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1997/07/31 - Agenda Packet - Adj Spec (Budget)
AGENDA CITY OF RANCHO CUCAMONGA CITY COUNCIL REDEVELOPMENT AGENCY FIRE PROTECTION DISTRICT Ad}onmeti/,~/ecial M~tinl~ July 31, 1997- 5:30p.m, Tri Communities Room 10500 Civic Center Driv~ Rancho Cucamonga, California l, o lo This is the lime "~i'-L<~ for b semrd public M ~::: :.~~ ".'Li~, ..S!Me low. proldbits the Council from sddressinI any ':~'.~lJ~ previously iaeluded on lbs"-llleld~y:.._TllJ'~ "-~ ~ .recelv, e testimony and set the matter for a subsequent, peering. Comments ..m tO',~ ~:I,,I~ ~:minu!m per individual forgoing ~em!~ ~ ~ oo J~h7 ~A~ 1~'?. ~ ~~-~ (~) hours priorto t~e meeit~ ~r Go~emmem Code AGENDA CITY OF RANCHO CUCAMONGA CITY COUNCIL REDEVELOPMENT AGENCY FIRE PROTECTION DISTRICT Adjourned/Special Meeting July 31, 1997- 5:30 p.m. Tri Communities Room 10500 Civic Center Drive Rancho Cucamonga, California A. CALL TO ORDER 1. Pledge of Allegiance. 2. Roll Call: Alexander , Biane , Curatalo ~, Gutierrez ~, Williams B. ITEM OF DISCUSSION 1. DISCUSSION OF PROPOSED gUT)GETS FOR FISCAl, YEAR 1997/98 C. COMMUNICATIONS FROM THE PURIJC This is the time and place for the general public to address the City Council State law prohibits the Council from addressing any issue not previously included on the agenda. The Council may receive testimony and set the matter for a subsequent meeting. Comments are to be limited to five minutes per individual. D. ADJOURNMENT I, Debra J. Adams, City Clerk of the City of Rancho Cucamonga, hereby certify that a true, accurate copy of the foregoing agenda was posted on July 24, 1997, seventy-two (72) hours prior to the meeting per Government Code 94954.2 at 10500 Civic Center Drive, Rancho Cucamonga, California. BUDGET - CITY CLERK CITY CLERK BUDGET - 4126 DEPARTMENT REQUEST: 1) 7047 Capital Outlay/Computer Equipment Imaging System/Equipment Enhancements (Hardware) 2) 3900 Maintenance & Operations Software (Software) Total $22,100 $ 8,750 $30,850 BUDGET REQUEST FOR FUNDING FROM RDA AS FOLLOWS: 1) RDA- CAPITAL (Ps. 29) Department Fund: Civic Center/Public Safety Fund # 17 51700 · Fixed Asset Acquisition Storage Media Disks WORM Optical Disks , ~. ~5 Disks for off-site security File server memory Additional Hard Drive 2) RDA- OPERATIONS & MTCE (Pg. 28) Department Fund: Civic Center/Public Safety 50130-M&O 1 O-User Laser fiche upgrade ' Laser fiche software for Windows Fund # 17 * Reason: we have a 15-consecutive user license in place, but need an additional I0 to meet the needs of the City $15,300 $ 1,600 $ 1,600 $ 2,000 $ 1,600 $22,100 $ 6,250 $ 2,500 $ 8,750 * The City Clerk Dept. made the original request for the Records Management Division as a necessary upgrade to the~Samill~~,~~aserFiche) to allow for additional storage capacity of permanent city records. We are currently at maximum capacity. Through budget meetings/discussions, it was determined that this request qualifies for RDA funding. Fund # 17 - Source of funding for capital expenses related to Civic Center. Revenue source: Bond proceeds WORM - (Write once - read many) BUDGET - CITY CLERK CITY CLERK BUDGET - 4126 DEPARTMENT REQUEST: 1) 7047 Capital Outlay/Computer Equipment Imaging System/Equipment Enhancements (Hardware) $22,100 2) 3900 Maintenance & Operations Software (Software) $ 8,750 Total $30,850 BUDGET REQUEST FOR FUNDING FROM RDA AS FOLLOWS: 1) RDA- CAPITAL (Pg. 29) Department Fund: Civic Center/Public Safety Fund # 17 51700 Fixed Asset Acquisition Storage Media Disks WORM Optical Disks Disks for off-site security File server memory Additional Hard Drive $15,300 $ 1,600 $ 1,600 $ 2,0OO $ 1,600 $22,100 2) RDA- OPERATIONS & MTCE (Pg. 28) Department Fund: Civic Center/Public Safety Fund # 17 50130-M&O 1 O-User Laser fiche upgrade Laser fiche sof~ware for Windows * Reason: we have a 15-consecutive user license in place, but need an additional 10 to meet the needs of the City $ 6,250 $ 2,500 $ 8,750 * The City Clerk Dept. made the original request for the Records Management Division as a necessary upgrade to the -~ ................. .'2~_;_ ~, ~LaserFiche) to allow for additional storage capacity of permanent city records. We are currently at maximum capacity. Through budget meetings/discussions, it was determined that this request qualifies for RDA funding. Fund # 17 - Source of funding for capital expenses related to Civic Center. Revenue source: Bond proceeds WORM - (Write once - read many) As of June 1995, the City of Rancho Cucamonga's permanent records are being scanned to CD' s and stored on a 7-bay CD Tower which is now filled to capacity. This information is accessible from any termi.n_fl_jn th~..city, ~he city yard, and the fire stations..jTo continue the information storage we must purchase a $uk~ to populate 16 Optical Dishs with an addition 16 di~ to be sentg~ffsite for security ~_p. The Eil~,orv_~r M~sn~ is ~-~$d to handle the addition of -J~u~ebox. The addi[ional Hard Drive is needed to hendie the future i~ of the disks, being that all indexes are stored on the hard drive and not on the actual CD's. oO 0 City Clerk: The workload continues to grow in the City Clerk's office due to all of the legal requirements to be met regarding posting, advertising and minute taking of all subcommittee meetings and the various task forces the City Council has established. The records management division has expanded over the last year with the installation of an optical imaging system. The retrieval of information is much quicker, and the preparation time to store the permanent records for the City is much more efficient, saving file space for all departments. All City Departments are also being trained to retrieve their own records through their computer which have been scanned into the imaging system, providing better customer service to all internal as well as external customers. The Clerk's office is also an advocate of volunteers and utilizes as much assistance from them as possible. They are not only an asset to the City Clerk's office, but the entire City. '~z ZLU ~:Z .0 On ZO ,, Z '3' Z["' LU 0('u Z 03 ..41 © 0'. U ! ! w W Z ::::) 0 I I I © 0 0 ',~ · · I I I 0 OOO · · ~ x 0 ~W hi I-ZZ Z ~.,~ ~-~ O0(_l ZZZ our._) L~WW t~ I (U I ,4:) © W I- o z 0 z z 0 0 5 4 3 0 3 Suggested Vendor: RTL Consultants 16700 Vakket View Ave La Mirada, CA 90638 Date Needed: A. S. ^. P. Quantity Unit CITY OF RANCHO CUCAMONGA Date: June 12, 1997 Ship To: City of Rancho ¢ucamonga City Clerk's Office 10500 Civic Center Dr R.C. CA 91729 Requested by: Ji 11 Ecoff Department: City Clerk' s ) Account No. Unit TOTAL MDI 7-Bay CD-ROM Tower 01 112{;-990~ $3,820 (Fully populated, LLJN support, SCSI-2 support; Includes controller card, cables, terminators, and newest version of NLM) i'7-51700 Additional HP 4.2 GB SCSI Hard Drive $1,650 {For existing HP NetServer LC Pentium 133MHz) Implementation Services Solution Installation $ 900 Q - Pending Price Quotes B - Pending Formal Bids STATUS CODES Department Head · · 0 - Ordered E.D.O. - Estimated Date of Order Date Status E.D.O. Date Status E.D.O. Date I Status E.D.O. $ 423.93 $6,793.93 Date Ordered Order placed with Quoted Delivery _ __~.