CITY 'MANAGER TO CREATE JOB DESCRIPTIONS AND PERFORM OTHER INTERNAL PAPERWORK BUT TO DELAY ANY REORGANIZATION AND PUBLICIZING OF VACANCIES UNTIL SPECIFIC COUNCIL APPROVAL. Passed 5-0. There was consensus to ask the Finance Commission to convene to review the proposed reorganization and make recommendations to the City Council as soon as possible. E. City Council Items 7. Self-Evaluation of Previous Meeting - 1/21 Councilmembers agreed that the meeting went well. 8. Ideas for Improvements to Quarterly Meeting Format 9. Agency Assignment Reports Councilmembers reported on meetings they had attended and upcoming projects. 10. Citizens Recognition city Manager Perlin stated that the Council may wish to have staff prepare a proclamation for Frank Dutro, a Heritage Preservation Commissioner who had recently died. There was consensus to do so. Deputy City Clerk Cory noted that Marilyn White had requested that a proclamation be prepared for Marion Card, who had moved from the area after many years of service to the City. There was consensus to direct staff to prepare the proclamation. She also reported that a Park Cleanup Day was scheduled for 300 Girl Scouts in Saratoga~ she will prepare letters to the troop leaders to be signed by the Mayor. Mayor Wolfe stated that various committees would need to be recognized for their service to Saratoga. 11. Other There was consensus to meet with State Senator Sher at 8:00 a.m. on Friday, March 27, and with Assemblyman Cunneen at 8:00 a.m. on Friday, March 20. Councilmember Moran asked whether new warning signs had been 'installed in Saratoga Creek. City Manager Perlin said they were being worked on, and the estimated date of completion is March 31. She then asked to be kept informed on the progress of the Orchids and Onions tour with the Planning Commission. She then remarked that the school district boundary discussion had brought out the issue of inclusiveness.' She asked what the City had learned from the discussion. For instance, what is the Recreation Department doing to communicate quickly with all Saratoga students at all schools, even those outside Saratoga borders? Councilmember Jacobs felt the real problem is Saratogans whose children are excluded from the activities of Saratoga schools. City Manager Perlin pointed out that the Recreation Department brochure is mailed to all Saratoga households. Concerning distribution of informational material, he believed some schools, Such as Marshall Lane School, may have a different policy for acceptance of such material. Mayor Wolfe asked that the staff urge the schools to be as cooperative as possible. Councilmember Moran suggested that when the Council has joint meetings with school districts, the staff should invite representatives from all school districts serving Saratoga children. 12. Adjournment City Council Agenda 4 Jalluaz7 27, 1998 The meeting was adjourned at 10:12 p.m. Respectfully submitted, Grace~E. Co~ry~ Deputy City Clerk