HomeMy WebLinkAboutMinutes - 06-07-13 Special Meeting MINUTES OF THE
CITY COUNCIL OF THE CITY OF DOWNEY
SPECIAL MEETING
__. JUNE 7, 2013
The City Council of the City of Downey held a Special Meeting at 2:10 p.m., June 7,
2013, in the Downey Council Chambers, City Hall, 11111 Brookshire Avenue, Downey, CA.
Mayor Mario A. Guerra presiding.
PRESENT: Council Members:
Mario A. Guerra Mayor
Fernando Vasquez Mayor Pro Tern
Roger C. Brossmer
Luis H. Marquez
Alex Saab
STAFF PRESENT: Gilbert Livas, City Manager
John Oskoui, Assistant City Manager
Adria M. Jimenez, CMC, City Clerk
Shannon DeLong, Assistant to the City Manager
Lonnie Croom, Fire Chief
Carl Charles, Police Chief
Brian Saeki, Community Development Director
Arlene Salazar, Parks & Recreation Director
Anil Ghandy, Interim Finance Director
Maurina Lee, Finance Manager
PUBLIC COMMENT ON SPECIAL MEETING AGENDA ITEMS:
Mayor Guerra opened up Public Comment. Having no one come forward, Mayor Guerra
closed Public Comment.
BUDGET STUDY SESSION
1. PRESENTATION AND DISCUSSION OF FISCAL YEAR 2013-2014 PROPOSED CITY
BUDGET AND THE CITY'S UTILITIES FUND BUDGETS: Finance.
City Manager Livas suggested the Department Director review their budgets quickly and
address any specific concerns by the City Council.
Council Member Brossmer requested the City Council and staff focus on the changes within
the budget from previous years.
Mayor Guerra stated he would like to know where the City was last year and what the plan is
for the upcoming year; he would like a historical perspective.
City Manager Livas provided introductory comments and stated he is proposing a balanced
budget for the second year in a row. This budget is based on the priorities established by the
City Council during the Goals Setting Workshop in January and includes the five areas of
primary responsibilities for the City Council and staff to accomplish during the year. City
Manager Livas thanked the subcommittee for their work and noted the changes requested by
the subcommittee are included in this budget. The budget document includes a list of CIP
Projects, a list of City employees, and a list of equipment that will be purchased throughout the
year. City Manager Livas also thanked the Department Directors for their work on the budget,
and stated he appreciated their cooperation during the process. There are strategic
improvements in areas of greatest needs, for example the City is upgrading technology such as
City Council Agenda—June 7, 2013 1
computers and the phone system. It is important to stress how difficult FY 2012-2013 has been:
the City closed an $11.5 million deficit, reduced pension and medical costs, approved 77-acre
Tierra Luna project, saved the Fire Department, reduced crime rates, and completed over 80%
of the goals Council set out for staff to achieve. The City laid off employees for the first time in
City history, and there were furloughs. City Manager Livas stated in accordance with City
Council directive, this budget does not include furloughs for the next fiscal year. FY 2013-14 is
going to be a good year; things are getting better. He stated there are dynamisms in staff and
City Council and staff will continue to accomplish great things. City Manager Livas thanked Anil
Ghandy, Interim Finance Director, for his work on the budget. He invited Mr. Ghandy to provide
a presentation on the General Fund.
Interim Director Ghandy reviewed the presentation on the General Fund and advised there is
projected revenue of$67.5 million. The budget recommends appropriations of approximately
$67.5 million, leaving a surplus of$12,000; the City has a balanced budget. The revenue
projected for the General Fund is higher by 3.75% compared with the prior year or$2.4 million.
Property tax and sales tax are the two highest revenues for the General Fund. Property tax is
estimated at $21.4 million; sales tax $16.4 million for a combined total of$37.8 million,
approximately 56% of the budget.
Council Member Brossmer asked how does property tax and sales tax projections compare
from this year to last year.
Interim Director Ghandy stated property tax is up 7.1%; sales tax by 11.6%, for a combined
total of approximately $37.8 million. General Fund appropriations are higher than last year by
3.6% across the board; expenditures increased by $2.3 million. Approximately 50% of the
General Fund is for salary and benefits. Public safety expenditures are $42.4 million; 63% of the
budget. There are no furloughs in this budget. The City added 9 grant-funded Fire Department
positions; 5 new Public Work positions; 2 positions have been re-classified to attract qualified
candidates; there is an upgrade to the phone system for the next year saving the City
approximately $40,000 of a $500,000 phone bill.
Mayor Pro Tern Vasquez requested confirmation on the City's telephone bill. Interim Director
Ghandy advised that the City's telephone bill is approximately $500,000, and will decrease to
approximately$460,000, a savings of approximately $40,000.
Council Member Brossmer asked what the expenditure totals are for the Police and Fire
Departments.
Interim Director Ghandy stated the Fire Department expenditures are $16.1 million; the
Police Department is approximately $26 million.
Council Member Brossmer requested percentage information for revenue and expenditures
for each department.
Interim Director Ghandy advised he will provide that information to the City Council on
Monday.
Interim Director Ghandy provided a recap of the budget: the beginning fund balance was
close to $20 million dollars; the City did not have to spend reserves to balance the budget. He
stated this budget includes all of the priorities adopted by the City Council in 2013: Fiscal
Responsibility, Economic Vibrancy, Efficiency and Adaptability, Quality of Life, and Public
Information and Engagement.
Interim Director Ghandy provided a review of today's current market and economy. He stated
that the economy is going in the right direction.
City Manager Livas introduced Arlene Salazar, Director of Parks and Recreation.
City Council Agenda—June 7, 2013 2
Director Salazar advised there are a total of 16 budgets operationally for Parks and
Recreation, which are divided into four divisions: Administration, Facilities and Events, Fee
Supported Recreation and Transit.
