CITY OF DEL REY OAKS
650 CANYON DEL REY BLVD. DEL REY OAKS, CALIFORNIA 93940 PHONE (831) 394-8511 FAX (831) 394-6421
SPECIAL MEETING AGENDA
OF THE CITY OF DEL REY OAKS CITY COUNCIL
TUESDAY JANUARY 11, 2022 AT 6:00 P.M.
MEETING TO BE HELD VIRTUALLY ONLY
AT THE FOLLOWING ZOOM LINK PURSUANT TO AB 361 RALPH M.
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6:00 P.M. - ROLL CALL - Council
PLEDGE OF ALLEGIANCE
3. PUBLIC COMMENTS: General Public Comment must deal with matters subject to the jurisdiction of the City and the Council that are not on the Agenda.
Anyone wishing to address the City Council on matters not appearing on the Agenda may do so now. The public may comment on any other matter listed on the Agenda at the time the matter is being considered. There will be a time limit of not more than three minutes for each speaker. No action will be taken on matters brought up under this item and all comments will be referred to staff.
CONSENT AGENDA:
A. Approve Regional Government Services (RGS) Contract Extension B. Consider Committee Appointments
(AJL-01140948:17
5. NEW BUSINESS: Action Item
A. Receive a Report on Fiscal Sustainability Goal
B. Consider FY 2022-23 Budget Calendar
6. CLOSED SESSION: As permitted by Government Code Section 54956 et. seq. the Council may adjourn to a Closed Session to consider specific matters dealing with certain litigation, personnel, or labor/real property negotiations.
MEETING TO BE HELD VIRTUALLY ONLY PER GOVERNOR NEWSOM'S EXECUTIVE ORDER AB 361 REGARDING COVID-19 PROTOCOLS: The Council alone will participate in the Closed Session portion of the meeting via invitation. They will return to the open zoom link meeting listed above upon adjourning from closed session.
A. Public Comment on Closed Session Items: Anyone wishing to address the City Council on an item to be discussed in closed session may do so now. There will be a time limit of not more than three minutes for each speaker. No action will be taken on matters brought up under this public comment period.
B. Closed Session Items:
1. Conference with Legal Counsel - Existing Litigation: California Native Plant Society v. Fort Ord Reuse Authority et al. Monterey County Superior Court Case No. 20CV001529.
NEXT MEETING DATE: Tuesday January 25, 2022, at 6:00pm
ADJOURNMENT
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(AIL-01140948:11
OR DEL REY
CITY OF DEL REY OAKS
Staff Report
INCORPORATED 1953
DATE: January 11, 2022
TO: City Council
FROM: John Guertin, City Manager
SUBJECT: Approve Amendment No. 3 to RGS Management and Administrative Services Agreement
CEQA: This action does not constitute a "project" as defined by the California Environmental Quality Act (CEQA) guidelines section 15378 as it is an administrative activity of the City that will not result in direct or indirect physical changes in the environment.
Consideration
Consider approval of Amendment No. 3 to the Management and Administrative Services Agreement with Regional Government Services (RGS).
Background
On September 23, 2020, the City approved an agreement with Regional Government Services for Management and Administrative Services with a not-to-exceed amount of $131,000 from October 2021 through June 30, 2021. With the retirement of Kim Carvalho, the city needed someone to process Accounts Payable and Payroll. RGS had an employee that was familiar with the city's financial management system and had experience doing both of these items. Additionally Roberto Moreno, the City's independent financial consultant move to RGS from his own business practice. Thus this agreement provided full turnkey financial services.
On June 22, 2021, the City approved Amendment No. 1 to this agreement, increasing the agreement by $68,000 and extending the agreement to August 31, 2021.
On August 25, 2021, the City approved Amendment No. 2 to this agreement, increasing the agreement by $60,000 and extending the agreement to December 31, 2021.
Staff is now bringing to Council Amendment No. 3 extending the agreement to June 30, 2022, and increasing the amount by $102,000. The budget for the fiscal year for this service is $180,000.
There are sufficient funds for this agreement.
Summary & Discussion
The extensions were necessary in order to continue providing services. This extension will cover services through June 30, 2022.
{AIL-01144461;1}
Fiscal Impact
There is $180,000 budgeted for these services which will cover the cost of this contract extension.
Recommendation
Staff recommends approving Amendment No. 3 to the Management and Administrative Services Agreement with Regional Government Services.
ATTACHMENTS:
Regional Government Services Amendment No. 3 to Management and Administrative Services Agreement.
