Wednesday, May 3, 2023
5:30 PM
CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
Conference Room 2A & Zoom Platform
Council Budget and Finance Committee
Agenda
May 3, 2023Council Budget and Finance
Committee
Agenda
NOTICE: The Council Budget and Finance Committee 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/85788629700?pwd=NWxlaWJUdlQvM1VCSC9OOVBIY09nQT09 Webinar ID: 857 8862 9700
Password: Budget@503
Or join by phone:
US: +1 669 900 6833 or +1 646 931 3860
Meeting ID: 857 8862 9700
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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.
MINUTES
Review and Approve of the Council Budget and Finance
Committee April 5, 2023, Meeting Minutes
MIN 23-055
Attachments: Attachment I Minutes
REPORTS/ACTION ITEMS
May 3, 2023Council Budget and Finance
Committee
Agenda
Facilities Needs Assessment and Potential Funding OptionsACT 23-039 Attachments: Attachment I Staff Report
FUTURE AGENDA ITEMS
Review and Approve the FY 2023/2024 Agenda Planning
Calendar
ACT 23-038
Attachments: Attachment I Agenda Planning Calendar
COMMITTEE MEMBER/STAFF ANNOUNCEMENTS
ADJOURNMENT
Next Meeting - 5:30 p.m., Wednesday, June 7, 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 23-055
DATE: May 3, 2023
TO: Council Budget and Finance Committee
FROM: Director of Finance
SUBJECT
Review and Approve of the Council Budget and Finance Committee April 5, 2023, Meeting Minutes
RECOMMENDATION
That the Council Budget and Finance Committee (CBFC) reviews and approves the April 5, 2023, CBFC meeting minutes.
SUMMARY
The CBFC held a meeting on April 5, 2023, and the draft minutes are attached for the CBFC’s review and approval.
ATTACHMENTS
Attachment I 04/05/2023 CBFC Meeting Minutes
CITY OF HAYWARD Printed on 4/30/2023Page 1 of 1
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ATTACHMENT I
COUNCIL BUDGET & FINANCE COMMITTEE MEETING
Meeting Minutes of April 5, 2023
Call to Order: 5:31 p.m.
Members Present: Mayor Salinas, Councilmember Syrop
Members Absent: None
Staff: Kelly McAdoo, Nicole Gonzales, Regina Youngblood, Nicholas Mullins, Crissy Mello
Others: Cordell Hindler
Public Comments: None
1. Approval of Meeting Minutes from March 1, 2023
Action: Minutes reviewed and unanimously approved.
2. Discussion on Mayor & City Council Fiscal Year 2024 Budget
City Manager McAdoo and Director Gonzales presented the Mayor & City Council Fiscal Year 2024 Budget. City Manager McAdoo and Director Gonzales provided an overview of the budget and solicited feedback and input from the Committee.
Action: The Committee received the presentation and provided feedback to incorporate into the budget document.
3. Fiscal Year 2024 Budget Process Update (Oral Presentation)
Director Gonzales provided an update on the Fiscal Year 2024 Budget Process.
Action: The Committee received the presentation and provided feedback.
4. Review and Approve the FY 2023/2024 Agenda Planning Calendar
Action: The Committee reviewed the calendar.
Committee Members/Staff Announcements: None
Adjournment: The meeting was adjourned at 6:07 p.m.
CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
File #: ACT 23-039
DATE: May 3, 2023
TO: Council Budget and Finance Committee
FROM: Director of Finance
SUBJECT
Facilities Needs Assessment and Potential Funding Options
RECOMMENDATION
That the Committee receives this report on the needs assessment related to City owned facilities and facility improvement needs around the City, as well as consider potential ways to fund these needs.
SUMMARY
This report provides an overview of identified existing needs to update or build new facilities around the City. The facilities and capital needs mentioned in this report are also currently without a specified plan or source of funds to complete them. Staff would like the Committee to consider completing a community survey and outreach process to identify potential new or continuing revenue sources that may make resources available to fund these needs.
ATTACHMENTS
Attachment I Staff Report
CITY OF HAYWARD Printed on 4/30/2023Page 1 of 1
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DATE: May 3, 2023
TO: Council Budget and Finance Committee
FROM: Director of Finance
SUBJECT: Facilities Needs Assessment and Potential Funding Options
RECOMMENDATION
That the Committee receives this report on the needs assessment related to City owned facilities and facility improvement needs around the City, as well as consider potential ways to fund these needs.