Director Salazar advised there are minor increases to the Administration budget for Healthy
Downey, park security, park planning, and increases to golf course security. This year the golf
course maintenance and operation combined budget will be under by 5%, consistent with the
City Council's goals and priorities of efficiency and adaptability, quality of life, and public
engagement represented by the department's accomplishments.
Council Member Brossmer confirmed grants were received for Healthy Downey and asked if
the $10,000 grant covered all costs for this year. Director Salazar stated a $10,000 grant was
received by Kaiser which paid for the hiring of a Healthy Downey Activity Specialist; $5,000 is to
defray any future costs for either personnel or events associated with continuing the Healthy
Downey initiative.
Director Salazar stated the budget requests for Facilities and Events remain unchanged
except for minor increases in the City's insurance and equipment and funding for teen
programming. She advised for FY 2012-2013 the budget is 15% under in Recreation and 40%
under budget in account#4321 as a result of a full-time employee costs savings.
Council Member Brossmer requested information on staff changes.
Director Salazar advised there are no changes in staffing.
Director Salazar reviewed the Fee Supported Recreation budget which includes contract
classes, excursions, shelter rentals, etc. The operational budget remains unchanged except for
minor decreases in staff and supplies associated with the reduction of camps and aquatics
which was part of last year's reductions. Camp personnel were reduced by 37% as a result of
reducing six camps to three camps and reducing aquatics.
Council Member Saab requested additional information on the minor increases in equipment
and insurance.
Director Salazar stated every department is provided with amounts from Finance for
insurance costs for the insurance pool; and, the increase for equipment is for equipment
replacement.
City Manager Livas advised there is an equipment replacement fund and every year each
department is charged, similar to a due, and when equipment is replaced, those are the funds
used.
Council Member Brossmer asked if the City will be able to restore any of the eliminated
services through the increase in fees and the increase in revenues; what the change on fees
was as a result.
Director Salazar advised that the City was not able to restore programming due to increased
revenues. There were adjustments to non-resident fees based on the program, but ultimately
revenues are still on projection. At the end of the month the City will have a better idea as to the
actual numbers for contract classes, aquatics, and camps as this is the month the City receives
-- registrations.
Council Member Brossmer confirmed the City does not run contract classes at a loss.
Director Salazar noted that was correct except for aquatics because the City pays for
maintenance and operations.
City Council Agenda—June 7, 2013 3
Director Salazar reviewed the Transit budget, noting it is under by 20% with Dial-A-Ride
stating there are current studies being conducted for the Dial-A-Ride and fix route programs, but
future budgets will be reduced as a result of the studies.
Mayor Guerra requested a cost feasibility study for the Downey-Link that shows expenses
versus ridership.
Director Salazar advised that a Downey-Link study has already begun.
City Manager Livas advised staff would like to bring the study back to the City Council. One
of the areas under review is the amount of Prop A and other funds the City is spending on this
program. The funds can be used for other projects such as repaving roads.
Council Member Marquez asked what the State and Federal requirements are for Downey-
Link.
Ms. Salazar advised there are some para-transit requirements, especially with the Dial-A-
Ride program which are tied back to ADA, so there is not much the City can do as far as fare
adjustments, but it will be reviewed.
Council Member Brossmer asked how much overlap is there with other transit programs in
the City such as MTA. He would like to see, as part of the study, how much duplicate service
the City has: an overview of Downey-Link and Dial-A-Ride and how those programs overlay into
the existing public transportation in the area.
Council Member Saab asked if the City is looking into the efficiency and use of the Transit
Station.
City Manager Livas stated he does not know if the Transit Station is part of the evaluation or
not; the focus was on ridership and routes.
Mayor Guerra requested the Transit Station be reviewed as part of the evaluation.
Council Member Marquez stated he would like to know what the minimum level of service is
required if the City currently has the same services provided by other means of transportation.
Director Salazar stated the information will be part of reevaluating the current system.
Director Salazar reviewed the goals for Parks and Recreation for FY 2013-2014, which
included completing the Park Master Plan, which should be done by the end of December. She
stated Cal Poly Pomona representatives will attend a future Council Meeting to provide an
update. Some of the challenges for next year are the overall increases in demands on the parks
and park usage. She noted some of the tennis courts need resurfacing and trashcan
standardization. She stated she is looking at UTSA Grants and matching funds for the tennis
court resurfacing project.
Council Member Vasquez asked if the City is looking at securing sponsorships.
Director Salazar stated the City is looking at that possibility. In July the Department will be
going through the Adopt-A-Park Program process where service clubs can fund projects such as
installation of bike racks and some of the larger amenities. She noted some of the challenges
are to repair irrigation which is expensive and will have to be combined with grants.
Council Member Saab asked if in the budget there is sufficient allocation for maintenance for
some of the more notable areas that need assistance.
City Council Agenda—June 7, 2013 4
Director Salazar stated overall Public Works handles the maintenance and the City does
have funds available for repair work, but most of the tennis courts need new complete
resurfacing; currently, the courts are being patched.
John Oskoui, Director of Public Works, stated the tennis courts are not budgeted this year;
basketball courts at Rio San Gabriel Park are funded for resurfacing this year. The projects are
funded by the General Fund. Director Oskoui referred to the Capital Improvement Projects (CIP)
in the budget and noted other projects such as the Barbara J. Riley Center upgrades.
Council Member Saab asked how the City prioritizes the CIP list.
Director Oskoui stated it is prioritized by the department then reviewed to confirm there is
funding available in the General Fund.
Director Salazar stated the department submits several CIP requests and prioritizes them in
order of need. For example, the Barbara J. Riley Center carpet replacement is on the list.
Compared to the number of people who utilize the Barbara J. Riley Center versus the tennis
courts, she would prefer the Center be re-carpeted.
Mayor Guerra requested the City Council review the CIP list to help prioritize. He asked for
information on Prop C-Local Return funds.
