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HomeMy WebLinkAboutMinutes - Minutes - City Council - Meeting Date: 4/18/2000 *PLEASE NOTE: Since the Glendale City Council does not take formal action at the Workshops, Workshop minutes are not approved by the City Council. MINUTES GLENDALE CITY COUNCIL BUDGET WORKSHOP SESSION COUNCIL CHAMBERS - WORKSHOP ROOM 5850 West Glendale Avenue April 18, 2000 8:30 a.m. PRESENT: Mayor Scruggs, Vice Mayor Eggleston, and Councilmembers Goulet, Lieberman, Martinez, and Samaniego ABSENT: Councilmember McAllister ALSO PRESENT: Martin Vanacour, City Manager; Ed Beasley, Assistant City Manager; Peter Van Haren, City Attorney; and Pamela Oliveira, City Clerk. FISCAL YEAR 2000-01 BUDGET PROCESS CITY STAFF PRESENTING THIS ITEM: Mr. Ed Beasley, Assistant City Manager, Mr. Charlie McClendon, Budget Director; Ms. Paula Ilardo, Director of Marketing/Communications; Mr. Jim Scott, Civic Center Manager; Ms. La Verne Parker- Diggs, Human Resources Director; Mr. Don Anderson, Organization Development Coordinator; Mr. Stuart Kent, Senior Management Assistant; Mr. Art Lynch, Finance Director; Ms. Rodeane Widom, Library Director; Mr. David Dobrotka, Police Chief; Mr. Randy Henderlite, Police Captain — Neighborhood Patrol — Central; and Mr. John Dempsey, Police Lieutenant — Criminal Investigations. This was the fourth of the scheduled City Council workshops to review the Fiscal Year 2000-01 Annual Budget. At this meeting, the Council reviewed the budgets of the departments within the Administrative Services Group and the Police Department. Highlights of these issues included discussion of additional police officer positions and detention officers in the Police Department, costs to operate a new Tourism Visitor Center and technology improvements to improve efficiency and productivity in the Administrative Services Group. The first step in the Fiscal Year 2000-01 Budget Process was the City Council Goal- Setting Retreat held in November of 1999. The Council came away from this meeting with goals that included projects such as Freeway Sound Walls, Paradise Storm Drain Completion, West Area Plan Update and Street Landscaping improvements. In addition to these infrastructure goals, the Council also approved 18 new police officers positions to maintain the current levels of public safety within the City of Glendale. The City Manager reviewed the budget requests of all departments and prepared a balanced budget for presentation to the City Council. The Council approved the Capital Improvement Plan (CIP) at its March 7, 2000 Workshop. The budget for the Fiscal Year 2000-01 CIP is $51,926,874. This includes $25,182,000 For Water/Sewer, $10,910,000 for Streets, $3,050,000 for Flood Control, $2,715,000 for Airport, $1,460,000 for Landfill, $1,420,000 for Parks & Open Space/Trails, and $1 ,000,000 for Economic Development. The first City Council budget workshop was held on March 28, 2000 and included discussion of the Landfill, Sanitation, and Fund 16 department budgets. The second City Council budget workshop was held on April 4, 2000 and included discussion of the Appointed Officials Group, the City Managers Group, and the Community Development Group. The third City Council budget workshop was held on April 11, 2000, and included discussion of the Fire Department and the departments within the Public Works Group, which included Utilities, Public Works Administration, Field Operations and Parks and Recreation. Public meeting notices will be posted in the same manner as regular Council workshops. The City Council reviewed the Fiscal Year 2000-01 budget at workshops throughout the months of March and April of 2000. The recommendations made at these workshops directed staff in preparing for final City Council budget review and adoption in June of 2000. The recommendation was to review the Fiscal Year 2000-01 Proposed Annual Budget for the Police Department and the Administrative Services Group. ADMINISTRATIVE SERVICES Marketing/Communications Department Mr. Ed Beasley stated that the mission of Administrative Services is to provide quality service for internal customers and assistance consistent with City Council goals and objectives. He noted that the base budget for Administrative Services Administration is $313,872, with a carryover of $9,887 and no supplemental requests. Ms. Paula Ilardo presented the Marketing/Communications Department budget. She explained that this Department oversees all of the City's printed, televised, electronic and graphics communications with the citizens, news media, employees and various other markets. She pointed out that the City also runs all of the big signature special events, implements a comprehensive tourism program and operates the new Civic Center. She stated that the base budget for the department is $3,855,774, with no 2 carryover and supplementals of $202,999. She highlighted the supplementals, which include Electrical Costs ($38,765) and an Electronic Sign ($40,000). Councilmember Lieberman asked how big the reader panel would be on the sign. Ms. Ilardo explained that, since they are guided by the City's sign ordinance, it could not be a moving sign. Mr. Jim Scott stated that they did not have any drawings of the sign to show the Council. Councilmember Lieberman stated that signs can only be 10 feet high. Ms. Ilardo said they would comply with the sign code. Councilmember Martinez asked why the sign was needed. Ms. Ilardo explained that the sign was necessary to prevent a-frame signs from appearing in order to announce the events going on at the Civic Center. She stated that the sign would not be like the sign at the Civic Plaza in Phoenix. Mayor Scruggs noted