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HomeMy WebLinkAbout10/31/2008� B A K E R S F I E L D CITY MANAGER'S OFFICE MEMORANDUM Octob TO: Honorable Mayor and City Coun � FROM: Alan Tandy, City Manager SUBJECT: Generallnformation ��� V 1. An article dated September 2, 2008 from the Fresno Bee's website is er discusses the "giveback" package the City Council accepted from the C Officers Association as a way to trim the city's budget gap. The City Counc accepted "giveback" packages from the management, fire fighters and mi: employees bargaining units. Each package included concessions in s benefits, equal to about 4.34% per employee, which were necessary to I City's FY 08-09 budget as adopted. In addition, staff is currently reviewing cost-saving measures implement� cities, including: hiring freezes, letting go temporary employees, furl� reductions in training, travel and other line items, deferring replacement other capital items, and shifts in work schedules to save on electricity and c This is simply background on what others are doing as our staff develops to deal with the economic crisis and drop in revenues. 2. As you are aware, the County has to approve the new Traffic Impact Fe goes into effect for us. Due to a letter received from the HBA this week, tl off their agenda. We do not have the new schedule in hand as of this writir 3. A memo from Public Works providing an update of new recycling IE enclosed. Bills to raise the 50% recycling mandate were not passed. H 1016 has been enacted which changes the way compliance with the currE is measured. The elimination of an extra recycling credit granted for conv chips to electrical power may reduce our recycling rate from the mid 50% upper 40% range. Essentially, SB 1016 is focused on the implementation nrnnram� rathPr than comnlex calcufations. Aqencies that do not meet t Honorable Mayor and City Council October 31, 2008 Page 2 4. As we advised you earlier, we received notice that we are eligible for � Neighborhood Stabilization Program grant. Unlike most federal pro guidelines are coming in piecemeal after the notice of award eligibilit� required to publish a notice of a proposed program before Council can c matter. An update is tentatively scheduled for you at the November 1 meeting. 5. An update from EDCD on the Economic Recovery Act of 2008 is attachec come out very suddenly and will appear on the November 19th agenda. F you have questions or concerns. 6. The Streets Division work schedule for the week of November 3�d is enclosE 7. Responses to Council requests are enclosed, as follows: Vice-Mavor Hanson • Calculation and parties; recovery of costs for damage to city property/equipm Councilmember Benham • Canal maintenance by Kern Delta Water District; and Councilmember Couch • Update on purchase of the new phone system. AT: rs: rk cc: Department Heads Pamela McCarthy, City Clerk Roberta Gafford, Assistant Ciry Clerk � resnoBee.com: Local: Clovis police give on wages ���'�'j�j�;�� Welcome, John W_Stinson Edit Account Log Out Cuslomer Service E-SPP. YEE Subscribe to The Bee Press C u Win Auto Sho�v tix! Clovis police give on wages 'Givebacks' program is designed to help reduce city budget gap. By Marc BenJamin / The Fresno Bee 05;C='vFi 23 C� 32 The Clovis police officers' union is giving back wages and benefits this year as a way to trim the city's budget gap. Clovis City Council members voted Tuesday night to accept the Clovis Police O�cers Association's "givebacks," which amount to $483,000 between July 1 of this year and June 30, 2009. The police association has 110 members. "We are agreeing to help the city out in this crisis, and what we are trying to do is preserve the services the citizens of Clovis are receiving and have been receiving," said Vince Weibert, a police association board member. MORE INFORMATIOId In other action About 75 residents came to the Cbvis City Council meeting Tuesday night to discuss a home in their neighborhood near Shaw and Armstrang avenues that they are concemed is a'sober living home.' A man living in the home told the Council that the house is for college students and others who pay weekly and monthly rent. A report by the city attomey will