Director Oskoui advised Prop C-Local Return funds is a half-cent sales tax from Los Angeles
County administered by MTA and spent on roads that are used for public transportation different
from Prop R funds which can be used on any roads.
Mayor Guerra referred to the Golf Course Fund and the $55,000 for lighting and asked for
information.
Director Oskoui stated the project is for improvements on the electrical system.
Mayor Pro Tem Vasquez asked what the City can do with the remaining funds if the
Woodruff Avenue and Via Amorita traffic signal project is not completed.
Director Oskoui advised that the City is required to return the funds. If the City does not
submit an invoice in the next 6-7 months, the State will return and request the money. Then, the
City will have to pay from Gas Tax and General Fund the money already used in the project,
approximately $20,000 and another$20,000 to pay the contractor.
Mayor Guerra asked if the money can be used for another traffic signal or traffic
enhancements.
Director Oskoui advised that the money cannot be used for another traffic signal because
when the City applied for the funds specific project information was submitted with supporting
documentation. The money can be used for traffic enhancements, but the money can only be
used for what it was requested.
Mayor Guerra confirmed the City can return the money or reapply and advise the City wants
to keep it and change the project.
Director Oskoui advised the City has to go through the application process again, and we
may or may not receive the grant.
Mayor Pro Tern Vasquez asked what the impact is of$189,000 project funds, minus the
previously mentioned $40,000.
City Council Agenda—June 7, 2013 5
Director Oskoui advised the grant total will be returned to the State and there are no
penalties.
Mayor Guerra requested the plan for CIP FY 2012-2013 Street Resurfacing, totaling $1.7
million.
Director Oskoui stated that he previously shared a list of streets that are being resurfaced;
he would be happy to distribute the list again. The design is in the finishing stages and at the
June 25th Council Meeting there will be a request to advertise the project and approve the
design.
Council Member Brossmer stated he would prefer to conduct the street resurfacing review
via a workshop.
Mayor Guerra stated he met with the Interim Finance Director Ghandy and was reminded
that the Budget is a living document that can be changed at any time upon City Council request.
Council Member Brossmer requested a list of proposed CIP not recommended for
funding.
Director Oskoui stated the City can have a master list of all the requested projects.
Mayor Guerra confirmed $20,595,000 funded for street resurfacing is from funds other than
the General Fund.
Director Oskoui stated that is correct; the only general fund money used is for public
facilities, which cannot use any other funding sources.
Mayor Pro Tem Vasquez requested information on Lakewood Blvd. Improvements 3B & 3C, _•
for$834,000 each.
Director Oskoui stated the money is set-aside for the projects but is not enough to begin the
project. The funds need to be shown as part of the budget. A portion of the money is going to
be spent on finishing the design. Knowing the importance of starting Lakewood Blvd., one of the
plans is to be able to get to a point where the City can start Gallatin Road and Florence Avenue,
and use alternative design methods that do not require us to wait for Edison. A new alternative
will be able to have three lanes in each direction, narrowing the median islands and pushing the
curb from the west side. Our goal is to be able to do the construction phase for Florence
Avenue to Gallatin Road next year. The City has to obtain a permit from CalTrans for the phase
that goes to Telegraph Road, which takes approximately one year, and also work with Edison.
City Manager Livas stated he and Director Oskoui met with Edison last week and they
agreed to work with the City to coordinate the project. Director Oskoui is going to send Edison
design work so they can undertake any work that needs to be done on their behalf so the City
can start moving forward.
Mayor Pro Tem Vasquez asked if this budget now reflects the money set-aside to start and
complete construction on Lakewood Blvd., between Florence Avenue and Gallatin Road, leaving
the transmission lines in-place.
Director Oskoui stated the money is not enough to complete construction, but it will be
enough to start the construction and do the medians and other amenities later. It will cost more;
however, the condition of the pavement is in such dire need that we need to do the pavement. It
will not compromise the project and all the amenities can be done at a later date.
Mayor Guerra requested information on the Recycle Fund.
City Council Agenda—June 7, 2013 6
Director Oskoui stated the funds received are for meeting the threshold for State recycling
mandates.
Interim Director Ghandy advised the Recycling Fund balance is $129,000. The estimated
revenue is $446,000; totaling over$800,075; operating expenses is $509,000; Capital Projects
is $355,000; total requirement is $864,000, leaving an ending fund balance of$10,000.
Council Member Brossmer confirmed the total budget is $864,000; $355,000 for capital
improvement expenditures.
Interim Director Ghandy responded in the affirmative.
Director Oskoui clarified that the $355,000 was a grant for replacing the surfacing under the
playground equipment in Rio San Gabriel Park and Furman Park.
Mayor Guerra stated that approximately $400,000 was spent to construct Treasurer Island
for the entire project, and the City is spending $355,000 to redo the surfacing under the
playground. He stated the scales do not match.
Council Member Brossmer asked if this grant was specific to those projects, and could they
be reallocated.
Director Oskoui advised this grant was available through the State and cannot be
reallocated.
Mayor Guerra asked if the grant can be used for the walking trail at Furman Park.
City Manager Livas stated he would look into the possibility and return to the City Council.
Mayor Guerra requested information on interior improvements for Barbara J. Riley Center.
Director Salazar advised the funds are to purchase curtains and vertical blinds for the entire
Center.
Director Salazar reviewed the overall budget for Parks & Recreation and the budgets by
divisions. When the 16 budgets are calculated there was an increase of less than 1% of the
total budget, $46,000.
Director Salazar stated she is presenting the budgets for the Columbia Memorial Space
Center and the Library for Shannon DeLong.
There is a 27% reduction in the Columbia Memorial Space Center (CMSC) budget. The
reductions are due to decreased operating hours, decreased outreach, and under filing and
elimination of positions. In addition to the accomplishments noted, there has been a
reorganization of the CMSC and there are future cost savings.