that there are a lot of uses for the Civic Center, one of which would be people renting space because it is a nice, non-commercial, building. She explained that she often attends meetings at the Biltmore and they do not have signs advertising coming attractions. Councilmember Goulet stated that he would not want to see a movie marquee or anything on a pole 10 feet in the air. Ms. Ilardo said that the design would be tasteful and they would bring the design back to the Council for its review. Mayor Scruggs stated that if the sign was not tasteful, the Council would not approve it. Councilmember Samaniego agreed with Councilmember Martinez and Mayor Scruggs. Councilmember Lieberman disagreed. He stated that he had seen signs at the Biltmore guiding people to an event and he believed it was fair to advertise to the general public what was happening at the Civic Center. He said that he was in favor of a sign that complies with the Glendale Sign Ordinance. Ms. Ilardo restated that they would bring this matter back to the Council. She explained that the sign would be located in front of the Civic Center, at an angle so that it could be seen from Glenn Drive or when pulling into the Civic Center. She noted that it would only be readable when driving east. Mayor Scruggs expressed the concern of the majority of the Council, explaining that people make a decision to attend an event based on something they have received in the mail, an organization they belong to, or other advertisement. She stated that they need to make sure they can find the building, not advertised coming events. Councilmember Martinez asked if the bookings were still coming in at the same rate. Mr. Jim Scott replied that the bookings had slowed down somewhat; however, he believed it was due to the usual summer downturn. 3 Mayor Scruggs asked if the 101 bookings included those that had not as yet occurred. Mr. Scott explained that the 101 bookings were those that had occurred through the end of March. Mayor Scruggs asked how that compared with their projections. Mr. Scott stated that they were somewhat ahead of the projections. Mayor Scruggs asked if they had addressed the exterior lighting for the Garden Court. Mr. Scott explained that they would not be able to have nighttime events in the courtyard until the lighting was improved. Ms. Ilardo agreed that there was a problem with the courtyard lighting. She explained that they were going to meet with a lighting consultant to obtain advice and would come back to the Council with recommendations. Mayor Scruggs asked if the architect had used a lighting consultant. Ms. Ilardo responded by saying yes. She noted that it did not turn out the way the consultant had thought. Ms. Ilardo highlighted the other supplementals, including the Catlin Court Glitter Lights ($25,000) to repair damage caused by vandalism; and Internet Technology Improvements ($41,875) which would provide for faster hardware, a larger screen, training, and software. She explained that the City's Webmaster was spending over 70% of his time updating the pages they already have. She stated that it was easier for the people in the departments to update their own pages. She added that the people in those departments would need the software and training. She explained that the Webmaster would be the editor and would need to give his approval before the updates went online. Mayor Scruggs thanked the people involved in the Web site. She noted that she refers citizens to the site every day. She stated that the Web site enables and empowers the citizens. She urged every department to do its utmost to keep the information updated and to encourage citizens to utilize the site. Ms. Ilardo reviewed the next supplemental for the Tourism Center ($81,602). She explained that they hoped to provide a place for events and shopping. She stated that part of the cost would provide assistance, allowing the center to stay open on weekends and some evenings. She stated that it would also provide for signage on the building, inventory start-up for a gift shop and extra promotional materials. Councilmember Lieberman questioned whether $27,920 was adequate. Ms. Ilardo explained that the remodel costs were included in the Capital Plan and that most of the supplemental costs were for furniture, office equipment, etc. Councilmember Lieberman stated that he still did not believe it was enough. Ms. Ilardo noted that they have $5,000 for display and brochure racks. Mayor Scruggs stated that this was where they needed signage. She explained that this was where people should go to find out what was happening downtown and at the Civic Center. Ms. Ilardo stated that she would investigate the signage. Mayor Scruggs suggested that they add more money, if necessary, so that it could be a real tourism 4 center. Mr. McClendon stated that there was the possibility of using some of the capital money for signage. Mr. Beasley explained that they were in the process of selecting an architect and, during that process, they would bring back both the signage and basic layout choices for the Council's review. He stated that, at that time, they would have the ability to add more if necessary. Mayor Scruggs stated that, if the City could establish in people's minds that it has a Tourism Center and where it is located, a lot of goals could be accomplished. Ms. Ilardo stated that they would bring this matter back to the Council if they did not have enough money in the budget. Vice Mayor Eggleston agreed that the signage for the tourism center was important and should be very visible. Ms. Ilardo reviewed the final supplemental for Marketing - the Hispanic Cultural Festival ($54,522). She explained