Respectfully Submitted,
John Guertin
City Manager
(AJL-01144461;1}
REGIONAL
RGS GOVERNMENT
SERVICES
SERVING PUBLIC AGENCIES SINCE 2002
AMENDMENT NO. 3 TO MANAGEMENT AND ADMINISTRATIVE
SERVICES AGREEMENT
This third amendment to the Management and Administrative Services Agreement etween the CITY OF DEL REY OAKS ("Agency") and Regional Government Servic uthority, hereinafter called "RGS" is made and entered into this 6th day of December 202
RECITALS
The Agency and RGS entered into an Agreement for services dated September 23, 2020.
This Amendment is entered into with reference to the following facts and circumstances:
A. The Not-To-Exceed (NTE) amount is increased by $102,000 to a revised total of $361,000.
B. The term of the Agreement in Section 2 is extended to June 30, 2022 C. Alfether terms and conditions of the Agreement shall remain in fill force and IN WITNESS WHEREOF, the parties hereto have caused this Additional Services Amendment to be executed on the date first above written by their respective officers duly Dated: Dated:
Agency RGS
John Guertin, City Manager Richard H. Averett, Executive Director RGS provides quality, innovative, cost-effective services exclusively to public agencies.
Main 650.587.7300 Fax 650.587.7311 P.O. Box 1350 Carmel Valley, CA 93924 www.rgs.ca.gov
& DEL REY
INCORPORATED 19S
2022 CITY OF DEL REY OAKS
REGIONAL AGENCIES BOARDS & COMMITTEES
REPRESENTATIVES APPOINTMENT LIST
AGENCY STIPEND MEMBER
Alternate
SPECIAL DISTRICTS
1) Monterey Regional Waste Mmgt District $100/mtg Shirley * 4 year term through 2024 no alternate
Tim Flanagan, General Manager
14201 Del Monte Blvd., Marina
384-5313 / Website: www.mrwmd.org
Meeting: 3rd Friday of each month at 9:30 a.m.
2) Monterey-Salinas Transit $100/mtg Gaglioti
Carl Sedoryk, General Manager Lintell
19 Upper Ragsdale Dr. #200, Monterey
899-2558 / Website: www.mst.org
Meeting: 2nd Monday of each month at 10:00 a.m.
Mo Co Regional Taxi Authority $50/mtg
Administered by MST
Meeting: Once a year
3) Northern Salinas Valley Mosquito Abatement $100/mtg Goetzelt * 2 year term through 2022 Donaldson
Kenneth Klemme, Manager-Biologist
342 Airport Blvd, Salinas
373-2483 / Website: www.montereycountymosquito.com
Meeting: 2nd Tuesday of each month at 12:00 p.m.
4) Seaside County Sanitation District $100/mtg Gaglioti Chair: Jerry Blackwelder Lintell
440 Harcourt Avenue, Seaside
899-6230 / Website: www.ci.seaside.ca.us
Meeting: 2nd Tuesday of each month at 9:30 a.m.
JOINT POWERS AUTHORITIES
1) Association of Monterey Bay Governments $50/mtg. Shirley Maura F. Twomey, Executive Director Donaldson
24580 Silver Cloud Ct., Monterey
883-3750 or [email protected] / Website: www.ambag.org
Meeting: 2nd Wednesday of each month at 6:00 p.m.
2) Community Human Services No compensation Lintell
Robin McCrae, Executive Director Gaglioti
2560 Garden Road, Ste 201, Monterey
658-3811 or [email protected] / Website: www.chservices.org Meeting: 3rd Thursday of each month at 11:00 a.m.
3) Monterey One Water (MRWPCA) $50/mtg Donaldson
Paul A. Sciuto, General Manager $100 after July 1 Shirley 5 Harris Court, Bldg. D, Monterey
372-3367 / Website: www.mrwpca.org
Meeting: Last Monday of each month at 6:00 p.m.
SPECIALLY CONSTRUCTED ORGANIZATION
1) Transportation Agency for Monterey County (TAMC) $100/mtg. Kerr Debbie Hale, Executive Director Lintell
55-B Plaza Circle, Salinas
775-0903 / Website: www.tamcmonterey.org
Meeting: 4th Wednesday of each month at 9:00 a.m.
MISCELLANEOUS
1. City Selection (Mayors) No compensation Kerr
Meeting: 1st Friday of each month at 11:30 a.m.
2. Monterey Bay Area Insurance Fund (MBAIF) Guertin
Michael Simmons, Risk Manager
100 Pine St., 11th Floor, San Francisco
(415)403-1400 / Website: www.mbasia.org
Meeting: 1st Monday of each month at 9:30 a.m.
