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2005 JUL 25 CC PACKET SPECIALAGENDA
EL SEGUNDO CITY COUNCIL
EMERGENCY OPERATIONS CENTER (EOC)
In Police Building
348 Main Street, El Segundo, CA 90245
The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items
Unless otherwise noted in the Agenda, the Public can only comment on City- related business that is within the
jurisdiction of the City Council and /or items listed on the Agenda during the Public Communications portion of the
Meeting The time limit for comments is five (5) minutes per person
Before speaking to the City Council, please come to the podium and state Your name and residence and the
organization you represent, if desired Please respect the time limits
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this
meeting, please contact City Clerk, 524 -2305. Notification 48 hours prior to the meeting will enable the City to
make reasonable arrangements to ensure accessibility to this meeting.
SPECIAL MEETING OF THE EL SEGUNDO CITY COUNCIL
EMERGENCY OPERATIONS CENTER (EOC) IN POLICE BUILDING
348 Main Street, El Segundo, CA 90245
Monday, July 25, 2005, 9:00 a.m.
9:00 A.M. SESSION
CALL TO ORDER
ROLL CALL
PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30
minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on
behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to
addressing the City Council Failure to do so shall be a misdemeanor and punishable by a fine of $250 While all
comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda The
Council will respond to comments after Public Communications is closed
Page 1 of 3
SPECIAL ORDERS OF BUSINESS:
I. Strategic Planning Session regarding the City's Operating Budget for Fiscal Year
2005/2006. (The purpose of the session is to provide the Council and the public with
preliminary budget information and to receive preliminary council direction regarding
revenue and expenditure issues. Final decisions regarding the budget are expected
to be made at a public hearing scheduled for a regular City Council Meeting held in
September).
A. Introduction and summary of preliminary direction given by City Council at the
May 20, 2005 Strategic Planning Session
1 Review of Budget Balancing Options from May 20, 2005 Strategic Planning
Session (Exhibit #1)
B. Discussion of updated Preliminary FY 2005 -2006 General Fund Budget
1 Presentation of Budget Balancing Strategies by all Departments (Exhibit #2)
C. Summary of New Programs proposed by all City Departments included in the FY
2005 -2006 Budget
1 Presentations regarding requested new programs in FY 2005 -2006 Budget
(Exhibit #3)
D. Presentation regarding the Fire Department Staffing Statement of Intent from the
Labor Agreement between the City and the El Segundo Firefighters Association
and its impact on FY 2005 -2006 Budget
1 Discussion of the implementation of the Statement of Intent regarding minimum
staffing
E. Presentation and discussion of recommended Personnel changes in FY 2005-
2006 Budget
1 Reclassify Program Coordinator to Senior Program Coordinator
2 Eliminate Economic Development Director position and incorporate duties into
Assistant City Manager position
3 Reinstate Assistant Finance Director eliminated last year
4 Fill vacant Police Officer position with Administrative Lieutenant
5 Create a Senior level part-time position in Cable
Page 2 of 3
F. Presentation of Recommended Capital Improvement Projects in FY2005 -2006
Budget
1 Discuss Capital Improvement Program Advisory Committee (CIPAC)
recommendations included in the FY 2005 -2006 Preliminary Budget
2 Discuss all other City Capital Improvement projects included in the FY 2005 -2006
Preliminary Budget
G. Presentation on Status of Grant Funding utilized by City to fund programs and
equipment in the Fire, Police, Planning and Building Safety and Public Works
Departments (Exhibit #4)
H. Council Discussion and Preliminary Direction Regarding Issues Related to FY
2005 -2006 Budget
ADJOURNMENT Q
POSTED DATE,/ °2� LO �°
TIME
NAME
Page 3 of 3
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CM OF EL SEGUNDO
NEW PROGRAM REQUEST
FISCAL YEAR OCT 1, 2005 — SEPTEMBER 30, 2006 BUDGET
Department Non - Department Division. 2901 —Non-Department
New Program:
Professional Training
Description and Justification:
Retain Consultant to analyze current "customer service" procedures at counters and other "first
points of contact' in the City. Funding also provides for significant customer service education
and training
Teambuilding for Department Heads
Proposed personnel:
Date and length of program:
Supplies and Services requested:
Retention of qualified consultant to provide training
Capital outlay requested
Revenue Generation:
Total estimated appropriation:
$26,000 - Customer Service workshop
$ 9,000 - Teambuilding
Contact Person
Jeff Stewart, City Manager
CITY OF EL SEGUNDO
NEW PROGRAM REQUEST
FISCAL YEAR OCT 1, 2005 — SEPTEMBER 30, 2006 BUDGET
Department 2901 - Non - Departmental Division
I.
New Program: Ei Segundo Sister City Program
El Segundo Sister City Program
Travel/lodgmg/expenses — Feb 2006 - City Council and Staff
Office supplies, stationery
Gifts for Guaymas dignitaries in February
Support for Mayor's Wife program — DIF
Queen/Princess program —
Travel for Queen/Princess, lodging and expenses
Program for Delegation from Guaymas to El Segundo
Total
$ 5,000
250
250
$ 2,000
$ 2,500
$10,000
Description and Justification:
The Sister City program will have been in existence 44 years in February, 2006 The program
was not budgeted in 2005 Special tributes are planned by Guaymas for El Segundo in February
2006, This is also the last Carnival of Mayor Carlos Zatarain's term El Segundo did not attend
in 2005
The Sister City Program was established by City of El Segundo Resolution #2012, October 8,
1962 The program promotes exchanges in the areas of culture, trade and economic
development, youth, education, recreation, medicine and technology and increases public
awareness, international cooperation and understanding through community involvement and
people -to- people relationships, and has been supported by the City of El Segundo since its
Inception
To keep the Sister City bond strong, a delegation from the Sister City Association, and elected
officials and staff have traveled to Guaymas every February for the past 43 years
See attached proposed budget if the full Sister City Program is to be resurrected and
implemented.