that this would provide for a temporary person to work on this project, as well as increased advertising for the event. Human Resources Ms. Parker-Diggs reviewed the Human Resources Department responsibilities, which include attracting and retaining qualified individuals, training, as well as reviewing organizational leadership and quality of life issues. She stated that the base budget for the department is $2,903,068, with a $649,510 carryover and $663,037 in supplementals. She noted that they have a total of $178,416 in ongoing costs and $484,621 in one-time costs. She explained that the Conversion of Temporary Employees ($148,416) would allow temporary employees who have been with the City for more than two years, or are in positions performing functions that are permanent in nature, to be converted to full-time employees. Councilmember Martinez asked for an explanation of the internal consultant. Ms. Parker-Diggs replied that the Human Resources Department considers itself to be an internal consultant and it looks for more creative ways of providing services to its customers. Councilmember Martinez asked what modified duty meant. Ms. Parker-Diggs explained that the program helps employees who have incurred an injury on the job and are released to return to work, but not to their previous work, find positions that will not cause further injury. Ms. Parker-Diggs reviewed the Comprehensive Compensation Study supplemental ($250,000), which will update the City's compensation system and the Leadership Development supplemental ($25,000), which will provide continuous development of leadership skills. 5 Councilmember Martinez asked how they identified future leaders. Ms. Parker-Diggs explained that they provide opportunities for all employees who want to participate in any of the City's programs. Mayor Scruggs asked how much history the program had. Mr. Don Anderson stated that it had a five-months history. He explained that they want to develop a program that will identify the next generation of leaders and attract people from the outside who could bring in new ideas. He stated that the program would look at the skills needed to meet future challenges and proactively train leaders to manage those challenges. He noted that the market was very competitive and said that this would show new employees that the City was concerned with developing leaders within the organization. He stated that he was recommending they develop a leadership roundtable to identify who would get into the program and the type of curriculum that would be offered. Councilmember Martinez expressed his opinion that the program needs to be made available to everyone. Mr. Beasley noted that the status of one's position does not determine leadership and that the program would involve all levels. Councilmember Samaniego expressed his concerns regarding diversity. He explained that the City had hired a consultant to look at diversity in the City and found that the bottom rung of the City employee structure was full of minorities. He said that the City needed to encompass and embrace diversity of minorities and women for management and leadership positions. Ms. Parker-Diggs stated that they were making a concerted effort to reach out to all communities and that diversity was a component of the program. Mayor Scruggs stated that, although they all share that same concern, she did not want to leave the impression that this issue had not been addressed seriously by senior management. She noted that the Council has diversity. She said that, while diversity needs to continue, the City has always worked to reflect the community in its workforce. She asked if, once someone gets into the leadership program, they are there forever or if it could be determined later that they do not necessarily belong there. Mr. Anderson stated that usually the individual persons make that decision themselves. He suggested that the mentoring process, which is part of the program, might facilitate people in making that decision. Mayor Scruggs noted that, in the past, there has been an unwillingness to admit that an error was made. She stated that she was encouraged to hear that they would not totally disregard outside resources. Vice Mayor Eggleston asked if other cities had similar programs. Mr. Anderson stated that the cities of Tucson and Scottsdale have committed to similar programs. He added that, regardless of whether other cities do or do not have similar programs, the Council needs to look at what is important to the City of Glendale. 6 Councilmember Samaniego noted that this was a tremendous tool in the private sector and he stated that he was happy that the City of Glendale was utilizing it. Mayor Scruggs said that it would help the City retain and improve excellent employees, while looking for others who may come from outside the City. Mayor Scruggs asked for an update on what they had been doing with regard to the other program the Council had authorized. Mr. Anderson explained that he had spent a lot of time on the climate survey and put together 18 seminars. He stated that he is a resource for assisting the City in shifting the responsibility for career development to the employees. He noted that he has 23 additional classes scheduled. Mayor Scruggs noted that spelling and the structure of the English language have disappeared in terms of business writing. She asked what they were doing, specifically in terms of business writing and communication skills. Mr. Anderson stated that he had asked AGTS (Arizona Governmental Training Service) to spend time understanding the specific needs of the City of Glendale. He explained that he had students send typical documents