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HomeMy WebLinkAboutCC Min 1994-08-01 7-25-94 / 8-1-94 approximately $1,500 towards the pier repair thus far and encouraged residents to continue to do so. ORAL COMMUNICATIONS Mayor Brown declared Oral Communications open. Ms. Fran Johnson, Coastline Drive, reminded all that a telethon will be held on the local cable channel on Wednesday, July 27th for three hours commencing at 7:00 p.m. to benefit the Animal Care Center. There being no further comments, Mayor Brown declared Oral Communications closed. I ADJOURNMENT It was the order of the Chair, with consent of the Council, to adjourn the meeting until Monday, August 1st at 7:00 p.m. for a budget workshop. By unanimous consent, the meeting was adjourned at 9:15 p.m. the Approved: ~7/fi~m/ Mayor i '-~i 11 ~ Attest: "''-...~h..u...<.P)}l V' t/ Ci ty Clerk I Seal Beach, California August 1, 1994 The City Council of the City of Seal Beach met in regular adjourned session at 7:05 p.m. with Mayor Brown calling the meeting to order with the Salute to the Flag. ROLL CALL Present: Mayor Brown Counciimembers Doane, Forsythe, Hastings, Laszlo Absent: None Also present:, Mr. Ba,'ikston, City Manager Mrs. Stoddard, Director of Administrative Services Mrs. Y~o, City Clerk I APPROVAL OF AGENDA Doane moved, second by Forsythe, to approve the agenda as presented. AYES: NOES: Brown, Doane, Forsythe, Hastings, Laszlo None Motion carried I I I 8-1-94 WORKSHOP - 1994/95 FISCAL YEAR BUDGET The City Manager noted that a review of projected 1994/95 revenues had been presented at the last meeting, reported that the budget ~ow.reflects total revenues, including pass-throughs, the $11.6 mLIlLon General Fund covers the majority of services and operations, the Enterprise funds, water and sewer, are $2.6 million, and the Redevelopment Agency is $1.4 million refuse collection is a charge on the water utility bill, is ~ pass- through, the City collects and it is passed on to the contractor, funds having restricted use then make up the balance of the budget. He explained that the budget reflects services as they are funded through the specified funds, as an example the Lifeguard Department is now under Community Services/Recreation Yet is funded by Tideland Beach, and the recreation programs are funded for the most part by recreation funds. The budget is presented by fund and not by departmental organization. To an inquiry of Council, the Manager stated the ROberti-Z'Berg Harris fund is park grant monies, the application for this year is now peing prepared thus is not as yet r.eflected in the budget. He pointed out that the total appropriations of all funds is $22.5 million. In reference to the multiple year expenditure comparison for General Funds, noting the revised accounting and budget preparation methodology, the Manager pointed out that the 1991/92 and 1992/93 actuals included the TRAN and did not include General Fund transfers, the TRAN should have been reflected in its own fund as it was last year and this year, Transfers are rpflected in-this budget as well, therefore an accurate comparison can not be made to prior years unless the TRAN and Transfers are added back. Explaining the TRAN, the Manager stated the bu0get is spent almost equally on a twelve month basis, however revenues are not received in that same manner therefore the City obtains a loan, 'a Tax/Revenue Anticipation Note, to cover operational expenditures for the first five to six months of the fiscal year pending receipt of revenues such as property taxes, etc., which are in turn placed in the TRAN repayment fund, a side advantage of the TRAN being that the City is able to secure a lower interest rate on the note than the interest the City earns by investing the proceeds, which is a slight financial gain, and described the rating experience of the city, as assigned by the bonding houses, which is presently at the highest, preferred rate. with regard to a question on the comparison of expenditures for Public Liability and Workers Compensation over the past four years, the Manager explained that in 1991/92 the City expended $742,093 for legal liability claims, $531,841 in 1992/93, and this year a majority of claims and lawsuits have been successfully settled in favor of the City for which attorney fees have been incurred, and of those still pending t~e budget figure appears to be quite adequate. The Worker~ Comp amount of nearly $500,000 in 1991/92 has been reduced to a $258,000 projected budget, the claims are being processed much more quickly, the costs incurred are for settlements and claim incidents, in 1992 there were thirty-four claims as compared the current nine for varying minor incidents, that reduction partly due to implementing-safety programs, rapid review of accidents, ~tc. The Manager explained that the Beach Maintenance Fund includes monies for the sand replenishment project and pier repairs as a result of the fire. He described the expenditure distribution of General Fund and Total city Operations as depicted by graphs on pages VIII and IX, as well as the Fund Balance Analysis reflecting the estimated balances as of June 30, 1994, anticipated revenues, transfers in and out, anticipated expenditures, and the estimated June 30, 1995 ending fund balances, and made specific reference to the June 30, 1994 estimated General Fund balance of $779,953, that figure the result of some revenues coming in higher than had been projected and primarily because expenditures were less than had been authorized by the ado;~ed 1993/94 budget. As an example he 8-1.