nel:
CITY OF EL SEGUNDO
NEW PROGRAM REQUEST
FISCAL YEAR OCT 1, 2005 — SPETEMBER 30, 2006 BUDGET
Department*
Administrative Services
New Program:
Division Information Systems
Security Audit
Description and Justification:
Information Systems are extremely vulnerable to attack and corruption by outside forces
including both hackers and viruses An Information Systems audit will help ensure that all of
our systems and procedures are adequate to protect our information assets This audit will
address basic compliance with industry standards as well as current legislation such as Sarbanes-
Oxley and HIPPA This audit will also provide credibility and assist in passing financial audits
which are increasingly focusing on Information Systems controls
Proposed personnel:
Outside Consultant
Date and length of program:
One Time
Supplies and Services requested:
Security Consultant to review existing systems and procedures
Capital outlay requested
S10,000
Revenue Generation:
None
Total estimated appropriation:
S10,000
Contact Person
Norman Thom
CITY OF EL SEGUNDO
NEW PROGRAM REQUEST
Date and length of program: See above
Supplies and Services requested: See attached
Capital outlay requested n/a
Revenue Generation: n/a
Total estimated appropriation: $10,000
Contact Person Julia O Abreu -Mason
CITY OF EL SEGUNDO
NEW PROGRAM REQUEST
FISCAL YEAR OCT 1, 2005 — SEPTEMBER 30, 2006 BUDGET
Department Police Division. AdmimstraUve Services
New Program:
Air Support Services
Description and Justification:
The department is requesting $10,000 00 from the 2005 State COPS Grant The Hawthome
Police Department currently provides air support service for our department at no cost In order
to assist the Hawthorne Police Department with the operation of the helicopter they have
requested funding in the amount of $10,000 00 annually from each South Bay City Their air
support unit provides needed assistance during vehicular pursuits, cnme scene containments, etc
Proposed personnel:
none
Date and length of program:
One fiscal year
Supplies and Services requested:
COPS Grant funds
Capital outlay requested:
$10,00000
Revenue Generation:
CITY OF EL SEGUNDO
NEW PROGRAM REQUEST
FISCAL YEAR OCT 1, 2005 — SEPTEMBER 30, 2006 BUDGET
Total estimated appropriation:
$10,00000
Contact Person:
Captain Mitch Tavera
CITY OF EL SEGUNDO
NEW PROGRAM REQUEST
FISCAL YEAR OCT 1, 2005 — SEPTEMBER 30, 2006 BUDGET
Department Police Division: 3107 Communications
New Program:
Consulting Support
Description and Justification:
Consulting support for research into the feasibility of the department entering into a regional
Computer Aided Dispatch and/or Records Management System to allow for information sharing
of criminal activity with other area police departments
For many years law enforcement agencies have collected information on activity, suspects, and
other subjects However, agencies are unable to share this information easily and effectively with
one another This constitutes a major roadblock to providing proactive, coordinated responses to
crime,
The Police Department desires to explore the feasibility of harnessing public safety resources so
that an officer in El Segundo will know that a person stopped for running a red light is a suspect
in a series of crimes in another local jurisdiction Local agencies will select data to pass through
an interface to a center -point where it will be accessible to other participating agencies Such a
regional system would allow agencies to access information quickly, with minimum effort and
overcome the barriers that presently impede information sharing
Proposed personnel:
None
Date and length of program:
One year
Supplies and Services requested:
Consulting services as outline above
Capital outlay requested:
$100,000 (Asset Forfeiture /109 -3105- 400 -8104)
CITY OF EL SEGUNDO
NEW PROGRAM REQUEST
FISCAL YEAR OCT I, 2005 — SEPTEMBER 30, 2006 BUDGET
Revenue Generation:
None
Total estimated appropriation:
$100,000 (Asset Forfeiture /109- 3105- 400 -8104)
Contact Person:
Capt Mitch Tavera
Lt Max Phipps
CITY OF EL SEGUNDO
NEW PROGRAM REQUEST
FISCAL YEAR OCT 1, 2005 — SPETEMBER 30, 2006 BUDGET
Department- Police Division- Administrative Services/ Field
Operations
New Program:
Wellness Program
Description and Justification:
This proposed wellness program will enhance the current voluntary Fitness Program for safety
personnel Offering guidance and standards relative to contemporary, life long modifications in
comprehensive assessments modified to the individual
Employees will receive direction in the areas of fitness, nutrition, prevention of work related
injury, rehabilitation and behavioral health The goal is to lower City and Department related
costs due to work related injuries, realize a reduction of time off from work due to sick leave
usage, rehabilitation or being placed on a light duty status
A part time wellness program coordinator will be housed on -site and will be tasked with data
collection, program evaluation, planning and scheduling of tramings and one -on -one meetings
with the Department's Fitness Program coordinator
Proposed personnel:
Part-Time wellness program coordinator provided from outside vendor
Date and length of program:
October 1, 2005 (One year trial basis)
Supplies and Services requested:
None
Capital outlay requested
$100,000 — 2005 COPS Grant
$40,000 — of total to be paid from Workers Compensation Administration — Claims Expense if
funds become available
Revenue Generation:
None
estimated
CITY OF EL SEGUNDO
NEW PROGRAM REQUEST
FISCAL YEAR OCT 1, 2005 — SPETEMBER 30, 2006 BUDGET
$100,000
Contact Person
Walter G Krumbach, Lieutenant
524 -2260
CITY OF EL SEGUNDO
NEW PROGRAM REQUEST
FISCAL YEAR OCT 1, 2005 — SPETEMBER 30, 2006 BUDGET
Department FIRE Division ADMINISTRTION
New Program:
Increase Paramedic Ambulance Transport Rates to partially cover departmental operational costs
Description and Justification:
The City currently bills non - residents for paramedic transport services, and bills residents only through
