Wednesday, April 5, 2023
5:30 PM
CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
Conference Room 2A & Virtual Platform (Zoom)
Council Budget and Finance Committee
Agenda
April 5, 2023Council Budget and Finance
Committee
Agenda
NOTICE: The City Council will hold a hybrid meeting in Conference Room 2A and virtually via Zoom.
Public Participation
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.
Requests will be allowed provided the reading will not exceed three (3) minutes consistent with the time limit for speakers at Council Committee meetings. Email comments will become part of the record of Council Committee meetings.The Chair can limit the time for reading written comments.
Please click the link below to join the webinar:
https://hayward.zoom.us/j/82859422094?pwd=MTBhOUo1dG1hZVoyenBnVk9uYklVUT09 Webinar ID: 828 5942 2094
Password: Budget@45
Or join by phone:
US: +1 669 900 6833 or +1 646 931 3860
Meeting ID: 828 5942 2094
Password: 490971466
CALL TO ORDER
AB 2449 TELECONFERENCE NOTIFICATIONS AND CONSIDERATION
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 March 1, 2023, Meeting Minutes
MIN 23-0411
Attachments: Attachment I Minutes
REPORTS/ACTION ITEMS
April 5, 2023Council Budget and Finance
Committee
Agenda
Discussion on Mayor & City Council Fiscal Year 2024 BudgetRPT 23-0402 Attachments: Attachment I Staff Report
Attachment II Proposed FY 2024 Mayor & City Council Budget Attachment III Mayor and City Council Budget FY 2023
Narrative
3 Fiscal Year 2024 Budget Process Update (Oral Presentation)
FUTURE AGENDA ITEMS
Review and Approve the FY 2023/2024 Agenda Planning
Calendar
ACT 23-0244
Attachments: Attachment I Agenda Planning Calendar
COMMITTEE MEMBER/STAFF ANNOUNCEMENTS
ADJOURNMENT
Next Meeting - 5:30 p.m., Wednesday, May 3, 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 23-041
DATE: April 5, 2023
TO: Council Budget and Finance Committee
FROM: Director of Finance
SUBJECT
Review and Approve the Council Budget and Finance Committee March 1, 2023, Meeting Minutes
RECOMMENDATION
That the Council Budget and Finance Committee (CBFC) reviews and approves the March 1, 2023, CBFC meeting minutes.
SUMMARY
The CBFC held a meeting on March 1, 2023, and the draft minutes are attached for the CBFC’s review and approval.
ATTACHMENTS
Attachment I 03/01/2023 CBFC Meeting Minutes
CITY OF HAYWARD Printed on 4/2/2023Page 1 of 1
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ATTACHMENT I
COUNCIL BUDGET & FINANCE COMMITTEE MEETING
Meeting Minutes of March 1, 2023
Call to Order: 5:39 p.m.
Members Present: Mayor Salinas, Councilmember Marquez, Councilmember Syrop
Members Absent: None
Staff: Kelly McAdoo, Nicole Gonzales, Regina Youngblood, Nicholas Mullins, Crissy Mello
Guests: None
Public Comments: Cordell Hindler shared he appreciated that the Council Budget & Finance Committee continue to be held in hybrid format.
1. Approval of Meeting Minutes from February 1, 2023
Action: Minutes reviewed and unanimously approved.
2. FY 2023 Mid-Year Budget Review and Five-Year General Fund Financial Model Update
Director Gonzales presented the proposed FY 2023 Mid-Year Review and Five- Year General Fund Financial Model Update. Director Gonzales provided an overview of the proposed changes and solicited feedback and input from the Committee.
Public Comments: Cordell Hindler requested more information regarding the furniture expense in the Mayor and City Council Budget, and the consultant services expense in the City Manager’s Budget. Director Gonzales provided a response outlining details of each expense.
Action: The Committee received the presentation and supported that the item be presented to the full City Council for consideration.
3. Review and Approve the FY 2023 Agenda Planning Calendar
ATTACHMENT I
Action: The Committee reviewed the calendar and requested adding the Hayward Community Foundation and Public Bank East Bay items to the September or October agenda.
Committee Members/Staff Announcements: None.
Adjournment: The meeting was adjourned at 6:25 p.m.
CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
File #: RPT 23-040
DATE: April 5, 2023
TO: Council Budget and Finance Committee
FROM: Director of Finance
SUBJECT
Discussion on Mayor & City Council Fiscal Year 2024 Budget
RECOMMENDATION
That the Committee reviews and provides comments on the proposed FY 2024 Mayor & City Council budget and narrative.