-94 described the Measure M Fund, the ending balance being $254,430, that amount shown as available without encumbrance, anticipated revenue of $143,000, an estimated expenditure during the fiscal year of $377,800, then ending the year with a fund balance of $19,630, and in comparing the estimated beginning bal~nce to the ending balance one can see if, from a revenue standpolnt, the fund will be in a better position after having received new I revenues. with regard to the General Fund reserve of $779,953 and year-end balance of zero, it is anticipated that the audit ' - will reflect similar amounts in that both documents are now prepared as a modified accrual accounting system. To an expenditure of the $7r9,953, the Manager explained that if the budget is adopted as ?resented that amount will be held in reserve until year end and then revert to a fund that is under- funded, the Compensated Absences Fund as an example has a liability of $1.4 million and should be funded by at least twenty-five percent, pursuant to the joint powers agreement the self-insurance retentlon is to be three times the deductible or $900,000, the $1 mil~ion Cash Basis Fund is a requirement of the City Charter, and noted that although argument could be made that the Cash Basis is not necessary it would still be prudent to have a reserve of at least $1 million. He noted that compensated absences are accrued leaves of employees that have to be paid or reimbursed at such time as the employee terminates or in certain cases on demand and at this point the funding of twenty-five percent of the $1.4 million is the target. It was further explained that Funds 065 and 066 are set asides for the debt service of the Redevelopment Agency Tax Allocation Bonds, again, Roberti-Z'Berg is a state grant for parks and recreation programs, with additi?nal funding it is anticipated that a program will be forthcoming during this fiscal year, and Fund 072 is the remaining ~alance and anticipated HUD monies that I' will be spent this year for replacement of the water line and subsequent resurfacing of 2nd street. The Manager pointed out that this is the first budget that reflects an increase in the General Fund balance in over six years, prior years reflected a decrease in order to ~alance the budget, however while the budget expenditures to revenues are balanced, it would be recommended that when the state ceases to take revenues, the economy turns around, and the financial picture of the City improves, that a capital fund be initiated for improvements such as replacement of water and sewer lines in Old Town, College Park East and Leisure world, which will be major expenses, and explained that when the water rate structure was revised more than a year ago it was anticipated that the approximate $200,000 generated by the stand-by fees would become the source of revenue for such capital improvements and the user fees would cover operational expenses, yet MWD increased their rates and has taken all of the _',tand-by revenue. The Mayor mentioned an upcoming meeting in Orange County to discuss the seriousness of the draught situation, the shortage of water and increased cost thereof. The City Manager reviewed the revenue detail as set forth on pages XI through XX, again in reference to secured property taxes pointed out 1991/92 revenue was $3.1 million, estimated It 1994/95 is $2.4 million, the State take-away of 1992/93 was $522,827, an additional take-away of $175,000 in 1993/94 for an accumulated loss of $700,000 with no potential of recovery. The anticipation for 1994/95 is a 2.6 percent increase of revenue, which is marginally above inflation. At the request of Councilmember Laszlo, the City Manager read the sources of revenue to the City and the 1994/95 projections. He noted the estimated revenue frOM the barrel tax may be somewhat liberal as Exxon has not reinsta~ed their operations, thus Esther Island is not producing, the Is~and had been producing about six hundred barrels per day at an assessment of 14.79 cents per barrel; I I I ~ t '. 