private insurance, Medicare, Medi -Cal, or Medicaid The proposal is to adjust the paramedic transport
fee schedule to reflect increased costs of operation. These recommendations have been developed
pursuant to applicable Government Code Sections 66016 -66018 5, and the City's fee recovery policy
Annually we evaluate our operational costs and the allowable Los Angeles County rates to consider the
need to partially cover our costs of operations In the past 12 months there have been two Los Angeles
County general public ambulance rate increases The last fee increase implemented by the City of El
Segundo was in 2004, it recovered approximately 17% of the increase in paramedic transport costs since
the rates were adopted in 2002 The current proposed fee adjustment will recover approximately 42% of
personnel increase costs since 2004 The rates the department proposes are at or below the current
County rates
(No impact to el Segundo Residents) Residents would continue to be billed only through private
insurance, Medicare, Medi -Cal or Medicaid — they would not incur any out -of- pocket expenses
Paramedic Transport Service Proposed Rate Modification
ALS Transport $80900 $138 00 Increase
BLS Transport $56800 $129 75 Increase
Code 3 $9200 No Change
Mileage $12 25 per mile No Change
Oxygen $4250 No Change
Proposed personnel: N/A
Date and length of program:
Submit Staff Report August 2005, Council Action on a modified Resolution and Fee Schedule by
September 2005 for a fee change effective date October 1, 2005
Supplies and Services requested: N/A
Capital outlay requested N/A
Revenue Generation:
$76,600
Total estimated appropriation:
$76,600
Contact Person
Norm Angelo, Fire Chief x2219 or Lisa LeCates, Administrative Analyst x2235
x
CITY OF EL SEGUNDO
NEW PROGRAM REQUEST
FISCAL YEAR OCT 1, 2005 — SPETEMBER 30, 2006 BUDGET
Department FIRE Division
ADMINISTRATION
New Program:
Begin the self - assessment process by training 3 to 4 personnel in the current system of the
"Standards of Cover" and through a consultant identify work plan options /costs to complete the
standards of cover and the remaining self - assessment process
Description and Justification:
• Self — Assessment is a nationally recognized program which can lead to accreditation of a
Fire Department It is overseen and evaluated through the national "Commission on Fire
Accreditation International" (CFAI)
• It is a multiple year process which includes developing specific community — standards
of cover, strategic analysis /planning, self assessment of the level and effectiveness of
current services; identification of goals, objectives, and tasks to meet community adopted
levels of service, and cost analysis to various alternatives for modification of services
• Standards of Cover updated training and work plan development are process starting
points
• Other city departments have been audited, while this is a more comprehensive process it
accomplishes many of the purposes of audits
Proposed personnel:
No new personnel to be added, the impacts on personnel are time and travel of staff to be
trained, Staff time to work with consultant to identify work plan and costs for conducting
standards of cover and remaining portions of self assessment
Date and length of program:
Develop an RFP for consultant services 10 -05, Schedule training during next fiscal year as
available Develop proposals for subsequent years during 06/07 budget process
Supplies and Services requested:
Training, travel and consultant services estimated to be - $25,000
Capital outlay requested
N/A
Revenue Generation:
N/A
Total estimated appropriation:
$25,000
Contact Person
Norm Angelo, Fire Chief xt 2219
REQUEST
FISCAL YEAR OCT 1, 2005 — SPETEMBER 30, 2006 BUDGET
Department FIRE- Priority 1
Division: Fire Prevention And Environmental
Safety
New Program:
Budeet Cost Neutral Reorganization of Inspection Programs to meet requirements for mandatory
requirements for High Rise and Environmental Safety inspections
Description and Justification: Regulatory Requirement
State Health and Safety Code require High Rise Inspections. RFP low bid last year was awarded
to Pinkerton Inc ($10,300) - with a commitment to provide quality service, and improve
documentation
,e Pinkerton Corporation indicated they would likely be able to renew annually for multiple
years at that cost effective level Enabling the recovery of some Fire Prevention Costs
r' Pinkerton Co provided quality service and documentation However, at the time of the
I" annual renewal they initially tripled their fee, and then chose not to renew the contract
At the same time, we are unable to complete required Environmental Safety Inspections
required by the State and LA Regional Water Quality Control Board regarding
inspections of restaurants, vehicle maintenance, and hazardous waste facilities
➢ We want to address these situations in 05/06 without raising the respective fees
We are proposing a cost neutral solution to avoid negative impacts on the
budget and address both inspection issues by having Fire Prevention Staff take over the High
Inspection Program and hiring part assistance for the Environmental Safety Manager
Fund this proposal by splitting the high rise inspection contract fund budget between
the Fire Prevention Division and Environmental Safety Division and increase revenue
through the funds generated by the additional number of Environmental Inspections
completed
r
Return some prevention inspections of a lower technical level to our suppression
inspection staff
Proposed personnel:
Part Time Person for Environmental Safety Division
Date and length of program: Ongoing from 10 -1 -05
Supplies and Services requested:
Salary of part time inspector ($15 -20 an hour), covered through shifting of funds within existing
budget
Capital outlay requested N/A
Revenue Generation: Additional Environmental Safety Inspections
$1,600
Total estimated appropriation: $1,600 from additional inspections