SUMMARY
On May 13, 2023, the City Manager will present for Council consideration the proposed operating budget for FY 2024. Staff plans to bring the budget adoption in early June. Staff is proposing the attached Mayor & City Council budget (Attachment II), which has no significant changes. In addition, staff is proposing the key activities and accomplishments from FY 2023 in the attached proposed budget narrative (Attachment III).
ATTACHMENTS
Attachment I Staff Report
Attachment II Proposed FY 2024 Mayor & City Council Budget Attachment III Mayor & City Council FY 2023 Budget Narrative CITY OF HAYWARD Printed on 4/2/2023Page 1 of 1
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DATE: April 5, 2023
TO: Council Budget and Finance Committee
FROM: City Manager
SUBJECT: Discussion on Mayor & City Council Fiscal Year 2024 Budget
RECOMMENDATION
That the Committee reviews and provides comments on the proposed FY 2024 Mayor & City Council budget and narrative.
SUMMARY AND DISCUSSION
On May 13, 2023, the City Manager will present for Council consideration the proposed operating budget for FY 2024. Staff plans to bring the budget adoption in early June. Staff is proposing the attached Mayor & City Council budget (Attachment II), which has no significant changes. In addition, staff is proposing the key activities and accomplishments from FY 2023 in the attached proposed budget narrative (Attachment III).
FISCAL IMPACT
Should the full Council adopt the attached Mayor & City Council budget as proposed in Attachment II, the FY 2024 Mayor & City Council discretionary budget will be the same as in FY 2023.
NEXT STEPS
Staff will incorporate the Committee’s comments into the proposed budget document and present to the entire Council for consideration on May 13, 2023.
Prepared by: Mary Thomas, Assistant to the City Manager
Recommended by: Nicole Gonzales, Director of Finance
Approved by:
__________________________________
Kelly McAdoo, City Manager
GENERAL FUND
FY 2021
Actual FY 2022 Actual
FY 2023
Adopted
FY 2024
Proposed
REVENUES
None $ - $ - $ - $ -
Total Revenues: $ - $ - $ - $ -
EXPENDITURES
Expenditures
Salary
Regular $ 189,171 $ 251,696 $ 195,334 $ 189,810
Overtime $ - $ - $ - $ -
Benefits
Fringe Benefits $ 49,543 $ 63,818 $ 41,319 $ 37,159 Retiree Medical $ 10,858 $ 10,780 $ 11,081 $ 11,214 PERS $ 26,885 $ 47,929 $ 23,233 $ 30,568
Charges (to)/from other programs $ - $ -
Net Staffing Expense $ 276,457 $ 374,223 $ 270,967 $ 268,751 Supplies & Services $ 37,984 $ 41,692 $ 52,867 $ 52,867 Internal Service Fees $ 71,682 $ 70,303 $ 79,786 $ 93,726 Net Operating Expenses $ 109,666 $ 111,995 $ 132,653 $ 146,593 Total Expenditures: $ 386,123 $ 486,218 $ 403,620 $ 415,344 General Fund Subsidy $ 386,123 $ 486,218 $ 403,620 $ 415,344
ATTACHMENT II
ATTACHMENT III
MAYOR & CITY COUNCIL DEPARTMENT
MISSION STATEMENT
The mission of the Mayor and City Council is to represent the priorities and concerns of Hayward residents by providing relevant and timely policy direction to its appointed officers for the development of programs and services that address the needs of the residents, businesses, and visitors of Hayward, while exercising transparent and ethical governance of the community.
DEPARTMENT OVERVIEW
The Mayor and City Council provide overall policy leadership and guidance to appointed staff members who in turn implement this direction. The Mayor and Council appoint the City Manager, City Attorney, and City Clerk and adopt an overall City budget that provides the framework and resources within which the municipal corporation operates. Each year, the City Council adopts priorities that guide the work of City staff consistent with the above mission statement.
FY 2023 KEY ACTIVITIES AND ACCOMPLISHMENTS
1. Oversaw the swearing in of a new Mayor and two new Council Members in December of 2022, and the selection and appointment of a third new Council Member in January of 2023.
2. Continued to provide crucial community and organization leadership and stability during the COVID-19 pandemic emergency and end of the emergency declaration, including the transition to hybrid City Council meetings.
3. Provided leadership and direction during the City’s response to the winter floods and the State declaration of emergency for Alameda County.
4. Continued to implement programs funded through Hayward’s $38 million allotment of American Rescue Plan Act (ARPA) funds, including year one programs to support homeless reduction, rental assistance, and economic recovery initiatives.
