Wednesday, February 1, 2023
5:30 PM
CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
Remote Participation
Council Budget and Finance Committee
Agenda
February 1, 2023Council Budget and Finance
Committee
Agenda
COVID-19 Notice: Consistent with Assembly Bill 361/Gov Code 54953(e), the Council Budget and Finance Committee meeting includes teleconference participation by all Council Budget and Finance Committee members and the public.
How to Observe the Meeting:
1. YouTube Live stream: https://www.youtube.com/user/cityofhayward How to submit written Public Comment:
Send an email to [email protected] by 2:00 p.m. the day of the meeting. Please identify the Agenda Item Number in the subject line of your email. Emails will be compiled into one file, distributed to the Council Budget and Finance Committee and City staff, and published on the City's Meeting & Agenda Center under Documents Received After Published Agenda. https://hayward.legistar.com/Calendar.aspx When submitting written comments, indicate in the email if you want your comment read into the record.
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Webinar ID: 819 2782 1418
Password: Budget@21
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CALL TO ORDER
ROLL CALL
PUBLIC COMMENTS:
Limited Only to Items on the Agenda and Submitted in Writing Prior to the Meeting.
APPROVAL OF MINUTES
Review and Approve the Council Budget and Finance
Committee November 16, 2022, Meeting Minutes
MIN 23-0161
Attachments: Attachment I Meeting Minutes
February 1, 2023Council Budget and Finance
Committee
Agenda
REPORTS/ACTION ITEMS
2 Council Budget & Finance Committee Orientation Fiscal Year 2024 Budget Process OverviewRPT 23-0103
Attachments: Attachment I Staff Report
Review and Approve the FY 2023 Agenda Planning CalendarACT 23-0124 Attachments: Attachment I Agenda Planning Calendar
FUTURE AGENDA ITEMS
COMMITTEE MEMBER/STAFF ANNOUNCEMENTS AND REFERRALS
ADJOURNMENT
Next Meeting - 5:30 p.m., Wednesday, March 1, 2023
The City of Hayward's Open Data Portal was designed to allow the public to explore, visualize, and download publicly accessible data. The Open Data Portal allows a clear view of the City's financial performance. Access to the portal may be found at https://haywardca.opengov.com/CITY
CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
File #: MIN 23-016
DATE: February 1, 2023
TO: Council Budget and Finance Committee
FROM: Director of Finance
SUBJECT
Review and Approve the Council Budget and Finance Committee November 16, 2022, Meeting Minutes
RECOMMENDATION
That the Council Budget and Finance Committee (CBFC) reviews and approves the November 16, 2022, CBFC meeting minutes.
SUMMARY
The CBFC held a meeting on November 16, 2022, and the draft minutes are attached for the CBFC’s review and approval.
ATTACHMENTS
Attachment I 11/16/22 CBFC Meeting Minutes
CITY OF HAYWARD Printed on 1/27/2023Page 1 of 1
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ATTACHMENT I
COUNCIL BUDGET & FINANCE COMMITTEE MEETING
Meeting Minutes of November 16, 2022
Call to Order: 5:02 p.m.
Members Present: Mayor Halliday, Councilmember Lamnin
Members Absent: Councilmember Wahab
Staff: Kelly McAdoo, Dustin Claussen, Regina Youngblood, Nicole Gonzales, Nicholas Mullins, and Mary Thomas, Crissy Mello
Guests: Monique Spyke, PFM Asset Management
Public Comments: No public comments.
1. Approval of Meeting Minutes from September 21, 2022
Action: Unanimous approval as submitted.
2. Overview of Funds at the East Bay Community Foundation
Mary Thomas presented an update and overview of funds at the East Bay Community Foundation.
Action: The Committee received the presentation.
3. Investment Portfolio Review and FY 2023 Statement of Investment Policy Update
Monique Spyke of PFM Asset Management provided the Committee with an update on the City’s annual Investment Portfolio Review and FY 2023 Statement of Investment Policy.
Action: The Committee received the presentation and supported the recommended state regulatory changes to the Statement of Investment Policy.
4. Transient Occupancy Tax (TOT) Review
Director Claussen provided an overview and review of the City’s Transient Occupancy Tax (TOT) and solicited feedback from the Committee on adjusting the TOT rate in accordance with the approved ballot measure.
Action: The Committee received the presentation and supported staff in presenting a recommendation to adjust the City’s TOT rate to City Council for consideration.
5. Review and Approve the FY 2023 Agenda Planning Calendar
Action: The Committee reviewed the calendar.
Committee Members/Staff Announcements: None.
Adjournment: The meeting was adjourned at 6:09 p.m.
CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
File #: RPT 23-010
DATE: February 1, 2023
TO: Council Budget and Finance Committee
FROM: Director of Finance
SUBJECT
Fiscal Year 2024 Budget Process Overview
RECOMMENDATION
That the Committee receives an overview of the FY 2024 Budget Process.
SUMMARY
This report provides an overview to the Committee on the FY 2024 Budget process. The City’s annual budget process begins in January. The budget process includes several significant steps that facilitate the development of the proposed budget and its presentation to the City Council for consideration prior to adoption in June. Graph 1 provides a visualization of the FY 2024 annual budget process.
