December 31, 2023
City Council
City of Clayton, California
6000 Heritage Trail
We have audited the financial statements of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information of the City of Clayton, California for the year ended June 30, 2023. Professional standards require that we provide you with information about our responsibilities under generally accepted auditing standards and Government Auditing Standards, as well as certain information related to the planned scope and timing of our audit. We have communicated such information in our letter to you dated July 26, 2023. Professional standards also require that we communicate to you the following information related to our audit.
Significant Audit Matters
Qualitative Aspects of Accounting Practices
Management is responsible for the selection and use of appropriate accounting policies. The significant accounting policies used by the City of Clayton are described in Note 1 to the financial statements. The City adopted GASB No. 91 – Conduit Debt Obligations, GASB No. 94 – Public-Private and PublicPublic Partnerships and Availability Payment Arrangements, and GASB No. 96 – Subscription Based Information Technology Agreements during the fiscal year ended June 30, 2023. We noted no transactions entered into by the City of Clayton during the year for which there is a lack of authoritative guidance or consensus. All significant transactions have been recognized in the financial statements in the proper period.
Accounting estimates are an integral part of the financial statements prepared by management and are based on management’s knowledge and experience about past and current events and assumptions about future events. Certain accounting estimates are particularly sensitive because of their significance to the financial statements and because of the possibility that future events affecting them may differ significantly from those expected. The most sensitive estimates affecting the City of Clayton’s financial statements were:
Management’s estimate of the liabilities, deferred inflows, and deferred outflows related to both pension benefits (Note 11) and Other Post-Employment Benefits (OPEB) (Note 12).
These estimates are based on the provisions of GASB No. 68 and GASB No. 75, respectively, and actuarial methodology and assumptions. We evaluated the key factors and assumptions used to develop these estimates in determining that they are reasonable in relation to the financial statements taken as a whole.
Management’s estimate of the depreciation expense (Note 6) is based on the useful lives of the underlying assets. We evaluated the key factors and assumptions used to develop these estimates in determining that they are reasonable in relation to the financial statements taken as a whole.
Attachment 2
Management’s estimate of lease and subscription based information technology agreements (SBITAs) payables and their related right-of-use assets. These estimates are based on the provisions of GASB No. 87 and GASB No. 96, respectively, and the discount rates either noted in the agreement or selected by the City. We evaluated the key factors and assumptions used to develop these estimates in determining that they are reasonable in relation to the financial statements taken as a whole.
Certain financial statement disclosures are particularly sensitive because of their significance to financial statement users. The most sensitive disclosures affecting the financial statements were:
The disclosure of plan details for the Pension plans as described in Note 11 to the financial statements.
The disclosure of plan details for Other Post-Employment Benefits as described in Note 12 to the financial statements.
The disclosure of the classifications of fund balances and net position in Note 14 to the financial statements.
The financial statement disclosures are neutral, consistent, and clear.
Difficulties Encountered in Performing the Audit
We encountered no significant difficulties in dealing with management in performing and completing our audit.
Corrected and Uncorrected Misstatements
Professional standards require us to accumulate all known and likely misstatements identified during the audit, other than those that are clearly trivial, and communicate them to the appropriate level of management. The attached schedule summarizes the corrected and uncorrected misstatements of the financial statements. Management has determined that their effects are immaterial, both individually and in the aggregate, to the financial statements taken as a whole.
The material misstatements listed on the attached schedule were corrected by management and were detected as a result of audit procedures or were booked by management after the audit began.
Disagreements with Management
For purposes of this letter, a disagreement with management is a financial accounting, reporting, or auditing matter, whether or not resolved to our satisfaction, that could be significant to the financial statements or the auditor’s report. We are pleased to report that no such disagreements arose during the course of our audit.
Management Representations
We have requested certain representations from management that are included in the management representation letter dated January 31, 2023.
Management Consultations with Other Independent Accountants In some cases, management may decide to consult with other accountants about auditing and accounting matters, similar to obtaining a “second opinion” on certain situations. If a consultation involves application Attachment 2
of an accounting principle to the City of Clayton’s financial statements or a determination of the type of auditor’s opinion that may be expressed on those statements, our professional standards require the consulting accountant to check with us to determine that the consultant has all the relevant facts. To our knowledge, there were no such consultations with other accountants.