¥ OF RANCHO CUCAi REQUISITION Department: Requested by: [ Requisition No. 38036 Suggested Vendor: Date Needed: Quant~/ Urdt !~ Aoc~um No. Unit TOTAL Purchasing Agent Q - Pending Price Quotes B - Pending Formal Bids STATUS CODES 0 - Ordered E.D.O. - Estimated Date of Order Date Status E.D.O. Date Status E.D.O. Date Status E.D.O. Date Ordered Order placed with Quoted Delivery PUPCH~,SiNG CD-ROM Jukeboxes - http: //www. kintronics. com: $0/jukebox. html HTTP/1.1200 OK Date: Tue, 29 Jul 1997 23:22:36GMT Server: Stronghold/2.0Apache/1.2b 10 Connection:close Content-Type.~ext/html CD-ROM Jukeboxes ~ntronicshas a wide selectionof CD-ROM jukeboxes available, as well as all the softwarenecessary to attachthereto your computerand network. They rangein size from 5 to over 500 discs. NSM, JVC, Pioneer and NEC are some of the CD-ROM Jukeboxes described. CD-ROM Changersand Jukeboxes hold many CD-Discs. They are excellentfor singleuser stationsand can be used, withcare, on networks. A jukebox can be attachedto the networkif: · Discs are not used very often. · There are a smallnumberofsimultaneouaasers. · The CD-ROM discs have data filesor imagefilesand the indexis located on the hard disk. Archived files made in-houseor by a service bureau can be used thisway (usuallynot publisheddiscs). Consider a mixed systemwithhighuse discs in a Tower, and the lowuse discs in a jukebox. The best way to do this: · Start witha CD-ROM tower. · MonitorusageusingLanCD, CDVisionor OptiNet · Move low usage discs to a jukebox. · Or, Consider the TowerofChaneers. Thisis a great compromisesolution,providinga relativelyhigh number of CD-ROM drives to CD-Discs. There are a number ofchangersand jukeboxes to choose from. For example: ~ DRM-624X Six disc 4.4X changerfromPioneer. NSM-Mercury:150 disc 8X jukebox fromNSM, and the NSM-CDR 100 disc 4X jukebox. ' :~.~2 DRM-5004X: 500 disc 4X jukebox fromPioneer. ~4-.;~, JVC 200 and 600 disc 8X jukebox fromJVC. Please call us about these new l~d~ukeboxes. . tNEC CDRB02' Seven disc 4X changerfromNEC ** Sorry, Discontinued** Software available to supportjukeboxes on a network: · VirtualCD from Celerity Systems, Inc'. connects CD-Jukeboxes to the Novell server. · Smart CD from Smart StorageconnectsCD-Jukeboxes and CD-Towers to Novell, WindowsNT and UNIX networks networksas well as providingspecial enhancementsfor CD-Recordingand large documentand data storage. · HyperROM from Tracer connectsCD-Jukeboxes and CD-Towersto an UNIX network. Please check the latest technologyfor enhancingand upgradingyour network and computersystems: - Page 1 - -- j !. The New Generation of Electronic Records Management Systems In today's economy, we're all working harder than ever... trying to do more with less. We're constantly challenged by shrinking budgets and ever-increasing demands for information. As a professional records manager, you are more keenly aware of these pressures than most. You need that information right at your fingertips, and you don't always have the time or manpower to sift through vast amounts of paperwork,~- · That's where LaserFiche can help! This award-winning document imaging system is the perfect solution to records management concerns, by converting volumes of paper documents into ~:: electronic data that can be instantly archived, accessed and distributed. By breaking down the barrier between you and your information, LaserFiche : ~i;~ radically improves' your productivity, and rises up tO :~.the challenge of doing more with less. " ':: ~i~: ..... ~' At LaserFiche, we believe you shouldn't have to change everything, including your work'habits, just to accommodate new technology. That's why we designed LaserFiche to conform to the way you work. And best of all, it runs on your existing networks and ?~->~PC s. So, jmmng the other successful ~i! organizations already benefiting from ~'~'~:i~ LaserFiche will be the easiest transition C...:~.m"," -." .. ' }!'. ,~, . ~ ,. [....:'~'.~ · . .: .'./?..': · .,, ;. : .. ';;..~.~."g::i",, ,'?~": :'~'":"" ' Your documents... 0 rganization is simple! LaserFiche's hierarchical tree of fold- ers allows you to designate the destination of all scanned or imported documents. ...are 5c~ Whether you're managing permanent archival records, semi-permanent records, or temporary working files, your information can be stored on-line for immedi- ate access, near-line via jukeboxes or CD chang- ers, or off-line in bookcases. LaserFiche lets you decide how and where you want to store your da' ~hen it's time to copy and distribute agendas tc members, simply drag and drop between folders. fax or print out a request from a resident while tl hnagine having instant access to any line of text, in any docmnent, at any time. hnagine storing over 16,000 paper documents on one wafer-thin CD. hnagine copying and distributing important documents without having to worry about losinb misfiling, or damaging the originals. Simply scan in records such as council minutes, resolutions, ordinances and deeds, or directly import existing files from your PC. LaserFiche automatically indexes every word in the document, or allows you to index by customized key fields. ;~ERFICHE nned into LaserFiche... ... which is hooked up to your cu rrent network... all council nd you can ,y wait. With LaserFiche's full-text and fuzzy logic search, finding and retrieving hard-to-find documents is just a few key- strokes away. For example, if you need to search the city council minutes for all references to a recent water pump installation, simply type in "water pump," and in sec- onds every matched hit in your database will appear on the screen. by anyone on the network! are available for retrieval ...and all of your documents "The World's Best Networking Products...Imaging Product of the Year: LaserFiche NLM/Windows...the leader in a burgeoning market." LAN Magazine, February 1994 "...searches that would have taken three or four days...I found the information in minutes." Linda Butler, City Clerk, Flagstaff, AZ "In today's data-driven age, 'The one who has the most information rules.' If there's any truth to that...LaserFiche could make you king of your documents... If your business demands ready access to up- to-date information, we recommend LaserFiche." LAN Times, November 1995 "We get requests for records all the time...with microfilm it took for- ever...When I saw what LaserFiche could do, I knew ! had to get it for our office." lngrid Nonnast, Dir. of MIS, Burbank U.S.D.,CA "LaserFiche has been truly successful...providing valuable help in conserving our county's resources." Kathleen Matheson, County of Riverside, CA "We now have something in excess of a million and a half pages in the system...We have completely emptied two 20 by 30 foot rooms full of filing cabinets..." Mike Stout, John