Council Member Brossmer advised he is resigning from the Sub-Committee and stated it
continues to be a source of aggravation and loss opportunity. He requested his position be
replaced and recommended Council Member Saab or Mayor Pro Tern Vasquez.
Mayor Guerra stated he shares Council Member Brossmer's frustrations. He stated he met
-_ with Ms. DeLong and was advised the CMSC is reducing staff to 2 full-time employees and 20
part-time employees with a cost-savings of over$200,000. The budget is approximately
$600,000 from $831,000 the previous year.
City Council Agenda—June 7, 2013 7
Mayor Pro Tern Vasquez stated last January the Council met and it was discussed that the
Center cannot continue to impact the General Fund. Last year the Center was budgeted at
approximately $831,000, and ended the fiscal year at$600,000. Now, it is approximately
$400,000. He asked if this is the only available option.
City Manager Livas stated staff is currently looking at different alternatives for the operations
of the Center, is drafting a Request For Proposals (RFP), and has met with someone who is
interested in running the Center. He does not believe that the City will not fund the Center. The
City needs to minimize the amount of exposure by bringing in someone else to run the Center to
manager it properly. Having someone on the subcommittee is important because staff needs to
know what is in the RFP and what the vision is of the subcommittee. The RFP results will be
brought back to City Council for consideration.
Council Member Brossmer stated the Center is similar to the Downey Theatre and is not
revenue-neutral; the goal is to reduce the funding over time. He stated he does not believe the City
has done that.
City Manager Livas stated the City wants to maximize the upside and increase its usage.
Council Member Saab stated the visitor numbers have gone down compared to last year due to
a reduction in hours.
Mayor Guerra stated there is $60,000 for the City Council to return to have a fundraising
coordinator. The Board is supposed to be a fundraising board, and it has not been.
Council Member Marquez stated that is the source of frustration. The board is supposed to be
similar to the Board at the Science Center. He stated the Council may need to have a workshop on
this issue and develop a plan.
Mayor Pro Tem Vasquez confirmed the strategy is to hire a consultant to fix the dysfunctional
board.
Mayor Guerra stated hiring a consultant is part of the strategy. Traveling to San Diego and
meeting with the National Air and Space Museum it was determined that the City is inefficient in
operating the Center. He believes there is a small time frame to come up with ideas and plans.
After reading the By-laws it was very clear that the Board needs to be a fundraising Board; it needs
to change and be aggressive.
Council Member Saab asked if the consultant's role is to fix the Board.
Mayor Guerra stated that in the $806,000 budget, $60,000 is for the fundraising coordinator.
But, the City Council sets the direction of what is wanted. A fundraising contract and a board
consultant are needed to help comprise the Board. It is not an Executive Director, and it does not
need to be someone who is interested in Science.
City Manager Livas agreed and stated the Executive Director in San Diego was an event
planner.
Council Member Saab asked when does the CDBG money come in for the Inspiration and
when does the responsibility to pay the loan back begin.
Community Development Director Saeki stated the next round of funding will occur late this --
summer, potentially into the fall of 2013. At that time, loan documents and other information will
be brought back to the City Council. There will be an item in this upcoming agenda to finish the
environmental process for the building and there will be another opportunity for the City Council
to take action on interim financing if desired.
City Council Agenda—June 7, 2013 8
Mayor Guerra asked when the City Council can see the plans for the building.
City Manager Livas stated he will circulate a preliminary design next week, but will also
present it to the Council in July upon completion and consideration.
Director Salazar presented the Downey City Library Budget.
Director Salazar stated the Downey City Library is expected to be under budget by 15%, due
to a lag time in filling full-time positions. For FY 2013-15, there is a 5.6% decrease due to full-
time staff costs savings. There were significant organization changes resulting in 25% reduction
in full-time staff resulting in lay-offs; however, the lay-offs did not impact programs services or
operating hours. There is a greater demand on the use of volunteers: over 8,000 hours of
volunteer time were clocked this year. The Library is trying to maintain the extensive library
catalog, have free Wi-Fi and computer lab stations. The budget does include a potential
contract to provide E-books to be borrowed by anyone with a smart phone or E-reader.
Mayor Guerra reviewed the library patron statistics noting over 388,000 people walked
through the door and over 400,000 books were checked-out.
Mayor Pro Tern Vasquez asked how many items were checked out the previous fiscal year
compared to this year.
Director Salazar stated the number of items checked out for FY 12-13 was 441,598, which
are all books.
Council Member Brossmer asked if the Library has free Wi-Fi.
Director Salazar stated the Library does have free Wi-Fi and it works well.
Mayor Pro Tern Vasquez asked what the vision is for the library.
City Manager Livas stated there are many things the City would like to do as we review the
Civic Center Master Plan. For example, the City would like to include park space and areas
where people can congregate; the City would like to have a café and operate it to generate
revenue.
City Manager Livas introduced John Oskoui, Director of Public Works.
Director Oskoui provided an overview of the Public Works' budget for FY 2013-14 noting the
department is divided into four divisions: Administration, Engineering, Maintenance, and Utilities.
There are 72 employees total, which is a net gain of 3 positions. The Deputy Director of Public
Works departed approximately six months ago and the Solid Waste Coordinator retired last fiscal
year. Three additional positions were added: Director of Public Works/Superintendent of
Maintenance Services, Civil Engineering Assistant I and Management Analyst. The net savings
from removing the Deputy Director of Public Works and adding $20,000 will pay for the three
positions. He stated the City is increasing$250,000 against the General Fund with creating the three
positions. Overall the department was reduced by 12 positions from FY 2011-2012.
Director Oskoui reviewed each of the funding sources for Capital Improvement Projects and
Public Works programs.
Council Member Saab asked what the breakdown is of part-time and full-time positions.
