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MINUTES 2020/05/20 SPECIALSPECIAL CITY COUNCIL MEETING MINUTES WEDNESDAY MAY 201", 2020 6:00 P. M. SAN SAN DIMAS COUNCIL CHAMBER DIMMAAS 245 EAST BONITA AVENUE 1960 THE MAY 20'"9 2020 CITY COUNCIL MEETING WILL BE CONDUCTED PURSUANT TO THE PROVISIONS OF THE GOVERNOR'S EXECUTIVE ORDER N-29-20 THE CITY COUNCIL CHAMBERS WILL BE CLOSED TO THE PUBLIC Pursuant to the Governor's Executive Order dated March 17, 2020, the City Council is authorized to hold public meetings via teleconferencing and to make meetings accessible electronically to all members of the public seeking to observe and to address the legislative body. All Brown Act provisions that require the physical presence of City Councilmembers or the public for City Council meetings are waived. Please review page three of this document for instructions on public participation. A public agenda packet is available for review on the City's website www.sandimasca.gov or by contacting the City Clerk's Office at cityclerk@sandimasca.gov. ROLL CALL: Mayor Emmett Badar, Mayor Pro Tern Ryan A. Vienna, Councilmember John Ebiner-via Webex Councilmember Denis Bertone, Councilmember Eric Weber STAFF: Acting City Manager Brad McKinney, Director of Public Works Shari Garwick, Director of Parks and Recreation Hector Kistemann, Director of Community Development Henry Noh, Administrative Services Manager Michael O'Brien, City Clerk Debra Black, City Attorney Jeff Malawy, Parks and Recreation Manager Tim Pagano, Captain Andy Berg ORAL COMMUNICATIONS (For anyone wishing to address the City Council on an item on this agenda. Under the provisions of the Brown Act, the legislative body is prohibited from taking or engaging in discussion on any item not appearing on the posted agenda.) Members of the Audience Caller #1— Gary Enderle expressed concern with budget documentation availability to the public. STUDY SESSION Staff presentation of Preliminary FY 2020-21 Budget and proposed Capital Projects (Session 1) Acting City Manager Brad McKinney reported that per prior City Council direction, staff was asked to prepare and present a preliminary FY 2020-21 budget that includes operations, maintenance, and projects the Department Directors feel are best for the City and their departments regardless of declining revenue projections and overall effects of the COVIDI9 pandemic. To address the uncertainties with the current financial environment, staff was tasked with developing Special City Council Minutes (Budget Study Session I) May 20th, 2020 Page 2 two different budgets, the one being presented and an emergency budget that includes only critical operating and maintenance costs and projects staff feel are essential to the health of the City's infrastructure. He explained that the goals of this study session would be for Council to provide direction to staff on the amount of General Fund Reserves to use and to allow directors to explain the importance of projects that they feel are in the best interest of the City, and to receive direction from Council to implement revisions to the preliminary budget. He reported that given the projected decrease in revenues and recognized decrease in some service programs due to the effects of COVID-19, the reserves are projected to be 72% at the end of fiscal year .2019-20. The preliminary budget being presented provides two scenarios: if only operation and maintenance was included the reserve level would drop to 64%, and if operation, maintenance and all projects are included the reserve level would be 55%. An emergency budget plan not presented would include operation and maintenance, the reserve level would be 66%, and a full emergency budget plan which includes critical projects, maintenance, operation costs and projects that were identified by Directors as critical to the infrastructure, the reserve level would be 64%. He and City Staff detailed the budget with the use of a Power Point presentations. Mayor Pro Tem Vienna expressed that he would not be comfortable providing direction tonight because there is a lot of information to digest in a short period of time and suggested continuing to the next meeting. Acting City Manager McKinney explained that the revenue expenditures are projections and have been off in past years, and for this reason no matter what budget is approved, staff would like to bring back a budget update in September to identify if the projections were accurate and adjust accordingly. Administrative Services Manager Michael O'Brien provided an overview of the Administration Department's essential functions and. 2019-20 accomplishments that included staff changes. Staff and Council discussed promoting the PIO position from part time to full time. Captain Andy Berg provided an overview of the Public Safety Services essential functions and 2019-20 accomplishments Acting City Manager McKinney discussed the areas of increase in the Public Safety Services that included the Inland Valley Humane Society's proposal to increase fees and asked for Council's feedback. Responding to Mayor Badar, Mr. McKinney replied the contract cost would be $250,0000 if