5. Provided legislative and policy direction for the City Manager in support of the community’s priorities and Strategic Roadmap projects.
6. Accepted and appropriated funding from the State for the Mission Paradise Project to Develop 76 Units of Affordable Senior Housing and to acquire and rehabilitate a minimum of three single-family homes for the City’s Scattered Site Housing Program.
7. Provided leadership and appropriated funding to support Bay Area Community Services’ acquisition of the St. Regis Retirement Center.
8. Accepted and appropriated over $10 Million in State and Federal grant funds for the Stack Center project.
9. Received a report and provided direction on the Dispatch Need Assessment and Capacity Improvement Plan.
10. Approved the negotiation and execution of a lease agreement with the Alameda County Deputy Sheriffs’ Activities League to Expand the Commercial Kitchen at the Matt Jimenez Community Center and Operate the Commercial Kitchen Incubator Program.
MAYOR & CITY COUNCIL DEPARTMENT
11. Adopted updated Building and Fire Codes in alignment with the California 2022 Edition, including Reach Codes for the City of Hayward.
12. Received the results from the 2022 Homelessness Point-in-Time Count and adopted resolutions to fund the FY2023 Homelessness reduction services programs.
13. Approved the Solid Waste and Recycling Franchise Agreement with Waste Management of Alameda County.
14. Approved the Hayward Housing Element and provided direction on the measures and actions for Hayward’s Climate Action Plan.
15. Awarded construction contracts for key public projects, including Mission Blvd Phase 3 and La Vista Park.
16. Approved key development projects throughout Hayward, including a 219K square foot industrial building on Enterprise Avenue and the redevelopment of the former Oliver Salt Company site, which also features the realignment of the Bay Trail and provisions to create gateway signage.
17. Adopted resolutions amending the City’s Density Bonus Ordinance and Alcoholic Beverage Outlet regulations.
18. Provided direction on the Residential Design Study options.
19. Held a joint work session with the Hayward Area Recreation and Park District to discuss shared vision and priority projects.
20. Celebrated the grand opening of the Hayward Fire Training Center.
21. Celebrated the installation of an art piece at Heritage Plaza paying tribute to the 606 Japanese American residents who were removed in 1942.
22. Completed annual performance evaluations for Council-appointed officers.
23. Represented the City on regional committees and agencies.
SIGNIFICANT RESOURCE CHANGES PLANNED FOR FY 2024
None.
CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
File #: ACT 23-024
DATE: April 5, 2023
TO: Council Budget and Finance Committee
FROM: Director of Finance
SUBJECT
Review and Approve the FY 2023/2024 Agenda Planning Calendar
RECOMMENDATION
That the Council Budget and Finance Committee reviews and approves the FY 2023/2024 Agenda Planning Calendar.
SUMMARY
The FY 2023/2024 Agenda Planning Calendar suggests agenda topics for the year for the Committee’s consideration.
ATTACHMENTS
Attachment I FY 2023/2024 Agenda Planning Calendar
CITY OF HAYWARD Printed on 4/2/2023Page 1 of 1
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ATTACHMENT I
COUNCIL BUDGET AND FINANCE COMMITTEE
FY 2023/2024 Agenda Planning Calendar
April 5, 2023
Meeting Location: Conference Room 2A/Zoom Platform
Meeting Time: 5:30 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)
April 5, 2023 Discussion on Mayor & City Council FY 2024 Budget FY 2024 Proposed Budget Discussion
May 3, 2023
Facilities Needs Assessment and Potential Funding Options 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
(TBD) Council Recess
September 6, 2023 Hayward Community Foundation Update
Public Bank East Bay
October 4, 2023 FY 2023 Annual Audit Process (Oral Presentation by External Auditor) Measure C Annual Report
November 1, 2023
Investment Portfolio Review and FY 2024 Statement of Investment Policy and Delegation Authority (Oral Presentation by External Investment Manager)
December 6, 2023 Informational Report of the Fiscal Year 2023 Audit FY 2025 Budget Process and Calendar Review
January 3, 2023 Transmittal of Comprehensive Annual Financial Report for Fiscal Year Ended June 30, 2023 (ACFR)
February 7, 2023 Hayward Community Foundation Update
FY 2025 Budget Process Update
March 6, 2023 FY 2024 Mid-Year Budget Review and General Fund Five-Year Financial Model Update
ATTACHMENT I
Non-scheduled future agenda topics:
(Cont’d on following page)
- Fleet Utilization Study
- Pension Obligation Funds (as Updates Available)
- Additional Payment OPEB Trust
- 238 Parcel Sales Update (Timing TBD on Transactions)