Director Oskoui advised there are five part-time positions, the remaining are full-time.
Mayor Pro Tern Vasquez confirmed that this budget will have a new Director of Public Works
and Superintendent of Maintenance Services and eliminates the Deputy Director of Public Works.
City Council Agenda—June 7, 2013 9
Director Oskoui responded in the affirmative, noting there will now only be one Deputy Director
of Public Works.
Mayor Guerra asked if the increased volunteerism noted in accomplishments was the Keep
Downey Beautiful (KDB) program. He requested there be additional public outreach for meeting
information.
Director Oskoui responded yes increased volunteerism is for the KDB program.
Director Oskoui reviewed the Public Works Administration Division and briefly reviewed the
accomplishments and goals. He noted implementation of the online water bill payment system
will be completed this year, with automatic payment.
Mayor Pro Tern Vasquez asked if the City can integrate other payments, such as parking
tickets, into the online system.
Director Oskoui stated parking enforcement is handled by a third party, so he would need to
review the possibility. The online payment system will be funded from Water Fund money
available. He would like to implement this system and then the City can review the system and
see what other payments can be integrated into the system.
Director Oskoui reviewed the Engineering Division Budget.
Council Member Saab asked for clarification on providing more comprehensive and real-time
information to our external/internal customers as listed in the Goals.
Director Oskoui explained that internal customers are other departments that interact with
the Division; external customers are residents and citizens of the City. For example, the
department has created a vibrant CIP interactive module on the City's website.
Director Oskoui continued to review the Goals and Accomplishments and list of projects
finished this past fiscal year.
Mayor Pro Tern Vasquez asked if the City plants vines on bare walls in parks to prevent
vandalism, and requested the City place vines on a bare wall located at Treasure Island Park.
Director Oskoui stated yes, the department does plant vines on bare walls to prevent
vandalism and be aesthetically pleasing. In response to the bare wall at Treasure Island Park,
Director Oskoui stated that the department did speak with the property owner to discuss the
option of planting new vines, but it was discovered that if the vines are removed from the current
dilapidated fence, the fence will fall apart.
Mayor Guerra requested staff continue to work with First Five LA for park improvement grant
funds.
Director Oskoui stated they have spoken with a representative from First Five LA for design
funding for Brookshire Park.
Director Oskoui reviewed the Maintenance Services Division and referred the City Council to
the budget document for additional information.
Mayor Guerra asked if the feedback signs have been working, and asked when the City can .-
obtain additional signs.
Director Oskoui stated the signs do work and the City will apply for additional grants. Studies
were conducted and the studies showed a reduction of speed.
City Council Agenda—June 7, 2013 10
Council Member Saab asked what the feedback was on the speed bumps installed on Ardis
Avenue.
Director Oskoui advised the speed bumps have reduced speed and he is coming back to
Council with an update.
Director Oskoui reviewed the Utilities Division Budget which consists of sewer, storm water
and sanitation. He reviewed the impact of MS-4 Permits, which is going to be a big concern;
there will be a lot of money associated with them. Staff will come to Council with an update on
those items as soon as an amount the City has to pay is determined.
Mayor Pro Tem Vasquez asked how this will impact local small businesses.
Director Oskoui stated this will not impact small businesses. New construction or major
modifications will trigger the requirement. As part of the program, the City has to adopt a Green
Streets policy. Fortunately, Downey has been on the leading edge of the program and already
has in place some of the requirements listed in the permit.
Director Oskoui read the following statement into the record, "As in years past, revenues
generated from the Water Fund will be used to pay for$462,000 of storm water engineering
operating expenses due to water benefits received from storm water engineering efforts in the
form of plans, programs, and projects which promote the capture and storage of dry and wet
weather runoff for infiltration into ground through best management practices implemented at the
developments and city projects which raised local water levels to the benefit of the City's ground
water wells and supplies and plans, programs and projects which reduce dry weather runoff by
reducing water usage via promotion of water conservation, smart landscaping, and other similar
programs."
Mayor Pro Tern Vasquez asked if it would be more cost-effective for the City to request
Edison to transfer the maintenance and on-going costs of street lights to the City due to
available funding.
Director Oskoui stated the easiest way to determine cost effectiveness is to review Edison's
rate structure. For example, there is a small fee Edison charges that is suppose to be an upfront
pay back for installing light fixtures; this fee was suppose to be removed in 20 years; that cost
continues to be charged to Cities. There are a lot of other areas that need to be explored;
different lighting systems have different rate systems. The City needs to figure out how much it
is paying for each light and each system. Safety street lights pay different rates. A cost-benefit
analysis for taking over the maintenance of the lights will have to be conducted.
Council Member Saab asked if there is money set-aside for new trash cans in the park.
Director Salazar stated yes.
RECESS/RECONVENE
Mayor Guerra recessed the Special City Council Meeting at 3:52 p.m.
Mayor Guerra reconvened the Special City Council Meeting at 3:58 p.m., with all Council
Members present.
City Manager Livas introduced Police Chief Charles
Police Chief Charles advised there are three divisions with a total operating budget of
$28,000,000, down approximately $2,000,000 from last year, attributed to medical benefits and
employee pension reductions. Staffing levels remain the same, 149 total, 111 sworn, down from
179 in 2009.
City Council Agenda—June 7, 2013 11
Council Member Brossmer stated there is always a balance between cost and safety and
asked if the City is where it needs to be in terms of staffing.
Chief Charles stated there are 111 sworn, 106 on staff due to retirements. It will take the
department this year to get to 111 sworn. Going forward in the next 3-4 years, the department
needs to have 117 sworn, ultimately 124 given Tierra Luna and the vibrant downtown and night
life.
Council Member Marquez stated when he was elected to into office there was 124 sworn
officers at the time. He asked what does it takes to be back at 125 or 128 and to get there right
away.