* *(Authorize redistribution of existing budgeted high rise contract funds of $10,300 {$8,400 to
Environmental Safety, $1,900 to Fite Prevention Overtime))
Contact Person Norm Angelo, Fire Chief xt2219
CffY OF EL SEGUNDO
NEW PROGRAM REQUEST
FISCAL YEAR OCT 1, 2005 - SPETEMBER 30, 2006 BUDGET
Department
FIRE Division EMERGENCY SERVICES
New Program:
Testing of existing public warning mechanism to determine their effectiveness
Description and Justification:
➢ Council has requested that emergency public warning systems be tested to
determine effectiveness and the need for any improvements - the intent is to test
all existing functional public warning mechanisms (Including the Community
Alerting Network - Can System)
➢ The City has added new staff, reorganized departments, and will be conducting
Emergency Operation Center Training during the next several months which will
be evaluated through an exercise simulation. The City Manager has also
requested increased involvement of the Council in the exercise As part of that
exercise we will be testing public warning systems and soliciting feedback on the
effectiveness of the systems from different segments of the community
Proposed personnel:
No new staff, it will take dedication of staff time during appropriate to the different elements
Date and length of program:
;w Some training (NIMS has begun and will continue thru the first of the year)
Exercise development will happen concurrently
r We are targeting March 2006 for testing the public warning systems in conjunction
with the disaster exercise
Supplies and Services requested:
Testing Public Waning Systems
• CAN System - $13,000 to $15,000
• for Public notice mailers to all city residents of test- ($1,000)
Polling - Residential and Corporate questionnaires test results - ($1,000)
• News Paper Ads (2) - $900
Total additional costs - $17,900• *(Disaster Exercise covered through training budget transfer)
Capital outlay requested N/A
Revenue Generation:
N/A
Total estimated appropriation:
$ 17,900
Contact Person
Norm Angelo, Fire Chief xt 2219
CITY OF EL SEGUNDO
NEW PROGRAM REQUEST
FISCAL YEAR OCT 1, 2005 — SPETEMBER 30, 2006 BUDGET
Department Recreation and Parks Division- Administration
New Program:
Class Software/POS Training
Description and Justification:
Class Software Point of Sale (POS) system — procure -
1) a business needs assessment
2) additional training for Rec & Parks Department staff in response to evaluation results
Training is required to update full time and part time staff to allow for maximum utilization of
and uniformity /compliance with the City's new POS system
Proposed personnel:
Class Software Staff
Needs Assessment -
1 staff x $1,000 /day x 2 day /wk = $2,000
Additional Training -
1 staff x $1,000 /day x 3 day /wk = $3,000
Recreation and Parks Staff
4 p/t staff x 8 hrs /day x 3 days x $10 40/hr = $1,000
Date and length of program:
Early October 2005
Supplies and Services requested:
Capital outlay requested
n/a
Revenue Generation:
Na
Total estimated appropriation:
$6,000
Contact Person
Stacia Mancini, 524 -2707
CITY OF EL SEGUNDO
NEW PROGRAM REQUEST
FISCAL YEAR OCT 1, 2005 — SPETEMBER 30, 2006 BUDGET
Department:
Recreation and Parks
New Program:
Adult Open Gym Basketball at ESHS
Division Recreation - Sports
Description and Justification:
Provide staffing for open gym adult basketball program to be held throughout the year at ESHS
(total 40 weeks)
Request by Councilman Eric Busch
Proposed personnel:
1 staff x 2 0 hrs /day x 2 day /wk x 40 wks /yr (as proposed) x $12.50/hour
Date and length of program:
Saturdays, 7 00 — 9 00 a in
Offered 40 weeks throughout year based on gym availability at ESHS
Supplies and Services requested:
Staffing only
Capital outlay requested
n/a
Revenue Generation:
n/a
Total estimated appropriation:
$1,000
Contact Person
Jeff Van Fossen, 524 -2702
CITY OF EL SEGUNDO
NEW PROGRAM REQUEST
FISCAL YEAR OCT 1, 2005 — SEPTEMBER 30, 2006 BUDGET
Department Planning and Building Division Planning
Safety
New Program:
Power Plant Rezoning, Local Coastal Program Update and Environmental Impact Report
Description and Justification:
Complete Local Coastal Program Update, General Plan Amendment, Zone Change, Zone Text
Amendment, EIR, market analysts and conceptual design analysis to change the General Plan
Designation, Zoning Designation, and Zoning development standards to allow commercial uses
on the El Segundo Power Plant property per City Council direction
Proposed personnel:
Consultant Team
Planning Staff
Date and length of program:
15 -18 months
Supplies and Services requested:
Planning, Traffic, Design and Economic Consultant Services
Capital outlay requested
N/A
Revenue Generation:
N/A
Total estimated appropriation:
$300,000
Contact Person
Kimberly Christensen
CITY OF EL SEGUNDO
NEW PROGRAM REQUEST
FISCAL YEAR OCT 1, 2005 - SEPTEMBER 30, 2006 BUDGET
CITY OF EL SEGUNDO
NEW PROGRAM REQUEST
FISCAL YEAR OCT 1, 2005 — SEPTEMBER 30, 2006 BUDGET
Department Planning and Building Division Planning
Safety
New Program:
Smoky Hollow Specific Plan Update and Negative Declaration/EIR
Description and Justification:
Complete study and revise Smoky Hollow Specific Plan to update uses and zoning regulations in
response to City Council pending direction Effort would include either a Negative Declaration
or an EIR (depending upon the scope of the project)
Proposed personnel:
Consultant Team
Planning Staff
Date and length of program:
12 -18 months
Supplies and Services requested:
N/A
Capital outlay requested
N/A
Revenue Generation:
N/A
Total estimated appropriation:
$100,000- 250,000
Contact Person
Kimberly Christensen
r�I1L11•z�7�1� � ��'�re��� \iTi
NEW PROGRAM REQUEST
FISCAL YEAR OCT 1, 2005 - SEPTEMBER 30, 2006 BUDGET
CITY OF EL SEGUNDO
NEW PROGRAM REQUEST
FISCAL YEAR OCTOBER 1, 2005 — SEPTEMBER 30, 2006 BUDGET
Department Planning and Building Safety Division- Residential Sound Insulation Program
New Program: Vehicle Operating Charges (Adding account number
116400- 0000 -6224 with a budget of $1,350.)