ATTACHMENTS
Attachment I Staff Report
CITY OF HAYWARD Printed on 1/27/2023Page 1 of 1
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DATE: February 1, 2023
TO: Council Budget and Finance Committee
FROM: Director of Finance
SUBJECT: Fiscal Year 2024 Budget Process Overview
RECOMMENDATION
That the Committee receives an overview of the FY 2024 Budget Process
SUMMARY
This report provides an overview to the Committee on the FY 2024 Budget process. The City’s annual budget process begins in January. The budget process includes several significant steps that facilitate the development of the proposed budget and its presentation to the City Council for consideration prior to adoption in June. Graph 1 provides a visualization of the FY 2024 annual budget process.
BACKGROUND AND DISCUSSION
The annual budget process begins in January 2023. Departments identify both operational budgetary needs, as well as emerging capital infrastructure needs as part of the City’s Capital Improvement Program (CIP). By February, departments submit budget requests for both operating and CIP needs for the upcoming fiscal year.
As part of the Operating Budget process, each department presents its operating budget requests to the City Manager during a series of meetings in early March. The City Manager reviews all department requests prior to making a recommendation to the City Council for consideration. These recommendations are included in the proposed FY 2024 Operating Budget, which will be provided to the full Council and published on the City’s website by the end of April.
As part of the CIP Budget process, several CIP Screening Committee meetings are held throughout February and March, prior to the presentation of the draft CIP to the City Manager and Assistant City Managers in March. The recommended CIP Budget will be provided to the full Council and published on the City’s website in mid-April.
On May 13, 2023, a City Council Budget Work Session will be held to review the proposed FY 2024 Operating Budget. A separate CIP Budget Work Session is scheduled for May 16, 2023.
Upon completion of all budget work sessions, the Proposed FY 2024 Operating and CIP Budgets are scheduled for a Public Hearing and Adoption on June 6, 2023. Should the Public Hearing result in necessary changes to the Proposed FY 2024 Operating and CIP Budgets, the item will be continued to June 20, 2023, for final adoption.
Graph 1: FY 2024 Annual Budget Timeline
ECONOMIC IMPACT
There is no economic impact associated with this report as it is informational only.
STRATEGIC ROADMAP
This agenda item is a routine operational item and is not specifically related to a project currently identified in the Strategic Roadmap.
FISCAL IMPACT
There is no fiscal impact associated with this report as it is informational only.
PUBLIC CONTACT
The agenda for this item was posted in compliance with the California Brown Act.
January
Budget
Kick-Off
February
Operating
Budget
Requests
Due
March
Budget Review
Meetings with
City Manager and
CIP Screening
Committee
April
Proposed
Operating
Budget
Presented
to City
Council and
published
on City
website
May 13
Saturday
Budget
Work
Session
May 16
CIP Budget
Work
Session
June 6 or 20
Public Hearing
& Adoption of
both Operating
and CIP Budgets
NEXT STEPS
The proposed FY 2024 Operating Budget will be presented to City Council and published on the City’s website by the end of April. A Saturday budget work session will be held on May 13, 2023, followed by a Public Hearing and Adoption of the FY 2024 Operating and CIP Budgets on June 6 or 20, 2023.
Prepared & Recommended by: Nicole Gonzales, Director of Finance
Approved by:
_________________________________
Kelly McAdoo, City Manager
CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
File #: ACT 23-012
DATE: February 1, 2023
TO: Council Budget and Finance Committee
FROM: Director of Finance
SUBJECT
Review and Approve the FY 2023 Agenda Planning Calendar
RECOMMENDATION
That the Council Budget and Finance Committee reviews and approves the FY 2023 Agenda Planning Calendar.
SUMMARY
The FY 2023 Agenda Planning Calendar suggests agenda topics for the year for the Committee’s consideration.
ATTACHMENTS
Attachment I FY 2023 Agenda Planning Calendar
CITY OF HAYWARD Printed on 1/27/2023Page 1 of 1
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ATTACHMENT I
COUNCIL BUDGET AND FINANCE COMMITTEE
FY 2023 Agenda Planning Calendar
February 1, 2023
Meeting Location: Remote Participation
Meeting Time: 5:00 p.m.
Meeting Dates: The Council Budget & Finance Committee generally meets monthly on the 1st Wednesday of the month, except for July and August, due to City Council Break.
Special meetings will be scheduled as determined necessary by the Committee or the City Manager.
DATE SUGGESTED TOPICS (subject to change)
February 1, 2023 Council Budget & Finance Committee Orientation FY 2024 Budget Process and Calendar Review
March 1, 2023
Annual Comprehensive Financial Report for the Year Ended June 30, 2022 FY 2023 Mid-Year Budget Review and General Fund Long-Range Financial Model Update
Discussion on Mayor & City Council FY 2024 Budget
FY 2024 Budget Process Update
April 5, 2023 FY 2024 Proposed Budget Discussion
May 3, 2023 Annual Review of City-Issued Debt
Annual City Benefit Liabilities and Funding Plan Review June 7, 2023 FY 2024 Budget Process Debrief (Oral Presentation) July 5, 2023 Council Recess
August 2, 2023 Council Recess
Non-scheduled future agenda topics:
- Fleet Utilization Study
- Pension Obligation Funds (as Updates Available)
- Additional Payment OPEB Trust
- Public Bank East Bay
- 238 Parcel Sales Update (Timing TBD on Transactions)