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M 06-12-89TOWN OF LOS GATOS CALIFORNIA TOWN COUNCIL/PARKING AUTHORITY JUNE 12, 1989 MINUTES TOWN COUNCIL The Town Council/Parking Authority of the Town of Los Gatos met in the Council Chambers of Town Hall, 110 E. Main St., at 7:43 p.m., Monday, June 12, 1989, in adjourned regular session. ROLL CALL PRESENT: Eric D. Carlson arrived at 8:55 p.m., Robert L. Hamilton, Brent N. Ventura, and Mayor Joanne Benjamin. ABSENT: Thomas J. Ferrito. PLEDGE OF ALLEGIANCE Given by all in attendance. PROJECT 8805/PARKING ASSESSMENT DISTRICT/LOTS 4 AND 9 This item was removed from the agenda. SUPER DAY/NATIONAL FOOTBALL LEAGUE/CHAMBER OF COMMERCE/TOWN PLAZA Motion by Mr. Ventura, seconded by Mr. Hamilton, to continue this item to June 19, 1989. Carried by a vote of 3 ayes. Mr. Carlson and Mr. Ferrito were absent. SCHEDULE OF MEETINGS/TOWN COUNCIL Motion by Mr. Ventura, seconded by Mr. Hamilton, to approve the REVISED Town Council meeting schedule for fiscal year 1989-90, moving the regular July 3rd meeting to July 10th. Carried by a vote of 3 ayes. Mr. Carlson and Mr. Ferrito were absent. BUDGET HEARING OPERATING BUDGET/1989-90/COMMUNITY DEVELOPMENT BLOCK GRANT FUNDING Mayor Benjamin stated that this was the time and place duly noted for public hearing to consider the 1989-90 Operating Budget including the use of Community Development Block Grant Funding. BUDGET/GRANT FUNDING TOWN COUNCIL Mayor Benjamin's question of Council's salary of 1989-90 was explained as being less due to a short pay period but this amount appreciated with a future pay period. The budget reflects the ACTUAL cash flow. TOWN TREASURER Mr. Hamilton asked when the Town Treasurer's salary would be reviewed. Mayor Benjamin commented that the salary for Treasurer was set for four years. Mr. Hamilton asked if Government Code stipulated that the salary be reviewed yearly. Ms. Levinger suggested that the Attorney's office check the codes and report the findings to Council. TOWN ATTORNEY Mayor Benjamin asked for an explanation of the three-quarter versus two temporary half-time employees. Ms. Levinger explained the continuity of project management with one employee following through on a project versus the management complexities of two employees attempting to carry through with the responsibility of a particular duty. TOWN MANAGER Mayor Benjamin asked if the high turn over rate of personnel was being addressed. Ms. Swartfager answered that the Police Department, Maintenance Department and Building, Engineering and Planning Departments were being analyzed and restructured which reflected movement within the organization and replacement of certain functions with others. Advertisements for personnel reflected this restructuring. Mr. Hamilton asked if the printer and computer for finance was consistent with the priority list that Council had been given, and if the Treasurer was now able to have a more accurate financial forecast for timely financial investments. Ms. Swartfager answered in the affirmative and stated that the goal was to assist the Treasurer with a financial forecast. INFORMATION SYSTEMS SERVICES Mr. Ventura asked that the duties of the position be defined. Ms. Swartfager explained that the present intern filling the position had performed all levels of duties involving computers. Training of staff on the new equipment, and planning programs with management on the complexities of the proposed new system have all been professionally handled. This position is now open for recruitment and the incumbent will also be applying. Additionally, the position requires technical knowledge of the physical installation of the system and daily assistance with mechanical problems and questions from staff as education progresses within the Town. Ms. Swartfager explained the need for this position to be filled for at least five to six years until the new computer program is fully operational. PLANING DEPARTMENT Mr. Hamilton requested comment on the problems arising in the notices going out in a timely fashion, and inquired into the possibility of the Clerk administering the notices for Council's public hearings. Mr. Bowman replied that the mailing lists, printing equipment, and typing pool were physically within the Planning Department's Office and it would be extremely awkward for the Clerk to administer this duty in an economical manner for the Town at this time. The two offices work in cooperation to distribute the notices and there