3. Seaside Groundwater Basin Watermaster No compensation Gaglioti Dewey D. Evans, Chief Executive Officer Donaldson
2600 Garden Road, Suite 228, Monterey
641-0113 / Website: www.seasidebasinwatermaster.org
Meeting: 1s* Wednesday of each month at 2:00 p.m.
Approved as to form and content at a Special Meeting of the City Council of the City of Del Rey Oaks held on January 11, 2022.
Signed: Alison Kerr, Mayor Attest: John Guertin, City Clerk
CITY COMMITTEES WITH COUNCIL MEMBERS
1) Finance Committee Kerr, Donaldson, Shirley
CITY COMMITTEES WITH RESIDENTS
2) Administrative Hearing Officer Appointments
a. Position #1 2020-2022 Andy Clarke
b. Position #2 2020-2022 Paul Peterlin
c. Position #3 2021-2023 Frederica Jones
3) Parks & Recreation Committee - 2 year term
a. Position #1 Sept 2021 - Dec 2023 Teri Laxier
b. Position #2. Sept 2021 - Dec 2023 Kiel Edson
c. Position #3. Sept 2021 - Dec 2023 Brandon Stettenbenz d. Youth Representative
Sept 2021 - Dec 2023 Matthew Hickey
e. Council Liaison - Dec 2022 Alison Kerr
f. Planning Committee Liaison - Dec 2022 Denise Wood
g. Public Works Liaison Ron Fucci
4) Planning Commission - 4 year terms
a. Position #1 June 2019 - 2023 Mike Hayworth
b. Position #2 June 2019 - 2023 Louise Goetzelt
c. Position #3 June 2019 - 2023 Denise Wood
d. Position #4 June 2021 - 2025 Mike Burger
e. Position #5 June 2021 - 2025 Bill Ragsdale-Cronin
f. Position #6 June 2021 - 2025 Gary Kreeger
g. Position #7 June 2021 - 2025 George Jaksha
5) Police Advisory Committee - 2 year terms
a. Position #1 January 2021 - Dec 2022 Paul Keene - Mayor Kerr's appt b. Position #2 January 2021 - Dec 2022 Louise Goetzelt - Vice Mayor Lintell appt c. Position #3 January 2021 - Dec 2022 Mark Thomas - Councilmember Donaldson appt d. Position #4 January 2021 - Dec 2022 Frederica Jones - Councilmember Shirley appt e. Position #5 January 2021 - Dec 2022 Jim Clark - Councilmember Gaglioti appt Position #6 January 2021 - Dec 2022 Jay Roland - City Manager - Business g. Position #7 January 2021 - Dec 2022 Matthew Wright - City Manager - stakeholder
COUNTY COMMITTEE WITH RESIDENT
1) Veterans Issues Advisory Committee - 1 year term
a. Position #1 Rick Johnson
2021 Now Defunct
1) City Manager Hiring Ad Hoc Committee - Feb - June 2021, now disbanded a. Position #1 - south side Andy Clarke
b. Position #2 - north side John Uye Romel
c. Position #3 - Oaks Louise Goetzelt
d. Position #4 - Business Dr. Greg Marsolais
e. Position #5 - Staff Deputy City Clerk Karen Minami
f. Position #6 - Staff Commander Chris Bourquin
g. Position #7 - Council Mayor Alison Kerr
h. Position #8 - Council Councilperson John Gaglioti
CITY OF DEL REY OAKS
650 CANYON DEL REY BLVD, DEL REY OAKS, CALIFORNIA 93940 PHONE (831) 394-8511 FAX (831) 394-6421
Staff Report
DATE: January 11, 2022
TO: City Council
FROM: John Guertin, City Manager
SUBJECT: Strategies and Goals to Ensure Fiscal Stability CEQA: This action does not constitute a "project" as defined by the California Environmental Quality Act (CEQA) guidelines section 15378 as it is an administrative activity of the City that will not result in direct or indirect physical changes in the environment.
Discussion
The City's Strategic Plan includes a three-year-goal to "Ensure Fiscal Stability". To meet this goal, Council and staff have identified and implemented several strategic objectives; the most recent including a study of economic opportunities and challenges for city-owned properties, analysis of a grant acquisition program, and a business outreach program. While those objectives are important, from a finance management perspective there are some more basic foundational steps that should be made a priority. These foundational policies, procedures and resources are necessary to support the successful implementation and maintenance of the objectives identified in the Strategic Plan.