Chief Charles stated he would return to the City Council with a plan on how the department
would get to 124 sworn and what the cost would be over the next 3-5 years.
Mayor Guerra asked how many recruits are being processed at this time.
Chief Charles stated in a recent recruitment there were 900 applicants; half of those
attended the written examination, and half of those attended oral interviews. The Department
now has a list and has 2 potential officers. He stated he confidently believes the Department will
have 111 sworn by the end of FY 2013-2014.
Mayor Guerra asked if it is a concern to be at a 106 officers.
Chief Charles stated that the Department is not compromising patrol on the streets; the
department is compromising in other areas such as internal affairs, special enforcement teams,
detective bureau, and motorcycle patrol. He stated when there were124 officers, there were
more officers on the street; the department is operating at a safe level, but could always use
more officers on the street.
Council Member Saab asked if it is compromising crime prevention and community outreach.
Chief Charles stated it is compromising community outreach because there are a number of
events the department cannot attend due to the number of officers available.
Chief Charles reviewed the administration division staffing levels: 7 full-time sworn, 14 full-
time civilians, 8 part-time employees. Administration has coordinated over 8,700 hours of
professional training for officers and civilians. The Special Enforcement Team has processed
over 224 applications and have completed 42 perspective background investigations, and
conducted 30 business checks for liquor law compliance. The Neighborhood Watch Coordinator
has raised watch group totals by 29% and now has 136 neighborhood watch groups. Field
Operations, which is the patrol division, has 69 sworn personnel, 19 full-time support which are
dispatchers, Community Services Officers, and Sweeping and Parking enforcement, and 11
part-time employees. The workload is considerable: 136,000 calls dispatchers answered over
the last fiscal year; officers responded to over 84,000 calls for service; 11,000 police reports
taken; investigated 1,100 traffic collisions; 3,500 people arrested; and, issued almost 34,000
citations. Detective division is the second largest division with 26 full-time sworn, 6 full-time
support, and 2 part-time employees. Detectives were assigned almost 11,000 cases and filed
2,000 with Superior Court. The Forensic Bureau, crime scene investigators, processed 1,600
crime scenes and just implemented the Computer forensics, examining computers and cellular
phones wiped clean.
Council Member Saab asked if 22% cases assigned and case filings are standard.
Chief Charles stated yes.
Council Member Saab asked if the department is transitioning to DNA collection.
City Council Agenda—June 7, 2013 12
Chief Charles stated the Department is collecting DNA. The department was allowed to
collect DNA previously. Then the ruling came out stating the Departments could not; however,
once the Supreme Court agreed to hear it, the department was allowed to collect DNA until a
decision came out. The Department is going to continue the practice.
Chief Charles reviewed department accomplishments, noting AB 109 compliance is going to be
a challenge. LA County Chiefs Association has provided the department with some funding and the
Department will conduct compliance checks once a week.
Mayor Guerra noted that a letter was signed in opposition to AB 109 and sent to various State
officials and the Governor.
Chief Charles stated the Department is purchasing 10 new cars, two motorcycles, five license
plate readers and computer equipment upgrades this upcoming fiscal year.
Mayor Pro Tem Vasquez asked if the department can purchase a 15-passenger van to provide
transportation to the Youth Commission and the Explorer program.
Council Member Marquez left the meeting at 4:11 p.m.
City Manager Livas stated the purchase can be part of this budget or as part of early next year
and will bring forward a change.
Council Member Brossmer stated the City now has a K-9 which was previously contracted out
with other handlers. The City can now partner with the school district for use of the K-9.
Mayor Pro Tern Vasquez asked for additional information on the Crime Impact Team and Bicycle
Deployment.
Chief Charles reported there are between 12-14 sworn officers who review crime patterns
forming in the community then devise a plan to solve the problems. Bicycles are very helpful in the
downtown area, and the plan is to deploy a five to six member team on various dates.
Mayor Pro Tern Vasquez asked about the possibility of mounting license plate readers on traffic
signals.
Chief Charles stated the department is in favor of mounting the readers to the signals; however,
it quadruples the price. The department did receive a grant and will be mounting a reader at
Firestone Blvd. and Patton Road.
Mayor Guerra asked how the location was chosen: Firestone Blvd. and Patton Road versus
Lakewood Blvd. and Firestone Blvd.
Chief Charles stated Firestone Blvd. and Patton has more traveling cars, based on the amount
of lanes covered.
Mayor Guerra read a crime report of Irvine which has the lowest crime rates per over 100,000
capita, etc. He asked how the City can determine its ranking.
Chief Charles advised he can obtain the information for LA County.
Council Member Brossmer asked the Chief for a comparison of overtime from this year to next
year.
Chief Charles stated last year overtime was taken out of asset forfeitures; this year it will be
shard by General Fund and Asset Forfeitures. Everything on capital outlay will be taken out of asset
forfeitures.
City Council Agenda—June 7, 2013 13
Council Member Brossmer asked for a status on the Asset Forfeiture Fund.
Interim Finance Director Ghandy stated the fund is less than a $1 million right now,
approximately $900,000.
Council Member Saab asked if the Department has considered a weekend jail to generate
revenue.
Chief Charles Carl stated the Department did have a Trustee Program and it slowed down
when the economy slowed down; it was too expensive to participate in the program.
Mayor Pro Tern Vasquez asked for information on Neighborhood Watch and going out to bid
for contracts.
Chief Charles stated the jail contract is an exclusive industry; there are approximately two
companies who provide the service. Vehicle and motorcycle purchases always go out to bid.
Council Member Saab stated the City recently passed a resolution providing a 10% benefit to
local businesses to keep business local, and asked if the City gives preference to keep the
business in Downey.
Chief Charles stated the bid process is conducted by Finance.
Council Member Saab asked if a cost analysis was conducted to determine if it was worth
having the jail contracted by a company than operating it in-house. He stated it may be worth
conducting an analysis to see if it is worth contracting out.
