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HomeMy WebLinkAbout10/05/1991 Minutes of an Adjourned Regular Meeting October 5, 1991 Town of Los Altos Hills City Council Meeting Saturday, October 5, 1991, 10:00 A.M. Council Chambers, 26379 Fremont Road 1. CALL TO ORDER AND ROLL CALL Mayor Hubbard called the Adjourned Regular Meeting of the City Council to order at 10:35 a.m. in the Conference Room at Town Hall. Present: Mayor Hubbard and Councilmembers Casey, Johnson, Siegel and Tryon. Absent: None Staff: City Manager Les Jones,II and City Clerk Pat Dowd Press: None 2. REVIEW OF FY 1991-92 WORK PLAN The City Manager had provided Council with the following two documents: a list of 1991-92 work program objectives which had been completed or were in progress and a list of 1991-92 program objectives for prioritization. Before Council began discussing the first list, Casey commented on the importance of providing better service to the residents. She suggested holding neighborhood meetings two or three times a year and also suggested that all residents be notified of important Town discussions such as the adoption of a tree ordinance. Casey believed that input from the public on such issues was particularly important. Council discussed the work program objectives which were completed or in progress. The City Manager noted that the final budget document would be ready by the end of the month. Concerning planning, the City Manager October 5, 1991 �.. Adjourned Regular Meeting 1 ilbr reported that interviews had taken place on Friday, October 4th and references were now being checked. Casey suggested that the City Manager also check with residents of the cities where the planners had worked on their projects. She believed this would provide a good source for recommendations. Regarding the recommendation on staffing alternatives between the use of consultants versus Town employees in engineering and planning, it was noted that this will proceed after the Town Planner is on staff. A discussion took place on the possible computerization of business licensing and finance. The City Manager reported that the the building permits would be put on the computer and this would eventually tie into the other systems. He also commented that since Uhlenberg and the financial consultant would be involved, this project would proceed after the completion of the annual report. The Mayor recommended that the overall system be focused on as it would be a mistake to purchase what would become outdated computer equipment. The City Manager was to investigate at the League of California Cities Conference what other cities did regarding computerization. Tryon also suggested that the City Manager discuss this subject with the former City Manager, Tom Frutchey. On the subject of the false alarm ordinance, the City Manager reported that one of the interns had worked on this project this summer and this ordinance would again be enforced after the first of the year. Ir Council agreed to the participation of the City Engineer in City Council and Planning Commission meetings on an as needed basis. A discussion took place on the clarification of roles in the planning and engineering departments and Tryon and Casey supported an engineer on staff rather than a consultant. Casey believed it was costing far too much to the Town and to applicants for a consulting engineer. Siegel pointed out however the costs of benefits for an employee and noted that consultants were used on an as needed basis. On the subject of recycling Council asked for an status report on the subject to include costs and how the program was working. Concerns were expressed about overspending in this area. Council discussed the preparation of a developers' handbook and what they would like to see included in such a document. Casey stressed the importance of including the process for submitting applications at Town Hall and Hubbard believed it should be of design assistance to an applicant. He was concerned that having a separate document from the Town's ordinances could be misleading. Siegel believed it should be a document where answers could be found for a variety of people on both technical and general October 5, 1991 Adjourned Regular Meeting 2 questions. He also believed it should include an understanding of the basic concepts of the Town, a description of the General Plan and an understanding of sensitive lots and hillside development. Tryon commented that Martin and Carpenter had been hired some time ago to work on such a document but the product they had submitted had not been agreed upon as what the Town wanted. It was agreed that the Council would let the City Manager know what they would like to see in such a booklet, that the City Manager would prepare a request for proposals for a residential development handbook and that the City Manager would bring the request for proposals before the Council before it was sent out. On the subject of pathways the Mayor noted that a concern of his was the ongoing maintenance of the pathway system. Tryon stated that she did not think the crew was large enough and should include six or seven people. Tryon also mentioned that Council had previously approved a five member crew and the City Manager was asked to look into this. She also believed that high standards and good leadership were important. Siegel suggested that pathway work be contracted out as benefits were very costly. He also suggested the Town hire a pathway and trail manager and that person could hire part-time help to do the pathway work. The Conservation Corps and the Trail Center were mentioned as sources of part-time help. The City Manager hair reported that development standards of care for each type of pathway were being discussed. Once this stage was completed, the costs and levels of staffing would be determined. The Mayor also suggested that a Volunteer Trail and Pathway Clean Up Day be scheduled with a picnic at the end. The Pathways Recreation and Parks Committee would coordinate this event. Regarding the possible formation of assessment districts, Siegel stated that he believed three such districts would be too much for the Town to handle at one time. He suggested and Council concurred that this matter be placed on a Council agenda with a staff recommendation for prioritization of the proposed assessment districts. Council then addressed the prioritization of 1991-92 work program objectives. Council agreed that they would individually review the objectives and return them to the City Manager by October 11th marked with a 1 to 5 priority rating (5 being low). The following projects were also added to the list provided by the City Manager: completion of the update of the Town Booklet; a Town Survey conducted every two years; the scheduling of Council/neighborhood meetings for off-election years; notification to all residents by letter or postcard when major ordinances or similar events were being considered; and a computerized listing of requests made to the Town. October 5, 1991 Adjourned Regular Meeting 3 Council encouraged the City Manager to continue his confidential City Manager reports to them as a good vehicle for sharing information. They also commented on the budget process and stated that the quarterly report on the budget was due soon. Tryon asked that the mid-year budget review be available on time and Siegel asked the City Manager to ask the auditor to look at the deposit process. Tryon also referred to the Town's billing process and stated that she found it to be quite confusing. Two specific issues were raised concerning billing. One was a billing regarding Mr. Vidovich's project and it was agreed he should be sent a bill and the other involved questions Dr. Hau had about his bill which involved appeal charges. Council discussed the appeal policy which was presently being discussed by the Council but Tryon stated that bills owed to the Town should be paid and if the person wished to appeal them to the Council they could do so. Casey did not concur with this in the case of Dr. Hau. The appeal had been complicated and unclear and it was the only time an applicant had been charged for the City Attorney's time. PASSED BY THE FOLLOWING ROLL CALL VOTE: To direct the City Manager to send Dr. Hau a bill for all monies owed including delinquent charges and to note that if Dr. Hau wished to appeal he could do so in writing to the Council. AYES: Mayor Hubbard and Councilmembers Johnson, Siegel and Tryon NOES: Councilmember Casey 3. PRESENTATIONS FROM THE FLOOR 4. ADJOURNMENT There being no further new or old business to discuss, the meeting was adjourned at 1:15 p.m. Respectfully submitted, Patricia Dowd, City Clerk The minutes of the October 5, 1991 Adjourned Regular City Council Meeting were approved at the October 16, 1991 Regular City Council Meeting. October 5, 1991 Adjourned Regular Meeting 4