Other Audit Findings or Issues
We generally discuss a variety of matters, including the application of accounting principles and auditing standards, with management each year prior to retention as the City of Clayton’s auditors. However, these discussions occurred in the normal course of our professional relationship and our responses were not a condition to our retention.
Other Matters
We applied certain limited procedures to management’s discussion and analysis, budgetary comparison information, Schedule of Proportionate Share of Net Pension Liability, Schedule of Pension Plan Contribution, Schedule of Changes in Net OPEB Liability and Related Ratios, and Schedule of OPEB Plan Contributions, which are required supplementary information (RSI) that supplements the basic financial statements. Our procedures consisted of inquiries of management regarding the methods of preparing the information and comparing the information for consistency with management’s responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We did not audit the RSI and do not express an opinion or provide any assurance on the RSI.
We were engaged to report on the combining and individual nonmajor fund financial statements which accompany the financial statements but are not RSI. With respect to this supplementary information, we made certain inquiries of management and evaluated the form, content, and methods of preparing the information to determine that the information complies with accounting principles generally accepted in the United States of America, the method of preparing it has not changed from the prior period, and the information is appropriate and complete in relation to our audit of the financial statements. We compared and reconciled the supplementary information to the underlying accounting records used to prepare the financial statements or to the financial statements themselves.
We were not engaged to report on introductory and statistical sections of the annual comprehensive financial report (ACFR), which accompany the financial statements but are not RSI. Such information has not been subjected to the auditing procedures applied in the audit of the basic financial statements, and accordingly, we do not express an opinion or provide any assurance on it.
Restriction on Use
This information is intended solely for the information and use of the City Council and management of the City of Clayton and is not intended to be, and should not be, used by anyone other than these specified parties.
Very truly yours,
CROPPER ACCOUNTANCY CORPORATION
Walnut Creek, California
Attachment 2
CITY OF CLAYTON
FISCAL YEAR ENDED JUNE 30, 2023
AUDIT ENTRIES
Account Description Debit Credit Net Income Effect
CORRECTED ADJUSTING JOURNAL ENTRIES
Auditor 2 BR: Correct beginning equity balances.
101-3201-00 Unreserved/Designated Fund Bal
213
-
101-7332-05 Telecommunications
-
213
211-3201-00 Unreserved/Designated Fund Bal
-
213
211-7332-00 Telecommunications
213
-
801-1503-00 Improvements other than Buildi
1,025,294
-
801-3220-00 Investment in General Fixed Assets
-
1,025,294
Total
1,025,721
1,025,721
-
Auditor 4 BR: Advance funds to Fund 216 to cover the negative cash balance at 6/30/2023. 216-1199-00 Equity in Pooled Cash
17,942
-
216-2601-00 Due to General Fund
-
17,942
101-1199-00 Equity in Pooled Cash
-
17,942
101-1330-00 Advances to Other Funds
17,942
-
Total
35,883
35,883
-
Auditor 5 BR: Reverse entries made in error to Fund 303's revenue and fund balance accounts. 303-5805-00 Project Revenue
-
685,748
303-5601-00 Interest
-
119,512
303-3201-00 Unreserved/Designated Fund Bal
805,259
-
Total
805,259
805,259
805,259
Auditor 6 BR: Complete the CLIENT 1 entry by adding in the transfers in and out. 101-1199-00 Equity in Pooled Cash
220,878
-
222-1199-00 Equity in Pooled Cash
-
2,400
223-1199-00 Equity in Pooled Cash
-
1,241
231-1199-00 Equity in Pooled Cash
-
2,389
Attachment 2