Description and Justification: With the Residential Sound Insulation Program now
under the Planning and Building Safety Department,
staff will utilize one of the department's vehicles,
instead of using personal vehicles and be reimbursed for
mileage (when practical)
RSI staff will record mileage used, and report usage on
a monthly basis for proper accounting
Proposed personnel: No additional personnel is required
Date and length of program: Ongoing — life of the Residential Sound Insulation
Program
Supplies and Services requested: None
Capital outlay requested Not Applicable
Revenue Generation: Not Applicable
Total estimated appropriation: $1,350
Contact Person James S O'Neill
MY OF EL SEGUNDO
CAPYfAL OUTLAY REQUEST — OBJECT CODE 81xr
FISCAL YEAR OCT 1, 2005 — SEPTEMBER 30, 2006
Department Library Division Special Deposits— Library Developer
Fees
Item Requested Circulation Notices Via E -Mad
Quantity
Unit Pnce� $6,50000
Proposed Make Innovative Interfaces (305A)
Description and This is an additional soft- ware module for our existing circulation system
Specifications management data- base, Millemum from Innovative Interfaces This module will
allow staff to send notices via e-mail rather than regular mail for Overdues
Reserves, and Fines
Equipment Costs $ 6,500
Other Costs
Installation/Transportation
Allowance for inflation
Sales Tax -0-
Total Cost $ 6,500
Source of quoted price Innovative Interfaces Confidential Price Quotation for El Segundo Public Library,
May 13, 2005
Date of quotation May 13, 2005
Purpose of Equipment To give patrons notice via e-mail of all notices currently mailed This includes
notices of overdue materials, reserved materials, and fines due
Equipment to be Used by Adult Services & Support Services
Justification of need
CITY OF EL SEGUNDO
CAPITAL OUTLAY REQUEST - OBJECT CODE 81xx
FISCAL YEAR OCT 1, 2005 - SEPTEMBER 30, 2006
Postage that is currently used for notices will be saved At a conservative estimate, $2,075.00 per year will be
saved on postage for overdue notices alone In addition 4 staff hours per week will be saved from time spent
stuffing notices into envelopes This purchase is a one -time cost After the first 12 months, monthly
maintenance of this module will be S65 1month
Purchasing Agent
Review/Information
Systems Manager
CITY OF EL SEGUNDO
CAPITAL OUTLAY REQUEST — OBJECT CODE 81xz
FISCAL YEAR OCT 1, 2005 — SEPTEMBER 30, 2006
Department: Planning and Building Safety Division-
Item Requested BLACKBERRY Server
Quantity
I
Unit Price $8,044
Proposed Make BlackBerry Enterprise Server Software v4.0 for Microsoft Exchange
Includes 20 user licenses ($3,999)
Dell Hardware to run blackberry server software ($3,500)
Description and Blackberry is a leader in providing emails to portable mobile devices
Specifications Currently Nextel is the City's mobile phone provider Nextel offers a
Blackberry phone that also provides the two way walkie- talkie function
The purchase of the server software and hardware will allow emails to
automatically be forwarded to the Blackberry phone. Also the Blackberry
phone will automatically update the calendar and contact information even
if the desktop computer is not on
Equipment Costs
Other Costs (Software)
Instal lation/Transportati on
Allowance for inflation
Sales Tax
Total Cost
Source of quoted price Blackberry website www blackberry com
Date of quotation June 13, 2005
Purpose of Equipment Mobile email
Equipment to be Used by This system will be used by 20 city employees
CITY OF EL SEGUNDO
CAPITAL OUTLAY REQUEST — OBJECT CODE 81zr
FISCAL YEAR OCT 1, 2005 — SEPTEMBER 30, 2006
Department. Administrative Services Division Information Systems
Item Requested Aerial Photographs of El Segundo
Quantity
Unit Price 19,000
Proposed Make Los Angeles County
Description and
Specifications
Equipment Costs
Other Costs
Installation/Transportation
Allowance for inflation
Sales Tax
Total Cost
Source of quoted price County of Los Angeles
Date of quotation May 11, 2005
Purpose of Equipment Allow GIS to provide current data to users
Equipment to be Used by
Justification of need
The County of Los Angeles is undertaking the photographing of the entire county at extremely high resolution
(4 inches per pixel) and including topographic information on 2 foot contours and orthogonal images Our
current data is out of date and not as fine detail This would give us the opportunity to obtain this data at a
fraction of the cost if we did it individually This is for our portion of data from the $5 6 Million project
Purchasing Agent Review
CITY OF EL SEGUNDO
NEW PROGRAM REQUEST
FISCAL YEAR OCT 1, 2005 — SPETEMBER 30, 2006 BUDGET
Department City Clerk Division Administration
New Program:
Web Posting of City Council Agenda Packet, Legislative History and Real Property Documents
Description and Justification:
Making the City Council Agenda Packet, legislative lustory and other public documents
available through the intemet will provide a mechanism to do business more efficiently and
more importantly address the City goal of making governance more convenient to citizens by
providing access to the documents on the City Web site
To accomplish this, two issues need to be addressed First, the purchase of software to enable the
electronic documents to be accessed via the City web site and secondly the implementation of an
electronic agenda building tool
Legistream software, automated legislative agenda management system designed to develop and
process Council Agendas and Agenda Packets, was previously purchased from our document
imaging vendor, Questys, as part of the City -wide document imaging program.
To make the agenda and other documents available on the City web site, Web Server software
also needs to be purchased from Questys The Agenda Packet and other documents could then
be viewed, searched and printed on the intemet In order for the City Clerk's Office staff to scan
the Agenda backup material into the correct folders to be linked to the City web site, the agenda
must be created using Legistream, which will require the purchase of an authonng license
Additionally, minor changes have been made to the since the initial purchase and the Legistream
Agenda template needs to be updated to reflect those changes
Once the final agenda, staff reports and attachments have been approved and finalized by the
City Manager, existing City Clerk's Office staff would scan the signed staff reports and
attachments into the appropriate Legistream folders and post to the web
Since the Agenda Packet would be available in an electronic format, the City Clerk's Office
would have the option of copying the entire Agenda Packet onto CD's for distribution instead of
paper This could result in a cost savings of up to $3,000 per year in reproduction costs alone
Proposed personnel:
Existing City Clerk's Office Staff— Agenda Packet Scanning, Reproduction, Distribution and
Posting to the Web Legislative history has already been archived and will be maintained day -
forward by the City Clerk's Office Staff
City Manager's Office — Agenda Preparation
Date and
CITY OF EL SEGUNDO
NEW PROGRAM REQUEST
Ut:'1 t, 1UUS - JY11�Mt3t;K:iU, 1UU6 t3Ulllit;l
Supplies and Services requested:
Purchase of Questys Web Module and Support, Update to the Agenda Template and One
Questys Authoring License SEE ATTACHED
Capital outlay requested
Revenue Generation:
N/A
Total estimated appropriation:
511,$00 r
Contact Person
Cindy Mortesen
10-1 -05
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CITY OF EL SEGUNDO
CAPITAL OUTLAY REQUEST — OBJECT CODE SIXX
FISCAL YEAR OCT 1, 2005 — SEPTEMBER 30, 2006
Department City Clerk Division. Administration
Item Requested Questys Web Module, Installation, Training and Annual Software Update and
Maintenance
Quantity
One
Unit Price $11,86645
Proposed Make Questys
Description and Questys Web Module, Installation, Training and Annual Software Update and
Specifications Maintenance
Equipment Costs $ 7,99900
Other Costs 2964.86
Installation/Transportation- 2000
Allowance for inflation
Sales Tax 78359
Total Cost $ 11,76745
Source of quoted price Questys (DMC)
Date of quotation May 20, 2005
Purpose of Equipment Internet access to City Council Agenda Packet and City's document imaging
hbrar}
Lgjipment to be Used by City Clerk's Office
Justification of need Provide the Commumi♦ and the City with access to the complete Council Agenda
Packet and electronic document imaging library, which includes the City's
complete legislative history
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015
e #4aS
INTER - DEPARTMENTAL CORRESPONDENCE
To Jeff Stewart, City Manager Date 7 -14 -05
From Norm Angelo, Fire Chief
Subject Fire Department Staffing
In compliance with the staffing "Statement of Intent" which is tied to the
Firefighters Association Memorandum of Understanding, Finance Staff has
completed the calculation, which triggers the minimum - staffing requirement for
the Fire Department for FY 2005 -2006
As a result, it will be necessary in FY 2005 -2006 to establish a minimum daily
staffing (not including the Shift Battalion Chief) of 18 positions per shift
Currently, The Fire Department is budgeted to fill 17 positions per shift (Not
including the Shift Battalion Chief), which means three new Firefighters need
to be hired in FY 2005 -2006
Staff's recommendation to meet this requirement and minimize the budget
impact, is to budget for hiring the three new firefighters at the beginning of
2006 with an anticipated starting date of February 1, 2006 and completion of
the Fire Academy by June 1, 2006 The FY 2005 -2006 Preliminary Budget
includes $220,850 in funding for salaries and benefits for the period of
February 1, 2006 through September 30, 2006 with no additional overtime
If the Council chooses to backfill the positions with overtime from February 1,
2006, the estimated additional overtime cost, which is not currently included in
the FY 2005 -2006 Preliminary Budget, is $102,600 for a total of $323,450
This is slightly less than the full year's cost of Salaries and Benefits for the
new firefighters
If the Council chooses to backfill the positions and fund the overtime from
October 1, 2005, the estimated additional overtime cost would be $206,850 for
a total FY 2005 -2006 cost of $427,700
016
Fire Department Staffing Statement of Intent Between the City of El Segundo and
the EI Segundo Firefighters' Association IAFF Local 3682
Page 1 of 2
During the term of this Agreement, The City will make a diligent effort to maintain
minimum staffing in the Fire Department During the annual budget review process if
the city determines that its financial resources are inadequate to maintain minimum
staffing, the City shall notify the Fire Association in writing on or around June 15`h
Upon written request, the City shall meet with the Association regarding the reasons for
the cessation of minimum staffing If the parties meet regarding the staffing, such
meetings will commence promptly following the Association's request to meet Upon
completion of the meeting process, the City retains the right to make changes to
(minimum) staffing
Among the topics to be addressed during these meetings will be 1) the financial resources
of the City, 2) the potential allocation of personnel, and 3) the impact on the working
conditions of the employees, particularly the safety of unit members
The parties agree that they will share pertinent information regarding this subject during
the meeting process including documents available under the public records act The
Administrative Services Department shall supply staff reports on the mid -year financial
status and revenue and appropriation assumptions to the Union on or around June 15`h
but in no case less than 45 days prior to the submission of the preliminary budget to the
City Council The Union shall have 45 days to review the documents During this time
the Union may present to staff alternative budget recommendations to solve a situation of
inadequate financial resources If staff does not adopt the Union's alternative
recommendations, the Union may submit alternative recommendations to the City
Council simultaneously with staff recommendations The Union shall forfeit its ability to
present alternative recommendations to staff and City Council if they are not submitted to
staff at least seven working days prior to staff s submission of the preliminary budget to
the City Council By signing this agreement the Union does not forfeit any rights to
address the council as private citizens
For purposes of this Statement of Intent, a guideline of "inadequate financial resources"
shall mean that in any fiscal year the projected total of the following
revenues /expenditures is 5% or more,
a The projected percentage decrease in the City's General Fund revenues
realized in the immediately preceding fiscal year and
b The projected percentage increase in only those General Fund
expenditures that are not directly controlled by the City over the same
expenditures incurred in the immediately preceding fiscal year
Examples of General Fund expenditures that are beyond the City's control include health
and other insurance premiums, Worker's compensation costs, retirement costs, utility
costs, debt services payments, litigation expenditures, Liability insurance charges to the
General Fund, infrastructure failures, and the City of Los Angeles Hyperion wastewater
charges
017
Fire Department Staffing Statement of Intent Between the City of El Segundo and
the El Segundo Firefighters' Association IAFF Local 3682
Page 2 of 2
If the City does not utilize minimum staffing during a fiscal year the City will make a
diligent effort to reinstate minimum staffing for the next fiscal year if the financial
resources are no longer inadequate as described above
For the purpose of this statement of intent "minimum staffing" shall refer to both the
staffing of the department at levels varying between 51 and 54 unit members, as well as
daily staffing of the department at 18 unit members (4 captains, 4 engineers, 5 firefighter
special assignment paramedics, and 5 firefighters)
As a result of inadequate financial resources there will be no minimum staffing for the
FY 2003 -2004 Accordingly, this statement memorializes the notice to the Association as
set forth above regarding the use of minimum staffing
Signed
FOR THE CITY
Bret Plumlee, Director of
Administrative Services