be submitted to the councfl on Sept. 15 to determine whether the home violates any city ordinances. He said police programs are being slashed, officers are not being hired and Clovis is falling behind the level of policing it needs. "Our numbers are down 6°k from where they were a year ago," Weibert said. He said the department has 108 o�cers and should have 130, according to ratios approved by the city a few years ago. Leadership in the Clovis Firefighters Association said it also has voted to support the "givebacks" plan, which will go to the council for approval next week. The firefighters association, which has about 60 members, has voted to reduce total pay and benefits by about $264,000. "It amounts to about $400 per person per month," said Randy Finfrodc, president of the Clovis Firefighters Association. "The funding for a lot of service now has shifted, in part, to the employee from the taxpayer. Our union and other unions ... are subsidizing services." All 460 city employees are being asked to give up about 4.34% each in salary and benefits. Management employees and council members made about $250,000 in concessions in June. The city's budget was balanced on the assumpGon that the concessions would be approved. If the concessions are not fully supported, the city may have to take more drastic measures — possibly layoffs — to balance the budget. Employees represented by the American Federation of State, County and Municipal Employees and the Clovis Public Works Employees Assoaation are being asked to make $404,000 in concessions. Finance Director Robert Woolley said he does not know if or when the two remaining unions will support the "givebacks." In addition to the employee "givebacks," the general fund is being balanced using $1.5 million in emergency reserves, reducing the aty's rainy day fund to $2.7 million, or 5°� of the aty's general fund. The city has already cut programs and training and left some positions vacant. The police and fire unions intend to educate the public over the next few months about the need for an increase in the city's sales tax !o help maintain po(ice and fire services. The reporter can be reached et mbenJamin�frosnobee.com or (559) 441-6166. �.,� - _ - �.�.� ,`x�; �• � ■ � ,. r r � ,� , �- - TO: FROM: DATE: SUBJECT: C� B A K E R S F I E L D CITY OF BAKERSFIELD PUBLIC WORKS DEPARTMENT MEMORANDUM Alan Tandy, City Manager ;� � Raul Rojas, Public Works Director October 28, 2008 New Recycling Legislation � G� i 2 Over the last two years, various State legislative bills were proposed to incre� the level of recycling in California. Bills to raise the 50% recycling mandate t� 60% or 75% were not passed. However, Senate Bill 1016 has now been enacted, and may require an increase in the recycling effort. This is becausE SB 1016 changes the way compliance with the current 50% recycling manda measured, and because it eliminates an extra recycling credit that was forme granted for wood chips converted to electrical power. This credit reduction rr reduce our recycling rate from the mid 50% range to the upper 40% range. Prior to SB 1016, the annual recycling compliance reports ran about two yeai behind, as the State was delayed in providing data needed for cities and cou to make their calculations. Thus, reports are complete only through 2006. T new measurement system under SB1016 will make reporting more timely, sc will be able to see our 2007 and 2008 results in early 2009. This will enable to further assess the impact of SB 1016. Basically, SB 1016 is intended to focus on implementation of recycling progr< rather than complex calculations. Cities or counties falling short of the 50% recycling mandate under the new system will be examined with respect to thE implementation of programs listed in their original recycling plan. Thus, the s mav than rPni iirP imnlPmPntatinn nf arl�litinnal nrnnramS such as curbside TO: ' • �� • B A� E R S F I E L D Economic and Community Development Department M E M O R A N D U M Alan Tandy, Donna Kunz .��.