I. McMullen Assoc., Contractor for U.S. Navy Shipbuilding Program "For general-purpose office filing, LaserFiche is our choice." Network Computing, August 1995 "...LaserFiche...head and shoulders above the other software packages we looked at..." Jamie Herbon, City of Cypress, CA "LaserFiche handles batch scanning adroitly, letting you worry about collating and sorting...after scanning is complete. It's here that LaserFiche's management savvy really begins to show...the most sophisticated search engine of the products we reviewed..." PC Magazine, October 1995 1992 1993 1994 1994 1995 1995 1995 The Easiest Transition You'll Ever Make At LaserFiche, not only do we provide you with the ultimate solution to your records management prob- lems, we also ensure that the transition to your LaserFiche system is as effortless as the software itself. By providing a nationwide dealer and support network that covers everything from needs analysis, pre and post acquisition consulting services, installation and training, to customization, maintenance, hotline support, and overall project management, LaserFiche is with you every step of the way. Whatever your needs, whatever your budget, there's a LaserFiche system catered specifically to you: LaserFiche NLM/Windows is a high-performance, high-volume client-server document imaging application designed specifically for Novell NetWare; LaserFiche Executive is a standalone system for project-oriented individuals with small to medium-sized volumes of work; the soon-to-be-released LaserFiche I.AN is designed to run on all other network platforms. With LaserFiche's open architecture, you know that your investment is protected, and the modular design and scalability will meet all your changing needs - so no matter how fast, or how large you grow, LaserFiche grows with you. The New Generation Of Electronic Records Management Systems Is Here: LaserFiche Document Imaging. For more information, contact LaserFiche at: Voice: 310.793.1888 Fax: 310.793.8531 ReadyFax: 310.793.6391 Web: http://www. laserfiche.com ClS: GO COMPULINK BBS: 310.793.8691 ©1996 Compulink Management Center, Inc. LaserFiche is a trademark of Compulink Management Center. Inc. All other trademarks are properties of their respective compames, LASERFICHE a division of Compulink Management Center, Inc. 20000 Mariner Avenue Torrance, CA 90503 facsimile TRA N s M ITTA L to: Bob Page fax #: 948-9038 re: Notice of Special Meeting date: July 23, 1997 pages: 2, including this cover sheet. Attached please find the Notice of Special meeting on Thursday, July 31, 1997, at 5:30 p.m., in the Tri Communities Room, for the purpose of discussing the proposed budget for fiscal year 1997/98. From the desk of... Kathy Scott Deputy City Clerk City of Rancho Cucamonga, City Clerk's Office 10500 Civic Center Ddve Rancho Cucamonga, CA 91730 (909) 477-2700, ext. 2009 Fax: (909) 477-2846 To: From: Date: Subject: Memorandum City Manager's Office ALL EMPLOYEES Jack Lam, City Manager~~ J~~~:e8t'~r99~"~ '~ittal Message' Attached for your information is a copy of the budget transmittal message that was sent to the City Council along with the proposed FY 1997-98 Budget documents. The City Council will hold its first budget workshop on Thursday, July 31, 1997 in the Tri-Communities Conference Room at 5:30 p.m. Each Department has a full set of budget documents should you be interested in reviewing them. To: From: Date: Subject: Memorandum City Manager's Office Mayor and Members of the City Council Jack Lam, City Manager July 15, 1997 Transmittal of Proposed FY 1997-98 Budgets Overview Of Proposed FY 1997-98 Budgets: This memorandum shall provide an overview, or highlights of the 'Proposed FY 1997-98 Budgets. Transmitted herein for review are the following budgets: City General Fund Fire District Library Services Redevelopment Agency Capital Improvement Program $ 31,998,540' $ 9,851,290'* $ 1,304,800 $ 40,229,125 $ 13,959,390 The City General Fund is the operational fund for all direct city services including Police Services. The Fire District budget provides for the operations of the City's Fire Department. It is a separate legal jurisdiction with its own source of funding and thus, has a separate budget. The Library Services Budget contains revenues derived from the transfer of County Library Services and is its own separate Fund. The Redevelopment Agency Budget contains restricted revenues and cannot be utilized for operational services. The Capital Improvement Program (CIP) also contains restricted revenues such as Gas Tax, Measure I, and FAU funds that are utilized for infraslxucture improvements. All such expenditures are determined on a priority need basis. All Special Funds contain the assessment districts and restricted grant funds other than CIP. These budgets also reflect all other restricted funding outside of the CIP, such as CDBG and other special grants. *Of the $ 31,998,540 budget, $646,000 is transferred to the Fire Distact General Fund as a continued expenditure of the City General Fund. The City General Fund less this amount is $ 31,352,540. ** Includes $ 2,616,120 Mello Roos funding and $ 646,000 of City General Fund transfer. City General Fund Budget Outlook: The proposed City General Fund for FY 1997-98 budget represents a 5.6% increase from the prior year. Revenue increases to sales tax, permit and development fees, franchise fees, and motor vehicle license fees are the most evident. All these revenues are growth related and reflects a continued positive growth in the economy in general. The result is greater stability of budgets. This growth, however, is also accompanied by a greater demand for services from police to maintenance. Twenty-Five percent of this increase is attributable to increased police costs alone. Growth continues to increase and becomes a significant factor in the provision of services. Current estimates have been applied to the formula for utility tax reduction and these estimates result in a reduction of the rate from 4.21% to 3.91%, a seven percent reduction. Assessment District Budget Outlook: Assessment Districts, for the fifth year, receive no rate increases as these remain stable and with level "A" service levels. The continued installation of the moisture sensor program and continued wet seasons help to keep costs stable even in the face of inflation. The successful retention of PD-85 through the property owner election has preserved the maintenance budget for Red Hill and Heritage Park. The biggest challenges continue to be costs imposed by other agencies that may not be easily passed on because of Prop 218 constraints. CCWD has already informed the City informally that planned rate realignments will increase the City's water rates over a multi-year period of time. When implemented, such increases will increase the cost of the City's maintenance budgets, but these increases may not be translated into increased assessments without a property owner election. The result will be more costs that will be difficult, at best, to recover. Fire District: Fire District General Fund revenues continue to be static. As a result, $ 646,000 of City General Fund revenues will continue to be transferred to support Fire Protection Services. Operational revenues, however, is projected to increase by 7.6%, a direct result of additional residential, commercial, and industrial growth within Mello Roos 85-1, which also results in increased demand for fire protection. As a result of a tenuous District General Fund, the Redevelopment Agency has set up an equipment replacement fund within the Fire fund utilizing prior pass through agreement ~dmini.