8-1-94 S~17S tax is generat7d from items purchased within the City l~m~ts, the use tax ~s generated to the County and redistributed to the cities on a population basis, an approximate ninety-eight percent of the sales and use tax revenue is sales tax, and noted that when the state took sales tax of $522,000 they opted to give $40,000 back in the form of the snack tax then shortly thereafter took away the snack tax. The Administrative services Director added that $50,000 is included for the aerospace payback as well. It was explained that S8 509 Sales Tax is the additional sales tax for law enforcement,:however, the City is not the recipient of.the half-cent, the County receives eighty- nine percent of the t;-,x and the remainder' is distributed among the cities, there is legislation proposed, whereby in order to receive the $786,000 ~he police budget would have to be reinstated to the level of 1992/93, and in this city's case the revenue would not exceed the adjustments that have been made. With regard to cable television, the Manager made reference to revenue of $32,865 in 1991/92, $173,821 in 1992/93, $131,966 in 1993/94, and anticipated to be $143,000 in 1994/95, and explained that when the City entered into the franchise initially an advance on the fees was made in the amount of $750,000, a payment was then not made until receipts equalled the up-front payment, which was in year 1991/92, the payment is now in the amount of a five percent franchise fee, in addition the cable provider is required to make a payment of $75,000 above the franchise to provide for government access programming administered by the Cable Foundation. It was clarified that the gas and electric franchise fee is two percent, set by the PUblic utilities Commission.! Councilman Laszlo objected to the cable provider adding their franchise fee to the cable bills. with regard to the reduction in Municipal Code Violations, the Manager explained that Code violations carry a fine for misdemeanors and infractions, in looking at records prior to 1991/92 there was not a clear distinction as to whether the bookings were Municipal Code, Vehicle COde', parking, etc. violations, this budget clearly reflects that they are non- parking, non-vehicle Municipal Code Violations, and if the Muni, Parking and Vehicle violations are added together one will see about a fifty percent reduction, which was another state take- away in 1992/93, the cities now obligated to fifty percent of all moving violations which are held at the County level for the court system. He noted that violation of.the Municipal Code is a misdemeanor and can carry an up-to fine; the courts decide what the fine is, the City has the ability to set the fine for an infraction yet the court must review and approve it. It was pointed out that the Cigarette Tax of approximately $15,000 has been taken away, the ;'lotor Vehicle In-Lieu has not been taken away however is less than anticipated as a. result of revised state schedules, and in 1993/94 the State. backfilled the Motor Vehicle In-Lieu into the Property Tax for one year only. The Manager noted that th~re was a non-related bill in the last legislative session that was amended to state that if any city wished to sue the state challenging receipt of its subventions, in particular the Motor Vehicle In-Lieu, only thirty days are allowed in which to file the lawsuit, that largely due to some cities having challenged the State when the taking of Motor Vehicle In-Lieu was first targeted claiming that the In-Lieu was a Constitutional guar~ntee to cities. As.to the filming fee, the Manager reported the City has made some good contacts with the film industry for commercials, adjustments have been made to the special event fees, brochures have been prepared and were distributed at a site selection exhibit in Los Angeles which has generated some positive inquiries, the permit requirement for a year is $150, $400 for each day of filming, an additional fee for use of a City facility, which inCludes the pier and the beach, costs for parking and personnel at the overtime rate is also imposed. The Manager pointed out that commencing on page 8-1-94 XIV the revenue sources are identified to the funds, noted the public Liability and Workers Comp Funds have no method of . creating revenues therefore are General Fund transfers, pOlnted out specifically the reduction of the General Fund transfer to the Recreation Services Fund from $295,743 in 1992/93 to $192,030 projected for 1994/95, that Dep~r~men~ and its,Director to be commended for their management efflclencles, serVlce I delivery, and cost recovery, and as they f~rther recover expenses through the program fees it beneflts the General Fund ' - and allows the Council to redirect those monies to other services and activities. He explained that Camp Marina is a youth/child, summer/after school activity program at the Marina Community center, previously the revenues had gone to offset expenditures and the only amounts reflected in the budget were the nets, the revenues are now fully reflected and expenditures are shown as budgeted items rather than a transfer from a trust fund. The Manager confirmed that the budget figures reflected for the sportfishing and pier restaurant lease are correct, and added that the Tidela~d Beach Fund revenues, including filming where the beach is involved, are kept for operation of the beach, not placed in the General Fund, and noted the General Fund transfer for 1994/95 of $963,920 includes $400,000 for sand replenishment and $127,000 for pier fire repairs, the beach subsidy for maintenance, etc. is approximately $1 million. He mentioned that the County subsidy to the beach is $23,000, however a meeting last