420-1199-00 Equity in Pooled Cash
-
18,510
615-1199-00 Equity in Pooled Cash
-
196,338
Total
220,878
220,878
-
Auditor 7 BR: True-up of lease related accounts for the Motorola Radios Lease. Lease balances calculated with monthly payments, should be calculated based on annual payments. 801-1516-00 Right to Use Asset
-
14,071
801-1517-00
Accumulated Amortization-Right to
Use Asset
4,844
-
801-3220-00 Investment in General Fixed Assets
9,227
-
802-2302-00 Lease Payable
20,916
-
802-1519-00 Amount Provided-Lease Payable
-
20,916
Total
34,987
34,987
-
CLIENT 1 Client Adjustment for Fiduciary Fee Application. FY22-23 Budgeted Transfer. 101-5322-00 Fiduciary Funds Administration
-
220,878
222-7420-00 Other Outside Services
2,400
-
223-7420-00 Other Outside Services
1,241
-
231-7420-00 Administrative Costs
2,389
-
420-7420-00 Other Outside Services
18,510
-
615-7420-00 Administrative Costs
196,338
-
Total
220,878
220,878
24,540
CLIENT 2 Client Entry #4734 GASB 86 - Leases entry for FY22-23. 801-1516-00 Right to Use Asset
8,779
-
801-1517-00
Accumulated Amortization-Right to
Use Asset
-
8,779
801-3220-00 Investment in General Fixed Assets
11,849
-
801-1517-00
Accumulated Amortization-Right to
Use Asset
-
11,849
802-1519-00 Amount Provided-Lease Payable
-
12,114
802-2302-00 Lease Payable
12,114
-
801-1516-00 Right to Use Asset
0 -
801-3220-00 Investment in General Fixed Assets
-
0 Attachment 2
801-3220-00 Investment in General Fixed Assets
-
27,682
801-1517-00
Accumulated Amortization-Right to
Use Asset
27,682
-
801-3220-00 Investment in General Fixed Assets
27,682
-
801-1517-00
Accumulated Amortization-Right to
Use Asset
-
27,682
801-3220-00 Investment in General Fixed Assets
33,218
-
801-1517-00
Accumulated Amortization-Right to
Use Asset
-
33,218
802-1519-00 Amount Provided-Lease Payable
0 -
802-2302-00 Lease Payable
-
0 802-1519-00 Amount Provided-Lease Payable
-
33,525
802-2302-00 Lease Payable
33,525
-
Total
154,849
154,849
-
CLIENT 3 Client adjustment #4743
801-1516-00 Right to Use Asset
31,870
-
801-3220-00 Investment in General Fixed Assets
-
31,870
802-2303-00 Subscriptions Payable
-
31,870
802-1520-00
Amount Provided-Subscription
Payable
31,870
-
801-3220-00 Investment in General Fixed Assets
15,936
-
801-1817-00
Accumulated Amortization-Right to
Use Asset
-
15,936
802-1520-00
Amount Provided-Subscription
Payable
-
15,751
802-2303-00 Subscriptions Payable
15,751
-
801-1516-00 Right to Use Asset
59,211
-
801-3220-00 Investment in General Fixed Assets
-
59,211
802-2303-00 Subscriptions Payable
-
59,211
802-1520-00
Amount Provided-Subscription
Payable
59,211
-
801-3220-00 Investment in General Fixed Assets
11,842
-
801-1517-00
Accumulated Amortization-Right to
Use Asset
-
11,842
802-1520-00
Amount Provided-Subscription
Payable
-
12,400
802-2303-00 Subscriptions Payable
12,400
-
Total
238,091
238,091
-
Attachment 2
GRAND
TOTAL
2,736,547
2,736,547
829,799
UNCORRECTED ADJUSTING JOURNAL ENTRIES
Auditor 1 The City incorrectly calculated accrued vacation payable. 101-2350-00
Current Portion Accrued Vacation
Payable
2,351
-
101-7111-02 Regular Salaries
-
2,351
Total
2,351
2,351
2,351
Auditor 3 BR: Correct debit liability balance in Fund 211 (This was corrected by City in FY24 - JE #4732) 601-2012-00 The Grove Park Rental Deposit
1,507
-
211-2012-00 Grove Park Security Deposit
-
1,507
101-5701-00 Reimbursements/Refunds
693
-
211-2012-00 Grove Park Security Deposit
-
693
101-1199-00 Equity in Pooled Cash
-
693
211-1199-00 Equity in Pooled Cash
2,200
-
601-1199-00 Equity in Pooled Cash
-
1,507
Total
4,400
4,400
(693)
GRAND
TOTAL
6,751
6,751
1,658
Attachment 2
Attachment 2
FY 2022/23 Financial Audit Results
Bryce Rojas, CPA
Cropper Accountancy Corporation (City’s External Auditor) Council Meeting
December 19, 2023
Attachment 3
Background
Annual external audit of basic financial statements is required to comply with legal and regulatory requirements.