to the instructor and that the instructor then used those documents in class. He noted that Mr. Stuart Kent spoke to the instructor as to what needs to be done to prepare people for better communications. He stated that this would also be part of the leadership program. Mayor Scruggs noted that, aside from the technical aspects of business writing, there was a need to reflect sincerity when writing to citizens so that the citizens feel valued. Councilmember Martinez stated that he was pleased with what he had heard. Ms. Parker-Diggs noted that 151 employees have been involved in Mr. Anderson's programs. Ms. Parker-Diggs reviewed the Employee Development supplemental ($159,621). Mayor Scruggs asked if the Council was included in the 360-Degree Feedback and Measurement System. Mr. Anderson stated that he had not considered the Council and the purpose of the feedback was for performance planning and to help people develop and grow. He stated that the best source for evaluation is the people an employee works with on a day-to-day basis. Mayor Scruggs stated that they are in a public business and many times how a staff person interacts with the public affects the Council's future tremendously. She said that this should also be an indicator as to who they identify as future leaders. She stated that a management problem exists when, instead of taking the information and helping the employees identify where they need further work, they use it to penalize the employees. Mr. Anderson stated that his goal was to use it as a developmental tool and to help people grow, if they chose to do so. Ms. Parker-Diggs noted that the Performance Appraisal process does hold individuals accountable and responsible. It points out areas in which they need to improve. She stated that there might be certain conditions under which it would be appropriate to have the Councilmembers involved. Mayor Scruggs said that having the manager include how the employee interacts with public officials in the employee's review leaves it subject to someone else's prejudices, opinions and biases. She stated that the 360-degree evaluation allows a person to read what is being said about him/her. Mr. Beasley noted that this was a proposal for what the future work program would be. He suggested that they evaluate with the Council cases where there is interaction with the public to determine if the Council should have input. Councilmember Lieberman stated that the program was great and he liked the 360- degree evaluation. He stated, however, that he did not want to be involved in the details. Mayor Scruggs stated that they did not need to bring the plan back. Finance Mr. Lynch stated that the role of the Finance Department was to try to help citizens turn ideas and dreams into reality by using available resources. He stated that this is done by ensuring the availability of the money, being able to acquire the money, and productively using that money. He said that many of the ideas that the Council had come up with have been instrumental in helping the City address major projects that they had not addressed in the past. He reviewed some of the key functions and activities of the Finance Department. He stated that they have a $244,000,000 budget, with a $91,412 carryover and $19,818 in supplementals. He explained that the first supplemental was for Additional Professional Development ($1 ,500), which will allow for additional training in advanced technologies and how to anticipate and stay ahead of changes in administrative functions in the private sector. He stated that the second supplemental was for the Part-Time Secretary for Payroll ($18,318) who will support the Optical Imaging System Operations in the Payroll area. Councilmember Samaniego commented on the great job that Mr. Lynch had done. In response to Councilmember Martinez' request, Mr. Lynch explained that, when they go out to implement a bond program, the rating agencies evaluate them. He noted that the City's present rating with Moody's is AA2. Councilmember Martinez stated that the public needs to be made aware of this excellent rating. Mr. Lynch noted that there is only one city in the United States with a higher rating. 8 Information Systems Mr. McClendon reviewed the accomplishments of the Information Systems Department. He stated that the base budget for the department is $3.8 million, with no carryover and $272,500 in supplementals. He noted that there is $165,500 in ongoing and $107,000 in one-time supplementals. He explained that the first supplemental was a request for Additional Professional Development ($60,000), which will provide training on new products and releases in the industry. He noted that in order for employees of the Information Systems Department to receive annual increases they must demonstrate that they have taken increased training. Councilmember Martinez asked if the cost of the classes, $500 per day, was per individual. Mr. McClendon answered in the affirmative. He noted that sometimes they are able to get a discount if they send more than one person to a class. Mr. McClendon reviewed the PeopleSoft Consulting supplemental ($50,000), explaining that they had installed the basic components of the system and it is functioning very well. He stated, however, that some of the peripheral parts of PeopleSoft have not yet been installed because of the tremendous amount of time and effort it takes to keep the basic Human Resources, Accounting and Payroll general ledgers going. He explained that this supplemental will allow them to have the accounts receivable and billing modules and the asset management module installed. He stated that they also hoped to eliminate some duplicate