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HomeMy WebLinkAbout1993-06-29 City Council Special MinutesCITY COUNCIL SPECIAL MEETING JUNE 29,1993 The special meeting of the City Council of the City of Apache Junction, Arizona,was held on June 29,1993 at the Apache Junction City Council Chambers pursuant to the notice required by law. CALL TO ORDER Mayor Perkins called the meeting to order at 7:00 p.m. ROLL CALL Councilmen Present:Mayor Perkins Vice Mayor Barker Councilwoman Richmond Councilman Hendricks Councilman Perkins Staff Present: PUBLIC HEARINGS (Councilmen Coleman and Cox were absent.) City Manager Michael R.Lee City Clerk Kathleen Connelly City Attorney Glenn Gimbut Assistant City Manager George Hoffman Director of Public Safety Bill McDaniel Director of Public Works Rich Broman City Engineer Gordon Grandy Planning Division Manager Jim Nakagawa RESOLUTION NO.93-15,AUTHORIZING THE SUBMISSION OF AN AMENDMENT TO DEPART- MENT OF COMMERCE CDBG CONTRACT NO. 146-90 AND AUTHORIZING THE MAYOR TO SIGN THE CONTRACT AMENDMENT )Housing and Grants Coordinator John Flumerfelt briefed the Council on this item. City Clerk Kathy Connelly pointed out that the resolution number should be corrected to be 93-13. Vice Mayor Barker MOVED THAT RESOLUTION NO.93-13,AUTHORIZING A SUBMITION OF AN AMENDMENT TO COMMERCE CDBG CONTRACT NO.146-90 AND AUTHORIZING THE MAYOR TO SIGN THE CONTRACT AMENDMENT, BE APPROVED. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 1 OF 30 Councilman Hendricks SECONDED THE MOTION. VOTE:Unanimous. The motion carried. COUNCIL DIRECTION TO STAFF ON PROPOSED LEGISLATION OR ACTIONS PROPOSED BUDGET AND PROPOSED CAPITAL IMPROVEMENT PLAN (CIP)FOR FY 1993-94 ) )City Manager Mike Lee stated that the Council was previously presented with recommendations on the preliminary budget and the capital improvement program,and tonight these would be presented in more detail. The Council started with the Mayor and City Council's budget. Vice Mayor Barker asked about the $600 for Capital Outlay. City Clerk Kathy Connelly answered that it is some extra money for repairs to furniture or for the purchase of furniture. City Manager Mike Lee asked if that money is also for council pictures. Ms.Connelly answered that the expenditure for pictures has been under Other Services but she did not include it this year. Mayor Perkins asked if it would come out of the Council's budget to have speakers in the back of the council chambers. Ms.Connelly answered that there are already three speakers in the room. Mayor Perkins replied that possibly we need two more.She added that she has had many complaints from people who cannot hear in the back of the room. Some people in the audience suggested that councilmembers speak closer on the microphones. Councilman Hendricks asked if Other Services included the pictures expenditure. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 2 OF 30 Ms.Connelly answered that she did not include i t in this budget and listed the things included under Other Services. The Council moved on to the City Manager's budget. Mr.Lee pointed out the increase in salaries from $114,808 to $130,405 and explained that this is caused by elimination of the public works administration;the Executive Secretary who was shared by three managers is going to be working for two,and the Administrative Clerk I who was shared by three managers is also going to be working for two. Mayor Perkins brought up the issue of cellular phones.She was concerned about the cost a year to operate these and questioned the need to have them. Mr.Lee answered that he did not know if all of the cellular phones are needed but he believed that most of them are,and explained the need for having one. Mayor Perkins agreed that some people really need the cellular phones but not others. The Council moved on to the City Clerk's budget. Ms.Connelly stated there has been little change on her budget from last year's.She stated that the slight change in salaries is because the Administrative Clerk I who was shared three ways will now be shared two ways.She explained the Advertising costs and stated that Elections included money in anticipation to an election on the water issue but since that has been postponed and if the Council is not inclined to continue with it,that money can be relocated perhaps in the Non- departmental budget. Vice Mayor Barker asked if the decision to move the $9,000 figure to Non -departmental would have to be made before the final budget is adopted. Finance Director Keith Lewis answered that it had to be done for the tentative budget adoption on July 19th. Ms.Connelly stated that in the past,elections money was put in Non -departmental but earmarked for that purpose,but she was receiving many inquiries about recall,referendum,and initiative petitions and maybe $9,000 is not enough for that. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 3 OF 30 Vice Mayor Barker stated that i f that money is going to be earmarked for the same thing,it does not seem to make much difference which budget i t is in. Ms.Connelly replied that it would not make a difference to her but some other departments might prefer to have that cushion in Non -departmental. City Attorney Glenn Gimbut explained that by putting that money in Non -departmental as opposed to the City Clerk's department,i t is giving flexibility to the Non -departmental budget;by leaving it in the City Clerk's budget,i t is giving flexibility to that department in case they need a new employee or extra advertising money. Vice Mayor Barker asked Mr.Gimbut if he is saying that any of the money that is within this department can be used for any purposes other than what is specified for. Assistant City Manager George Hoffman answered that only if it is approved by the City Manager. Mr.Gimbut added that also if all other city procedures are met. Mr.Lee stated that he receives monthly expenditure reports and if he sees that something is getting out of line,then he will talk to the department head about it;or the department head will ask him or Mr.Lewis for a transfer of the money from one item to another. Mr.Gimbut suggested to ask Mr.Lewis where would he like to see the flexibility. Mr.Lewis answered that even if the City needed more money for an election,staff would come to the Council and ask to increase either the Non -departmental budget or the City Clerk's from contingency money if there was not enough money for an election.He recommended not