Cropper Accountancy Corporation is the CPA firm serving the City as the external auditor.
Bryce Rojas, CPA is your audit partner. Our office is located in Walnut Creek.
Attachment 3
• “Unmodified” or “clean” opinion issued by auditor represents highest quality outcome.
• The City increased its net position to $46.54 million on June 30, 2023. The unrestricted net position was $5.94 million.
• The City’s General Fund Revenues were $5.410 million and $5.594 million in expenditures resulting in a $183k deficiency of revenues over expenditures.
The General Fund received a $1.467 million transfer from the American Rescue Plan Act fund, resulting in an increase in fund balance of $1.330m.
• Ultimately, the City increased its net position by $758k.
Fiscal 22/23 Financial Audit
Key Findings
Attachment 3
• Material weaknesses identified in City’s internal controls • Continuity of personnel
• Agency funds
• Opportunities to Strengthen Internal Controls and Operating Efficiency • No additional opportunities noted
Fiscal 22/23 Financial Audit
Memorandum on Internal Control
Attachment 3
Total Net Position = $46.539 million
• Net investment in capital assets = $30.265 million
• Restricted for special projects and programs = $10.330 million • Unrestricted net position = $5.944 million
Change in Net Position = $758k increase
Total General Fund Balance = $7.744 million
• Non-spendable= $191k
• Committed= $1.562 million
• Unassigned= $5.991 million
Change in General Fund fund balance = $1.331 million
Fiscal 22/23 Financial Audit
Financial Highlights
Attachment 3
FY 22/23 Government-Wide Revenues
6 2023 2022 YTY Change %
Charges for
Services $863,754 $1,002,338 $(138,584) 14%
Operating Grants
and Contributions 2,812,484 2,755,382 57,102 2%
Capital Grants and
Contributions 114,959 120,774 (5,815) (5)%
Endeavor Hall 34,665 16,847 17,818 106%
Property Taxes 3,136,404 2,846,766 289,638 10%
Special Parcel
Taxes 1,394,101 1,348,657 45,444 3%
Other Taxes 747,214 726,789 20,425 3%
Other Revenues 914,667 542,151 372,516 69%
Total
Revenues
10,018,248 9,359,704 658,544 7%
Operating Grants and Contributions – 2023
ARPA Grant = $1,467,024, Other Grants = $1,345,460
Attachment 3
FY22/23 Government-Wide
Revenues
$863,754 (9%) Charges
for Services
$2,812,484 (28%)
Operating Grants and
Contributions
$114,959 (1%)
Capital Grants and
Contributions
$34,665
(0%)
Endeavor
Hall
$3,136,404 (31%)
Property Taxes
$1,394,101 (14%)
Special Parcel Taxes
$747,214 (7%) Other
Taxes
$914,667 (9%) Other
Revenues
TOTAL= $10.018 MILLION
Attachment 3
FY 22/23 Government-Wide Expenses
8 2023 2022 YTY Change %
General
government
$2,018,902 $2,629,048 $(610,146) (23)%
Public safety 2,986,862 2,736,817 250,045 9%
Public works 2,907,711 2,509,096 398,615 16%
Community and
economic
development
341,335 356,450 (15,115) (4)%
Parks and
recreation services 939,695 729,729 209,966 29%
Endeavor Hall 65,587 60,694 4,893 8%
Total
Governmentwide
Expenses
9,260,092 9,021,834 238,258 3%
Attachment 3
$2,018,902 (22%)
General Government
$2,986,862 (32%)
Public Safety
$2,907,711 (31%)
Public Works
$341,335 (4%)
Community and
Economic
Development
$939,695 (10%)
Parks and
Recreation Services
$65,587 (1%)
Endeavor Hall
TOTAL= $9.022 MILLION
FY22/23 Expenses by Major Category
Attachment 3
FY 22/23 General Fund Revenues
10 2023 2022 YTY Change %
Property taxes $3,136,404 $2,846,766 $123,861 10%
Sales and use
taxes
539,134 563,908 (24,774) (4)%
Business license 208,080 162,881 45,199 28%
Franchise Fees 619,204 587,740 31,464 5%
Service charges 241,261 305,645 (64,384) (21)%
