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7/8/1974212 MINUTES OF THE REGULAR MEETING OF THE CITY COUNCIL CITY OF ROLLING HILLS, CALIFORNIA July 8, 1974 A regular meeting of the City Council was called to order by Mayor Battaglia at 7:30 P.M. Monday, July 8, 1974 at the Administration Building, 2 Portuguese Bend Road, Rolling Hills, California. ROLL CALL PRESENT: ABSENT: ALSO PRESENT: APPROVAL OF MINUTES Councilmen Crocker, Le Conte, Rose, Mayor Battaglia Councilman Heinsheimer Teena Clifton William Kinley Douglas Rogers June Cunningham Capt. B. R. Kienast Lt. James Cook Lt. Charles Nipps Mr. & Mrs. James Barnard William Corette Robert Fortney Dr. Barry Morse Miss Diane Nordby Mrs. Maureen Rogers Mrs. Joan Saffo Mrs. Suzanne Small 152 City Manager City Attorney City Treasurer Secretary Lennox Sheriff It II I t ri Residents n Station Councilwoman Le Conte moved that the minutes of the meeting of June 27, 1974 be deferred until the next meeting of the Council. The motion was seconded by Councilman Crocker and carried unanimously. LOS ANGELES SHERIFF'S DEPARTMENT 154 Mayor Battaglia introduced Ca?tain Bedo R. Kienast, recently appointed Commander of Lennox Sheriff.s Station following transfer of Captain Kenneth Hays. Captain Kienast advised the Council that he has been a member of the Sheriff's Department for 18 years, and was Watch Commander at the Lennox Station from February 1966 to December 1967. Mayor Battaglia welcomed Captain Kienast on behalf of the City Council. LOS ANGELES REGIONAL CRIMINAL JUSTICE PLANNING BOARD 162 Mayor Battaglia introduced Lieutenant James Cook, who advised the Council that he was present to speak on a delinquency prevention program sponsored by law enforcement assistance funds as they are handled by the Los Angeles Regional Criminal Justice Planning Board. The basic thrust of the plan is threefold: 1) it is a regionalized ap- proach whereby communities and cities can attack the problem of delin- quency prevention in a systematic way; 2) it provides for some delin- quency prevention planning; 3) it is an effort to expand on current juvenile diversion programs that are in progress. The Los Angeles County Sheriff's Department has been involved in a juvenile diversion program for several years, which Lt. Cook described as a system where- by minor offenders and first offenders are referred to a community agency, a psychiatrist or other professional help, rather than to Juvenile Court. Approximately $230,000 has been allocated to the South Bay region, and will have to be met with cash commitments by participa- ting cities and communities, Lt. Cook stated. He said that the Sheriff's Department recommends participation in the program, and will help any City by providing technical assistance in preparing a request for a grant under the program in a systematic manner. The Sheriff's Department has I. 1 July 8, 1974 had good results with their juvenile diversion programs Lt. Cook said, and he offered the following data: approximately 4,000 young offenders have been referred to approximately 125-130 community based agencies; no incidence of homicide or violent assault involving any of the 4,000 has resulted, and -the recitivism rate averages 30% county wide vs 51% recitivism rate for the probation department which processes the same type offender through the juvenile justice systemo�` By removing the minor offender from the juvenile justice system, more attention can be given to the hard-core juvenile offender, Lt. Cook said, and he - also said failure to act on the first 'offense often adds to the cycle of failure. The Sheriff's Department has contracted with the University of Southern California for a study which will research the community based assistance to offenders program, he reported. Lt. Cook -recom- mended that the City of Rolling Hills participate in the federally funded South Bay Regional Program, and invited questions from the Council. Councilman Rose asked Lt. Cook how many young people from Rolling Hills have been referred to the juvenile program. Lt. Cook said he didn't have the figures but could obtain them. First time offenders from the area are referred to the Palos Verdes Switchboard, which then refers them to the appropriate community agency for coun- seling, in consultation with their family. Councilman Rose asked whether the arrest is recorded as a juvenile arrest. Lt. Cook said it is, but in the most minimal manner; after counselling a teenager is told that when applying for a job or on a college application, if asked he can say that he has not been