to put too much money into Non -departmental because it becomes almost a catching -all for everything,but put money in the most logical, functional area that it applies to. The Council moved on to Personnel's budget. Assistant City Manager George Hoffman explained that there was $1,505.00 in Housing and Grants for a risk management program started in that office for the City which we did not have; that money is still in Housing and Grants'budget however Mr.Hoffman is now doing the risk management.He stated that if they leave that money in Housing SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 4 OF 30 and Grants,it would not make a particular difference to him but it would be reflected on the expenses of that office.He suggested that if the Council approved that money,they give direction to Mr.Lewis to put i t into Personnel. budget.They did not have any questions. Attorney's budget. The Council moved on to Finance's The Council moved on to the City Mr.Gimbut explained the amount for Legal Services stating that $62,500 was for the contract prosecutor and $7,500 was for contingency in the event that the City needs outside legal services. He stated that this is the second year in a row that he is asking for less money than what was budgeted the year before.He explained the need for his cellular phone. Vice Mayor Barker asked about the Capital Outlay. Mr.Gimbut answered that the amount was to tie his modem into West Law,a research tool,but he has no other specific thing in mind for his office. The Council moved on to Non- departmental budget. Mr.Lee stated that this budget needed to be increased if possible and asked Mr.Lewis to address that issue. Mr.Lewis stated that two things have happened since the budget was done and the Council's meeting two weeks ago;that money for the water company acquisition was taken out of the budget but there are some talks about it again and the start-up cost and consulting services for that would be about $10,000 which needed to be put back in the budget;it may be more down the line but that would be a contingency that would be presented to the Council.He stated that there have been changes and there might be some more changes on the City Complex masterplan so $5,000 needed to be added for that in this next year's budget.He further stated that $700 is needed for a boards/commissions appreciation event which was not budgeted;$3,000 for maintenance and repair of the computer system in the Building Division;$12,500 were put in for health insurance consulting services instead of $15,500 so $3,000 more is needed to cover that;and for Human Services there were $69,000 in the budget but the Council approved $69,500 so $500 more was needed for that. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 5 OF 30 Vice Mayor Barker reviewed the new amounts with Mr.Lewis and the line item they would be put under.She also asked why the unemployment insurance went down so far. Mr.Lewis answered that it is because it goes up and down depending on the number of people who leave the City and who come back to the City.He explained that the City is under a reimbursement program which is the actual cost that is paid out for the employees'unemployment insurance. Vice Mayor Barker asked about the dramatic decrease in Other Professional Services. Mr.Lee answered that the decrease is mainly because the City is not doing as much consulting services as in the previous years. lease is over. the bond issue. dramatic increase in Insurance. Vice Mayor Barker asked if the land Mr.Lewis answered it has gone into Councilman Hendricks asked about the Mr.Lewis answered that he had budgeted less insurance money than he needed and he explained that insurance cost is going up again. Mr.Hoffman explained that the City Manager's office is trying to put together a more formalized risk management program,which is not going to make the insurance cost go away,but they hope to slow the rate of increase or flatten it out,but i t is a long-term process. Mr.Lewis added that Southwest Risk puts on programs all year long in trying to assist the cities in implementing safety features to reduce the liability cost or to get the cost down. Councilman Hendricks asked what is covered under Human Services. Mr.Lewis described the services to Councilman Hendricks. Councilman Hendricks explained a complaint about the Senior Center being open only four days a week instead of five like other communities in the surrounding cities. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 6 OF 30 Vice Mayor Barker explained that East Valley Catholic Social Services decided to maintain the Senior Center only three days a week but the City's Health and Human Services Commission recommended to give them funds only if they would stay open at least four days a week. Councilman Hendricks asked about the Subscriptions and Memberships. Mr.Lewis answered that i t includes dues to the Arizona League of Cities and Towns,CAAG (Central Arizona Association of Governments)which the City has to pay as a city;and the departments have their own individual memberships. The Council moved on to Development Services'budget. Mr.Hoffman explained that this office has been vacant for about eight months and so he did not have valid data to refer back to;these figures are carried straight forward instead of being changed.He asked to leave the Advertising costs for public information purposes and explained that the Chamber of Commerce assists the City in marketing the City as a place for tourism;that they have a contract for $20,000 of which $10,000 appears in Non -departmental and $10,000 appears in this budget;that this does not go to the Chamber but i t is to reimburse them whenever they place an add with the Arizona Department of Tourism. Mr.Hoffman stated he did not remember what the Other Services amount was for. Vice Mayor Barker replied that i t had to do with the request that this "be retained in the event that public information is needed for future Title 9 election or other public information needs." Mr.Hoffman stated that a secretarial position was vacated;because a high percentage of work for that position was transcribing minutes from the various boards and commissions meetings,he requested staff to do more of their own correspondence and staff contracted out for the minutes and that cost is under Personnel Services;and the secretarial position was not filled. The Council moved on to Planning's budget. Vice Mayor Barker asked about the increase in the Printing and Binding amount. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 7 OF 30 Planning Division Manager Jim Nakagawa answered that overall there is an increase of $10,000 from last year's budget and these increases reflect anticipated expenses connected with the General Plan Update project. Vice Mayor Barker asked about the Capital Outlay,if that was for a new computer system. Mr.Nakagawa confirmed that and explained that their current equipment was obsolete. Vice Mayor Barker asked if this new computer equipment can be enhanced in the future or if they would need to invest in a new one two to three years from now. Mr.Nakagawa answered he hoped not and explained the limited capabilities of their current computer system compared with an upgraded one. Vice Mayor Barker asked if there is an enhancement that could be purchased to upgrade their current computer system. Mr.Nakagawa answered that they probably could do that but it would probably cost about five times as much as a new one. Mr.Lee asked if the new computer system was not related to the General Plan update. Mr.Nakagawa answered that it is. The Council moved on to the Building's budget. Vice Mayor Barker stated that Travel,Training and Conferences needed to be cut.She stated that Public Safety has 25 employees with only $1,000 more for that;Building's amount was ludicrous. Interim Building Division Manager Dave Eggleston explained that his office has spent $4,400 so far and comparing the Police and Building is like mixing apples and oranges;that Building has hired competent people and they have to keep updating themselves;that every three years there are code changes;and that he lumped it all in Traveling and Training Conferences and left out Business Conferences to concentrate on ICBO, code enforcement,and zoning training. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 8 OF 30 Vice Mayor Barker asked if all those conferences were in San Diego. Mr.Eggleston answered no. Vice Mayor Barker stated that she has seen a number of trips to San Diego --two or three --and stated that Arizona would have to have some training grounds for those things;that she knew that Arizona offered a certification so if it can be done here,training would be around here or at least some of it.She stated that in the past year there has been a lot of traveling from this office;that he had $5,000 budgeted last year and asked Mr.Eggleston if he is going to spend more than $5,000 this year. Mr.Eggleston answered that the new code changes go into effect next year. Vice Mayor Barker asked if he will have training sessions next Spring and in mid -Winter. Mr.Eggleston answered that i t is more likely. Vice Mayor Barker asked if the training sessions would be in Arizona. Mr.Eggleston answered no;they don't offer those classes here;they are in Hawaii,Alaska,and other far places,but the closest one is in California. Vice Mayor Barker asked if there are not any training classes in Arizona for the code changes. Mr.Eggleston answered that they are limited;he took a plumbing class in Phoenix. Vice Mayor Barker asked Mr. Eggleston if he is certified in Arizona in the building area. Mr.Eggleston answered no. Vice Mayor Barker asked if he can be certified in Arizona. Mr.Eggleston answered that he could take tests. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 9 OF 30 Vice Mayor Barker replied he cannot take classes however. Mr.Eggleston answered that he can take community college classes;he took one at his own expense. Vice Mayor Barker stated she still finds the amount to be overly high,unless Mr.Eggleston can come back with some figures showing what places he and his staff would have to be going in order to accomplish the certification and the classes needed,and the estimated cost.She stated the amount for training is too high for small Apache Junction. Mr.Eggleston answered that no matter how small Apache Junction is,people has to go through it and everyone has to be certified and get the training needed;unfortunately Apache Junction or any place around here does not offer those classes. or Tucson do not offer the classes. City of Phoenix does not go by the Uni own. he is saying is that we have a lot of does not need to be certified to do a asking if he was competent or not. asked if he means that the City has .a is saying they need that kind of cash training and that is why he put i t in Other Professional Services was. Vice Mayor Barker asked if Phoenix Mr.Eggleston answered that even the form Building Code but they have their Vice Mayor Barker asked that is what non -certified people. Mr.Eggleston answered that a person job and that he was not sure if she was Vice Mayor Barker replied she just lot a non -certified personnel because he for training. Mr.Eggleston stated that they need the budget. Councilman Hendricks asked what Mr.Eggleston answered that it was in case they needed temporary professional services to help with data entry during back -log. Councilman Hendricks asked what comes under Other Services. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 10 OF 30 Mr.Eggleston answered that he did not know;maybe Mr.Lewis would know. Mr.Lewis explained to the Council what Other Services was. Mayor Perkins asked Mr.Eggleston what was his reason for using the cellular phones. Mr.Eggleston explained his reasons. Mayor Perkins commented about the use of beepers over cellular phones and stated that there are few people that need them but we don't need so many of them. Councilman Hendricks noticed on a cellular phone bill that calls were made at 10:00 p.m.and 11:00 p.m.and asked what kind of city business is done at that time at night;that he understood why the police would need the cellular phones at night but why an office that closes at 5:00 p.m. Mr.Eggleston explained that there are times when contractors call at 4:00 a.m.about a concrete pour early in the morning;many times a contractor calls in to cancel inspections and they can call that mobile phone number and it goes through to the voice mail. Councilman Hendricks was concerned that the use of cellular phones was being abused. Mayor Perkins asked Mr.Eggleston i f it would be possible to leave the cellular phone in his office and have people call voice mail. Mr.Eggleston answered that it would be possible but people like to speak with the person and he explained the need for that. Vice Mayor Barker noticed that other offices with cellular phones have a line item for telephone and telegraph and asked which item line the cellular phones fall under. Mr.Eggleston answered that he did not include that line item in his budget but it would probably go under equipment. Mr.Lewis stated this was under telephone and telegraph but it was put some place else in the budget and he has to look at Building's detailed budget to see where it was. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 11 OF 30 Vice Mayor Barker asked if that was not even budgeted. Mr.Lewis answered that it was not for this year. Vice Mayor Barker asked that in order to budget that in this department,what was last year's expenditure on cellular phones. has recorded $925. period of time was that. time they got the cellular phones. about six months ago. Mr.Lewis answered that so far he Vice Mayor Barker asked for what Mr.Lewis answered that since the Mr.Eggleston replied that it was Mr.Lewis stated he has one more phone bill to come in for this budget year. Vice Mayor Barker stated that i f $925 was for six months,it would be $1,850 for a year,which is over $500 per phone;that the City Manager and the City Attorney have theirs budgeted at $200 and $300 respectively. Mr.Lewis answered Councilman Hendricks's question about Other Services.He stated that Building has a consultant who does some program work for them and there is where this expense is placed. Mr.Eggleston stated it was actually in January when they got the cellular phones. Vice Mayor Barker recalled that Mr.Lewis mentioned there was still one more month that needed to be paid. Mr.Eggleston offered to give the ICB0 schedule of training classes to Vice Mayor Barker. Vice Mayor Barker answered she would like to have it.She stated that her major problem was hiring people and then training them for the job they are hired for;people should be certified when they are hired rather than the City paying for their education;she knows the City hires people who are qualified for other jobs and the City updates their SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 12 OF 30 qualifications but it does not gives them the degree or the certification required. Ms.Connelly asked Mr.Eggleston i f he mentioned that when people call his cellular phone it goes into his voice mail. Mr.Eggleston answered that on weekends he programs the calls to go to voice mail. Ms.Connelly pointed out that the City is then paying unnecessary extra cost because on a cellular phone the City is charged for each incoming call but if somebody calls directly to voice mail that cost is borne by the caller.She suggested that people call voice mail directly and that Mr.Eggleston call in to retrieve his messages.She added that she is trying to find out if there is a way for the City not to have to pay for incoming cellular calls but that the cost be borne by the caller,but she was not sure that the City can do that. Mr.Gimbut replied it can be done; he has talked with a US West representative and that it is an option. Ms.Connelly stated that any department head who has people call their cellular phones as opposed to voice mail causes the City to pay for that call.She recommended to have people call their voice mail instead. Mayor Perkins commented that Training is found in all departments,not only in Building's,and that should be questioned. Mr.Eggleston stated that in order to get this position he had to take a test the same as everyone else;he passed it while other certified building inspectors did not;he has taught building codes at the community college as well as the State apprenticeship program;and he holds a masters degree in industrial technology. The Council moved on to Housing and Grants'budget. Housing and Grants Coordinator John Flumerfelt briefed the Council on his budget. Vice Mayor Barker asked if $1,500 will come out of his budget to go to Personnel. Mr.Hoffman asked if they wanted to make a motion to transfer that money to Personnel's budget they could. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 13 OF 30 The Council decided they would do it at the end. The Council moved on to Parks and Recreation's budget. Parks and Recreation Director Jeff Bell offered to answer any questions from the Council. Vice Mayor Barker commented on the blueprint files. Councilman Hendricks commented that everybody is asking more for Subscriptions and Memberships and asked if they really need more. Mr.Bell answered that the $300 pays for the membership to the National Recreation Parks Association and the Arizona Parks Recreation Association,and that memberships costs have gone up. The Council moved on to Recreation's budget. Vice Mayor Barker asked if the Sound System is to replace the one that is being used. Mr.Bell answered that i t is to replace the old system for one with better capabilities. Councilman Hendricks asked about the increase in Education and Recreation Supplies. Mr.Bell answered that i t reflects what it was spent this year and increased participation levels,and the need to provide more materials and equipment.He added that they took over a youth soccer program from a volunteer board that gave it up and that is reflected in there. Councilman Hendricks asked if that will cover new equipment for the leased park on 16th Avenue. Mr.Bell answered no;that belongs within the Parks section of the budget. Councilman Hendricks asked if this will cover the recreation supplies for that park. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 14 OF 30 Mr.Bell answered that the Education and Recreation Supplies is strictly for recreation programs which includes soft balls,basket balls,uniforms,arts and craft supplies. Mayor Perkins asked what Other Professional Services is for. Mr.Bell answered that it was for contract employees but the biggest part covers the post office delivery of The Citizen brochure and they also contract with special interest class instructors for one or two days of classes. Councilman Hendricks asked if they are asking for a new vehicle. Mr.Bell answered that they have three recreation staff members and only one of the two vehicles they have runs well. The Council moved on to the Parks' budget. Vice Mayor Barker asked Mr.Bell to explain the decreased amount for Construction of Parks. Mr.Bell answered that the $225,000 request was based on the 5 -Year Park Plan;$100,000 was for the Rodeo Park, $100,000 was for the first phase of the trail system,and $25,000 was for the Prospector Park improvements which will now be done with bond money and grant money;the $25,000 had been requested because grant money cannot be used for professional services needed for that project.He stated that the City Manager recommended only $20,000 for Prospector Park and $10,000 for the Rodeo Park which totals $30,000. Vice Mayor Barker stated that there is bond money that will be used on Prospector Park which is not reflected in the budget and which will double the money requested. Mayor Perkins asked how often do they have to resurface the pool deck. Mr.Bell answered the pool has existed nine -and -a -half years and they have not had to resurface it yet;maybe in a year or two they will but the pool is still in good shape. Vice Mayor Barker recommended an additional $50,000 in the Capital Outlay for the Rodeo Park. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 15 OF 30 Councilman Perkins asked if the Council funded the Rodeo Park,will the cost for maintenance and lighting be added this year. Mr.Bell answered that it depended on how quickly they can get the improvements in and obviously there will be some utility costs with lighting.He explained he was very supportive of any recreation facility,but the City just took on the church park and we might have possibly half million dollars in improvements on Prospector Park and he was concerned about being able to maintain it with the existing staff. Vice Mayor Barker asked if it would be better to continue this to next year's budget. Mr.Bell answered he would not recommend that;the Rodeo Park needs to be in there but the use of utilities needed to be considered;there is a strong group working toward the Rodeo Park and perhaps they will help with the operation and maintenance of the facility on a contract basis. Vice Mayor Barker stated that the same group emphasized that the Rodeo Park would be paid for by itself because people would bring in money to use it,so hopefully the utility bills will not make an impact right away but in the future. Mr.Bell stated that within those lines maybe we could increase the revenues in our budget to offset some of those costs;initially there will be some utility costs. Mayor Perkins asked if the offset of those costs would include the rodeo arena. Mr.Bell answered it would be strictly for the operation and maintenance of it. architectural design for the rodeo arena. Mayor Perkins asked if there is an Mr.Bell answered there is one. Mayor Perkins asked if there is a design of an arena that is in use.She was concerned with having a rodeo arena designed that would not fit our needs and stated that the City has put a lot of money in the rodeo grounds but it does not show. Mr.Bell answered that the site plan that has been developed was done based on input from a variety of people and it will handle multiple events. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 16 OF 30 Vice Mayor Barker asked Mr.Bell how much he would anticipate as minimal for this year. Mr.Bell answered that based on other facilities with similar lighting and looking at six months of electricity bills of $400 to $500 a month,it would probably be about $3,000 or $4,000. Councilman Hendricks asked about Materials to Maintain and Repair Buildings. Mr.Bell answered that i t included fencing,plumbing,electrical supplies;they have an open purchase order to a local hardware store for $200 or $300 for nuts and bolts that maintenance people might need;and they maintain and operate four concession buildings and the Senior Center. increased amount for Auto Maintenance. vehicles in Parks were purchased through cash several years ago;some of them are lot of maintenance to keep them safe and decreased amount in Machinery Equipment. Councilman Hendricks asked about the Mr.Bell answered that many of their a state contract at $1,500 or $2,000 17 to 18 years old and they require a in drivable conditions. Councilman Hendricks asked about the Mr.Bell answered that i t included playground equipment and the like that gets vandalized and has to be replaced; they had requested a flat-bed trailer and something else that was left out. He added that the expense for picnic tables for the church park will come out of that. City Engineer Gordon Grandy stated that in conjunction with the budget was the CIP (Capital Improvement Plan)and one particular project identified for next year was the rodeo park for $10,000.He asked that direction be given to staff to increase it to $50,000 in the CIP. Vice Mayor Barker answered that she intended to do that at the end of the meeting. Councilman Hendricks asked if the increase is for $50,000 or $60,000. Vice Mayor Barker answered that they were looking at $50,000 plus $4,000 for utilities but she would favor $50,000 only. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 17 OF 30 budget. The Council moved on to Aquatics' Vice Mayor Barker asked how much it would cost to heat up the water in the pool because kids use the pool in the winter for physical education. Mr.Bell answered that few years ego he figured it would be about $30,000. Councilwoman Richmond asked what was Improvements. Mr.Bell answered that it would basically be line item 12 which was zero and he described each one of the items in there. Councilwoman Richmond suggested to cover the pool with a sun cover and let the sun heat it up. Mr.Bell replied that it would only heat it ten degrees. The Council moved on to the Library's budget. Librarian Spencer Paden stated that the library director was out of town and he offered to answer any questions from the Council. Councilman Hendricks asked about the increased amount in Office Supplies. Mr.Paden answered that they are trying to reflect what their actual expenditures are. The Council moved on to the Magistrate Court's budget. Councilwoman Richmond asked who has the cellular phones. Judge Brundrett said that he,the court administrator and the warrants officer had cellular phones. Mayor Perkins asked the judge to approach the microphone. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 18 OF 30 was Mr.Weiskotten's posit Mayor Perkins asked the judge what ion in the Court. Judge Brundrett answered that he was the court administrator and described his duties. Mayor Perkins stated that she is trying to find a reason for Mr.Weiskotten having a cellular phone. Judge Brundrett explained the reasons for Mr.Weiskotten having a cellular phone. Mayor Perkins asked about Officer Oberg's reasons for having a cellular phone. Judge Brundrett explained Officer Oberg's reasons for having a cellular phone. Mayor Perkins pointed out the increased amount of $1,000 in Telephone and Telegraph. Judge Brundrett explained his reasons for having a cellular phone. Mayor Perkins stated she understood the judge's need for having one,but she would question Mr.Weiskotten's. Judge Brundrett further explained Mr.Weiskotten's reasons for having a cellular phone. Mayor Perkins commented she did not see an emergency for most people having cellular phones when a beeper would be enough. Judge Brundrett agreed on that and he was willing to give up one of their phones. Mayor Perkins stated that in her opinion Mr.Weiskotten has used his phone more like a toy and the City should not pay for all these toys;she would rather put that money towards the youth in our community or Parks and Recreation. Councilman Perkins asked if the phones have been paid or rented by the City. Ms.Connelly answered that they all have been purchased. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 19 OF 30 Councilman Perkins asked if the cost for phone calls was for over a year period and if that showed that the phones have been misused. be the case. departments have misused their phones. needed to go back and check them out. Council could have that information. Ms.Connelly answered that it might Councilman Perkins asked which Ms.Connelly answered that she Councilman Perkins asked if the Ms.Connelly explained the two rates for cellular phones:the per call and the per month programs which allows up to 90 minutes of phones calls.She added that the Court has provided information and it seems that they don't need the per month program;they are looking at changing it for the Court and other departments as well. Judge Brundrett commented that in his case the per call charge would be more efficient but not for Mr.Weiskotten. Councilman Perkins stated that the Council is spending too much time discussing the cellular phones;if there is a misuse of them,he would like to see that information;if that is the case, it needs to be handled by the City Manager and Department Heads;but and if the use of the phones have been necessary,then they have proven their use. Mr.Lee stated he was not aware that there was a lot of phones misuse;that he would like to take time to look into it and report it back to the Council. Councilman Perkins agreed on that. Councilman Hendricks stated that the Council is discussing the increase of the phone bill over $1,000 and they want to triple their budget for that;if it is something that is not needed or if they have pagers,then they don't need cellular phones. Councilman Perkins replied that maybe the Court was short on the amount budgeted last year. Mayor Perkins stated there is a difference between an emergency situation and a court administrator. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 20 OF 30 Judge Brundrett stated that the $500 last year covered only one phone but they have three now. Mayor Perkins stated that what called her attention to this issue was that the previous mayor had a cellular phone and as mayor she knows she does not need one;this is taking advantage of the City's tax money that can be put to a better use.She stated that the court administrator did not need a cellular phone and maybe there is someone in another department that may need it. Judge Brundrett replied that their phone could be transfered to another department. Mr.Lee stated he would look into that. The Council moved on to the Public Safety Administration's budget. Police Chief Bill McDaniel briefed the Council on the Administration's budget and explained their use of cellular phones. the use of radios. Mayor Perkins asked what happened to Chief McDaniel answered that a lot of times they have to use the cellular phones because of confidentiality reasons which he explained. rotate with each shift. Prisoner Maintenance cost. Mayor Perkins asked if the phones Chief McDaniel answered yes. Lieutenant Scott explained the Mr.Gimbut pointed out that the City's contract with Pinal County to keep prisoners is one of the lowest in the state. Chief McDaniel replied that it was not until the City Manager negotiated a lower contract with Pinal County. Mr.Gimbut commented that there have been changes in the DWI law mandating that offenders spend time in jail for a first offense as opposed to alternatives like community services,so probably there will be some increases in prisoner maintenance. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 21 OF 30 Chief McDaniel replied that it is probable,but he is hoping that the one day in jail can be satisfied by incarceration over night at the City.He stated that about cellular phones they have addressed this issue with everyone in the department that uses them, about using them properly and eliminating any personal calls. Mayor Perkins acknowledged that and commented further on costly phone bills. Lieutenant Scott explained that US West Communications did a survey in the Police Department and they implemented the two rate programs accordingly. (Judge Brundrett spoke away from the microphone -inaudible) Chief McDaniel stated that the judge said that with the new law the Court will have to go off the home arrest program which will increase the jail bill. Mayor Perkins commented that the home arrest program was good. Chief McDaniel replied that it was good because people paid their own cost but by having them in jail,we have to pay the cost;althhough the courts usually assess that charge back against people. Lieutenant Scott explained that the Telephone line item also included their AT&T language line which is used in cases when people call in who speak a language other than English,and they can get a translator on the line;and that line item also included pagers. Vice Mayor Barker asked if they needed to add more money to Prisoner Maintenance. Chief McDaniel answered that they needed to add more money to that line item. Lieutenant Scott stated that right now it is about $37,000 to $38,000 a year. Vice Mayor Barker asked what would be a reasonable suggestion for that. (Judge Brundrett spoke away from the microphone -inaudible) SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 22 OF 30 Mr.Gimbut asked how many days we were on the home arrest program last year. Judge Brundrett answered he did not know and that he had just received the information. Mr.Gimbut stated that an easy calculation would be to see