� � � � City Manager M� � , Economic Development Director SUBJECT: H.R. 3221, the Housing and Economic Recovery Act of 2008 o�t. As you are aware, President Bush signed the $3.9 billion H.R. 3221, The Housing and Economic Recc (HERA) of 2008 into law last July. The Act grants many housing industry reforms and provides feder� for implementing many of these reforms. As part of the federal HERA appropriation, the City of Ba has been allocated $8,982,836 from the Neighborhood Stabilization Program component of the f 2008. The Federal Department of Housing and Urban Development (HUD) is the federal deE administering the Neighborhood Stabilization Program funds. The program guidetines and formula for allocating the Neighborhood Stabilization Program 1 communities have been finalized. The areas in which we will be focusing the activities are primarilyt low to moderate income neighborhoods in which we undertake our current CDBG program. Grantees to access these newly appropriated HUD funds will need to amend their Consolidated Plan and c spending plan by no later than December 1, 2008 agreeing to the timely use of these special HUD f� compliance with program regulations. Staff expects to take the HUD amendment to the Council for � November 19, 2008. Citizen partic+pation requirements dictate a fifteen day public review period �n begin November 3, 2008. A draft Neighborhood Stabilization Prograrn spending summary is below Bakersfield Neighborhood Stabilization Program Funding Summary—Eligible UseslActivities and Bud NSP ELIGIBLE USES A. Purchase and rehabilitate homes and residential properties that have been abandoned or foreclosed upon, in order to sell, rent, or redevelop such homes 8� properties. B. Establish land bank(s) for homes that have been foreclosed upon. C. Demolish blighted structures. CITY NSP BUDGETS/GEOGRAPHIC FOCUSED AREAS ■ $3,731,844.00 / Geographic Focus: Neighborhood Stabilization Program designated block group Areas within the City ■$2,007,730 / Geographic Focus: RDA neighborhoods within Neighborhood Stabilization Program designated Block Groups. ■$ 1,000,000/ Focus: RDA neighborhoods within Neighborhood Stabilization Program designated Block Groups. � � a � o^ oti , V/ � W C '°°'�� � �� t r C� p Y i � Q O � o� 3 O t Q Gt �: � O�� O O O CD ZaV -�W°[0 i�.� O � O � � �����mF� � � � C N C � N LL R� R � E �� • LL N = �' � � W �� �� g,,� Y�• °� O z a� N 3 � �° 3 m=-� a. _.�,F.�� a � a N " � Q � a R=` 4 m£� '. � � V1 • � W � � f° ,2' " a ° � d� � � � �a .� C J � � ° �= o� c ! `-� ` � `uOW �`Q � n J ��z'co�'': �u�� � � o n� E � I o,� zW� � c �w c~ WZrym�„��,„ o � "O1"" � a � � � c m° "` ;!� =m � Z � Q Q J � �FI U c 7 a,� a o W � 1= i� Q O Q } fn y O L,��, d� O � :� - w' � c'� p F' zYp�`o�o- L� �� U � N o () mm„m�:c� ls Nosa3lsvw �� W? � ��, �� m=_ s o ti u � � ' U U _ i � l u' ■ � � � � 2 � 0 0 aa 4N�3Nf/1 S �� � a n � ji < - z? a - Qi x z� � �% � Z .IMH H�1tfdQ33M � � � J 2 O � � J W � e �! Z C o c) w r � o � z w '� � oa xv�a � s • � =' ; o �1 -� O z �'�� � .' W Q��kJVr � �; � a �� � C�. 1S ll�Is1SC S < - o� �� _ 4 �N NQ f `�a _ �u n. a> i� � - - w w', "Q �` `�, u� � � � � � m Q ���� a ` Q�"}t % � 3i1V NORtl3� iry S a a �.,� � ., U "--�-s, � � \ � _ III�NI�tll�lll�l N 8 ,� p �`�C �� 7:a:T ro fy :r�"��..� � ' w r �� - � :.�--.! 4.4� � �1 � dtl 1�110� CQ � i�jlrl� _,^,� C�-, � 11�'I..y ,_ q' � G� ei � � ` '�;�r1p a � . �.s t LL Q CO C'�~ �., � l. �'...�,..,,�r� _. Vi z p. �" : a.�y__�'�' ; _ , ay;� �► � � a�,.� � � ,;:.' � �;. 8 r�iNn s � , `o: , - -- �'- _ _ ��� . , . � c� r �" � - �� ,,."�.y ` � / � (:t \s ` 2��� M a � y _ s�;�►bt� � „ �i . , f r . _�-` _ `� ���.t�g ,� �. ��� _ a�c� �tTz��� ofa° � µ�`` �'�:� g r � �?��fJ - `�.., . � • �� � �� � r.v � ��,� '�� :�� N e`� � -- � c - aa laodaid � 1S N o� .