week was in response to the Board of Supervisors instruction to the Harbors, Beaches and Parks Commission to report back on the elimination of that funding, the City Manager's objected strongly, and the Commission staff will now recommend a four year phase out of that funding. Councilmember Forsyth:, suggested that the City Manager's again commence pursuit of a reduction of the County level of 'I government. The Manager recalled that two years ago cities statewide had reduced employment by nearly ten percent, Seal Beach by almost twenty-two percent at that time, while State employment rose by niae percent and counties rose by eleven percent. with regard to an audience question regarding Measure M funds, the City Manager explained that a certain percentage of Measure M revenues come to the city that can be expended on projects at the direction of the City Council as long as they relate to maintenance of vehicle and pedestrian walkways, handicapped curb cuts, sidewalks, curbs, and overlays, that Measure M established countywide funding for signal interconnects that can only be used for regional interconnect systems, the funds come to the city however there is an obligation to pass them back into a project, an example is the combined Seal Beach/LJs Alamitos project. The Manager explained that 'AHFP' is the Arterial Highway Financing Program, the County receives federal funding, the city makes application and shares the funds on a fifty/fifty basis, the budgeted amount in Fund 045 is for the 2nd Street overlay project. Budget discussion continued with expenditures by account. The City Manager explained that the conversion from a cash basis accounting system to a modified accrual system has been accomplished, which is consistent with the audit for comparison I purposes, and is a finance system that better reflects long and short term liabilities and revenue anticipation. Discussion commenced with regard to expenditures within the various accounts, with explanations, responses to questions, and comments as follows: * The City Council account reflects a $2,025 payment to the Orange County Human Relations Council, an organization that deals with landlord/tenant issues, school counseling, anti- semitic issues, conflict resolution, etc.; $3,000 payment I I I ~ " . 8-1-94 to the Coastal Coalition deleted; Councilmember Hastings read the amounts attributed to salaries, fringe benefits memberships and pues to various organizations; the Manag~r offered that memberships and dues could be identified in the Non-Departmental Account. The city Clerk account reflects a fulr time typist clerk position, freeing the secretary posit~on shared by the City Manager, city Clerk, and Engineering .Departments to return to the City Manager's office, and allow the Administrative Assistant to be assigned to personnel functions, including development of a citywide volunteer program; the former Lifeguard Chief :las been transferred to the Manager's office as Assistant to the City Manager, lowering the ret~rement level. by ten percent as well as a salary/benefit sav~ng, a goal to establish a centralized purchasing system with shared responsibilities between xhe City Manager and Finance Departments, act as cable coordinator, and relieve certain analytical tasks of the Manager. * with regard to the 1993/94 estimated General Fund it was clarified that the balance was estimated with two months left in the fiscal year of actual expenditures, therefore when comparing the estimated 1993/94 to the requested 1994/95 and an increase is noted, the increase is not a budget request to a budget request, there have been savings, positions held open, vacancies not filled, those savings reflected in the estimated 1993/94, and next year a column will be added to show the actual budgeted amount of the prior year and the actual expenditures. * * Employee benefits were identified as Deferred Compensation, PERS Retirement Contribution, Unemployment Insurance, Group Medical Insurance, Life and Disability Insurance, Medicare/Pars Contribution, and Dental Insurance; the benefit percentages for miscellaneous and management employees are approximately twenty-six to twenty-eight percent, LifeguardS are between thirty to thirty-five percent, and law enforcement and poli~e is near fifty percent. * No election budget for the upcoming year. * The Special Departmental allocation in the city Attorney budget is a reimbursable amount where, an applicant will be billed for city attorney services; Litigation Services are law suits; General Prosecution reflects the city as the prosecutor; the city Attorney retainer covers one hundred hours; an attorney is now present at the Planning Commission meeti1gs under the retainer agreement; staff generally originates ordinances, resolutions and contracts for review by th2 city Attorney; travel time is not paid; reimbursement is made for reproduction costs. * Administrative Services - the Account Clerk is now a full- time position, previously shared with Building and Safety; Account 437, Equipment Material/Supplies/ Services, $12,000, the Administrative Services Department absorbed the total maintenance costs for the computer system rather than being distributed by department. * Non-Departmental is intended to be used as a support services account where costs are incurred to the benefit of several departme~ts. ';. * The change to th.