~'ative fees of $200,000. While pass through agreement administrative fees also support the Agency's operation, the elimination of a pass through bond indebtedness payment of $170,000 will replace a portion of the Agency loss. The remainder will result in a cut to the Agency budget. This equipment replacement fund will reduce the pressure in the District General Fund, as some equipment and capital expenditures can be replaced from this separate fund instead of from its General Fund. JudiCious use of this replacement fund must be excercised since it will exist only to the extent the Agency continues to operate. The budget also proposes to initiate the Maintenance Facility project by updating the design of the facility and establishing the financial basis for its operation, including any interest from other agencies for utilizing the facility. This financial analysis and plan will provide the basis for proceeding with construction with funds in the RDA Fire Fund. The Board approved private/public parmership with the ambulance provider has proven to be a very successful model for providing cost effective paramedic services without additional tax dollars. The decrease in response times and the ability to have two advance life support (ALS) paramedics at emergency scenes has contributed to saving several lives and has provided quick advanced life support treatment to thousands of citizens and visitors. The implementation of this Paramedic program along with the recently implemented Sharps Disposal program reinforces the reputation of creativity and innovation in the Fire Department. Law Enforcement: Overall, the law enforcement budget contains a 8.4% increase, or $ 859,870. This increase incorporates a full year of the Five new police officers added in April, 1997 that was triggered by the Federal COPS Program. Although County labor negotiations have been stalemated, a cost factor has been incorporated to ensure no disruption of law enforcement services. Aside from these costs, the Contract Cities have negotiated for and received adjustments in the rates for civilian Community Service Specialists. These savings for existing positions will enable the City to add another three positions. Two of these positions would be added to the Traffic Division and a third will be utilized to rotate between the new satellite reporting offices. These positions are intended to provide more customer service as well as allow the sworn personnel greater proactive patrol time. The police budget also incorporates the acquisition of two additional motorcycles for the Traffic Division to be utilized for enforcement duties designed to reduce traffic collisions. During this fiscal year, the Department will implement the mobile substation/command center that will increase the level of crime prevention and community interaction in our law enforcement program. Upon release of grant funding, the opening of the satellite reporting offices will be completed this fiscal year. These offices will enable greater efficiencies in report writing, greater law enforcement visibility, and greater opportunities for community interaction. Recreation Services: The full operation of the Family Sports Center and the opening of Lions Park East is incorporated in the budget. Upon opening of Lions Park East in late July, 1997, Lions Park West will receive a renovation to include ADA required improvements. The Family Sports Center is expected to be fully operational by the end of Decefnber, 1997. The Family Sports Center will house leagues and classes for the following activities: walleyball, volleyball, racketball, basketball, youth indoor soccer, pee-wee basketball and hockey as well as aerobics. Both the Family Sports Center and the Lions Park East will greatly expand the opportunity for youth and teen activities in Rancho Cucamonga. These two new facilities will also provide satellite Recreation Registration Centers where residents can register their families in the evenings and weekends. The Recreation staff will also continue expanding recreation programs throughout the community, working with schools and other organizations f'mding collaborative parmerships. CDBG funding this next fiscal year allows for the construction of the new parking lot for the Senior Center on the East side of the building. This new parking lot in addition to the recently renovated "parmership" lot on the Assistance League property will help to address the parking issues at the well utilized Senior Center. The staff will also work to develop community scale entertainment activities at the Epicenter with the incorporation of some fund raising opportunities for youth sports groups. The promotion of special tournaments at the Sports Complex will also continue to enhance the reputation of the venue for special sports activity. The dedicated staff of the Community Services Department continues to provide outstanding programs with a very limited personnel. Public Works/City Facilities: The City provides limited staffing for routine maintenance service (Excludes janitorial, which is contracted) for all city facilities. Each year, as additional infi'astructure is developed, additional demands are placed upon the maintenance force. The General Fund provides for the addition of two full time and one part-time facilities staff to help support existing facilities which are receiving higher use as well as address the addition of two new sites That are planned for high use. The new sites are Lions East and the Family Sports Center. Code Enforcement: Code enforcement is an important function in Rancho Cucamonga. Without code enforcement, laissez faire develops with regard to property standards and conditions throughout the community. The quality of life and the condition of the physical environment is enhanced by effective code enforcement. The proposed budget "adds" one code enforcement personnel to provide much needed support in a department that must cope with many code enforcement issues. This additional personnel actually replaces one position that the City use to have prior to cutbacks in earlier budgets. During this time, the community continued to grow, and it is vital that property standards be upheld to avoid deterioration of conditions and values. It should be noted that in future budgets, this area should again be strongly considered for additional help, since the addition of this position merely brings the City back to a 1990 level of code enforcement staff'rag, yet the community has grown much larger since then with greater code enforcement needs. It is much easier and less costly to maintain standards than to redress problems later on. Administrative Services: With the new fiscal year, the remaining bidding processes will be unified within the Purchasing Division of the Admini.,~'ative Servic.