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Minutes 2014 04-22 CC & BRC Joint Special MeetingCITY OF POWAY CITY COUNCIL AND BUDGET REVIEW COMMITTEE JOINT SPECIAL MEETING MINUTES April 22, 2014 City Council Chambers 13325 Civic Center Drive, Poway, California (Per Government Code 54953) (Meeting Called to Order as City Council/Poway Housing Authority/Planning Commission/Public Financing Authority and Successor Agency to the Poway Redevelopment Agency) CALL TO ORDER Mayor Higginson called the Special Meeting to order at 6:04 p.m. ROLL CALL (COUNCIL) Cunningham, Vaus, Mullin, Grosch, Higginson ROLL CALL (BUDGET REVIEW COMMITTEE) Ames, Murray, Cross, Stone Leonard - Absent STAFF MEMBERS PRESENT Tina White, Interim City Manager; Sheila Cobian, City Clerk; Robin Bettin, Director of Community Services; Bob Manis, Director of Development Services; Leah Browder, Director of Public Works; Scott Edwards, Director of Administrative Services, Mark Sanchez, Director of Safety Services. PLEDGE OF ALLEGIANCE Deputy Mayor Grosch introduced Kyle Carlson, Jaeden Correa, Hank Linder and Ryan Pollard of the Poway Vaqueros Soccer Team, to lead the Pledge of Allegiance. TOWN HALL BUDGET DISCUSSION An Overview of the City's Budget and Operations. Interim City Manager Tina White gave a brief overview of how the evening would proceed. She explained that staff would provide a PowerPoint presentation illustrating the functions and budget of each operating department. Following the conclusion of staff's presentation, members of the audience would be invited to ask questions and comment on the City's budget priorities or process, Director of Administrative Services Scott Edwards explained that the presentation would allow for each Department Director to share details relating to their particular operation. Director Edwards reviewed the City of Poway's various revenue sources and gave an overview of the City's General, Enterprise and Special Purpose Funds. Concluding staff's presentation, Director Edwards reviewed the results of the community survey. He explained- that based on the surveys received, the City's use of its discretionary funds are in alignment with community priorities. The surveys indicated the community's priorities as follows: 1. Fire and Sheriff's Department 2. Parks/Open Space/Recreation/Community Events 3. Roads 4. Maintenance 5. Savings/Reserves 6. Administration Bill Roeckl expressed concerns relating to the minimal number of surveys completed by the residents of Poway. Director Edwards commented that staff felt that the 60 responses received was actually a good number considering how long the survey had been available. Barbara Lerma commented that safety should be a priority in the community. Charlie Ristorcelli spoke in favor of evaluating operational habits and looking for efficiencies in the way the City carries out its daily tasks. Steve Sarvel commented that the City should monitor the operations of Poway Unified School District and that the school's reputation can impact property tax revenues for the City. Peter DeHoff expressed concerns relating to the rising cost of the contract with the San Diego County Sheriff for safety services. He also suggested staff provide more detail about personnel costs as a portion of total costs in future budget presentations. Phil Spear stated that adequate parking at Lake Poway and Iron Mountain is an issue and suggested that the City find a way to expand the parking area. David Radcliff inquired how the amount budgeted for safety services is determined by the City. In response to the comments by Mr. Radcliff, Interim City Manager White explained that Poway collaboratively works with other cities that contract with the San Diego County Sheriff's services and that the cost recovery rate is set by the County Board of Supervisors. She further explained that once the cost per deputy is calculated, each City determines the level of service they will fund and then enters into an agreement with the County. Rebecca Lindsey spoke in favor of establishing a municipal equine facility. Ms. South, a new resident of Poway, suggested that the City focus on attracting higher caliber retail stores within the community. 9897 Economic Development Manager Jay Virata explained that the businesses that have come to town have done their due diligence and have found Poway an appropriate market. He stated that there is room for the City to seek out higher end retailers to move into Poway. However, the retail vacancy rate in Poway is very low which can create difficulty in finding the appropriate size site. Pat Johnson asked how much the contract with the San Diego County Sheriff's is increasing and the reason for the increase. He also inquired about the status of the Town Center Project. Interim City Manager White explained that the largest portion of the increase to the law enforcement contract is the result of a change to cost-sharing for all nine of the contract law enforcement cities. Rather than pooling facility costs, each City must now pay its own facility cost. Poway has a newer facility with debt service so its cost will be higher. She further explained that Poway built the facility and had issued bonds for the construction. In turn, the County leased the building and