Staff is currently reviewing day-to-day operations to identify opportunities for improved efficiency and effectiveness in service delivery to the community. Strong financial management is a cornerstone of municipal services and, therefore, has been an area of focus. To facilitate the City's continued growth toward long-term fiscal stability, staff has identified the following areas of opportunity to establish a more effective financial management program.
Foundational steps
Ensure integrity of accounting system
Focused effort needed to establish fiscal controls, policies, and procedures:
• Close financials at end of year (fiscal years 2016 - 2020 still open) • Establish Guidelines/Protocols for Account Creation and Maintenance • Establish recurring transactions to ensure accuracy of routine entries • Change the ADP Import process to avoid making changes to the account numbers used • Develop monthly closing procedures to ensure accurate timely data Provide sufficient staff training in MIP System
Staff has never been formally trained in the proper use of the MIP system. To fully utilize the software investment, the City should invest the time and resources for the appropriate training.
Streamline daily operations to be as efficient and effective as possible The City operates with a small staff. As such, we are focused on identifying and eliminating time- consuming processes that can be improved or automated. Some items that can be implemented are:
• Upgrades to technology to improve or automate functions (agenda management, records management, Capital Improvement Program).
• Automated approvals process
• Use of electronic signatures
• Use of Action Minutes (Completed)
Evaluate options for future financial services
The initial work identified above to establish policies and procedures, evaluate, and recommend system upgrades, and provide training will require resource allocation including additional consultant support. As we complete these tasks, staff will evaluate the potential benefits of bringing some or all financial services in-house versus continuing with contract services.
Budgeting practices
Standardize Budget Reporting and Development
• Improvements have been made (ongoing) to Monthly Financial Reports • Provide a Mid-Year Review and Year-End Estimates
• Develop 3-Year Forecasting
• Prepare a 5-Year Capital Improvement Program (software) • Budget End-of-Year Summary and Audit Results
Incorporate Strategic Planning into Budget Cycle
The annual Strategic Planning session will be scheduled in the third quarter to coincide with budget development. This will ensure the budget best reflects the Council's strategic direction for the coming year.
Budget Document Improvements
Development of the Annual Budget Document will begin to include components recommended by the Government Finance Officers Association (GFOA) to improve transparency and understanding of the City's finances. Some topics include:
• Revenue source descriptions of the major revenue sources along with historical activity. • A Program Budget instead of a line-time budget.
• Financial Polices that govern the day-to-day operation of the budget. • Detail descriptions of all long-term debt.
Review and Revise Fiscal Policies
The GOA strongly recommends that all government agencies develop Fiscal Policies that to guide the City's financial operations. These should be reviewed and updated, if necessary, as part of the budget process and included in the budget document.
Achieving Fiscal Stability
Accomplishing the items listed above will build a strong foundation from which the City can continue to tackle the larger, longer-term financial strategies. Some additional considerations the City will need to address to achieve long-term fiscal stability include:
• OPEB Liabilities
• CaPERS Pension Obligations
• Long-term Debt Service
• Fort Ort Lands and Economic Development Opportunities Fiscal Impacts
There are no costs associated with receiving this report Recommendation
Staff recommends receiving the report and providing direction.
Respectfully Submitted,
John Guertin
City Manager
CITY OF DEL REY OAKS
650 CANYON DEL REY BLVD. DEL REY OAKS, CALIFORNIA 93940 PHONE (831) 394-8511 FAX (831) 394-6421
Staff Report
DATE: January 11, 2022
TO: City Council
FROM: John Guertin, City Manager
SUBJECT: FY 2022-23 BUDGET CALENDAR
CEQA: This action does not constitute a "project" as defined by the California Environmental Quality Act (CEQA) guidelines section 15378 as it is an administrative activity of the City that will not result in direct or indirect physical changes in the environment.
BACKGROUND
DISCUSSION
The budget cycle represents a continuous process of monitoring, reporting, and managing City funds. A budget calendar is a tool used to establish a timeline for the completion of each step in the budget process leading up to the new fiscal year. The budget calendar includes deadlines for submission of information to the City Manager, dates for advertising and conducting public hearings and workshops, and a timeline for review and adoption of the budget. Below shows a recommended Budget Calendar for development of the City's FY 2022-23 Budget.
MONTH ACTIVITIES
September • Strategic Planning Retreat
December • CM receives audited financials
January • Council review audited financials
• Approve use of year-end surplus
February • Departments prepare mid-year estimates
• Prepare forecast
March • Council mid-year review
• Departments submit budget requests
April • Capital Improvement Plan
May
: Budget presenap held
June • Budget adopted
Respectfully Submitted,
John Guertin
City Manager