SUMMARY
This report provides an overview of identified existing needs to update or build new facilities around the City. The facilities and capital needs mentioned in this report are also currently without a specified plan or source of funds to complete them. Staff would like the Committee to consider completing a community survey and outreach process to identify potential new or continuing revenue sources that may make resources available to fund these needs.
BACKGROUND AND DISCUSSION
In April 2022, the Committee requested staff provide information from preliminary polling results from the Resident Satisfaction Survey1. The Committee received a presentation of the final results of the survey and discussed the consideration of placing a tax measure on the 2024 ballot. The survey was conducted in October 2021 by FM3 Research. The results of the survey indicated that the majority of Hayward-voters support a parcel tax to fund homelessness and mental health response projects, programs, and services. The survey indicated that 59 percent support a $79 per year parcel tax ($3 million annually), with 55 percent supporting a $109 per year parcel tax ($4.1 million annually). However, this parcel tax would not generate enough revenue to fund the City’s unfunded capital projects. The Committee determined at that time it was not interested in making a recommendation to place an annual parcel tax measure on the 2024 ballot. The Committee did, however, ask staff to begin an initial exploration of a potential extension of Measure C to address and create funding plans for identified facility needs throughout the City.
1 CITY OF HAYWARD - File #: RPT 22-038 (legistar.com)
At the time of this report, the City has more than $500 million in projects that have been identified in approved City policy documents as needed or desired but for which there is not currently funding in the City's Capital Improvement Program. The overwhelming majority of these items are related to necessary updates to current facilities or the creation of new needed facilities. The facilities identified and amounts associated are included in the City’s Capital Improvement Program for fiscal years 2024-2033 in the “Unfunded Needs2” section of the report. Not included in the “Unfunded Needs” list is the Weekes Branch Library, a satellite library site in South Hayward. A facilities assessment is currently underway. A funding plan for improvements to the Weekes Branch Library has not been identified at this time.
While the City thus far has chosen not to add a parcel tax to a ballot recently, it did offer valuable feedback from the community and informed the Council that voters may support future measures. Staff recommends that we continue to engage the community and gain survey information to understand what, if any, of the needs they prioritize and those that they may be willing to support in a potential future ballot measure. At this meeting, staff will present information about the funding opportunities available from an extension of Measure C, an overview of possible survey questions and methodology, and a timeline if the Council determines to move forward placing a measure on the November 2024 ballot.
FISCAL IMPACT
There is no fiscal impact associated with this information report.
NEXT STEPS
With direction from the Committee, staff will work to advance efforts and facilitate a community survey to inform a potential discussion with the full Council to help prioritize facilities supported by the community and identify viable funding options to provide resources to support the facility upgrades.
Prepared by: Dustin Claussen, Assistant City Manager
Nicole Gonzales, Director of Finance
Chuck Finnie, Public Information Officer
Recommended by: Nicole Gonzales, Director of Finance
Approved by:
__________________________________
Kelly McAdoo, City Manager
2 https://stories.opengov.com/haywardca/published/a2pQ_RSCP35
CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
File #: ACT 23-038
DATE: May 3, 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 4/30/2023Page 1 of 1
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ATTACHMENT I
COUNCIL BUDGET AND FINANCE COMMITTEE
FY 2023/2024 Agenda Planning Calendar
May 3, 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)
June 7, 2023
Annual Review of City Issued Debt
Annual City Benefit Liabilities and Funding Plan Review FY 2024 Budget Process Debrief (Oral Presentation)
July 5, 2023 Council Recess
August 2, 2023
(TBD) Council Recess
September 6, 2023 Update on Hayward Community Foundation 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, 2024 Transmittal of Comprehensive Annual Financial Report for Fiscal Year Ended June 30, 2023 (ACFR)
February 7, 2024 Hayward Community Foundation Update
FY 2025 Budget Process Update
March 6, 2024
Mid-Year Budget Review and General Fund Long Range Financial Model Update
FY 2025 Master Fee Schedule
April 1, 2024 Discussion on Mayor & City Council FY 2025 Budget FY 2025 Proposed Budget Discussion
(continued on next page)
ATTACHMENT I
Non-scheduled future agenda topics:
- Fleet Utilization Study
- Pension Obligation Funds (as Updates Available)
- Additional Payment OPEB Trust
- 238 Parcel Sales Update (Timing TBD on Transactions)