arrested, which follows an appellate court decision handed down, Lt. Cook said. Councilwoman Le Conte said she had read that Rolling Hills would be asked to contribute $71.50 for participation in the program,. and asked how it would be spent, and by whom. Lt. Cook said the amount required was subject to change, depending on the number of cities par- ticipating, and the funds would be allocated by the project board which would control all the funds, and would include one councilman from each participating city. Councilwoman Le Conte asked whether funds contri- buted by the Peninsula cities would be allocated to the Palos Verdes Switchboard, which is in serious financial trouble, and Lt. Cook said the Switchboard would get approximately $10,000 of the funds. Councilman Crocker moved that the City Council support the allocation. of funds for the project as outlined by Lt. Cook. The motion was seconded by Councilwoman Le Conte and carried by the following roll call vote: .:.AYES: Councilmen Crocker, Conte, Rose, Mayor. Battaglia NOES:. None ABSENT: Councilman Heinsheimer Mayor Battaglia said he would call.Mayor Ken Miller of 'Torrance and urge participation in the program by that city; and would ask other mayors to do likewise. Lt. Cook said he had asked the City Manager for a letter of endorsement to be included in a package being prepared for presentation to other cities. PUBLIC HEARING -*P . ROPOSED BUDGET% FISCAL YEAR 1974/75 234 Mayor Battaglia said a great deal of time had been spent in developing a philosophy which would provide a blueprint for future budgets for both the Rolling Hills Community Association and the City of Rolling Hills. The Mayor said he wished to thank Councilman Crocker, Finance Officer and City Treasurer Rogers for the many hours they de- voted to development of the philosophy of the budget, as well as prepar- ing the budget for presentation. He then -asked Councilman Crocker to present the budget. -2- 214 July 8, 1974 Councilman Crocker said he would attempt to explain the philosophy aimed at defining expenses and deciding how funds should be allocated, then the City Treasurer would explain key items in the budget, after which the matter would be open for questions and dis- cussion by members of the Council and the audience. Certain budget items are policy matters, Councilman Crocker said, and he asked mem- bers of the Council to be prepared to discuss those items and make recommendations. The Rolling Hills Community Association will be responsible for controlling and maintaining entrances, roadways, recreational facilities and regulating architecture and land use, Councilman Crocker said, and the City will be responsible for all municipal services except those already mentioned as the responsibility of the Association. The Community Association would also be responsible for all costs asso- ciated with activities necessary to fulfill the basic objectives of the Association; to the extent that some of the costs are generated by both the Association and the City, costs will be allocated on a proportionate basis. Checks will be conducted throughout the year, and some changes may be made in, allocations during the year, based on what review of the budget shows, Councilman Crocker said. All recreational facilities will be owned by the City and leased by the Association, to insure the proper private use of the facilities by members of the Association, a private entity. An assessment is levied on all properties by the Association, and fees are charged for certain services and administra- tive work. Its principle costs are entrance gate costs, maintenance of roads, maintenance of recreational facilities, trails and operation of the Board of Directors, Architectural Committee and Landscape Committee. Principle revenues to the City are from property taxes and the tax rate has been set at 95e,� per $100 assessed valuation, same as last year, Councilman Crocker said. Revenues from motor vehicle license tax, revenue sharing, traffic fines and forfeitures and miscellaneous other tax funds provide the balance of revenue to the City. All the City's costs are related to public safety, health, enforcement of City, County and Federal regulations, maintenance of other facilities than roads and recreation, and general administrative costs relative to operation of- the f`the City. Total income for the City this year will be approximately $85,000 more than last year because of the increase in assessed valua- tion, Mr. Crocker said. Total budgeted expense in the tentative budget will be $48,000 less than