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HomeMy WebLinkAboutMinutes 1982-07-28Mayor Roberta Cerri Teglia Vice Mayor Mark N. Addiego Council: Ronald G. Acosta Emanuele N. Damonte Gus Nicolopulos AGENDA ADJOURNED REGULAR MEETING CALL TO ORDER: PLEDGE OF ALLEGIANCE Police Department Budget: MINUTES CITY COUNCIL City Council Conference Room July 28, 1982 ACTION TAKEN ADJOURNED REGULAR MEETING 4:12 p.m. Mayor Teglia presiding. Council present: Nicolopulos, Addiego, Damonte and Teglia. Council absent: Acosta. Recited. Mayor Teglia stated that she had written a letter to Supervisor Speier expressing Council's gratitude to the Board of Supervisors for the vote to continue the Sheriff's Special Terrain Enforce- ment Division also known as the "Dirt Bike Patrol." City Manager Birkelo extended an invitation to Council to attend a news conference and photo session on Thursday, July 29, 1982 at 10:00 a.m. from Mr. Robert Giorgi on behalf of the Downtown Merchants Association. City Manager Birkelo reviewed the proposed dates and times scheduled for budget meetings and asked for Council concurrence on the proposed dates and times. Consensus of Council - That budget meetings would be held on: 8/3/82 at 4:00 p.m.; 8/11/82 at 4:00 p.m.; 8/16/82 at 4:00 p.m., and 8/24/82 at 4:00 p.m. City Manager Birkelo commented on a memo written by the Chief of Police which addressed the impact of budget reductions for the department due to guidelines established by Council to the effect that materials could not exceed 5%. He spoke of the $700,000 gap between current revenues and expenditures which necessitated instruction to the departments for reductions which had been reflected in the documents before 7/28/82 Page 1 AGENDA Police Department - Continued. PENSION FUNDING: ACTION TAKEN Council. Police Chief Datzman spoke in detail of the impacts that would be realized from the $116,725 reduction: 1) Reduction of one clerical position in Police Records; 2) Reduction of one Police Services Technician in the Police Evidence Section; 3) Reduction of two Police Service Technicians in the Patrol PST Program, and the subsequent reduction in service levels. Discussion followed concerning levels of overtime; training costs; proposed budget figures vs. actual amounts spent during fiscal 1981-82; salary savings which are placed in the General Fund at the end of the year; motivation for department heads to curb spending; training of officers on the job; use of materials; the estimated amount of the 1981-82 budget in some areas of the Police budget being lower than the 1982-83 request; the impacts of the department cuts on service levels to the public; the user departments decided that the Communications Division should remain fully manned and not have budget cuts; in the immediate future to review whether Communications should be a Division unto itself or be under the Police or Fire Departments; the lost revenue from traffic citations not being processed by the Courts and the potential of forming a Joint Powers Agreement of Cities to process the tickets. City Manager Birkelo spoke of the possibility of Staff's recommendation to Council to change the amortization year for unfunded PERS liability from 20 years to 30 years to allow for a reduction in the rates for a portion of this year. He asked that this be kept in mind when Council decided the M.O.U. guidelines as the savings could be incorporated into the expenditures at that time. 7/28/82 Page 2 AGENDA PENSION FUNDING - Continued. City Manager Budget: ACTION TAKEN Personnel Director Kutras gave an over-view of the PERS funding report and stated that the City would gain dollar savings over the next eighteen years which would be a trade-off for paying eleven years longer. He stated that funding on a twenty year basis was very conservative and a very short period of time to fully fund the pension costs. He further stated that going to a thirty year basis would not affect the stability of the system at all. He stated that the thirty year program would allow a greater investment yield as opposed to the twenty year plan that PERS only paid 9% interest yield. He stated that the actuarial office of PERS had stated that the City could do this, and that the PERS Board would have to approve the request by the City. Discussion followed on pension funding theories; that the City could option for a thirty year plan and later re-opt for a twenty year plan, etc. City Manager Birkelo gave a run through of the Personnel Department: recruit- ment and affirmative action plans that were not being rebudgeted this year; a savings in advertising for employment by giving a few lines in an ad and giving a phone number to call for additional information 24 hours a day and that this had been suggested by the Personnel Technician; work credits that had been charged back to the Water Quality Control for services performed. City Manager Birkelo stated that his budget showed an increase over last year because of Council adjusting the Secretary's salary which did not get reflected in the appropriation. Discussion followed on actual prior year expenditures; Redevelopment adjustments for the City Manager, etc. 7/28/82 Page 3 AGENDA City Clerk Budget ACTION TAKEN City Clerk Battaya presented a revised budget which showed a 96.8% actual expenditure for fiscal year 1981-82 and a 3.8% reduction from the original request. She stated that the material and services expenditures were mandated by Government Code, City Ordinance or Resolution and could not be reduced significantly, i.e., special activity supplies (Ordinance, Resolution and Minute Books), copies, advertising, postage, etc. She stated that Council had directed a measure(s) to be placed on the November 1982 ballot and had estimated $5,000 for County costs based on prior experience. She stated that the proposal for a part- time person vs. contract labor would save the City $3,700 yearly and would provide the Clerk's office with a person of better skills which would aid the work flow in the office. She explained that the Deputy City Clerk, because of surgery, had been absent from the office for six weeks and it was likely that a subsequent operation was indicated which would further necessitate the need for a good back- up in the Clerk's office. Assistant City Manager Wilson stated that it was an Administrative Policy to use Kelly Girls to fill vacation relief and sickness so that the City would not incur any unemployment insurance liabilities. He stated that this was a direct reimbursement City and that any charges made were billed directly from the State. He stated that when a part-time employee received a maximum of $700 from the City in salary, then the City assumed direct responsibility for that person depending on the prior work history. He stated that the City tries to minimize that risk which could be hundred of thousands of dollars by hiring contract labor. City Clerk Battaya explained the intricacies of the follow-through of work in the office and spoke of the Administrative Policy as being an on/off policy, i.e., part-time labor in the City Attorney, DPS, Building 7/28/82 Page 4 AGENDA ACTION TAKEN City Clerk - Continued Offices. She stated that the office needed a permanent 4-hour per day part-time person to be able to have the ability to work effectively full-time during illness or vacation. Discussion followed on the need for an Administrative Policy and if there was a need - then it should be constant; elimination of the Deputy Clerk's overtime by hiring a permanent part-time person. Agreement amongst Council that the City Clerk could begin to interview applicants for a permanent part-time position pending adoption of the Final Budget. Agreement amongst Council that an analysis should be made of the Clerk's budget by taking the 1981-82 appropri- ation minus election costs and reduce the total by 2½% to see if it met the guidelines; that the Clerk should justify any hardships imposed by the meeting of the guidelines. City Treasurer A brief discussion followed on the City Treasurer's Budget: postage, retirement benefits reported, for which the Treasurer is not eligible, that projected an incorrect salary. M/S Nicolopulos/Damonte - To adjourn the meeting to Tuesday, 8/3/82 at 4:00 p.m. at City Hall in the Council Chamber. Carried by unanimous voice vote. ADJOURNMENT: City of South San Francisco Time of adjournment was 8:30 p.m. ~rta Cerri Teglia, Mayo~r J City of South San Francisco The entries of this Council meeting show the action taken by the City Council to dispose of an item. Oral presentations, arguments, and comments are recorded on tape. The tape and documents related to the items are on file in the office of the City Clerk and are available for inspection, review and copying. 7/28/82 Page 5