entry throughout the City. Vice Mayor Eggleston asked if additional training would be required. Mr. McClendon answered in the affirmative. He added that outside experts would be used to do the training. Vice Mayor Eggleston asked for confirmation that the system was available, but not yet installed. Mr. McClendon stated that this was correct. He said that the Human Resources, Finance and Budget Departments have received most of the benefit from this system. He stated that automating and eliminating the duplicate entry helps control the need for additional staff. Mr. McClendon highlighted the next supplemental for PeopleSoft Upgrades ($100,000). He expressed his opinion that it was in the City's best interest to send the upgrade to the PeopleSoft lab because it saves a considerable amount of staff's time. Mr. McClendon highlighted the Citywide Internet Connection supplemental ($62,500), explaining that they have been working off of a County system, but with the increased traffic on their site they need to be able to provide a better, faster;, more reliable connection. Councilmember Goulet asked when the connection with the County system would terminate and if they were ready for the transition. Mr. McClendon offered to find out the date. He stated that they would be ready if the supplemental was approved. 9 Budget Research Mr. McClendon stated that they have five divisions, Budget Office, Purchasing Office, Warehouse, Risk Management and Grants Administration. He noted that their base budget is $2.8 million, with $63,266 in carryover and supplemental requests of $131,666. He highlighted accomplishments and services provided by the different divisions. He stated that the first supplemental was for the Web-Based Budget Input System ($15,000). He explained that this system would take the existing budget model and transform it into a system that would be faster, more stable and would allow access to all users with an Internet connection. He stated that the second supplemental was for a Senior Budget Analyst ($63,979), who would assume responsibility for all revenue and rate forecasting for the City. He stated that the analyst would manage the development of revenue forecasts, both long and short-range, for all City funds, and manage the rate development and approval processes and all related functions. Vice Mayor Eggleston asked for clarification of what the person's responsibilities would be. Mr. McClendon stated that the Budget Office was responsible for revenues and has monitored revenues in all areas; however, personnel in the Enterprise Funds have primarily done the rate setting functions. He stated that analysis done on the General Fund could have an effect the Enterprise Fund expenses. Mayor Scruggs noted that decisions made on the General Fund side can cause the Enterprise Funds to require rate increases. Mr. McClendon stated that they were also asking for a Management Assistant - Grants Office ($52,687) who would assist City departments in grant resource research, including Internet searches, maintaining the grants database, providing technical assistance, writing grant applications, and general monitoring of grant contract compliance. Councilmember Martinez asked if the grants would enable the City to pay for this position. Mr. McClendon stated that many grants do allow you to charge off a portion of administrative costs to the grant and, where appropriate, they will do so. He stated that, sometimes, the grant will rank higher if you choose not to take the administrative write- off. He explained that they are sometimes better off not taking the administrative write- off and applying all of the grant money directly to the service. Councilmember Samaniego stated that he was happy to see the additional investment and believed it would pay off. He expressed his opinion that this was a great investment. Councilmember Martinez asked what had happened to the funds that were going to be made available for "red light running". Mr. McClendon stated that he did not have information on that issue, but he offered to find out. Councilmember Lieberman expressed his support for the Grants Management Assistant. 10 The meeting was recessed for a short break. Library Ms. Widom stated that this has been a wonderful year for the Library. She explained that the Library's goal is to provide efficient, friendly service and to strive to meet the informational, recreational and educational needs of the community. She highlighted accomplishments and services offered during the past year. She stated that the Library has a base budget of $6.8 million, with $11 ,702 in carryover and $173,822 in supplementals. She explained that the supplementals include a Security Contract Increase ($4,290), and the Community Outreach Programs ($10,000), which will include an outreach program for first graders and the inclusion of Library Events in the Park's and Recreation Magazine. She stated that the other supplemental was for the Replacement of Furnishings and Wall Coverings for the Main Library ($159,532). She pointed out that the Main Library has been open for 13 years. She explained that this cost was based on real estimates obtained for the Foothills Branch and their ability to piggyback onto some of the State contracts. Vice Mayor Eggleston asked if the Main Library had experienced any relief since the opening of the Foothills Branch. Ms. Widom replied by stating that people use both of the branches. She explained that the programming at the Foothills Branch complements what is being done at the Main Library. She noted that the Glendale Community College (GCC) library is under construction and, therefore, the Main Library has experienced more use