have been few problems with this system, although in operation for only one year. Mr. Hamilton requested an explanation of the revised Noise Ordinance special project. Mr. Bowman explained the need for analysis of the number of noise complaints filed with the Town each year and a method of addressing these complaints which would alleviate the noise problem in the most appropriate manner within various segments of the community. Chief Todd spoke to the ambient noise level study that is proposed for use within the Town and the need for this study in order to establish an enforceable policy which will allow for abatement of the problem. BUILDING DEPARTMENT Mr. Ventura inquired as to the appointment of a new Building Director, and Plan Checker. Ms. Swartfager stated that the one appointment should be completed by August and that plan checking is being covered by a service until an appointment is made. Mr. Ventura asked that citizen complaints not relating to code compliance be addressed and that performance indicators for same be used under Plan Check Program and Field Inspections Program. ENGINEERING DEPARTMENT Mayor Benjamin asked about the need for a blueprint machine. Ms. Fischer expressed the need for this equipment, explaining the time and money saved over time and the generation of revenue by the purchase of blueprints by the public. Mayor Benjamin requested an explanation of the Traffic Flow Map update feeling that the Town could use the current figures recorded by the Traffic Authority to offset the cost of a full study in order to address the road improvement project in order to prioritize the repair schedule. Mr. Ventura requested citizen complaints not relating to code compliance be addressed and that performance indicators for same be used for counter service and Field Inspection Program. POLICE DEPARTMENT Mayor Benjamin requested information regarding the need for the closed circuit TV systems and door alarm. Chief Todd explained that the Police Department has constituents coming to the facility 24 hours a day and at present they have to stand outside the facility and wait for a Police Officer to return from the field to address their needs. This equipment will allow the dispatcher the opportunity to assist the individual with his problem. Mr. Ventura asked for an explanation of the fees charged by Santa Clara County Contractural Services. Chief Tood mentioned an audit request on these charges and that Santa Clara County is the only county charging for these services at this time. Every other county has the Sheriff's Department or the State Crime Laboratory handle these services at no charge. Mayor Benjamin asked that the word INDICATORS used throughout the Police report be changed to OBJECTIVES. LIBRARY DEPARTMENT Mayor Benjamin requested that the performance indicators under Reference and those under Adult Services/References be reflected on both pages in the final adopted budget. Mr. Ventura expressed a concern over the loss of out of date books which might be considered valuable research material. Ms. Murray explained that the Library preserved those books which were still viable reference material and will be using these items in the historic reference room of the new library. Mr. Carlson asked about the indicators that did not have any targets and expressed the desire to see this information repeated throughout the report and to be submitted to Council by the following day. Mayor Benjamin requested an indicator to be added that tracks those books requested but never found by staff. GENERAL TOWN ADMINISTRATION BUSINESS PERSON'S GUIDE TO LOS GATOS Council felt project was appropriate for funding and expressed that view to members of the audience who were there for this issue. PARKS, FORESTRY AND MAINTENANCE SERVICES DEPARTMENT Mr. Carlson asked if the Town was still going to run the Recycling Center even though the curbside recycling program would be in effect. Ms. Swartfager expressed the need of certain materials to still be accepted at the center that will not be picked up at the curb. Some of these materials are scrap metal, motor oil, bulk cardboard and others. Mr. Bryant stated that the program can be adjusted based on need. Mr. Carlson asked if the maintenance of fields was still going to be offset by the school's services. Reply was affirmative. Mr.Ventura asked what was being done to conserve water. Mr. Bryant answered that the Department had decreased consumption by 25% Mayor Benjamin requested a monetary