Bob Hyland, Human Resources
President
Manager
John Gilbert, Administrative Battalion Chief
Date
Signed
FOR THE ASSOCIATION
Kevin Rehm, President
Breck Slover, Is` Vice
John Bibee, 2 "" Vice
President
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City of El Segundo
INTER - DEPARTMENTAL CORRESPONDENCE
TO: Jeff Stewart, City Manager
FROM: Veimone Jurps, Planning and Building Safety Director
DATE. ly 19, 2005
SUBJECT- Reclass — Program Coordinator
PROPOSED RECLASS
The Department of Planning and Building Safety proposes a reclassification of the position of
Program Coordinator to Senior Program Coordinator Currently, the position of Program
Coordinator is responsible for the City's Residential Sound Insulation Program (RSI) James
O'Neill has served as the City's Program Coordinator since August 2002 and has performed an
outstanding lob by running a smooth and efficient program and by meeting the City's goals of
retrofitting 100 homes per year
James O'Neill has been assigned two additional duties First, he has been assigned to
participate and take part in the Hyperion Citizen's Forum since December 2004 James is
responsible for 1) attending meetings, typically once a month, 2) managing the City's complaint
line (640- CITY), 3) managing the City's Mitigation Monitor, RBF Consulting, 4) serving as a
liaison between the City of El Segundo and the Hyperion Wastewater Treatment Plant, and, 5)
ensuring that the City of Los Angeles' Integrated Resources Plan is reviewed and commented
on
Second, James has recently been assigned and participates in the LAX /Community Noise
Roundtable He is responsible for attending bi- monthly night meetings and serving as a liaison
for the City
FISCAL IMPACT
The current salary range for Program Coordinator is $4,542 to $5,534 per month and this will be
adjusted to $5,534 to $6,743 Eighty percent of the salary will continue to be reimbursed from
the FAA grant funds, while 20% will continue to be funded by the home owner participating in
the RSI program, This is an increase of $28 00 per home
020
City of El Segundo
MEMORANDUM
DATE: July 20, 2005
TO: Mayor and City Council
FROM: Jeff Stewart, City Manager
SUBJECT: Eliminate Economic Deve pment Director Position and Incorporate
Duties Into Assistant City Manager Position
The positions of Assistant City Manager and Director of Economic Development are
currently vacant I propose to eliminate the Director to Economic Development position
and incorporate those duties into the Assistant City Manager position
The characteristic duties to be performed by the individual selected to fill the position would
include, but are not limited to, the following
• Assist the City Manager in administering the laws and ordinances governing the
City,
• Manage and coordinate all program activities related to business recruitment and
retention for the City,
• Establish and maintain effective working relationships with the local real estate
community and business organizations,
• Develop and manage budget for Economic Development Division of City Manager's
office,
• Develop and implement advertising campaigns appropriate to the City's Economic
Development effort,
• Assist in preparation of annual budget for individual departments or staff to ensure
appropriate program and service delivery;
• Resolves discrepancies and procedural problems and /or responds to program
delivery problems to ensure appropriate delivery of services,
• Works closely with members of the City Council and the public in responding to
requests for service and /or resolving concerns related to the delivery of services,
• As a member of the Executive Management Team, participates in the management
of the City and may serve on various committees, boards and task forces
The primary function of the restructured Assistant City Manager position would be the
management of the City's Economic Development program However, as is traditional with
such positions, the individual serving in that capacity would also perform "generalist" duties,
such as serving as Acting City Manager in the City Manager's absence, assuming a
primary role in the annual budget process and assisting the handling of daily operations,
such as agenda preparation, assembly and distribution
U21
The combination of the two positions would allow full integration of the Economic
Development function into the City Manager's office, as envisioned by the City Council
during last year's budget deliberations I recommend that the salary and benefits currently
in place for the Assistant City Manager position be retained The current salary range for
that position is $9,577 to $11,669 /month
Budget Impact
Combining the Assistant City Manager and Economic Development Director functions
would result in the elimination of one Department Head position — thus saving up to
$183,300 in salary and benefits.
022
Administrative Services
INTER - DEPARTMENTAL CORRESPONDENCE
Date: July 15, 2005
To: Jeff Stewart, City Manager
From: Bret Plumlee, Director of Administrative Services
Subject: Recommendation for Reinstating Assistant Finance Director position
The Assistant Finance Director (AFD) position was eliminated after the previous incumbent
left the City in August 2004, and a new position of Senior Administrative Analyst (SAA) was
created The majority of the previous duties of the AFD were shifted to the Director of
Administrative Services and supplemented through the use of professional services
throughout FY 2004 -2005
The objectives of creating the SAA were two -fold In the short-term, many of the duties
previously handled by the AFD were to be shifted to both the Director of Administrative
Services and the SAA The duties of the SAA would also have included providing
administrative support to other departments on various citywide projects The long -term
objective was to train the SAA to the point of being able to coordinate the Citywide budget,
overseeing payroll and benefits personnel, and possibly moving it back into a management
position
The initial attempt to fill this position was done through a closed promotional recruitment
One in -house candidate applied for the position, went through the entire process, was
offered the job and turned it down Staff then went outside of the City to recruit a
candidate
The City received many applications for the position, but there were not many qualified
candidates that could have met both the short-term and long -term objectives of City
Management Asa result, the list was eliminated and I am now recommending reinstating
the AFD position
The AFD position is critical in the City to provide the budget and general project support
023
and financial expertise to the City Council, City Manager, and all departments as well as
assisting the Director of Administrative Services to run the day -to -day operations of the
Administrative Services Department
Without the position, the Director of Administrative Services position becomes much too
hands on and the management of the day -to -day operations in the department as well as
the ability to provide support to the organization and the public suffers If you are in
concurrence with reinstating the AFD position, I will review this with the City Council at the
