ANNOTATED AGENDA
Antioch City Council
SPECIAL MEETING/BUDGET STUDY SESSION
Date: Wednesday, May 28, 2025
Time: 6:30 P.M. – Special Meeting/Budget Study Session
Place: Council Chambers
200 ‘H’ Street
Antioch, CA 94509
PLEASE TURN OFF CELL PHONES BEFORE ENTERING COUNCIL CHAMBERS.
Ron Bernal, Mayor Melissa Rhodes, City Clerk
Louie Rocha, Mayor Pro Tem (District 2) Jorge R. Rojas, City Treasurer Tamisha Torres-Walker, Council Member District 1
Donald P. Freitas, Council Member District 3 Bessie Marie Scott, City Manager Monica E. Wilson, Council Member District 4 Derek Cole, Interim City Attorney
ACCESSIBILITY: In accordance with the Americans with Disabilities Act and California law, it is the policy of the City of Antioch to offer its public programs, services and meetings in a manner that is readily accessible to everyone, including individuals with disabiliti es. If you are a person with a disability and require information or materials in an appropriate alternative format; or if you require any other accommodation, please contact the ADA Coordinator at the number or address below at least 72 hours prior to the meeting or when you desire to receive services. Advance notification within this guideline will enable the City to make reasonable arrangements to ensure accessibility. The City’s ADA Coordinator can be reached @ Phone: (925) 779-6950, and e-mail: [email protected].
ANTIOCH CITY COUNCIL -1- MAY 28, 2025
Notice of Opportunity to Address Council
The City Council can only take action on items that are listed on this agenda. The public has the opportunity to address the Council on each agenda item. To address the Council, fill out a Speaker Request form and place in the Speaker Card Tray near the City Clerk before the meeting begins. Please identify the specific agenda item number you would like to speak on. Speakers will be notified shortly before they are called to speak. When you are called to speak, please limit your comments to the time allotted (up to 3 minutes, at the discretion of the Mayor). The Speaker Request forms are located at the entrance of the Council Chambers. No one may speak more than once on an agenda item.
6:30 P.M. ROLL CALL – SPECIAL MEETING/BUDGET STUDY SESSION – for Council Members – Council Members District 3 Freitas, Mayor Pro Tem
(District 2) Rocha and Mayor Bernal
(Council Member District 4 Wilson – Arrived at 6:45 p.m.) [Council Member District 1 Torres-Walker – Absent]
PLEDGE OF ALLEGIANCE
BUDGET STUDY SESSION
1. FISCAL YEAR 2025-27 BUDGET DEVELOPMENT – CITY MANAGER (Continued from the May 13, 2025, Council Special Meeting/Budget Study Session) Direction provided to staff
Recommended Action: It is recommended that the City Council provide feedback and direction regarding the budget development information provided for the Fiscal Year 2025-27 Budget.
2. FISCAL YEAR 2025-27 BUDGET DEVELOPMENT – PRESENTATION OF THE DRAFT 5- YEAR CAPITAL IMPROVEMENT PROGRAM 2025-2030 (P.W. 150-25) Direction provided to staff
Recommended Action: It is recommended that the City Council review and provide feedback to staff regarding the draft 5-Year Capital Improvement Program 2025-2030.
MOTION TO ADJOURN – The Mayor will make a motion to adjourn the Special Meeting. A second motion is required, and then a majority vote is required to adjourn the Special Meeting.
Motioned to adjourn the Special Meeting at 9:35 p.m. Approved, 4/0
SM- 1
Agenda Item #
STAFF REPORT TO THE CITY COUNCIL
DATE: Special Meeting of May 28, 2025
TO: Honorable Mayor and Members of the City Council
SUBMITTED BY: Dawn Merchant, Finance Director
APPROVED BY: Bessie Marie Scott, City Manager
SUBJECT: FY2025-27 Budget Development – City Manager
RECOMMENDED ACTION
It is recommended that the City Council provide feedback and direction regarding the budget development information provided for the fiscal year 2025-27 budget.
FISCAL IMPACT
The fiscal impact of this budget is outlined in this report.
DISCUSSION
Budget Review
This is a continuation of the budget session from May13th to review the City Manager budget.