estimate of the cost for the School District Playground Safety Program in terms of staff time utilized for the project. Mr. Bryant requests that Council write to CalTrans requesting assistance with Saratoga Avenue and Los Gatos Creek Trail projects. Mr.Bryant requests that Council write to CalTrans requesting assistance with Saratoga Avenue and Los Gatos Creek Trail projects. Mr. Bryant explained to Council the street tree planting project and in the face of the drought how the department had cut the project one third thereby decreasing water consumption. Mr. Carlson asked if sidewalks, streets and gutters could be in the program. Mr.Bryant said that these items are compatible within the system and can track sidewalk damage as it related to streets and gutter repair. Mr. Bryant explained the need for new equipment and its cost effectiveness over time. Mr. Bryant explained that the sewer lines are being studied in a cooperative effort with West Valley Sanitation District where the main lines and lateral lines are being assessed in order to have a better picture of the condition of the Town's needs. The Town has over 85 miles of sanitary sewer which need constant supervision but do seem under control at this time. COMMUNITY SERVICES Mayor Benjamin spoke in favor of implementation of household hazardous waste program in conjunction with other West Valley cities. Mayor Benjamin asked for information regarding the community survey and the additional cost that is anticipated for its implementation. Mr. Carlson questioned the cost. Mr. Ventura would like to keep it in the budget but withhold the appropriation until we get a specific report done and see if another avenue is available for volunteer participation in the project. The anticipated cost to the Town would then be under $2,000. Mr. Ventura asked about CDBG funds and where they are reflected in the Budget. Ms. Falkner stated that there is approximately $500,000.00 outstanding in loans provided and a little over $200,000.00 available for use. These figures are not reflected in the preliminary operating budget at this time. Mayor Benjamin asked about the 415 targeted trip request denials within the Transit assist Program, and it was pointed out that this indicator was used in the anticipation of fewer volunteers being available, but as it turned out volunteers were found. Mr. Carlson requested information regarding the Downtown Parking Program and suggested that the fund show a liability of an amount that the program will owe the Town. TOWN MANAGEMENT Mr. Carlson asked that performance indicators within the Information Systems Services reflect the amount of training within departments and track accomplishments and reflect goals. TOWN CLERK Mr. Carlson stated that the Town Clerk's Office should not have a study done but that the new computers, printer and indexing program should be analyzed by the department and performance indicators developed for the office. The request by Ms. Cosgrove for a quarter person was considered and $5,460 was placed in the General Town Administration Fund for consideration during salary negotiation at which time office performance indicators will be submitted. Motion for consensus by Mr. Carlson, seconded by Mr. Hamilton, to establish the Community Survey at $2,500.00. Carried by a vote of 3 ayes. Mr. Ventura voted no. Mr. Ferrito was absent. Motion for consensus by Mr. Carlson, seconded by Mr. Hamilton, to delete the study of the Clerk's Office from the Budget. Carried by a vote of 4 ayes. Mr. Ferrito was absent. Motion for consensus by Mayor Benjamin, seconded by Mr. Ventura, to set aside $5,460.00 in the GTA for later appropriation for a quarter person in the Clerk's Office to be considered during the normal evaluation session of the Clerk's salary and office needs assessment to be documented with performance indicators. Carried by a vote of 4 ayes. Mr. Ferrito absent. A request was made by Mr. Carlson to see substantially more performance indicators showing how productivity is increasing and economies are being made due to the new phone system and computer acquisitions. Ms. Swartfager stated that these things were occurring and an effort would be made to have them reflect more clearly in the future. ADJOURNMENT Motion by Mr. Carlson, seconded by Mr. Ventura, made at 11:00 p.m., to continue this meeting to June 13, 1989, at 7:30 p.m. in the Council Chambers. Carried by a vote of 4 ayes. Mr. Ferrito was absent. ATTEST: MARIAN V. COSGROVE TOWN CLERK