~ Department to ensure the most accountable acquisition processing. The last of th~ bid processing will be transf~ from Engineering to Purchasing. The Finance Division continues to achieve recognition for outstanding reporting practices by winning another consecutive OFOA National Award of Excellene. There is no city in the region that has received such continued recognition. Administrative Services will also begin an actuarial study to assess the cost effectiveness of the City's current JPA for excess stop-loss insurance coverage. It is important from time to time to reassess the current situation to ensure the most cost effective coverage arrangements. Another initiative will be reassessing the Employee Assistance Program to ensure the current needs of the organization are being addressed. Growth and activity level has increased significanfiy in all areas of administrative services. Administrative Services constitutes all the internal functions which are vital to the operation of all the other departments. As all the other departments increase their activities, tremendous pressure is placed upon the internal functions. As a result, one full time administrative services personnel along with one half a purchasing tech and one half a business license tech are being added. These positions backfill some of the positions reduced in prior budget cutbacks. It is important that the purchasing function continue to operate on a timely basis as all programs depend upon processing of materials and supplies acquisition to function effectively. Business activities continues to increase. As the community grows, the processing of business licenses becomes important not only from a revenue but equity standpoint. Furthermore, continued changes in Federal and State laws in the last few years affecting personnel administration and risk management continue to require initiatives on the organization's part to update all its policies. This department will still operate below 1990 staffing levels. Library Services: The Library Services Budget is a separate Fund that receives its revenues from the transfer of County Library Services and entrepreneurial fees and fundraising. The 8% increase in the Library budget, balanced by an equal increase in projected revenues, reflects the growing use of the popular facility now recognized as the busiest in the state of California. On the revenue side, slight increases in property taxes are off-set by the increasing fines and fees due to rising circulation and the highly successful fund raising currenfiy underway. The Friends of the Library Bookstore continues its, phenomenal success, with $50,000 in donations anticipated in the 1997/98 year. The 1998 Telethon, managed by the Library Foundation Board, is expected to raise an additional $50,000. This year's budget is responsive to the service needs as gleaned from a recent public survey contained in "The Grapevine". The current library budget addresses the need for greater noise and congestion control through the continuation of the Library Monitor program and the addition of a full time Library Clerk to help reduce long lines at the Circulation Desk. An equipment upgrade was also repeatedly suggested by our residents and this budget contains the necessary funds to complete the upgrade of all library computers. Finally, the Library budget contains the additional part time stuffing required to provide full Internet access to the public from "The Technology Center". With start-up costs funded by the highly successful 1997 Library Telethon, the Center is expected to recover 50% of its costs through fees and entrepreneurial promotions. The seven computers it contains are loaded with a multitude of popular software and CD Rom programs in addition to the Internet access and will be available for a $3 per hour fee. Planning: As development activity continues to increase, additional help is necessary to process applications and provide customer service. Development Fees have also increased to provide support for these needed services. It is important for economic development that we have the staff necessary to provide expeditious customer service. The Planning Division continues its studies for Foothill Boulevard/Economic Development/Housing/Signs, as well as other General Plan issues. At the same time, development activity has continued to increase. The General Fund backfills one Assistant Planner position to help cope with the additional workload. With the addition of this position, seven positions remain unfunded from 1990. Building and Safety: With the increase in development, the Building and Safety Division is also impacted. While most plan check is generally contracted out, inspection services remain an important part of this Division's service. Permit Valuation has grown 60% since FY 1992-93 and even with streamlining, there is a need to provide additional support for this function. As a result, it is recommended that a part-time contract inspector be approved. With this backfill, this Division remains 13 persons below its 1990 staff'rag levels. City Clerk: The workload continues to grow in the City Clerk's office due to all of the legal requirements to be met regarding posting, advertising and minute taking of all subcommittee meetings and the various task forces the City Council has established. This past year, the records management division has installed an optical imaging system. The retrieval of information is much quicker, and the preparation time to store the permanent records for the City is much more efficient, saving file space for all departments. All City Departments are also being trained to retrieve their own records through their computer which have been scanned into the imaging system, providing better customer service to all internal as well as external customers. The Clerk's office is also an advocate of volunteers and utilizes as much assistance from them as possible. They are not only an asset to the City Clerk's office, but the entire City. Redevelopment Agency: The Redevelopment Agency budget for Fiscal Year 199%98 continues to be aggressive in the area of local economic development. The Agency will continue its business outreach programs and local networking to insure that existing businesses continue to f'md success in the City. In FY 97-98 the Agency will be expanding its support of local business oppornmifies by developing a local business assistance center where local companies can