City Manager Budget
The request for the second Assistant City Manager position has been removed from the current draft budget. Too, part-time help included in the previous draft FY26 & FY27 budget has also been removed. These removals result in a net savings of $466,767 in FY26 and $479,702 in FY27.
Per City Council direction provided on May 20 th, a Grant Writer position has been added to the City Manager budget at a FY26 cost of $165,633 and $170,966 in FY27.
ATTACHMENTS
A. City Manager Budget Worksheet
Budget Study Session – City Manager
MAY 28, 2025
Attachment A
BUDGET STUDY SESSION – MAY 28, 2025
2 DEFINITIONS/EXPLANATIONS OF EXPENSE CATEGORIES USED:
PERSONNEL: All salary and benefit cost associated with full and part-time employees of the City, including projected overtime and standby costs.
MATERIALS & SUPPLIES: Office and operating supplies (pens, paper, etc); postage; copier charges; printing costs; chemicals; pipes & fittings; fuel; paving and building materials and other miscellaneous operating supplies and costs.
CONTRACTS: Contracts for professional services such as legal services, landscape services, design services, software maintenance, repairs, outside staffing (plan review, etc.), County lab testing, etc.
COMPUTER/PHONE MAINTENANCE & REPLACEMENT: The Information Services Department is responsible for Citywide computer and phone maintenance and replacement of devices and is accounted for in an Internal Service Fund of the City. Departments are charged/allocated a share of the cost of maintaining the Information Services Department as well as a charge to put aside money in the Information Services Internal Service Fund for future replacement of devices.
BUSINESS EXPENSE: Expenses related to costs of training, conferences, membership dues to organizations, long distance phone charges, recruitment, etc.
INTERNAL SERVICES: As determined by the City’s Cost Allocation Plan last updated in 2023, this is the cost of General Fund services provided to other departments. The amount is allocated to funds other than the General Fund and shown as a “positive” Internal Services expense in those funds and as a “negative” Internal Services expense in the General Fund departments that are being allocated.
BUDGET STUDY SESSION – MAY 28, 2025
3 CITY MANAGER
*City Council consensus provided at May 20, 2025 budget study session to add Grant Writer position in FY26.
City Manager
Principal
Executive
Assistant
Assistant City
Manager
PIO
Grant
Writer*
BUDGET STUDY SESSION – MAY 28, 2025
4 CITY MANAGER (100-1130) - The City Manager serves as the administrative head of the City government under the direction of the City Council and is responsible for carrying out the policies and directives of the City Council. The City Manager provides leadership to the City’s executive managers and the organization as a whole in meeting the needs of the community and coordinating the provision of a wide range of municipal services.
The City Manager also provides administrative policy direction for fiscal planning; intergovernmental relations in responding to state, federal and regional issues with local impacts; and for communications - both internal and with the community at large. The City Manager and staff attend all Council meetings, advising the Council on matters under consideration and makes Council policy recommendations as appropriate.
City Manager (100-1130)
2021-22 2022-23 2023-24 2024-25 2024-25 2025-26 % 2026-27 % Actual Actual Actual Budget Revised Proposed Change Proposed Change Use of Funds:
Personnel 1,286,746 1,006,510 361,126 1,465,763 1,091,259 1,604,671 47%1 1,675,880 4% Supplies 8,157 7,855 6,474 20,000 15,000 10,000 10,000 0% Contracts 340,618 130,291 48,578 243,153 792,650 350,000 - 300,000 -14% Homeless Services 300,156 0 0 0 0 0 0 0%
Computer/Phone Maint. & Replace 29,301 29,301 34,760 34,760 41,851 44,441 -60%
56%2
0%
6% 44,441 0%
Business Expense 77,924 66,255 72,881 121,750 110,750 199,750 80% 3 199,750 0% Internal Services (263,586) (263,586) (370,096) (370,096) (370,096) (570,096) 54% (570,096) 0% Total Use of Funds 1,779,316 976,626 153,723 1,515,330 1,691,414 1,638,766 -3% 1, 659,975 1% Funded FTE's 4.00 4.00 4.00 4.00 4.00 5.00 5.00
1VARIANCE: Vacancy savings in FY25 and addition of Grant Writer position in FY26. 2VARIANCE: FY25 includes budget for various contracts starting in FY25. Budget will be carried forward for in progress contracts. 3VARIANCE: Increase in budget for public information as well as reclassing $60,000 in training budget from PD to City Manager office to increase training of APOC to $75,000 each fiscal year.