by GCC students. She stated that, rather than diminishing use at the Main Library, opening the additional branch stimulated more interest in the library and its programming. Councilmember Martinez asked if the drive-up window was getting the use that had been anticipated. Ms. Widom stated that, although they did not know what to anticipate, 5,060 people have used the window to check out 7,725 items since July 22, 1999. She stated that the library patrons have indicated they like the drive-up window and the Library has not received one complaint. Councilmember Martinez asked if the open space in the Main Library could be better utilized. Ms. Widom explained that this was created to serve as an air-conditioned buffer. She explained that it also allows them to lock the doors and still accommodate events that extend beyond business hours. Councilmember Martinez said that he was talking about the area inside the lobby. Ms. Widom agreed that there was a lot of space and noted that they had attempted to fill the area with paperbacks. She explained that they have to utilize the space within the limits of the Americans with Disability Act. 11 NON-DEPARTMENTAL Mr. McClendon explained that Non-Departmental is where they place items that do not belong to any one department. He stated that many of the Citywide memberships, contracts with other levels of government for services and agreements with outside agencies to provide services go through Non-Departmental. He stated that the base budget is $3.8 million, with a carryover of $12,000 and supplementals of $573,786. He explained that the first supplemental was for Cable Diversity Programming ($5,946), which they hope to use to create 46 programs to provide information to citizens with regard to cultural diversity within the City of Glendale. He reviewed the second supplemental, Security Committee and Threat Assessment Team Funding ($15,000), which would allow the committee to continue its operations. He explained that they provide awareness training regarding workplace violence, review security measures for individual departments within the City and provide training materials, handouts and other supplies. Mr. McClendon explained that the next supplemental was for a Deputy City Manager ($144,446). Dr. Vanacour stated that the City is recognized as a leader in neighborhood development and, through this position, they hope to focus on the communication link between the Mayor, City Council, departments and neighborhoods Councilmember Martinez asked what functions would be performed under this position. Dr. Vanacour stated that, although he had not yet created the official job description, he foresaw it as encompassing all of the neighborhood activities, including Neighborhood Partnership, the Neighborhood Services Department, the Library Department, and Parks and Recreation. Councilmember Martinez asked for an explanation of Neighborhood Services. Mr. Reedy explained that Neighborhood Services includes housing, neighborhood revitalization and code compliance. Mayor Scruggs noted that Parks and Recreation is a huge department and, if it is placed under this new position, another department must be getting smaller. Dr. Vanacour stated that he would be looking at rotating the departments to even things out and to place emphasis on important areas. He stated that he would come back to the Council before the move was made. Mr. McClendon explained that the next supplemental was for a Glendale Community Council Operating Increase ($6,000) and that the next supplemental was for Central Arizona Shelter Services (CASS) ($5,275) for providing services to homeless people. Dr. Vanacour explained that he was recommending the additional increase because the CASS Center was experiencing difficult times and had some very strong short-term needs. He stated that this not only keeps the City from having to build a shelter, but it is a major regional issue. 12 Mayor Scruggs stated that she supported this request and noted that, with the increase in employment, those left homeless have special needs and may never be integrated back into neighborhoods. She commented that a lot of it has to do with the lack of adequate mental health facilities provided by the State. Mr. McClendon reviewed the Sahuaro Ranch Foundation supplemental ($62,250), noting that it will be used to provide staffing so that the historic area can be open on a regular, predictable basis, to restore the corrals and create the static and interactive displays in the milk house, tack house and blacksmith shop. Councilmember Lieberman inquired about the City Hall/Justice Court Remodel Lease Payment ($287,000). Mr. McClendon noted that the Sine building would open in approximately two weeks and many departments would move their offices to that building. He stated that this would create vacant space in City Hall and that a space study was underway. He stated that it also provides funding for remodeling of the Justice Court building, as well as electricity and janitorial services for whoever goes into those spaces. Councilmember Lieberman suggested that some of the courtroom activities could move to the Justice Court building. Mr. McClendon assured Councilmember Lieberman that all possible uses for the space, in both the Justice Court building and City Hall, were being considered. POLICE DEPARTMENT Mr. Dobrotka reviewed comparative data from 1998 and 1999. He noted that, although total calls decreased in 1999, calls to 911 had increased. He explained that, although approximately 10,000 calls to 911 are accidental, there was still an 11% increase in true emergency calls. Councilmember Samaniego asked how calls to 911 identify where the call