~ Police budget reflects the elimination of the Secretary to' the Police Chief position to be replaced 8-1-94 by a Secretary position, this giving the ~pportunity f~r further review and adjustment of the clerlcal support ln the Police Department; the Reserves are non-salaried positions however are provided equipment maintenance reimbursement upon service of the minimum number of hours, that $10,000 amount reflected in the Other Pay -,Unif~rms; the Police Chief position is divided between pollce Fleld 1- Services and Support Services, the captain position budgeted under Support services; a downtown foot pat:ol is being used however the hours have not been as extenslve as in the past, the function of a Reserve is basically to relieve a sworn officer of lesser duties, Reserves are not POST certified to work alone; until last year there was a program whereby overtime could be banked as comp time, paid twice yearly, a Gap has now been imposed and the accrued, overtime paid down to the cap, thus the effort to set aSlde reserves for compensated absences and bring overtime down as well; police services for working a special event are reflected as overtime and reimbursed back to the city at time and a half; the three city sharing of a court liaison is working very well and has significantly helped to reduce overtime/court time. * Jail Detention Services - will be reflected in its own fund next year; the facility is doing well, is housing individuals who have chosen to pay more to be housed in Seal Beach rather than County jail. * Beach parking - question as to when pay for parking will be implemented; $15,000 is allocated for an automated parking system for the 1st Street lot, will allow the setting of an all day rate, a ~on-staffed system, will make change, has lock boxes; automation of the 8th Street beach lots is being held pending the Main Street Specific Plan so that there is no conflict of programs; if it is a determination of the Council to implement a validated or tiering system, that will require staffing. I * Fire Services buJget increased from $1,168,800 to $2,306,080; no increases in services however the Fire Department has done a good job of holding their costs down considerably for over two years. * A new vehicle for Animal Control Services, $4,400, present vehicle unacceptable for the transport of animals; revision of kennel operations and expenses will be an item forthcoming to the Council for consideration. * Budgeted positio~ for Planning Services in the 1993/94 budget was never filled, has been eliminated; confirmed that the Bixby EIR is reimbursable. * An attempt was made last year to have the Building Inspectors do pUblic works inspections as well, that did not work as building permit activity has increased quite significantly, both inspectors now budgeted in Building and Safety; $35,000 reflected under Contract/Professional Services is a change of process to fully reflect the revenue as well as the expenditure; private contract for Code Enforcement is being explored, part-time position is not advisable, addition of City position is not affordable at this time. I * Public Works/Engineering - City has been contracting for engineering services at ten hours per week with in-house staff performing design, field inspections, etc., recommendation i" to reverse that practice and hire a city I I I 8-1-94 eng~n7er an~ contract as needed for design work; admlnlstratlon of the public works functions and maintenances requires a full time employee, a certified civil engineer is mandated for a registered city engineer for plan check; elimination of the Associate Engineer position. * storm Drains includes a federal mandate for repair/ upgrade of the system, expenditure of $40,000, non-reimbursable. street Maintenance/Cleaning - no change. Full contract for tree maintenance is proposed under the Landscape Maintenance Account, the cost estimated at this time however felt to be a saving to the City; rescheduling of two employees now assigned to trees; an inventory of every tree in the City has been done; a request to allocate some monies for" trees, suggested that that be done through donations to the city and that it be',added to the "Wish Book", if contract under estimate possibly an appropriation could be made for trees. * * * Fleet Maintenance - no change. Building Maintenance - no change. * * signal Maintenance - proposing modifications at Westminster and Kitts Highway, $1,200, for signal heads. * Public Liability / Workers Comp - reflect the General Fund Transfers. ! * street Lighting - the revenue generated by the street Lighting Assessment District cover the expenses. * Solid Waste Disposal Fund - the pass-through for refuse collection. * Detention Facilities Fund - the Jail Facility Account to likely be eliminated in the 1995/96 budget and reflected in this Fund. * Asset Forfeiture