last year; however $97,000 was spent from the General Reserve Fund last year, leaving a minimum fund available. It is the hope of the Budget Committee to end the year with a $38,000 ad- diti®n to the General Reserve Fund for Fiscal 1974/75, Councilman Crocker said. He then asked the City Treasurer to speak on the tentative budget. Mr. Rogers said the difficulties experienced this year with regard to timing, consistency, unfamiliarity with the budget should be resolved so that next year the only items that will require attention will be new items or large differences. In preparing the format for the budget Mr. Rogers said he tried to develop a budget consistent with that recommended by the California Municipal Leage as a good budget format for cities, adapted to the needs of Rolling Hills. Questions about appropriateness of amounts should be directed to the City Manager, who has made the specific dollar amount recommendations, and Mr. Rogers said he would respond to questions about categorization of income and allocation of funds. Mr. Rogers said it will be necessary for the City to borrow funds this year to carry through the "dry spell' when revenues are not received, and he said $40,000-50,000 in the General Reserve Fund is a necessity for efficient operation of the City. During the coming year cash management will be carried as a monthly item on the monthly financial statements, so cash flow can be more closely observed. Allo- cations of funds between the City and Association are based on fair market values, Mr. Rogers said. The City will pay all salaries except gate guards, enabling employees to participate in the Public Employees Retirement System, and the City will pay all bills except those which -3- 2.114. July 8, 1974 are 100% Community Association bills. An allocation, of charges will be made to the Community Association for use of the Administration Building and the Maintenance Building, and the charge for use of the riding ring by the Association will be increased, he said. Mr. Rogers said the Council should consider specific items such as inclusion of funds for an Administrative Intern,, increased allocation for supplies, Classification Study, GateOperationReimbursement, no longer in the City's budget in line with the philosophy that it should be an Associ- ation expense:. Caballeros park maintenance is also an Association expense and will no longer appear in the City's budget. The Maintenance Building was paid for by the Association and built on City land, and the City will purchase it over a ten year period, Mr. Rogers said. The Council should also focus on two other items, Mr. Rogers said: the $10,000 allocation for underground utilities and $6,000 for a seismic study. Total expenditures for the year are projected at $3139000 for the coming year compared to $361,000 last year; requirements are $264,000 compared to $351,000 last year, and includes an increase in the General Reserve Fund as discussed. Mr. Rogers then advised the � Mayor that he would answer questions on the budget. Councilman Crocker asked Mr. Rogers to speak briefly on the changes in the Community Association's budget. Mr. Rogers said the tax rate had been raised to 95�, however there will be $15,000 less income to the Association because of shifting of funds. Expenditures will be $75,000 less, and there will be an addition.of $21,000 to the Reserve Fund, vs an expenditure from the Reserve fund of $47,000 last year. Total fund requirements will be $15,000 less than last year, he said. Mayor Battaglia said the Budget hearing had been held by the Community Association, but will be discussed again at a special meeting Thursday, July 11th, before being adopted. Mayor Battaglia thanked Councilman Crocker and Mr. Rogers for their presentations, and opened the discussion to questions and comment. Councilman Rose said he felt the philosophy of the budget was in line with the wishes of the Community. He asked how money is being saved as outlined by the Treasurer. Mr. Rogers said funds are being shifted, money is not being saved, but revenues are being increased through in- creased valuation of property. Councilman Crocker requested that the monthly financial statements note any variance of 10% more or less than the budget, so deviations in the budget can be detected during the year. Councilman Rose asked whether the Traffic Safetv,Fund, which has been reduced, has sufficient flexibility to provide for specific problems, and the Manager said the drainage problem on Crest Road that Mr. Rose is concerned about has been included in