how many days we had home arrest last year times $40.00 and the result could be added to the budget. Judge Brundrett replied that they will have that information next week for sure. Vice Mayor Barker stated that the amount is something that the Council could simply ask staff to add in. the jail cost is due to the Legislature. Control's budget. Chief McDaniel stated that paying The Council moved on to Animal Lieutenant Scott commented that Officer Earl Black will retire in October so Salaries has not increased completely.He stated that Veterinary services went up because it costs so much money but we do get some reimbursement that goes back in the general fund. Mayor Perkins Perkins asked how early people in Animal Control start working. Chief McDaniel answered that they start at 7:00 a.m. Mayor Perkins suggested that they start at an earlier time because she is hearing complaints that the dogs are out very early like 5:00 a.m.in the Summer. Chief McDaniel replied that they could adjust the schedule. The Council moved on to Public Safety Patrol's budget. Chief McDaniel pointed out that they had asked for two more people and two vehicles but they did not get any. Councilman Hendricks asked if that is why they increased the Overtime amount. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 23 OF 30 Chief McDaniel answered that they increased the overtime because they ran out of money for that this year but many officers choose to take comptime which saves money.He stated that the largest amount increase was in training which he explained. Officer Haywood explained how the training officers prepared themselves to give classes and that the cost will go down next year because the officers will be able to offer the classes. Mr.Lee stated that there is a decrease in Salaries and in the number of personnel because two people were transferred to Detectives Division but no additional personnel has been hired. Chief McDaniel stated that for several years narcotics officers were under the Patrol budget but because their overtime was being charged in the Patrol's budget,they have been moved into the proper division so that the overtime will come out of that division. Councilman Hendricks pointed out that all departments had Photographic Supplies but the police department has $12,300. Chief McDaniel answered that they have to do a video tape on every child abuse or molestation case. The Council moved on to Detectives' budget. Vice Mayor Barker commented on the possibility of rotating vehicles from the police department. Mr.Lee replied that the police vehicles sometimes come from Sun City. Chief McDaniel stated that last time they got 11 police vehicles with 39,000 to 40,000 miles each. Vice Mayor Barker suggested to hire somebody in the police department to maintain the cars as they go out of the lot so that the older ones get this head start. Mr.Lee stated that we have probably defrayed some vehicle replacements because we do not have the funds. Chief McDaniel mentioned that Operations was going to have a program for vehicle replacement but money was the problem. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 24 OF 30 Vice Mayor Barker pointed out that Lt.Garcia got one car and asked if that one replaced the 1978 one. Chief McDaniel answered no,they are asking for a used vehicle to replace the 1978 model. Mayor Perkins asked about Narcotic/Informant's Fees. Lt.Garcia explained that line item. Chief McDaniel added that it also included money to buy drugs. Officer Lt.Garcia explained that the majority of that is for the purchase of narcotics. where they $3,840 for Chief McDaniel commented on a case confiscated $4,200 in cash plus some cars due to an informant. Councilman Hendricks pointed out the uniforms and asked if Detectives get a clothing allowance. Chief McDaniel answered yes and that o maintain the uniform too. Councilman Hendricks asked why Other upplies doubled. Chief McDaniel answered that i t is for chemicals and equipment that is required. Lt.Garcia added that they may save some of the money towards the end of the year because they will join with the Fire District in the disposal of biochemical hazardous material.He further explained the special requirements for disposing of chemical equipment. Vice Mayor Barker asked what they do with the cash and the cars that are confiscated. they have to maintain the uniform too. Operating Supplies doubled. Lt.Garcia answered that the vehicles are auctioned and some of the money goes to the general fund and the rest goes back to narcotics use by law,which is another way of keeping down their overtime and the purchasing of some equipment and vehicles they use. Mr.Gimbut mentioned that the vehicle he drives is a seized one. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 25 OF 30 for a five-minute break. Engineering's budget. Council. Administration's budget. Mayor Perkins recessed the meeting The Council moved on to There were no questions from the The Council moved on to Public Works Mr.Lee briefed the Council on the zero balance in this budget and the the possible transfer of Director of Public Works Rich Broman to this office.He explained that Mr.Broman would continue doing some of the projects that he is currently managing. The Council did not have any questions on that.They moved on to Operations'budget. Operations Superintendent Doug Dobson explained his reasons for having a cellular phone. Mayor Perkins suggested that they buy a new vacuum cleaner for the maintenance. Mr.Dobson described the duties of the two full-time employees in this area.He stated that temporary help for cleaning of all city offices is obtained through the Court from trustees but some times they do not get it;that is why he is asking in the budget for a supervisor for additional help. Vice Mayor Barker asked if they needed to add money for the signal maintenance. Mr.Dobson answered that the question pertained to Streets'budget but they needed to raise Maintenance to at least $80,000 which in turn would lower Street Construction by $35,000. Mayor Perkins asked if Street Lighting was for Main Street. Mr.Dobson answered no,it was for street lighting citywide and it included utility bills and the traffic signals too. Vice Mayor Barker asked if the electric billing was for the department and the light bill is for all the street lights in the city. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 26 OF 30 Mr.Dobson confirmed that. Mr.Lewis further explained that. Vice Mayor Barker asked i f Professional Services was for street striping. Mr.Dobson confirmed that and explained that we now have Apache Trail to maintain;that before they were allowed to use oil -base paint for the striping which lasted six months to a year in certain areas,but now they use water -based which lasts three months maximum. Vice Mayor Barker asked if we are mandated to use water -base paint. Mr.Dobson answered he is trying to use a thermo-plastic paint which lasts about 18 months in certain areas. Vice Mayor Barker commended the City Manager and city staff for trying to be as lean as possible in the budget but still provide the services needed in the city. Mr.Lee asked if they may assume that the Council would approve the Capital Improvement Plan with the change on the rodeo park. Mr.Hoffman stated that last week the Trailhead had the final three stages of the work that the previous Council authorized;that the City contracted with the Chamber of Commerce and they got their results back which calls for the expenditure of some money to implement that.He stated that he would anticipate a request from the Chamber for some economic development money towards those projects and they already requested a meeting with the City Manager's staff. Vice Mayor Barker suggested to make a presentation of the trailhead to the new three members of the Council before they consider the proposal. Mr.Hoffman replied that as candidates they may have had a chance to look at that. Councilwoman Richmond confirmed that. Vice Mayor Barker asked if the meeting with the Chamber would be between now and July 19th. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 27 OF 30 Mr.Hoffman answered that he is suggesting there might be a request for economic development funding and staff will try to expedite any request from the Chamber to the Council.He suggested the alternative to designate a dollar amount that the Council would approve at a later date.He stated that the Main Street plan will not come back from the State until late July or early August and the Chamber is not in the position to be included in the budget as their operating money for that program and if the Chamber has any request for capital they would have to wait until the next budget year.He suggested that the Council set aside some money and consider the request later in the year. Mayor Perkins agreed that the Council should look at economic development because it will bring money back to the City,but she did not know how much. Mr.Lee agreed with Mayor Perkins and said that sometimes you have to spend money to make money and i t is important seeing the Chamber of Commerce and the business community as an investment;the problem is balancing our resources and finding those resources. Councilman Perkins stated that his stand has been to put more emphasis on our economic development. Vice Mayor Barker asked how much were they looking at. Councilman Perkins answered that he would be hesitant to give a figure because once the Chamber has that figure that is exactly what they will request. Mr.Hoffman quoted words from Jack DeBolske who said,"Watch for State share revenues"and added that we also need to be fully aware of the potential impacts to our local revenues. Mr.Lee stated that we are.going to need to have the revenues to invest,but if we don't invest,i t is going to get worse because we will have to develop our own economy:so we will not be able to rely on the outside world for help as we have in the past. Mr.Hoffman stated that since the 1988-89 budget year,city sales taxes projected for 1993-94 was .1% and that is not even keeping up with inflation. Vice Mayor Barker pointed out that with the County's move on sales tax right now that may have been overstated. Mayor Perkins agreed to wait on this. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 28 OF 30 Councilman Perkins stated that they are basically taking this budget as is now;whether that money is in contingency or non -departmental,it is there no matter what the figure might be;but the Chamber will need to justify that money not only to the Council but to the public,and the Council is to decide on that. Mayor Perkins stated that we needed to work with the Chamber and the business community because that is where most of our revenue comes from plus we are going to lose some State revenues. Mr.Hoffman informed the Council that the budget included no money for merit increases and Cost of Living. Vice Mayor Barker asked Mr.Lewis how much it would be for the merit increase. Mr.Lewis answered that it was about $144,000 to $145,000. Vice Mayor Barker MOVED THAT THE DIRECTION BE GIVEN TO THE CITY MANAGER TO MAKE THE FOLLOWING CHANGES IN FISCAL YEAR 1993-94 BUDGET: 1)THE MOVE OF $1,500 FROM DEVELOPMENT SERVICES TO THE PERSONNEL DEPARTMENT; 2)THE ADDITIONS TO.NON4DEPARTMENTAL OF $10,00070 .LINE 10;$5,000 TO LINE 6;$700 TO LINE 3;$3,000 TO LINE 19;$3,000iTO LINE.6;AND $500! TO LINE 33 3)TO CUT LINE 23 FROM DEVELOPMENT SERVICES BUILDING TO $5,000 AND TO ADD A TELEPHONE LINE ITEM FOR $1,000; 4)TO ADD TO PARKS A CAPITAL OUTLAY OF $50,000 FOR THE RODEO PARK AND TO ADD A UTILITIES COMPONENT OF $4,000 (AN ADDITIONAL $4,000 TO UTILITIES); 5)TO ADD TO PUBLIC SAFETY,LINE 21,WHATEVER IS DEEMED NECESSARY FOR PRISONER MAINTENANCE; 6)TO RAISE IN PUBLIC WORKS STREETS,LINE 34,TO $80,000 AND LOWER LINE 44 BY $35,000; 7)AND TO PUT THE MERIT INCREASE RAISES IN PLACE FOR $145,000. Councilman Perkins SECONDED THE MOTION. VOTE:Unanimous. The motion carried. SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 29 OF 30 Vice Mayor Barker clarified that once the tentative budget is adopted on July 19th the Council can lower any amounts but cannot raise them. ADJOURNMENT )The meeting adjourned at 10:44 p.m. ACCEPTED THIS 7TH DAY OF SEPTEMBER ,1993,BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION,ARIZONA. SIGNED AND ATTESTED TO THIS 8TH DAY OF SEPTEMBER 1993. ATTEST: KATHLEEN CONNELL City Clerk (*) The correct number was found to be Resolution No. 93-15. CITY COUNCIL MINUTES CERTIFICATION I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the special meeting of the City Council of the City of Apache Junction,Arizona,held on the 29th day of June,1993.I further certify that the meeting was duly called and held and that a quorum was present. Dated this 29th day of July,1993. KATHLEEN CONNELLY .tz.tike,„ City Clerk SPECIAL MEETING OF THE CITY COUNCIL JUNE 29,1993 PAGE 30 OF 30