� a a � 8 0 p ti ao �M� �y 0 . W � ��o � ° o � � G Bo �, �Q c., nt+. ���0 �'o w �� M m ! �•' c� 1 � � e � � H � ��,,� � 0 ` .) a o �vnl�na� �+- ie ►— � a� �-+�: <� N o • _ �� o'• ��i�_� i a_� aoH �o Paqe 1 of 2 STREETS DIVISION — WORK SCHEDULE WEEK OF NOVEMBER 3— NOVEMBER 7, 2008 Resurfacinc�/Reconstructinq streets in the following areas: Preparing streets to be reconstructed in the area between Fairfax Road Morning Drive, north of Panorama Drive. Reconstructing streets in the area between Sundale Drive and Club View east of Ashe Road. Miscellaneous Streets Division projects: Working on the Mill Creek project. Working on the Aera Park project. Paqe 2 of 2 STREET SWEEPING SCHEDULE Mondav, November 3, 2008 Between Oak Street and "F" Street, 16t" Street and Golden State Frontac Between Bernard and Niles, Chester Avenue to Alta Vista Drive. Between Rosedale Highway and Palm Avenue, Jenkins Road and Allen Between Brimhall Road & Rowland Avenue, Rugger Street & Jenkins Ro Between Allen Road & Jewetta Avenue from Stockdale Highway, north Tuesday, November 4, 2008 Between California Avenue and Brundage Lane, Oak street to Union AvE Wednesdav, November 5, 2008 City streets in the area between Panorama Drive and Columbus Street, f Boulevard to East Columbus Street. Between West Columbus Street and Bernard Street, San Dimas Street Avenue. Between Stockdale Highway and Truxtun Avenue, Coffee Road and He�n Thursdav, November 6, 2008 Between Truxtun Avenue and Brundage Lane, Union Avenue and Washi Befinreen Bernard Street and Niles Street, Alta Vista Drive to Owens Stre City area befinreen Owens Street and Williams Street, Flower to Kentuck� Between Kroll Way and Camino Media, Gosford Road to Don Hart Drive. Between Pacheco Road and Panama Lane, Old River Road to Progress Fridav, November 7, 2008 City streets in the area between Columbus Street and Bernard, Paladino ��alca �van� ic i B A K E R S F I E L D OFFICE OF THE CITY MANAGER MEMORANDUM October ; To: Alan Tandy, City Manager From: John W. Stinso6 A sistant Ci Mana er , tY 9 Subject: Calculation and recovery of costs for damage to city property/equipment by third parties Councilmember Hanson requested that staff provide a report on the calculation for damage to city property and equipment by third parties. Upon review it app method of calculation of administrative cost needs to be revised for claims i outside contracts (about 15 out of 140 claims for 2008) to better reflect actu; Staff will recalculate these amounts for all current open and future claims. � result in a decrease of about $300 to $600 depending on the amount of outside costs for each claim. In the case of the wall repair for Mr. Richard Jennings, t incurred by the City included direci costs associated with the responding parks : outside services costs for repair of the masonry wall. An administrative fee cc with cost recovery was applied. Based on the change in methodology m� above, this bill would be reduced by $346.54. Also it was found that administrative costs were not being applied to equipment claims. This will be corrected in the future and will add about $30 to $50 per ec damage claim depending on the amount of damages. As described in a previo� to the City Council, staff has taken steps to tighten up contractual processE future and to encourage competitive bidding whenever possible. Background: When damage occurs to City property or equipment by third parties the city att� recover its costs to repair or replace the properiy or equipment. Departments � the time spent and materials used by staff to make repairs, replace damaged ec or structures. In some cases departments may contract outside services to m� ror»irc t�ri-�cn c�'1Gr�i7� G]YI'1Gt"FICG� IC 1'1PP(iP(i �11 arlriitinn t(i tI1P�P. �IrP�:t C� oversight of these operations on both a departmental and city-wide basis. U concept of cost recovery it is unreasonable for the general tax payer to subsidi; costs for damages to city property or equipment caused by a third party. However, after review of property damage claims processed by Risk ManagE recover costs incurred by city departments during 2008 it appears the applicatic administrative cost factors by departments for claims where for outside serv used may be skewing the charges. Staff reviewed approximately 140 cl; damage to city property and equipment. Of those reviewed, only 19 involved services. 