Chief Charles stated the analysis was conducted approximately 15 years ago, and it was
approximately half the cost.
City Manager Livas stated the Department can take a look at the cost.
Chief Charles thanked the Chief and the department for their work, dedication, and
sacrifices.
Mayor Pro Tern Vasquez asked what the plan is to move the Neighborhood Watch Program
forward.
Chief Charles stated the coordinator came up with ideas such as: hiring a part-time assistant
to help input data into the system; contacted several neighborhood watch programs to exchange
information; and, organizing the captains together to discuss items to take back to individual
groups.
Mayor Pro Tern Vasquez asked if the part-time position is included in this budget.
Chief Charles stated yes.
Council Member Saab asked for a status on the Explorer Program and if the Department is
maximizing the amount of volunteers in the department.
Chief Charles stated the Explorers participate in the Street Fairs and are a good group of ---
kids; and, yes Sgt. Diegas is in charge of the volunteers and maximizes their use.
Mayor Guerra asked about the Cadet Program.
City Council Agenda—June 7, 2013 14
Chief Charles stated that the City did hire a few Cadets, sent them through the academy and
for one reason or another they are no longer with the department, but it was a viable program.
Mayor Guerra thanked the Chief and the department.
City Manager Livas introduced Fire Chief Croom.
Chief Croom stated this budget process is a much easier process this year than last year
and will move forward with equipment purchases and grant funding. Chief Croom reviewed
personnel information, BLS Ambulance, Dispatch and Fire Prevention Bureau and
Administration.
Council Member Saab asked the Chief to explain studio filming.
Chief Croom stated it is a budgeted amount of money for Fire Safety Officers to be at filming
and then the Department invoices the filming company. There is very minimal amount of work in
this area.
Chief Croom noted that the department is coming in under budget by approximately
$600,000 due to equipment not purchased, leasing programs for vehicles, and the new second-
tier program. The actual general fund allowance is approximately$12.1 million. He reviewed
Department accomplishments: operated with 25% less fire fighting capabilities, responded to
9,342 emergency incidents, a 3.2% increase from last year; transported almost 5,000 patients
this year; no significant fire loss; response times slightly increased to 5:17 from 5:03; hired and
trained 12 new fire fighters; replaced all self contained breathing apparatus since February;
implemented tiered dispatching to more efficiently utilize the paramedics for all JPA Cities;
secured $1.88 million grant; increased transportation revenue; eliminated $720,000 in training
costs by requiring new firefighters being certified paramedics.
Council Member Brossmer asked if requiring firefighters to be certified paramedics will be
the Department's plan from this point moving forward.
Chief Croom stated yes it will be the Department's plan.
Council Member Saab asked how many people applied for the positions, how was the pool
of applicants, and what is the attrition rate.
Chief Croom stated there were 400 applicants and the pool was highly qualified. Over 60 people
were interviewed for the 12 positions; 45 were paramedic certified. The majority of applicants have
Bachelor's Degrees and are very educated. The Department's main goal was to determine which
applicants had the character, attributes, and ethics the Department was looking for. Chief Croom
stated the attrition rates for a firefighter with Downey is approximately 30 years. The Department's
goal was to hire in-house people and the Department has done so, which is positive for the
community and the Department.
Chief Croom reviewed equipment purchases which will enhance services: replace 20 year
old Battalion Chief command vehicle, 2 ambulances, 2 paramedic EKG monitors; 6 cardiac
defibrillator monitors; implement the electronic patient care reporting system, and continue to
work with Fire Communications backbone improvements.
Council Member Brossmer asked when the Department will start talking about the new fire
station at Tierra Luna.
Community Development Director Saeki advised he, along with City Manager Livas, Mayor
Guerra and Mayor Pro Tem Vasquez met about this issue and will be discussing this further in
the next few months.
City Council Agenda—June 7, 2013 15
City Manager Livas stated the issue is the cost to opening the station, which is approximately
$440,000 a year; the City has identified approximately $300,000. Between now and August the
City will need to take a look at where the funding will come from.
Mayor Guerra asked based on what was approved on Wednesday, and the model presented ....
to the City by LA County, is this a better service model than what LA County proposed. He
asked if it is a safe model for the citizens.
Chief Croom stated absolutely.
City Manager Livas introduced Brian Saeki, Community Development Director.
Director Saeki reviewed the Department's organizational chart which demonstrates the new
responsibilities in Community Development. The budget requests the City consider hiring a full-
time grant funded Housing Rehabilitation Technician to handle CDBG, Home Programs and
annual reporting to the Federal Government. The Business Advocate is a current position
combined with the Associate Planner, Jessica Flores.
In the Community Development Department, the Planning budget is down by$115,000 due
to savings in personnel costs; Building and Safety was up by a minimal amount due to contract
services; Administration is down by approximately$118,000 due to personnel adjustments in
pay and items having to do with the Successor Agency; Code Enforcement is up by
approximately$70,000 due to expenses for a contract attorney who handles litigation; and,
Housing has a 3% increase instead of the 5% decrease anticipated.
Council Member Brossmer asked Director Saeki what division in his department is short-
staffed.
■
Director Saeki stated the Administration Division, which handles Economic Development and
future planning; but, understanding what is happening now and being able to use some money
to budget contract services he is comfortable with the staffing levels.
City Manager Livas stated the City is going to supplement the contracts and would like to
come back to the City Council at mid-year and request a position for the Administration Division.
Mayor Guerra stated he agreed, adding the City needs to market itself more actively.
Director Saeki stated at the Council Meeting of June 25`h, the Council will be presented with
a full Economic Development Plan moving forward July 1.
Mayor Guerra stated he receives complaints about the permitting process; he requested staff
walk him through the process.