meet with consultants, free of charge, and receive information that will aid them in marketing, business plans, loan presentations, and other types of business assistance requests. The Agency also proposes to incorporate a number of parmership initiatives with the _Rancho Cucamonga Chamber of Commerce. The Agency will have $30,000 less revenue due to the need to establish a capital replacement fund within the Fire Fund. The establishment of the $200,000 capital replacement fund is offset partially by the el'unination of a debt service pass through payment to Chitto Basin. This outstanding bonded indebtedness expires. The remnining $30,000 revenue reduction will be an offset to the Agency's promotions and advertising budget. The Agency will continue to provide single family and multi family affordable housing opportunities to residents of the area. The Agency expects the completion of the 14 unit "Las Casitas" small family affordable project by the Northtown Housing Development Corporation in the beginning of this fiscal year. The completion of the 158 unit affordable senior housing project by Orange Housing Development Corporation is also expected to be completed in this fiscal year. Capital Improvements Program: The Capital Improvement Program tbr FY 1997-98 contains nearly 70 projects with a budget of nearly $14,000,000. The projects consist of studies, design, and construction. Major projects include the following: Streets - Rehabilitation of various local streets; Design and construction of Day Creek Blvd. From Base Line Road to Highland Avenue which is coordinated with the Route 30 construction; Pending the receipt of a Federal grant - the design and construction of the west side of Haven Avenue from Base Line Road to Highland Avenue which will widen Haven Avenue in the same manner as Haven Avenue is to the south of Base Line Road; Sapphire Street rehabilitation from Moon Court to Hillside Road; Tapia Via street improvements from Grove Avenue to Rancheria Drive; 4th Street rehabilitation from Santa Anita Avenue to the East. Caltrans plans to fund the construction of a portion of the planned Foothill Boulevard median between Hellman Avenue and Archibald Avenue sometime in 1998. The City will fund the installation of landscaping as well as half the Malachite and Foothill traffic signal. The estimated cost of the project without bridge widening is $1.5 Million and there is no State funding for the other reaches of the Foothill median at this time. Should the City take on this project, it must be phased in three parts (multi-year) with the State construction being the first. The second phase would logically be from Vineyard to Hellman and the third phase would be from Archibald east. From a cash flow basis, funding for the three phases will need to be pieced together from various capital funds as well as the RDA over a three year time period. The length of time for design and processing through Caltrans is estimated to take one year. The Caltrans project provides an oppommity to begin the installation of the median island as originally planned. In spite of the State's portion of funding, State Transportation Program funds have been applied for the entire project. Should this be granted, the project can be completed as one phase. Beantification - Landscaping will be installed on Haven Avenue between Church Street and Base Line Road. This is the same reach that was widened last year; Should the City receive a Federal grant for the improvement of Haven Avenue north of Base Line Road, the City will upgrade the landscaping and curbs of the Base Line Road median east of Haven Avenue to current standards. The Haven Avenue median retrofit cost/benefit analysis will also be completed this fiscal year. Facilitie.~ - Lions West Community Center will be renovated for ADA accessibility including the improvement of the parking lot and landscaping. This follows the completion of the Lions East facility renovation project. · Parks - Throughout the General City and the Landscape Maintenance Districts, the City will design and construct improvements for ADA compliance. Since the t~nding of Lions East and Lions West projects, and after paying remaining park bonds, there is projected there could be approximately $270,000 in Park Funds over and above projected expenditures. City Council may wish to select projects within the scale of these funds to accomplish for next year. Since Park Funds are special funds restricted for parks and facilities, a decision to expend these funds can be made any time during the year. Other- The railroad crossing at Rochester Avenue near 8~ Street will be improved; Traffic signals at 44 Street and Hermosa ,Avenue, Foothill Boulevard and Baker Avenue, Foothill Boulevard and Malachite Avenue, and Base Line Road and East Avenue will be constructed. Cable Television: This fiscal year will be a busy time as far as cable television is concerned. The City Council Chamber is now being wired for cameras and related equipment so that City Council meetings can be broadcast over RCTV-3. The funds for this project were approved last fiscal year and are coming from the PEG fees collected from the cable company. This will enable residents another opportunity to stay more informed and involved without any additional impact to the general fund. In addition, we wiU be concluding franchise negotiations with Comcast and wiU be beginning franchise renewal negotiations with Marks. Comcast has been gnmdfathered under an old County franchise and this year will see them signed up to a City franchise agxecment. Marks' current franchise expires in 2000 so discussions will begin later this year relating to that franchise. With changes in federal law and changes in technology we want to make sure that our agreement is up to date and will meet our needs now and into the future. Volunteer Resources: Recognition should again be given to all the dedicated volunteers who help provide support for the services within the City. This invaluable resource continues to be a vital part of the service ~ucture in all departments at the City. Without the volunteers' commitment of time and their dedication to helping the community, the City could not be the City it is today. We are very proud of our volunteers! Conclusion: The economy has stab'dized and the budget rerrllain.~ in good health. Challenges remain in not only trying to keep up but catch up with the needs for services placed upon us by a growing community and all its det!~nds for expanded services. At the time of this memorandum, the State has not yet approved its budget and we do not know the fate of law enforcement revenues such as AB3229. The ERAF bill, while supported by all communities (including Rancho Cucamonga) will do very little for low property tax cities like Rancho Cucamonga. It is hoped that the Legislature continues to focus on substantive fiscal reform to help local agencies, especially low property tax cities. To date, even with all the hoopla of helping local agencies, much more needs to be done. The League of California Cities intends to continue its fight to strengthen local control and protect local revenues. In the meantime, the proposed budgets for FY 1997-98 herein submitted are balanced. CH),5tBER OF CO~,!