Fund - the funds are in decline as the courts have taken a much less liberal approach, have added a significant number of constraints as to what is considered an asset forfeiture. * Air Quality Improvement Fund - an eligible expense is the Senior Transportation Program, which ,has been funded from the General Fund in the past. * Environmental Reserve Tax Fund - no appropriations shown at this time; there is concern with certain mandates that are being imposed, the $40,000 mandate for storm Drains as an example, a thirty-two page model ordinance has also been submitted to the City that has been suggested be adopted which the attorney's are reviewing, includes restrictions on washing cars in driveways, etc. that will involve costs. * Community services Administration is a new title for Parks and Recreation; identifies the aquatics program separately; the sports leagues have been separated out to identify the fees for sports programs in conjunction with the cost of providing them; designates the general leisure programs and classes; through the former trust fund system funds would come to the City, be expended, yet there was never a budget authorization, w~ich has now changed; $5,000 is proposed 8-1-94 for the resurfacing of the gym floor at McGaugh, if. . approved a letter will be.for~arded to the ~cho~l Dlstrlct requesting an equal contrlbutlon from the Dlstrlcti staff recommendation that the Luraschi house be located on the leased grass area of Marina Park, the amount shown reflects a new foundation and the moving of the house to that foundation; a suggestion was made that prior to expending 1- funds for the foundation and moving of the house that possibly the community/local contractors be contacted to solicit their services. . Water - no significant change except for $671,060 reflecting the additional MWD charge, they charge when water is bought, when water is pumped, and allow the pumping of no more than eighty percent; the long term capital will be brought to Council sometime during the upcoming year for consideration; replacement of a one ton cab and chassis truck for the Water Department and a replacement vehicle for the Electrical Operation is proposed; improvements are continuing to the Bolsa Chica Well, the work b2ing done in-house at the suggestion of the Electrician, George Bernard, with considerable cost savings being realized. . Tideland Beach Fund - two full time lifeguards, remaining personnel is part time, with some augmentation of hours. * Gas Tax Fund, Measure M Fund, Sewer Enterprise Fund, Capital Projects Fund, Tran Repayment Fund, Parking In-Lieu Fund, Riverfront Low/Moderate Housing Fund, Surfs ide Low/Moderate Housing Fund, Roberti-Z'berg Harris Fund, and Community Block Grant Fund - no changes. I . Redevelopment Fund - question from the audience with regard to a loan to the Redevelopment Agency for the payment on Zoeter Place; the response was that the loan consideration has not been acted upon; it is anticipated that an item will be forthcoming to the Council to resolve the Zoeter place payments that are in arrears, part of which may involve refinancing; the City is presently paying the School District on all of the sites, the amount of payment is in excess of the revenues generated even if the payments were current; the interest payment paid to the School District is the rate that the Orange County Treasurer gets on their investments, orange County frequently applauded for receiving the highest percentage rate, therefore the city is paying well above market rate; the proposal will likely be to refinance at the market rate rather than the County rate which will generate a significant savings to the annual cash flow. ADJOURNMENT It was the order of the Chair, with consent of the Council, to adjourn the meeting until Monday, August 8th at 6:30 p.m. to meet in Closed Session. The meeting was adjourned by unanimous consent at 9: 19 p.m.____\ I / i ! ! / of the I I I 8-1-94 / 8-8-94 Approvod' ,~~~ Mayor ~ ~/ Attest: Seal Beach, California August 8, 1994 The regular adjourned meeting scheduled for 6:30 p.m. this date was cancelled as there were no items requiring Closed Session discussion. , fl JhL . Y' ( . /; ,-.~IJ././-".t7t City Clerk i/ .i: / Seal Beach, California August 8, 1994 The city Council of the City of Seal Beach met in regular session at 7:01 p.m. with Mayor Brown calling the meeting to order with the Salute to the Flag. . ROLL CALL Present: , Mayor Brown Councilmembers Doane, Forsythe, Hastings, Laszio Absent: None Also present: Mr. Bankston, city Manager.. Mr. Barrow, City Attorney Mr. Whittenberg, Director of Development Services Mrs. Yeo, City Clerk " , , APPROVAL OF AGENDA For information of the public, Mayor Brown read the description of items on the Consent Calendar. Councilman Laszlo requested Item "0" be removed from the Consent Calendar, and Councilmember Forsythe requested Item "E" removed. Hastings moved, second by Forsythe, to approve the agenda as revised. AYES: NOES: Brown, Doane, Forsythe, Hastings, Laszlo None Motion carried ORAL COMMUNICATIONS There were no Oral Communications at this time.