Director Saeki stated he will gather information for the City Council and will review the
process with them individually. Given the percentage of concerns received versus the
percentage of customers assisted, the concerns are minimal.
Council Member Brossmer requested information on the "one-stop shop" process.
Council Member Saab asked about a "virtual" process.
Director Saeki stated the City is a "one-stop shop" process now. The Business Advocate --
position will assist customers who are having difficulty. Currently, the Fire Department, Police
Department, Community Development, and Engineering are all in one place for customers. The
goal is to increase the digital side of the process, which will be done through the City's website,
Laserfiche, and Accela.
City Council Agenda—June 7, 2013 16
Council Member Saab asked if customer service training for employees is available for those
that have direct contact with the public.
Director Saeki stated he sees the important of customer service training, and for that reason
`— there is hands-on training in the budget in the majority of the Divisions.
Mayor Pro Tern Vasquez stated the concern he hears from residents is receiving different
information from different departments. He asked who from the department is responsible for
assisting the customers.
Director Saeki stated the new Business Advocate position will assist the business community.
City Manager Livas stated one of the City's goals is if a plan is submitted, corrections are made
and it is later discovered that a non-safety issues was missed, the plan is approved. The City also
has one inspector follow the same project all the way through the process. Since 2007, surveys
have been taken post-permit and post-building.An intern calls the customer and receives feedback
on the experience of the department. He stated there is always room for improvement and he is
glad to see there are funds available for training.
Council Member Saab requested to see the information.
Director Saeki advised he will supply the information to City Council.
Director Saeki stated the Department is approximately $3.4 million from the General Fund,
mostly due to the loss of redevelopment. The remaining $1.5 million comes from Federal Grants.
Director Saeki reviewed the Department's goals for next year: Economic Development Program,
improving CDBG Home Programs, Tierra Luna, The Taste of Downey, roll out the branding
program, and, redevelop key vacant properties.
Council Member Saab asked if the City has maximized the potential for interns and
volunteers within the department.
Director Saeki stated he believes the current intern structure is sufficient.
Council Member Saab asked about CDBG Funds and the reduction of Federal funds in
sequestration; how reliant is the City on the funds and what would happen if they are reduced.
Director Saeki stated the anticipated 5% reduction is now a 3% increase and the housing
programs are reliant on those funds. The Department will have 1.5 staff members funded from
those funds, plus a 20% administrative allotment for salaries, and debt service on two existing 108
Loans. Of the $1 Million CDBG dollars, approximately$400,000 could go away and not be funded
again. The home programs would go away, but there would not be an impact to the general fund;
the programs would be impacted. The other$600,000 would directly impact general fund.
Council Member Saab asked if the City's reliance on those funds is typical.
Director Saeki stated yes.
Mayor Pro Tem Vasquez inquired if all applications are available on-line
Director Saeki stated the majority of applications are online; those applications that are for
multiple uses are with instructions for customers.
Mayor Pro Tern Vasquez asked if the City offers "Red Team" meetings, in which a contractor
meets with a representative from each department.
City Council Agenda—June 7, 2013 17
Director Saeki advised it is part of the upcoming Economic Development Program; the City
currently has DRC, with a representative from each department in attendance.
City Manager Livas introduced Maurina Lee, Finance Manager.
Ms. Lee advised that the proposed FY 2013-2014 budget is $2.6 million, down by 8%from
$3.8 million in FY 2012-2013, mainly due to reductions in Los Angeles County administration
fees for property tax collections. $396,000 for equipment purchase is included for phone system
and city-wide computer work station upgrade and staffing levels remains the same. The budget
consists of$1.6 million for Administration, $1.3 million for Accounting, $500,000 for Information
Technology, and $396,000 for equipment purchases. Ms. Lee reviewed the goals for the
department: continue to receive the Financial Reporting Award, apply for Budget Presentation
Award from the Government Finance Officers Association, and implement automatic payment
transaction process. Some of the challenges include the vacancy of four positions within the
Department. The budget contains a request to reclassify two positions to a higher pay range in
order to attract qualified candidates. In order to run daily operations more efficiently and
effectively, the Department would like to replace city-wide work stations, servers, email server,
telephone system, business license modules and applications.
Mayor Guerra asked when water bills can be paid via the City's website.
Director Oskoui stated this will be implemented by the end of this fiscal year; approximately 6
to 8 months.
Mayor Pro Tern Vasquez asked how much of the Information Technology budget is paid to
outside contractors.
Director Oskoui stated with the exception of 1 full-time employee, all others are outside �.
consultants.
Mayor Pro Tem Vasquez asked if the City will start integrating the cloud into operations for
the server.
Ms. Lee stated yes, part of the upgrade of the server does include the ability to use the
cloud.
Mayor Guerra thanked City Manager Livas and staff for: presenting a balanced budget,
listening to concerns and thoughts of the City Council, coming up with innovative ideas, ensuring
public safety is not hindered in any way shape or form, and, coming up with $20 million in Capital
Improvements without the use of the general fund; it is a great accomplishment. He stated
Interim Director Ghandy worked very hard and some of the indicators really show the difficulties
the City has had the last couple years.
Council Member Brossmer stated what can not waiver is the accuracy of the information. He
felt like there has been a big change and feels the numbers are accurate and feels more
comfortable moving forward.
Council Member Saab stated the regular meetings of the subcommittee are the most
valuable to make sure things are moving in the right direction and looks forward to continuing the
meetings.
City Manager Livas thanked the City Council and the Department Directors. He stated the —
support staff did a phenomenal job compiling the budget. He thanked the City Council and said
it is a big deal to have a balance budget for the second year in a row.
City Council Agenda—June 7, 2013 18
ADJOURNMENT
The meeting adjourned at 5:13 p.m.
G GUERRAH ADRIA M. JIM NE , CMC MARIO A. Mayor
City Clerk
City Council Agenda—June 7, 2013 19