~ERCE July 31, 1997 Mayor Bill Alexander City of Rancho Cucamonga 10500 Civic Center Drive Rancho Cucamonga, CA 91730 Subject: Plan of Cooperative Action for Economic Development Dear Bill' The Board of Directors of the Chamber of Commerce requests that our proposal be given your consideration during the upcoming budget process of the City for Fiscal 1997/1998. The Board has also instructed our C.E.O., Bill Holley, to work with Jack in answering any questions that you may have on this proposed agreement. Or, if you have any questions, Bill, please feel free to call me at 909/980-0630. Thank you. Sincerely, Timothy M. Youngel.,~~~ r President cc: City Councilmembers City Manager Redevelopment Manager 8280 UTICA AVENUE, SUITE 160 · RANCHO CUCAMONGA, CA 91730 · 909/987-1012 FAX 987-5917 Introduction An Agreement between the City of Rancho Cucamonga/Rancho Cucamonga Redevelopment Agency and the Rancho Cucamonga Chamber of Commerce for a Plan of Cooperative Action for Economic Development The City and it's Redevelopment Agency share with the Chamber of Commerce the common goal and aspiration of making Rancho Cucamonga the very best that it can be in terms of an outstanding quality of life for it's residents and the address of choice for a variety.of businesses and industries. Plan of Cooperative Action for Economic Development In furtherance of the stated common goal and aspiration of making Rancho Cucamonga the very best that it can be, the City and it's Redevelopment Agency and the Chamber of Commerce agree to the following Plan of Cooperative Action for Economic Development. 1. Annual Shop Rancho Campaign. It is vital to the success of the retail/service sector that the community in which they are located support their businesses. The following will constitute the Plan's Shop Rancho Campaign: a. The Chamber will design, print and distribute, to residences within the City a Shop Rancho brochure; b. The brochure's distribution will mirror that of the City's newsletter, the Grapevine, that distribution listing to be provided to the Chamber by the City; and c. The Chamber will provide additional copies of the brochure for display and distribution at the Chamber offices, City Hall, and other sites as may be deemed appropriate. 2. General Information Distribution. The distribution of information by Chambers of Commerce about the community in which they are located is a common expectation of Chambers around the world. Inquiries are generated by businesses seeking information about the community in general, its business climate, and its economic outlook to aid in business decisions regarding possible relocation or expansion. Inquires come also from individuals relocating to the area seeking information about the quality of life in the community to help in making a decision of which community they wish to locate their families in. In addition to the distribution of statistical information, Chambers are frequently called upon to act as "guides" in putting an inquiring party in touch with another party about an area of interest. These inquiries cover a wide spectrum typified by who may produce or provide a specific product or service in the area; listings of commercial and residential real estate brokerage services; or, where to get a business license or a building permit. The following will constitute the Plan's General Information Distribution service: a. The Chamber will develop, maintain and distribute upon request a 'fax package' to include summary information on the demographics of the community, largest employers, location and climatological information, and frequently requested phone numbers; b. The Chamber will incorporate summary information on the demographics of the community, ten largest employers, location and climatological information, frequently requested phone numbers, and appropriate economic development links into its revised web page; c. The Chamber will develop, maintain and distribute upon request an information packet about the community; d. The Chamber will annually develop, maintain and distribute in alternating years a Community Fact Book or a City Map; e. The Chamber will distribute information provided by the City such as the Community Profile, the City's newsletter, or other material as may be requested by the City, from the Chamber offices; and f. The City will provide to the Chamber such information as may be requested from time to time by the Chamber to produce or update distributed information. 3. State and Federal Legislative Affairs. The Chamber and the City recognize and work towards the promotion of a business friendly climate at the local level as a way of promoting strong economic development. The Chamber and the City also recognize that frequently actions affecting our local business climate are the result of actions at the State and Federal levels. The following will constitute the Plan's State and Federal Legislative Affairs program: a. The City and the Chamber, through their respective activities and the activities of their affiliates, receives information on legislative or regulatory action or proposed action that may impact the community in general or the business community specifically either favorably or unfavorably. The City and the Chamber shall maintain an open line of communication with one another in this area in order to promote the best interest of the community. b. The Chamber will advertise and host mommy Government Relations Meetings on topics of interest to the City, the Chamber, area legislators and the business community in general, to promote open dialogue and an understanding within the community of the issues at hand. 4. Local Legislative Affairs. The Chamber and the City shall work cooperatively to promote a business friendly atmosphere in Rancho Cucamonga through: a. Regular participation at one another's meetings, i.e., City Council meetings, City's New Business Reception, Chamber Board of Directors meetings, Chamber's Governmental Relations Committee meetings, and such and other meetings as may be appropriate; b. Regular quarterly meetings between the City and the Chamber management teams to review and discuss issues and programs of mutual interest; and c. Regular and ongoing discussions between City and Chamber staffs as may be necessary to facilitate the effective conduct of business between the City and the Chamber toward the overall goals of this agreement. 