we did not agree to the contract fee increase and $161NO if we do nothing. Council. expressed community members displeasure with the service provided by the Inland Valley Humane Society. Acting City Manager McKinney stated he would share the Council's and the community's response to this proposal. Special City Council Minutes (Budget Study. Session I) May 20{h, 2020 Page 3 Director of Community Development Henry Noh highlighted the departments guiding principles and provided an overview of the department's essential functions and 2019-20 accomplishments. He reviewed the 2020-2021 future plans and objectives for the department and the fund sources as presented in the PowerPoint presentation. Director of Public Works Shari Garwick provided an overview of the department's essential functions that includes $330,000,000 in public infrastructure, highlighting the maintenance scheduling of the signaling system in the. City and 2019-20 accomplishments as presented in the PowerPoint presentation. She also reviewed the departments proposed Major Capital Projects and the fund sources. .Director Garwick answered questions regarding staffing and lighting asked by Mayor Badar. Responding to Councilmember Ebiner, Mrs. Garwick replied the Gold Line signal work is tentatively scheduled to begin next spring and there will be no cost to the City. She also answered that Public Works will be handling graffiti removal on street signs and is budgeted at $1ONO. Director of Parks and Recreation Hector Kistemann provided an overview of the department's essential functions and 2019-20 accomplishments, projects under construction and 2019-20 events, and the departments fund sources as presented in the PowerPoint presentation. Responding to Councilmembers questions, Mr. Kistemann replied there is money set aside for the dog park and $100,000 will get us 150 24-inch box trees. He also replied that staff met with the Sheriff s station staff and community members regarding National Night Out(NNO) and the $20,000 is an educated estimate, $18,000 for NNO and $2,000 for Arbor Day. He added that the cost for the holiday extravaganza was $65,000 for equipment, there was no staff time and we received $20,000 in sponsorships. Responding to Councilmember Ebiner, Mr. O'Brien replied the funds will come from General Fund Reserves, Fund 21 $992,679, Fund 22 $146,130 and Fund 23 $390M00. Responding to Mayor Badar, Mr. Kistemann replied the repairs needed at the Recreation Center include roof repairs, air conditioning unit, bathroom:tiles, boiler, pool heater and the cost of $700,000 would be an investment. Acting City Manager McKinney reviewed the negative balances again for Council and concluded the presentation. He asked for some direction on what Council's comfort level is on using reserves. Responding to Mayor Pro Tem Vienna, Mr. O'Brien replied $430,000 would be the amount saved if positions are not filed. Mayor Pro Tem Vienna commented that there is a lot to consider and he wants to make sure he understands everything that staff has presented. Special City Council Minutes (Budget Study Session I) May 20th, 2020 Page 4 Councilmember Bertone stated that the budget will have to be cut and staff is going to have to decide what is priority to help Council with their decision making. Councilmember Ebiner stated that there are going to be some hard decisions that have to be made and he hopes there is an easy way to see what is taken out when the next presentation is made. Councilmember Weber stated overall there are a lot of unknowns and he is okay spending some reserves, but would like to see something more balanced that protects the city in the future. Mayor Badar commented that he would be not looking at the FY 2022-23 numbers in the presentation. He proposed a 1-hour study session before the next Council meeting to give staff feedback and then schedule another study session on a Wednesday or Thursday for bare bones budget presentation. Council and staff discussed the time table for the emergency budget presentation with Acting City Manager McKinney confirming that the emergency budget presentation will only contain items not presented tonight. Mayor Badar opened the meeting for public comments. There were no public comments. City Council Requests for Future Agenda Items Comments and Updates Councilmember Ebiner: • Staff is working on the streaming quality for the meetings • The City is working on the Mobile Home Accord formula • Future opening of restaurants — the city should help out by looking at use of outdoor space Mayor Badar: • Announcement of visits from the County Health Department in San Dimas Golf Courses have re -open Supports Councilmember Ebiner's suggestion of using outdoor space for restaurants CLOSED SESSION 1. PUBLIC EMPLOYEE DISCIPLINE/DISMISSAL/RELEASE 2. CONFERENCE WITH LEGAL COUNSEL --ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code section 54956.9(d)(2): One case. City Attorney Malawy reported that the City Council discussed the two closed session items and there was no legally reportable action taken. The adjourn Debra Black, City Clerk ett G. Badar, Mayor Approved: January 12th, 2021