Other revenues 593,818 593,818 235,383 55%
Transfers in 1,604,778 1,597,681 7,097 0%
Total
Revenues
and Transfers
$7,015,181 $6,495,558 $519,623 8%
Attachment 3
FY22/23 General Fund Revenues
Property Taxes -
$3,136,404 - 45%
Sales and Use Taxes -
$539,134 - 8%
Business license -
$208,080 - 3%
Service Charges -
$241,261 - 3%
Other revenues -
$666,320 - 9%
Other revenues -
$666,320 - 9%
Transfers in -
$1,604,778 - 23%
TOTAL= $7.015 MILLION
Attachment 3
FY 22/23 General Fund Expenditures
12 2023 2022 YTY Change %
General
government
$1,683,824 $2,570,417 $(886,593) (34)%
Public safety 2,713,175 2,684,319 28,856 1%
Public works 370,306 333,423 36,883 11%
Community and
economic
development
346,184 299,175 47,009 16%
Parks and
recreation services 472,480 336,592 135,888 40%
Capital outlay 8,067 22,168 (14,101) (64)%
Total
Expenses
$5,594,036 $6,246,094 $(652,058) (10)%
Attachment 3
General
Government -
$1,683,824 - 30%
$2,570,417
Public Safety -
$2,713,175 - 49%
$2,684,389
Public Works -
$370,306 - 7%
$333,423
Community and
Economic
Development -
$346,184 - 6%
$299,175
Parks and
Recreation Services
- $472,480 - 8%
$336,592
Capital Outlay -
$8,067 - .1%
$22,168
TOTAL= $5.594 MILLION
FY21/22 Expenses by Major Category
Attachment 3
FY 22/23 General Fund Expenditures
14 General Fund Rainy Day Fund Pandemic Recovery
Reserve Total
General
government
$1,493,937 $50,794 $139,093 $1,693,824
Public safety 2,713,175 - - 2,713,175
Public works 370,306 - - 370,306
Community and
economic
development
346,184 - - 346,184
Parks and
recreation services 472,480 - - 472,480
Capital outlay - - 8,067 8,067
Total
Expenditures $5,396,082 $50,794 $147,160 %5,594,036
Attachment 3
Additional Notes
• PENSION under GASB 68 (9th year)
• Net Pension Liability = $6,327,815
• Deferred Outflows = $3,165,399
• Deferred Inflows = $685,716
• OPEB under GASB 75 (6th year)
• Net OPEB Liability = $601,984
• Deferred Outflows = $0
• Deferred Inflows = $0
• Leases under GASB 87 (2nd year) and SBITAs under GASB 96 (1st year) • Right-of-use asset = $340,483
• Accumulated amortization = $114,781
• Lease and SBITA Payable = $241,015
Attachment 3
Any Questions?
Attachment 3
(Back to Agenda)
City Council Agenda Item 9.b Page 1 of 5 December 19, 2023 City Council Agenda Item 9.b
STAFF REPORT
TO: Honorable Mayor and Councilmembers
FROM: Larry Theis, P.E., City Engineer
DATE: December 19, 2023
SUBJECT: Authorize $200,000 of General Fund Reserves to Initiate Civil Engineering Design and Environmental Permitting Consultant Services for the Cardinet Trail/Mt. Diablo Creek Bank Repairs with Future Reimbursement from FEMA
RECOMMENDATION
Authorize $200,000 of General Fund Reserves to initiate civil engineering design and environmental permitting consultant services for the Cardinet Trail/Mt. Diablo Creek Bank Repairs with future reimbursement from FEMA; as recommended by City Staff and unanimously by the Trails and Landscape Committee.
This project is eligible for FEMA reimbursement due to the declared emergency storm damage from January 2023. Eligible costs will be reimbursed by FEMA at a ratio of 75% and an additional 18.75% from California Office of Emergency Services (CAL-OES) – therefore the City local share is anticipated to be 6.25%.
BACKGROUND
In January 2023, the Bay Area was impacted by several severe rainstorms that caused significant damage to the region. The City of Clayton declared a local emergency on January 10, 2023, and subsequently on February 17, 2023, FEMA approved Public Assistance/ Financial Relief to Contra Costa County along most of Northern California.