the rent paid the debt service on the bonds. With the last negotiations, it was noticed that it was time for Poway to pick up its fair share of facility charges. Development Services Director Bob Manis explained that the funding source for the Town Center Project was going to be from Redevelopment Agency funds. However, since Redevelopment had been eliminated by the State, the project had been scaled down to the renovation of the Community Center and Senior Center at Community Park. Allen Seligson, representing the Poway Youth Lacrosse organization, stated that although Poway has some of the best fields in San Diego County, there are a few minor improvements needed to maintain player safety at the Valley Elementary field. He also spoke in favor of more water efficient landscaping for the newer and remodeled homes in Poway. David Haessig suggested that the City consider making the undergrounding of utility lines along Espola Road a priority. Tony Rubino asked what methods could be used to generate more revenue for the City. Dee Fleishman spoke in support of the City's safety services. She also expressed concerns relating to the escalating pension and healthcare costs for City employees. Michael Rothbart suggested that the City consider investments in such projects such as an equestrian park and the acquisition of core parcels for natural park and trail use. In response to an inquiry relating to water charges from Peter DeHoff, Interim City Manager White explained that when a customer uses more water, the City's cost increases because it must purchase more raw water. She further explained that all revenues and expenditures relating to water are accounted for through the Water Fund. Don La Rue expressed concerns relating to the road conditions on Poway Road beginning at Interstate 15 and continuing through town. Jim McCaffney complimented Council and staff for the work they do. He also encouraged the City to review the processes used to perform the daily tasks of the organization and to confirm whether it is more cost effective to outsource certain functions. Barbara Lerma commented that although the City contracts for sheriff services, the City's fire and emergency personnel are Poway employees. Councilmember Cunningham thanked everyone for coming out to the meeting. He also expressed his appreciation for the work by staff. He commented that Poway has 60 fewer employees than five years ago; however, is still getting all the same work done and sometimes more. He stated that he would be in favor of providing more resources for trail maintenance and to address the parking situation at Lake Poway and Iron Mountain. Councilmember Cunningham explained that to maintain the quality of life Poway residents are accustomed to, Safety Services must remain a focus. In addition, to grow the City's revenue sources, he encouraged residents to shop in Poway. Councilmember Vaus expressed his appreciation for the residents who were in attendance at the meeting. He stated that Economic Development Manager Jay Virata is working to expand economic development in Poway. Councilmember Mullin thanked staff for the presentation and the residents who came out to speak. He commented that the City has been working on several large technology projects throughout the year that has resulted in greater efficiencies in several departments. In conclusion, he stated that the new City Manager will be working with the public and the Council to gather input on prioritizing future capital improvement projects. Deputy Mayor Grosch thanked the residents for attending the meeting. He suggested that staff confirm the City is receiving the appropriate amount of franchise fees from Cox Communications, EDCO and San Diego Gas and Electric. He also requested that as part of the budget process, staff evaluate whether there is an adequate number of trails and park maintenance personnel. In closing, Deputy Mayor Grosch suggested that this type of meeting be held in January of next year. Mayor Higginson expressed his appreciation for everyone in attendance at the meeting. He summarized that the following priorities identified by those residents in attendance and on the survey results: ® Trail Parking ® Recreational Facility Improvements Safety Services ® Economic Development 9899 Mayor Higginson explained that the City lost a tremendous funding source for projects with the dissolution of the Redevelopment Agency and that the City is now looking for creative ways to fund projects. He also commented that the Budget Review Committee should consider reviewing the City's healthy reserves and perhaps make suggestions on utilizing some of the funds within the Reserve Policy guidelines. Councilmember Mullin stated that the City considers the feasibility of outsourcing services for various departments and that the Esgil contract for plan checks in Development Services is the perfect scenario of how it works well. He further explained that it is a variable cost service covered by the fees collected. In conclusion, he stated that not all services lend themselves to being outsourced due to customer interaction and service level expectations. ADJOURNMENT The meeting was adjourned at 8:14 p.m. w Sheila R. Cobian, CMC City Clerk City of Poway, California 9900