the Community Association budget. Councilwoman Le Conte said she thought the value placed on recreational land was very low. Councilman Crocker said the budget committee had discussed the subject at length, and had arrived at a figure they considered realistic for the current use of the land, not - the potential. Councilwoman, Le Conte asked why the assessed valuation ..of the City is more than the assessed valuation of the Association and .Mayor Battaglia explained that the valuation.of the Association does not include utilities. Councilwoman Le Conte said it was her observa- tion that the budget lacks flexibility, and doesn't provide leeway for inflations or escalations. Councilman Crocker said the budget is a plan for expenses, and any deviation will require conscious consideration, and the contingency fund will be used only in the case of true contin- gencies. Although a tight budget, it is realistic, Councilman Crocker said. Mr. Rogers said he would document the differences between the proposed budget and the budget for the last fiscal year.for both the City and Association before the next budget hearing. Mayor Battaglia asked the meaning of CETA under the Miscel'- laneous Revenue category, and the Manager explained that it is a funded program, Comprehensive Employees Training Act, that replaced r4® 1 July 8, 1974 the Public Employees Program (PEP). The Mayor suggested that the Classification Study of jobs, requested by the Manager, be postponed with the recommendation that a study be conducted by a private firm rather than the study by the State Personnel Board that Mrs. Clifton had requested. Further, he directed that the pool of funds to be reserved to meet possible recommendations made as a result of the study be eliminated from the budget. Mrs. Clifton said that Councilman Heins- heimer, Personnel Officer for the City, had recommended that the salary pool portion be removed from the budget, but the amount for the Classi- fication Study be left in. The Manager reported that she had met with Councilman Heinsheimer and Mrs. Joan Saffo, president of the Board of Directors, who is personnel officer for the Association before Council- man Heinsheimer left on extended trip out of the Country. Mayor Battag- lia asked whether the Personnel Officer had made his recommendation in writing regarding the Classification Study and salaries, and the Manager said he had not. The Mayor directed that the Classification Study be eliminated, along with the salary pool, and that salaries for July be paid at the last fiscal year amount until the Personnel Officer's re- commendation had been received. RECESS Mayor Battaglia recessed the meeting at 9:00 P.M. The meeting reconvened at 9:10 P.M. and was opened for discussion from the floor. Mr. William Corette, finance officer for the Rolling Hills Community Association, said that the Budget Committee had attempted to build up reserves in both budgets to meet any contingencies which might arise, and had developed tight budgets for both the City and Association. Mr. Robert Fortney said that although the gate reimbursement by the City to the Association in the amount of $136,000 was not included in the current budget, he felt there was not an appreciable difference in the proposed budget. Mr. Rogers explained that after adjustments had been made and payments shifted between the two budgets, the City budget is about $30,000 higher in expenditures than the previous year. Mrs. Saffo said she was disturbed by the apathy of the residents, since all were advised in advance of the hearing, and only four residents were present. Mrs. Suzanne Small, 5 Flying Mane Lane, said she was impressed by the Budget Philosophy as stated by Councilman Crocker, and Councilman Crocker suggested that copies of the philosophy as developed by the Budget Com- mittee be available in printed form at future budget meetings. Following discussion, Councilman Crocker moved that the tentative budget be adopted as presented; the motion was seconded by Councilman Rose. Councilman Crocker said a $10,000 income item for parks had not been included in the budget because of a question about public use of private property; he moved that a policy statement be made so that in the event the City decided it could accept the funds, it would still be eligible. The City Attorney said the Manager had informed him that there is a July 15th deadline for the application, and he recommended that the Council adopt a resolution of intention to participate, and attach to it a statement that the City intends to use the funds in