4 were for tree replacement and the remaining 15 were for damage While risk management, supervision and other administrative costs have been recovered through the administrative cost allocation process for typical cla administrative costs amount for claims involving outside contracts appear to ex� typical costs for these functions if they had been captured as direct costs for the of claims. For example, Claims administration charges for Risk Management 1 claims average $81, review and supervision of the outside contractor, and prc time by Recreation and Parks would average about $152. These amounts administrative cost allocation on the direct costs ($70 on average) would tot $304 on average per claim. This compares to the average of roughly $900 being assessed using the current methodology for claims involving outside c While the current calculation of administrative cost is consistent with th application of administrative overhead, in the case of ineasuring the costs wher services are used it does not seem the most reasonable method. Based on thi; and after discussion with the Finance Director it is recommended that the admir cost factor no longer be applied to the outside contract amount and instead that Management claims processing amount be applied directly and supervis processing time by Recreation and Parks be applied as direct costs to better ac� and recover these costs. Staff will recalculate these amounts for all current c future claims. Additionally during our review, it was brought to our attention that admii charges were not being calculated against materials, equipment and labor fc involving damage to city equipment (24 claims) as they should be. Thi� corrected, and staff will work with the Finance Department to develop forms anc for Departments that facilitate the proper calculation of these costs. I have reviewed and discussed the findings noted above with Finance Director Smith and he concurs with my review and recommendations. ,.,. n�o�c•,,., c.Y,�+h � B A K E R S F I E L D WATER RESOURCES DEPARTMENT MEMORANDUM October � TO: Alan Tandy, City Manager FROM: Mark La� rt, Waier Resources Superintendent THROUGH: Fiorn Core, Water Resources Manager SUBJECT: Referral ID [35]: COMPLAINT OF KERN DELTA WATER During the City Council meeting of October 22, 2008, Council Member Benham re staff to contact Ms. Christina Juarez to address her correspondence and determin� resolve concerns that Kern Delta Water is not maintaining the canal in the1200 Lake Street. City staff contacted the General Manager of Kern Delta Water District (KDWD) in r� the October 9, 2008 letter sent by Ms. Juarez to Council Member Benham. Her c� included trash, weed, mosquito and a tree problem. KDWD has scheduled maini on this section of the Eastside Canal in November/December which corresponds shutdown of the canal. KDWD maintenance crews plan to clean up the trash, we� trees during this period. KDWD, like the City of Bakersfield, works with the Kern N and Vector Control District concerning mosquito abatement. I spoke v+ superintendent of the Kern Mosquito and Vector Control District and he informed they have taken samples in this area and that there is not a mosquito problem. I spoke with Ms. Juarez this afternoon and provided the above information. appreciative and thanked me for my time. � B A K E R S F I E L D CITY OF BAKERSFIELD PUBLIC WORKS DEPARTMENT MEMORANDUM C� � TO: Alan Tandy, City Manager ,_ . �, FROM: Raul Rojas, Public Works Director ti DATE: October 13, 2008 SUBJECT: NEW PHONE SYSTEM Referral No. 30 COUNCILMEMBER COUCH REQUESTED AN UPDATE ON THE PURCHASE NEW PHONE SYSTEM AS HE HAS CONCERNS ABOUT THE COST EFFECT OF THIS PURCHASE GIVEN FISCAL CONSTRAINTS. City staff and the consultant are in the process of evaluating the four finalist's t proposals which were received on October 10, 2008. On October 2� presentations and cost proposals were made to the consultant and staf anticipated that a recommendation to award a contract to the most qualified firr made at the December 17, 2008 Council Meeting. The current phone system is 18 years old with a life expectancy between 10 years. The age of the system makes it more susceptible to failure. Major corr are expected to become increasingly more vulnerable to failure within the r years. In addition, the current Ericsson system has limited support within the tE industry as the manufacturer has discontinued production. While parts are � available on the secondary market, this may only last a few more years. The cost effectiveness of this purchase will be evaluated as part of the proposal prior to making a recommendation to the City Council.