is coming from when the call is made from a cell phone. Mr. Brent Ackzen, Manager of Police Support Services, explained that it comes up as no record and the callers have to identify who they are and where they are located. Vice Mayor Eggleston asked if they receive numerous calls for one incident because of the number of people with cell phones. Mr. Ackzen stated that numerous people do call and they advise them that they had already received calls regarding the incident. He stated that those calls are included in the number of incoming 911 calls. Councilmember Martinez stated that it was difficult to relate the number of 911 calls with a decrease in total police calls. Mr. Dobrotka explained that the percentage of times people pick up the phone and really need something has increased. He stated that, although there are fewer phone calls into communications, the seriousness of those calls has increased. Mr. Ackzen stated that the number of calls received has to do with call management within the department. He explained that a lot of the calls that 13 used to go through a communications center to get to the Investigations Bureau and are now going directly to that Bureau. Mayor Scruggs noted that they were doing a lot of things differently, such as leaving pager numbers. Mr. Dobrotka agreed with Mayor Scruggs. Mr. Dobrotka stated that the base budget for the Police Department is $30 million, with an anticipated carryover of $182,835 and supplemental requests totaling $998,621. Mr. Dobrotka explained the Juvenile Accountability Block Grant Police Officer supplemental ($0) which will result in a police officer and Juvenile Probation Officer being assigned to Landmark Middle School and allow them to take advantage of the grant opportunities through the Governor's Office. Councilmember Martinez asked if this would only be for this year. Mr. Dobrotka replied by saying that it is a multiple-year grant and when it runs out, money will be in the base budget. Mr. Dobrotka reviewed another supplemental for 18 Sworn Officers ($300,452). He explained that the total cost for the additional officers is $910,178, of which the grant covers $609,726. Mayor Scruggs asked how many positions were in the whole grant pipeline and what it would amount to annually if the City had to pick it all up right away. Mr. McClendon stated that he believed there were 53 positions in the Police Department, with a total value of over $4 million. Mr. Dobrotka reviewed the Fund 02 supplementals including the Detention Officers ($73,272), which will help handle the increased workload from the 18 new officers and the Blood Draw Analysis ($12,000). Councilmember Goulet asked what would happen if a person said no to a request to draw blood. Mr. Dobrotka stated that it was viewed the same way as refusing a breath test and that there was a presumption they were operating the vehicle under the influence. He noted that, in some circumstances, it might be necessary to go to court for a search warrant. Councilmember Lieberman asked if they would take the person to a hospital or have specially trained people do it. Mr. Dobrotka stated that initially they would use a professional phlebotomist. He noted that the City of Mesa uses police officers who are trained as phlebotomists. He said that he would explore this possibility further. Councilmember Lieberman asked if they could use the emergency medical technicians (EMT's). Mr. Dobrotka stated that they could also explore that possibility. Mr. Dobrotka highlighted the New Vehicles supplemental ($419,290) for the purchase of vehicles for the new officers being hired. 14 Mayor Scruggs asked about the increase in the lease rate for the Northwest Valley Advocacy Center and the request for a security system. Mr. Dobrotka explained that, at the time the supplemental was requested for the increase in rent, they were attempting to negotiate a move to a new location. He stated that the deal fell through and he withdrew the request for the supplemental. He stated that, whether they stay in the same location or move, they will still need a security system. Councilmember Lieberman asked how many cars and bikes were currently in use. Mr. Dobrotka offered to get last year's figures for Councilmember Lieberman. Mr. Dobrotka reviewed the Law Enforcement Block Grant and highlighted four of the categories. Mr. Harold Brady, Assistant City Attorney, spoke regarding the accreditation process for the Law Enforcement Block Grant. Mr. Dobrotka also spoke regarding the organizational audit. He explained that they would like to put out a Request for Proposal to have a consultant do a thorough review of the entire organization and all of the processes. He stated that the consultant would then provide recommendations as to how the department might improve. Councilmember Lieberman asked what a Metro Spike System was. Mr. Dobrotka explained that it was the device they throw in front of a vehicle during a pursuit. Vice Mayor Eggleston asked if the organizational audit would focus on particular areas of the department or if it would be all-inclusive. Mr. Dobrotka stated he would like to it be all-inclusive. Vice Mayor Eggleston asked if Mr. Dobrotka was familiar with the two organizations he was considering to do the audit. Mr. Dobrotka replied that they do that work all the time and are very well respected. Councilmember Martinez asked if speeding was still decreasing. Mr. Dobrotka stated that it has increased. He noted that, at the height of the slow down campaign, it had slowed down. Mr. Dobrotka provided a summary of the grants they had received since 1995. He reiterated the need for a person to help monitor the grants. Councilmember Samaniego encouraged Mr. Dobrotka to continue the policing they have been doing in the community. He said that speeding has been a major neighborhood concern and asked what could be done to continue that policing effort. Mr. McClendon reviewed the changes that were requested, including the immediate purchase of two cameras for the Fire Department and the addition of a van for the community center. 