con- nection with the planned use, and that the location in which the funds are to be used is within the City, and there are no public ways or streets in the City which would give access to the site. Councilman Rose said he thought the funds should be turned down; Mayor Battaglia suggested that the funds be accepted and used for beautification of areas outside the entrances to the City. The City Attorney said adoption of the resolution would not commit the City to accepting the funds. Mayor Battaglia moved that the motion to adopt the tentative budget be amended as follows: that the tentative budget be adopted with the following changes .that the refuse collection income and expen- ditures be eliminated from the budget; that the Classification Study on calaries be eliminated; that the Poppy Trail riding facility be budgeted S12 July 8, 1974 as follows: Land, $20,000; Completion of Subdivision, $2,000; Improve- ments, $5,000. The motion to amend approval was seconded by Councilman Rose and carried by the following roll call vote: AYES: Councilmen Crocker, Le Conte, Rose, Mayor Battaglia NOES: None ABSENT: Councilman Heinsheimer The motion to adopt the tentative budget as amended was carried by the following roll call vote: AYES: Councilmen Crocker, Le Conte, Rose, Mayor Battaglia NOES: None ABSENT: Councilman Heinsheimer Mayor Battaglia directed the City Attorney to prepare the budget philosophy in resolution form for adoption at the next meeting. t - X. Councilman Rose moved that a resolution be adopted filing for ""4a grant of park funds with a statement attached advising that the park D a site is in a private city. The motion was seconded by Councilwoman Le Conte and carried by the following roll call vote: AYES: Councilmen Crocker, Le Conte, Rose, Mayor Battaglia NOES: None ABSENT: Councilman Heinsheimer PAYMENT OF BILLS 1314 Councilman Crocker moved that Demands No..3757 through 3879 in the amount of $6,675.40 be paid from the General Fund, with the excep- tion of.checks No. 3758 through 3850, which were voided when a new 'account number.was issued to the City. The motion was seconded by Councilman Rose and carried by the following roll call vote: AYES: Councilmen Crocker, Le Conte, Rose, Mayor Battaglia NOES: None ABSENT: Councilman Heinsheimer Councilman. Crocker moved that Demands No. 1100 through 1106 in the amount of $1,194.16 be paid from the Pool Fund. The motion was seconded by Councilwoman Le Conte and carried by the following roll call vote: AYES: Coiincilmen Crocker, Le Conte, Rose NOES: Mayor Battaglia ABSENT: Councilman Heinsheimer CITY COUNCIL REPORTS COUNCILMAN HEINSHEIMER 1240 Mayor Battaglia ordered Councilman Heinsheimer's reports held on the agenda until he returns. COUNCILWOMAN LE CONTE RAPID TRANSIT DISTRICT 1241 The Mayor ordered the matter held on the agenda. COMMERCIAL USE OF PROPERTY IN ROLLING HILLS 1242 Councilwoman Le Conte presented a report to the Council from the Committee to Study Commercial Use of Property in Rolling Hills, I - July 8, 1974 and she asked that members of the Council read the report and be pre- pared to discuss it at the next,..meeting., The Mayor so ordered. NOTICE OF FILING APPLICATION FOR RATE INCREASE, SOUTHERN CALIF. EDISON Mayor Battaglia ordered the matter held on the agenda for additional information. CITY ATTORNEY ORDINANCE NO. 122 1315 The City Attorney asked that the ordinance which was introduced on May 13, 1974 be held on the agenda while he researched it further. The Mayor so ordered. ORDINANCE NO. .125 The City Attorney reported that Ordinance No. 125 had been revised as requested by Councilwoman Le Conte and was ready for adoption. Councilwoman Le Conte said she had also requested that the ordinance be changed to provide that the Mayor be designated to ask the Governor to declare a State of Emergency when necessary. The Mayor ordered the matter held on the agenda for the additional correction. CITY REPORTS FIRE DEPARTMENT ACTIVITY REPORT The Activity Report of the Fire Department for the months of April and May 1974 were presented to the Council. The reports were received and filed. MATTERS FROM THE COUNCIL 1360 COUNCILMAN ROSE, RE: MODIFICATION OF RESTROOMS Councilman Rose asked whether his request for modification of restrooms to accommodate physically handicapped persons had been put out to bid.. Mrs. Clifton said she would report on the matter at the next meeting of the Council. ADJOURNMENT 1410 There being no further business to come before the meeting, the Mayor adjourned the meeting at 11:05 P.M. City Clerk APPROVED: I Mayor -7-