July 25, 2005 Strategic Planning Session and put the item on the City Council agenda
August 2, 2005 If the Council then approves the item, we would then begin the
recruitment of the position August 3, 2005
Thank you for your consideration of reinstating this position
024
City of El Segundo
Inter - Departmental Correspondence
July 19, 2005
To: Jeffrey Stewart, City Manager
From: Jack Wayt, Chief of Police
Subject: Reclassification of Officer to Lieutenant
This memo is intended to provide further detail regarding the new program request titled
"Professional Standards Lieutenant" in our preliminary fiscal year 2005 -2006 budget
request
In order to meet City mandates to reduce our budget over the past several years, the
police department has, among other things, eliminated several positions, frozen several
others and reclassified yet others One of those reclassifications was from a lieutenant to
an officer, during fiscal year 2004 -2005
This proposal would reclassify one position from officer to lieutenant, thereby returning
that position to its prior status However, I am proposing to deploy that lieutenant
differently than before My proposal is to create a Professional Standards Unit (PSU)
which this lieutenant will lead. That lieutenant will be responsible for maintaining and
updating our general order manual, ensuring compliance with all departmental rules and
regulations, and overseeing the investigation of all personnel complaints In addition, the
lieutenant will conduct, coordinate, or oversee, as the situation dictates, personnel
investigations for the city as appropriate
After weighing several suggestions from staff for moving toward restoring our staffing to
previous levels, against mandates to reduce our budget expenditures, I decided to move
forward with this reclassification proposal only The primary reasoning for this was that
the cost is less than unfreezing either of the officer positions, the benefits of a PSU to the
department should be significant, it will create promotional opportunities within our
ranks and finally, the city should expect to see reduced costs for hiring outside
investigators as well as save valuable staff time previously committed to personnel
investigations
It is my opinion that this reclassification would have a significant, positive impact upon
the city and the police department at a relatively small cost
0 2 kl
LIBRARY & CABLE SERVICES
INTER - DEPARTMENTAL CORRESPONDENCE
Date: July 21, 2005
To: Jeff Stewart, City Manager
CC: Bret Plumlee, Director of Administrative Services
From: Debra Brighton, Director of Library & Cable Services
Subject: Revised recommendation for a part-time Senior Video Technician
classification
Per your request, I am providing additional background to justify this position
Currently, the Cable Division has three tiers of part-time no benefit fob classifications,
Video Technician 1 -III, which are mostly young students who require direct supervision A
Senior Tech would perform supervision of the V.T.'s 1 -III during evening, weekend and
additional hours when the full -time crew of Dan, Robert, and the Program specialist are off
That person would also be able to train and develop the skill levels of those lower positions
which is an ongoing need
At this time, Robert has taken on many cable duties in addition to his graphic and
photography work, however the necessity of him working holidays and overtime hours to
tape evening meetings and events are starting to impact the cable division's personnel
budget Dan also has to flex his schedule to the point of working many weekends and
evenings so that daytime coverage at the studio has become increasingly light
Unfortunately, yesterdays fire at Chevron in the morning was not covered because of staff
already covering the union strikers, and no other crew available during the day
A part-time Senior Video Technician would possess the technical and supervisory skills
needed during evening and weekends to accomplish tasks normally required by permanent
Cable staff This higher skilled video production position would fill a supervisory level need,
use existing part-time hours to reduce overtime pay, and contribute to the overall quality of
service within the Division
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New CIPAC Recommended Projects
Carryover Projects /Continuing Projects
New Projects for FY 05 -06
FY 0405 V 05 -06
$2,221,950
$11,611,076 $24,088,490
$1,200,000
(Increase) / Decrease
($2,221,950)
($12,477,414)
($1,200,000)
Projects not carried over from FY04 -05 $5,464,700 $0 $5,464,700
Difference $27,510,440 ($10,434,664)
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Pro osed
FY2005 -06 CIP
Pro /ecl
FY 04 -05
Bud at
General Funds
Gas Tax
Water
Funds
Sewer
Funds
Other
Total
(Increase)/
Decrease
1
Main Street @ Imperial Entry Enhancement
$20000
$20,00
($20,000
2
3
4
Storm Drain and Catch Basin
California/Impenal
Maple Ave / Nash Ave Damage Improvement
New Sidewalk Repair
$12,000
$16,000
$28,00
($28,000)
$50,000
$50,00
($50000)
$40,000
TDA3
$6950
$46950
($46,950)
5
6
7
8
Five Year Street Reconstruction
$174,000
$174,00
($174,000
($50,000)
($40000)
($98,000)
Main St / Imperial Irrigation Replacement
Tennis and Basketball Ball Court Resurfacing
Electrical Upgrades at Rec Park (field lighting)
Racquetball Court Refurbishment
Fire Station No 2 Funding Installment
Water Main Replacements
$50000
$40000
$50 00
$40,00
$98,000
$98,00
9
10
11
$50,000
$50,00
($50,000)
$250,000
$250 000
($250,000)
$832,00
$832,00
($832,000
12
Sewer Main Repair
$333,000
$333,00
($333,000)
($250,000)
13 Sewer Lift Station Rehabilitation
Subtotal
$250,000
$250,00
$
$500,000
$300,000
$832,000
$583000
$6,95C
$2,221,95
($2,221,950
14
5
16
17
18
Five Year Street Reconstruction
Douglas Street Gap Closure (estimated
expenditure total budget$325M)
500 Block of East Sycamore
City Hall Improvements
Roof Replacement City Hall
Downtown Specific plan improvements
(Hentage Stones)
Aquatics Facility
Refurbish Children s Playground
Telemetry System
3Mg Reservoir Seismic Evaluator,
Replace Sewer Mains
CDBG Automatic Doors
CDBG Ramps
Residential Sound Insulation Program
Soccer Fields
Golf Course Capital Projects
Subtotal
$192,000
$215,000
Various
Fund
ces
Sources
$14,000,000
$192000
$23,000
($13,177,774)
($96,500)
8822,22
$400,000
$125000
$14600 WO
$96,500
$765,20C
$125,00
$96,500
$400,000
$125,00
$365,20
$
($20,000)
19
20
21
22
23
$653,000
$305,000
$20,000
$20,00
$653,000
$225,000
$653,00
$225,00
$350,00
$35,00
$360,400
$
$80,00
$0
$
($35,950)
$350000
$350,000
$3500
$324,450
$16,20
$2,500,000
$5,500,000
$35000
24
25
26
27
28
$360,400
CDBG
CDBG
$55390
$16200
$S539(
($65390)
$0
$16,20
$5,500000
$60,000
RSI
$2,000,000
$2,000,00
$5500,00
$500,00
$0
($60000)
29
$60,00
$11,611,076.
$6,983,000
$288500
$385,000
$360,400
$16,07159
$24,088490
($12,477,414)
$1,20000
$1,20000
($1,200,000)
rOougNash Street Two-way Conversion
s only)
Subtota
$0
$0
$0
$0
$0
$1,200,000
$1,200,00
($1 200,000
Projects not tamed ove
$5,464700
$5,464700
Grand Total
$17,075,778
$7,483000
$588,5001 $1,217,000 $943,4001
$17,27854
$27,510440
($10,434,664)
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