5. Joint Economic Development Promotional and Support Activities. The Chamber and the City shall work cooperatively to promote economic development in Rancho Cucamonga. Towards that end: a. The Chamber may participate with the City at regional trade shows, when requested, to promote Rancho Cucamonga as the "Address of Choice" for business investment. This could include, for example, the annual ICSC Spring Convention and regional expositions as may be appropriate; b. The Chamber and City may jointly participate in regular local activities, as appropriate, to promote Rancho Cucamonga. This could include IEEP, CLOUT, and regional meetings pertaining to economic development; and c. The Chamber will develop a Business Resource Team, comprised of individuals from different sectors of the business community to respond on short notice from the City to meet with potential investor in the Rancho Cucamonga business community. The flexible makeup of the Business Resource Team would allow different elements of the business community to be assembled to address the specific needs of the particular investor. 6. Newsletter distribution. The Chamber on a monthly and the City on a quarterly basis, each produce newsletters with annual distributions of approximately 84,000+ and 188, 000+, respectively. The Chamber and the City shall on a reciprocal basis, upon request, include articles from one another appropriate to the readership distribution of each newsletter. 7. City Membership in the Chamber of Commerce. The City shall hold a Business Membership in the Chamber of Commerce as part of this agreement and be entitled to all rights and benefits of that classification under the Chamber Bylaws adopted in February, 1997. In addition to the designated Business Member 'Representative', the City will be entitled to Associate Memberships for its policy and management teams through the City's Master Business Membership, covering those members of the City who regularly do business with and participate at Chamber meetings and functions. 8. Community Events. The Chamber and the City shall work cooperatively to promote economic development in Rancho Cucamonga through various community events designed and conducted to demonstrate and promote the quality of life in Rancho Cucamonga. Examples of this include but are not limited to: a. The Chamber shall participate in and promote the City's annual Founders Day Parade; b. The City shall participate in and promote the Chamber's annual Grape Harvest Festival. The Chamber will provide three (3) booths for the City to display activities of the City, i.e., Community Services programs, Friends of the Library book sales, or Family Disaster Preparedness information. The City shall waive any and all City fees to the Chamber associated with the conduct of this event, if any, save those for law enforcement services if requested; c. The Chamber shall participate in and promote the City's annual Clean Sweep program; d. The City shall participate in and promote the Chamber's annual Business Expo trade fair. The Chamber will provide three (3) booths for the City to display activities of the City, i.e., fare safety in the home and business, business resources available at the City's library, or information on developing a Disaster Preparedness plan for the home or business. The City shall waive any and all City fees to the Chamber associated with the conduct of this event, if any; e. The Chamber and the City shall work together in promoting an annual Business Recognition Week, elements of which include but are not limited to: (1) The Chamber will name a Small Business Person of the Year in Rancho Cucamonga, that individual will be also be recognized as such by the City; and (2) The Chamber and the City will co-host a Golf Tournament during the Week, which shall be conducted by the Chamber. The Chamber will provide four (4) entries to the City to participate in the Golf Tournament. The Chamber will host a post-Tournament reception at the site open to the Tournament participants and such invitees of the City and the Chamber as they may choose. 9. Consideration. The City and the Chamber recognize the cooperative benefit of the City and the Chamber in promoting economic development activities as described in this Plan of Cooperative Action for Economic Development. The Chamber's relationship to the City through this agreement is that of an independent contractor, and its officers and agents are officers and agents solely of the Chamber. The City will contract with the Chamber for the provision of the services by the Chamber as described in the foregoing as follows: (1) Annual Shop Rancho Campaign as described above. Total program cost: $21,700. Fees for services to the City by the Chamber for this six month project are $16,275, to be paid in six equal payments of $2,713, in December, January, February, March, April and May for a May distribution. Chamber shall assume balance of costs to be offset by Chamber General Revenues and sponsorships and/or advertising fees. (2) General Information Distribution as described above. Total program cost: $16,440. Fees for services to the City by the Chamber for this ongoing service is $8,220, to be paid in equal monthly payments of $685 per month. Chamber shall assume balance of costs to be offset by Chamber General Revenues, fees for products/services, and sponsorships and/or advertising fees. (3) State and Federal Legislative Affairs as described above. Chamber shall assume costs of program to be offset by Chamber General Revenues. (4) Local Legislative Affairs as described above. Chamber shall assume costs of program to be offset by Chamber General Revenues. (5) Joint Economic Development Promotional and Support Activities as described above. Program costs to Chamber: $16,012. Fee for services to the City by the Chamber for promotional and support services are $8,006, to be paid in equal monthly payments of $667 per month. Chamber shall assume balance of costs to be offset by Chamber General Revenues. (6) Newsletter Distribution as described above. Chamber shall assume all costs associated with Chamber newsletter. (7) City Membership in the Chamber of Commerce as described above. The City annual Business Membership fee shall be $1. (8) Community Events as described above. Program costs to Chamber of described community events: $185,000. Fee for services to the City by the Chamber in support of these community based programs is $7,500, to be paid in equal monthly payments of $625 per month. Chamber shall assume balance of costs to be offset by Chamber General Revenues and Chamber Special Events Funds. 10. Tenn. The City and the Chamber recognize the long term nature of the Plan of Cooperative Action for Economic Development. The initial term of this agreement shall be for one year, commencing on July 1, 1997. At the conclusion of that initial term, the agreement shall be on a month-to month basis, either party having the ability to terminate the agreement with six (6) months notice to the other party without cause. For the City of Rancho Cucamonga/Rancho Cucamonga Redevelopment Agency City Manager/Redevelopment Agency Executive Director Date For the Rancho Cucamonga Chamber of Commerce Chief Executive Officer Date