BUDGET
PROPOSAL
FY 2025-2027
Date: May 28, 2025
Presented by:
Bessie Marie Scott
City Manager’s Office
1 The City Manager serves as the administrative head of the City government under the direction of the City Council and is responsible for carrying out the policies and directives of the City Council.
Administrative policy direction include:
Fiscal planning
Intergovernmental relations
Communications - both internal and with community at
large
Advises City Council and makes Council Policy
Recommendations
DEPARTMENT PURPOSE
2 Public Involvement
2025-27 OBJECTIVES
Efficacy
Continuity Visibility
Delivery
Goals for the 2025-2027 City Manager’s office:
Fiscal Responsibility Transparency Innovation
Partnerships
Innovation
Promote operational efficiency across the
city
Citizen engagement and customer service
delivery
Foster regional collaboration
Streamline service delivery across
departments
Participation and transparency across the city
Municipal services in line with city values
Budget strategies for Economic Development
and Community Development
3 ORGANIZATIONAL CHART
Brad Helfenberger
Assistant City Manager
Bessie Marie Scott
City Manager
Jaden Baird
Public Information Officer
City Manager’s Office
Susan Vasquez
Principal Executive Assistant
4 Total 4 FTE
Line Item 2024-25 2025-26 2026-27
USE OF FUNDS REVISED PROPOSED PROPOSED
Personnel $1,091,259 1,604,671 1,675,880
Services & Supplies $970,251 $554,191 $494,191
Total Expenditures $2,061,510 $2,158,862 $2,170,071
Internal Services ($370,096) ($570,096) ($570,096)
TOTAL General Fund For
Department $1,691,414 $1,638,766 $1,659,975
CITY MANAGER’S BUDGET SUMMARY
5 Personnel
74.3%
Services & Supplies
25.7%
BUDGET BREAKDOWN
2025-27
6 CITY MANAGER’S OFFICE BUDGET SUMMARY
Line Item 2024-25 Revised 2025-26 2026-27
USE OF FUNDS REVISED PROPOSED PROPOSED
Office Supplies/Postage/
Copier/Long Distance $15,250 $10,250 $10,250
Contract Services $792,650 $350,000 $300,000
Business Expenses $27,000 $30,500 $30,500
Special Projects $30,000 $35,000 $35,000
Conferences and Dues $27,000 $32,500 $32,500
Police Oversight Commission $15,000 $75,000 $75,000
7 CONTRACTS
Line Item (Contractor Name, if known) 2024-25 Revised 2025-26 2026-27 Downtown Security (Spearhead Security) $162,000 $100,000 $100,000 Council & Executive Team Visioning/ Strategic Planning
(Tracy Miller) $113,000 $50,000
Grants/ Legislative Advocacy (Townsend) $62,500 $150,000 $150,000 Operational Assessment (TBD) $50,000 $50,000 $50,000
Municipal Customer Service Delivery (David Mensah) $50,000 Succession Planning Consultant (TBD) $50,000
Executive Coaching/ Teambuilding (HB Consulting and others) $20,150 Executive Recruitments (Bob Hall & Associates) $175,000 Fee Study (TBD) $60,000
Total $792,650 $350,000 $300,000
8 RECENT SUCCESSES
9 Executive Leadership
Professional Development
Emergency Hires to Increase
Citywide Capacity
Decrease in Attrition, Increase
in Workplace Morale
Filling Executive Positions
RECENT SUCCESSES
Encampment Task Force
Group Expansion
Enhanced Partnerships with
Stakeholders within the
County
10 Legislative Advocacy
Strategic Restructuring /
Increased Operational Fidelity
FUTURE INITIATIVES
Public Records Act Process /
Records Management System
Personnel Rules (1978) To Be
Updated (Q3/Q4 2025)
City Clerk’s Office Human Resources
Branding Congruency Across Agency;
Citywide Communication Strategic Plan
Public Information Office
See-Click-Fix Relaunch (Q3
2025)
ED 2025-2027 Strategic Plan
Update (Q4 2025)
Public Works Economic Development
COA General Plan RFQ (Q3 2025)
Community Development
11 THANK
YOU
Q&A
12