Mount Diablo Creek is the main drainage channel within the City of Clayton which takes in flows from Mitchell, Peacock, and Donner Creeks upstream of Clayton Rd. The segment of Mount Diablo Creek between Kirker Pass Road and Clayton Road (near City Hall) is mostly a natural creek that is subject to periodic flooding. The surrounding neighborhoods are mapped within the flood zone for the 1% chance (100 year) storm event. Heavy storms around New Years Day caused the creek within this segment to (Back to Agenda)
City Council Agenda Item 9.b Page 2 of 5 December 19, 2023 overflow its banks and also scour/erode three creek bank locations. The high flows turning right going downstream (outside of the curve) caused erosion on the west bank of the creek at each of these locations.
The Cardinet Trail runs along the right side of Mount Diablo Creek when looking upstream. At each of the three locations, the gravel trail surface was undermined by the creek bank erosion, including the most upstream segment being narrowed to less than five feet in passable width for trail users. See the following vicinity map for further details.
DISCUSSION
City Staff submitted its initial damage estimate (preliminarily $500,000), conducted its site visit, and met with FEMA’s site coordinator to measure out the dimensions of the damaged locations. FEMA required these steps to be completed (by July 2023) within six months of the start of the disaster event. We are currently working with FEMA to proceed to the next step in the process which requires the City to provide engineering plans for the proposed repair and additional mitigation measures to help prevent these locations from eroding again in a future storm; in conjunction with a detailed cost for design, management, environmental permitting/mitigation, construction, and inspection.
In order to proceed further in the FEMA process, the City will need to hire a consultant(s) that has engineering design experience with creek bank repairs and worked with regulatory agencies (California Dept. of Fish & Wildlife, U.S. Army Corps of Engineers, (Back to Agenda)
City Council Agenda Item 9.b Page 3 of 5 December 19, 2023 and Regional Water Quality Control Board) to obtain permits to work within a creek. It is very likely that the regulatory agencies will require design alternatives to avoid placement of hardscape improvements such as rock slope protection, gabion basket walls, or sheet pile walls.
FEMA generally requires the repair work to be completed within 18 months of the storm event (July 2024). However, it is anticipated the City will request and be granted an extension due to the environmental permitting process likely taking at least a year to complete.
On December 11, 2023, City Staff presented this information to the Trails and Landscape Committee to obtain their concurrence with the trail repair approach and the committee’s recommendation to the City Council to authorize funds for engineering design and environmental permitting.
(Remainder of page intentionally left blank. Site photos on next page.) (Back to Agenda)
City Council Agenda Item 9.b Page 4 of 5 December 19, 2023 (Back to Agenda)
City Council Agenda Item 9.b Page 5 of 5 December 19, 2023
FISCAL IMPACTS
If the City Council approves a funding allocation of $200,000 in the upcoming mid-year budget adjustment for engineering design and environmental permitting consultation, it is expected those funds would be expended between FY23-24 and FY24-25. Additional funds estimated to be approximately $300,000 will be needed in the future for construction and inspection services which would also likely need to be fronted using ARPA funds. Assuming all work is deemed eligible by FEMA, then the City should be reimbursed 93.75% (75% by FEMA + 18.75% from CAL-OES) of all project costs. The City of Clayton will have to front all of the cost of the repairs and then submit for reimbursement which may take between six to twelve months after the completion of the project which is targeted for Fall 2025. The preliminary estimate of the City’s local share for a $500,000 project would be $31,250.
NEXT STEPS
City Staff will seek the services of an engineering firm with extensive experience in creek bank repair projects that may have in-house or a subconsultant that can obtain the necessary environmental permitting necessary to allow for construction of the project.
The City of Clayton will hire the consultant using its Professional Services Agreement form.
ATTACHMENTS
None
(Back to Agenda)
City Council Agenda Item 9.c Page 1 of 2 December 19, 2023 City Council Agenda Item 9.c
STAFF REPORT
TO: Honorable Mayor and Councilmembers
FROM: Bret Prebula, City Manager
DATE: December 19, 2023
SUBJECT: Dissolve the Concerts in The Grove Oversight Committee and Appoint Members to the City Sponsored Special Events Committee
RECOMMENDATION
Staff recommends the following:
1. Dissolve the Concerts in The Grove Oversight Committee; and
2. Create the City Sponsored Special Events Committee and its membership.
BACKGROUND
The City Council created a “Brown Act” subcommittee for oversight of the Concerts in The Grove. That subcommittee consisted of Councilmember Trupiano and Vice Mayor Diaz. The City Council's recently approved City Sponsored Special Events (“CSSE”) Policy calls for the creation of a City Sponsored Special Events Committee. Since the Concerts in The Grove will be a part of what is considered by the CSSE as a City sponsored event, the Concerts in The Grove Oversight Committee is no longer required once the new committee is formed.