15 Mayor Scruggs stated that, when they started the process, she thought that they had over $1 million dollars in one-time funds remaining. Mr. McClendon explained that various supplementals have taken that down to the point where they now have $343,022. Mayor Scruggs said she thought that, after projections of what would be coming from the administrative side, the Council had over $1 million available. Mr. McClendon explained that they were projections and this is where they ended up once they got the actual requests from the departments and went through budget balancing. Mayor Scruggs noted that the downtown retailers have experienced problems with signs on the curbs and other aspects of downtown that detract from the pedestrian- friendly experience that the Council wants to establish in the area. She and Councilmember Goulet proposed that they consider how the downtown could be better presented to reflect the nature of what is going on in the area. She suggested that they put aside $250,000 of the remaining one-time money for enhancing the sidewalks in an effort to demonstrate that the problem is being addressed by the Council. Councilmember Lieberman asked if they should wait until they get the results of the consultant's recommendation as to what should be done in the downtown area. Mayor Scruggs explained that the problem was that the area was originally slated to be pedestrian oriented and has lost that feeling due to the dead trees and plants. She stated that they were not proposing that the uses be changed. Councilmember Martinez asked if this was being addressed through a change in the ordinance. He recommended that the $100,000 which was originally committed for landscaping improvements in the area south of Glendale Avenue be reinstated. Mayor Scruggs asked if that money was totally gone. Dr. Vanacour stated that there was still $100,000 in existence. Mayor Scruggs stated that she was at the meeting where they had discussed the need for the landscaping improvements. She stated that it is important for the neighborhood to know that the Council did not ignore the issue. She recommended they explain that a study was done which indicated there was not an ability to complete the landscaping for various reasons. She noted that the results had been challenged and an agreement was made for staff and the residents of the neighborhood to look for a solution together. Mr. Reedy agreed that they had looked last year, but did not find a project that fit the criteria that the Council had discussed. He noted that he had recently toured the neighborhood and they were exploring areas where they might be able to make a substantial difference. He offered to come back to the Council with recommendations in the near future. 16 Mayor Scruggs noted the importance of trust and credibility. She stated that they had received information at the time and, faced with the inability to move forward with one project, they moved some of the funds to do something else that they thought would also benefit that neighborhood. Councilmember Lieberman asked for an explanation of the proposed downtown improvements. Mr. Reedy explained that they were looking at sealing the streets, landscaping improvements, signage and so forth. Vice Mayor Eggleston pointed out that they have a huge investment in the downtown area and they need to protect that investment by maintaining, improving and adding to it. Councilmember Martinez took exception to Mr. Reedy's statement that there was no suitable project that could have been done. He stated there are a lot of projects that could have been done, including right-of-way improvements. He suggested that trees could be put in along the area, as they have been on 55th Avenue and Lamar. He said that they made an agreement to do those improvements and asked that the Council return the $100,000 so that they would have the full $200,000 available. Mayor Scruggs stated that she believed there would be enough money to do both. She noted that not everyone agreed they wanted the trees and that the City does not generally do it because it would have to be done on private property. She asked if a new policy was being developed. Mr. Reedy explained that they were currently doing a study to see what it would cost. He pointed out that the property is in the right-of-way and the responsibility of maintaining the property up to the curb belongs to the adjoining property owners. He noted that they have detached sidewalks, with no landscaping in this area. He stated that they need to look at what can be done. He said that they might be able to come to an agreement with the property owners, whereby the City puts the trees in and the property owners water them. He recommended that they look at the costs and discuss with the Council what they would philosophically like to do. Councilmember Samaniego stated that he supported both proposals. He expressed his opinion that the Council had made a continuous effort in that area and the downtown area. He suggested they work on both. Mayor Scruggs agreed. She stressed the fact that there are other ideas with regard to what should go into the area. She stated that, there is a lot of work to be done and there is consensus to return the $100,000. ADJOURNMENT The meeting was adjourned at 12:45 p.m. 17