DISCUSSION
Staff is requesting the Concerts in The Grove Oversight Committee be dissolved and the CSSE Committee be formed. Staff is requesting the City Council provide the following:
• How many individuals will be on the committee?
• Does the committee include public at large members? If so, are any specific backgrounds required to be eligible for the committee?
• Length of term for the committee members?
• General mission of the committee?
City Council Agenda Item 9.c Page 2 of 2 December 19, 2023 If this new CSSE Committee is approved, staff will add it to the list of City Council committees to be determined at the December 19, 2023, City Council meeting. If public members are desired on the committee, staff will begin public solicitation for applicants to the committee and will bring those applications back to City Council for appointment after the applications are received.
FISCAL IMPACTS
There is no financial impact in creating the CSSE Committee, but the committee will be a part of managing the costs related to the production of the approved city sponsored events.
ATTACHMENTS
None
(Back to Agenda)
City Council Agenda Item 9.d Page 1 of 1 December 19, 2023 City Council Agenda Item 9.d
STAFF REPORT
TO: Honorable Mayor and Councilmembers
FROM: Bret Prebula, City Manager
DATE: December 19, 2023
SUBJECT: Discuss and Approve City Council Committees and Assignments for Standing/Ad-Hoc Committees and Liaison Positions
RECOMMENDATION
Staff recommends that the City Council discuss and approve City Council Committees and Assignments for Standing/Ad Hoc Committees and Liaison positions for 2024.
BACKGROUND
The Mayor works with City Council members to finalize City Council Assignments, Standing/Ad-Hoc Committees and Liaisons.
DISCUSSION
Attached for the City Council’s information are the current City Council Assignments, Standing/Ad-Hoc Committees and Liaisons for 2023.
FISCAL IMPACTS
Appointment to these committees does not create any additional fiscal impact.
ATTACHMENTS
1. 2023 City Council Assignments, Standing/Ad-Hoc Committees, and Liaisons with 2024 selections (added during meeting).
Standing/Ad-Hoc Committee/Liason Main Alternate Main Alternate Association of Bay Area Governments (ABAG) Jeff Wan Jim Diaz Budget/Audit Committee Jeff Wan/Kim Trupiano Jim Diaz
Clayton Financing Authority (Mayor and Vice Mayor*) Mayor Vice Mayor City Sponsored Special Events Committee
Concerts in the Grove Committee Jim Diaz Kim Trupiano
Community Emergency Response Team (CERT)--previously Citizens Corps Council Jim Diaz Kim Trupiano Community Parks Sports Field Ad-Hoc Jeff Wan Jim Diaz
Contra Costa Water District Liaison Jim Diaz Holly Tillman Central Contra Costa Transit Authority Jim Diaz Kim Trupiano Do The Right Thing/Unsung Hero Program Peter Cloven Holly Tillman East Bay Division- League of California Cities Kim Trupiano Jim Diaz Energy Services and Infrastructure Renewal Ad Hoc Committee Jeff Wan Kim Trupiano East Contra Costa County Habitat Conservancy Kim Trupiano Jeff Wan Garbage and Recycling Committee Jeff Wan Kim Trupiano
Interview Committees:
a. Planning Commission Applicants City Council --
b. Trails and Landscaping Committee Applicants Holly Tillman Kim Trupiano Clayton Library Foundation Liaison Kim Trupiano Holly Tillman Internship Training Committee Jeff Wan Kim Trupiano
Mayor's Conference Mayor/City Council
Mt. Diablo School District Liaison Jeff Wan/Holly Tillman Peter Cloven Oakhurst Geological Hazard Abatement District (GHAD) Kim Trupiano Peter Cloven Trails and Landscape Committee (TLC) Liaison Holly Tillman Kim Trupiano TRANSPAC Peter Cloven Kim Trupiano
*Offices automatically go to Mayor & Vice Mayor per Bylaws 2024 2023