Proposed
FY 2024
Operating
Budget
Work Session #1
Kelly McAdoo, City Manager
Nicole Gonzales, Finance Director
May 13, 2023
Public Comment
Proposed FY 2024 Operating Budget Overview
Maintenance Services Department
Human Resources Department
Fire Department
Police Department
Development Services Department
Information Technology Department
Library Department
City Manager’s Office
Finance Department
City Clerk’s Office
City Attorney’s Office
Public Works & Utilities Department
Mayor & City Council
Next Steps
Agenda
General Fund Five-Year Forecast Update
Proposed FY 2024
General Fund Forecast
(FY 2024 Proposed)
$ In thousands
FY 2024
Year 1
FY 2025
Year 2
FY 2026
Year 3
FY 2027
Year 4
FY 2028
Year 5
Revenue $199,883 $207,885 $214,912 $220,127 $225,145
Expenditures 204,569 217,186 223,138 229,183 233,050
Net Change in Reserve-Surplus / (shortfall) ($4,686) ($9,301) ($8,226) ($9,056) ($7,905) Beginning Balance $44,239 $39,553 $30,252 $22,027 $12,971 Net Change in Reserve - Surplus / (Shortfall) (4,686) (9,301) (8,226) (9,056) (7,905) Ending Balance $39,553 $30,252 $22,027 $12,971 $5,066
Key Cost Drivers Impacting the
General Fund
Raising costs of services
Escalating CalPERS
retirement costs, related
to recent CalPERS
performance, and
lowering of the discount
rate
Continuing with Council’s
commitment to fully
funding the Medical
Retiree Benefit - OPEB
Annual Required
Contribution (ARC)
Restoration of services
and reductions in General
Fund allocation to
Internal Service Funds
(Fleet, Facilities, IT)
Dedication to addressing
growing community
needs
Proposed FY 2024 General Fund - Revenues
$ in thousands
FY 2023
Projected
FY 2024
Proposed
Change YOY
Projected ($)
Change YOY
Projected (%)
Property Tax $64,270 $67,498 $3,228 5%
Sales Tax 45,534 46,439 905 2%
UUT 19,000 18,000 (1,000) -6%
Real Property Transfer Tax 17,600 17,600 0 0%
Transient Occupancy Tax 1,500 2,000 500 25%
Cannabis Revenue 1,100 1,100 0 0%
Other Taxes/Franchises 16,235 17,065 830 5%
Permits & Fees 7,038 7,180 142 2%
Other Revenue 18,243 18,809 567 3%
Transfer In-Other Funds 9,873 4,192 (5,681) -136%
Subtotal Revenues 200,393 199,883 (510)
Transfer In - ARPA Funds 7,250 - (7,250)
Total Revenues $207,643 $199,883 (7,760) -4%
Proposed FY 2024 General Fund - Expenses
$ in thousands
FY 2023
Projected
FY 2024
Proposed
Change YOY
Projected ($)
Change YOY
Projected (%)
Personnel $157,763 $161,362 $3,599 2%
Supplies & Services 13,627 12,386 (1,241) -10%
Internal Service Fees 16,791 19,951 3,161 16%
Debt Service 2,850 2,708 (142) -5%
Capital Outlay/Projects 4,769 2,360 (2,409) -102%
Economic Development / Other Funds 414 350 (63) -18%
Insurance 5,517 5,452 (65) -1%
Total Expenditures $201,730 $204,569 $2,839 1%
Proposed FY 2024 – All Other Operating Funds
$ in thousands
FY 2023
Adopted
FY 2024
Proposed
TOT AL REVENUE $197,135 $190,533
Personnel $42,258 $46,266
Supplies & Services 41,231 34,522
Internal Service Fees 3,934 3,976
Capital Outlay 282 282
Debt Services 18,229 16,582
All Other Uses 52,950 54,153
Transfers to Other Funds 47,734 41,534
TOT AL EXPENSES $206,617 $197,315
Change in Reserve - Surplus / (Shortfall) ($9,481) ($6,783) Questions and Discussion
?
!
May 13, 2023Todd Rullman, Director of Maintenance Services
MAINTENANCE SERVICES DEPARTMENT
FY 2024 BUDGET PRESENTATION
FY 2023 Highlights/Accomplishments
Responded to 5,500 Access Hayward requests for illegal dumping, graffiti, and unhoused camps within 48 hours - 96% of the time
Implemented the permanent Disposal Day Free Dumping Program Began construction on the Jackson Corridor Landscape Beautification Project Exceeded 1,000 new tree planting goal, 2,858 new trees planted in Hayward this year Completed Phase 2- Citywide Access Control Project (Corp Yard, Utilities Center, Weekes and Main Branch Library)
FTE
FY 2023 – 69
FY 2024 Proposed – 72
MSD Organization Chart
Position Key
Green – Add
Red - Delete
General Fund Significant Changes
Planned for FY 2024
Budget Request
Addition of 1.O FTE – Deputy Director
Increase Landscape’s contract maintenance budget due to the addition of accepted Public Works projects that require annual maintenance.
Increase in Estimated Parking Citation Revenue based on Historic Trends General Fund Net Total $85,230
Other Funds Significant Changes
Planned for FY 2024
Budget Requests
Measure C - Addition of 1.0 FTE – Tree Trimmer
Measure C - Addition of 1.0 FTE – Groundskeeper/Laborer I Other Funds Net Total $271,420
FY 2024 Performance Metrics
Performance Indicators FY 2024 Target
The % of Access Hayward illegal dumping, graffiti, and unhoused camp abatement requests that are responded to within 48 hours 95%
Number of new trees planted (target = average of 1,000 annually) 100% The % of City fleet that is electric/hybrid 20%
The % of time Public Safety front-line vehicles are operable and in-service 95% Performance Objectives FY 2024 Target
Expand Disposal Day Program to include two targeted "in-neighborhood" events (8) Total Events Complete Phase 2 of Jackson Corridor Landscape Beautification Project Soto to Amador Present an EV charging plan (at City facilities for fleet vehicles and employees) to CIC By 6/30/24 Complete Phase 1 & 2 of Corp yard Restroom/Locker Room Renovation (ARPA) By 12/23/23 Questions & Discussion
?
!
May 13, 2023Brittney Frye, Director of Human Resources
HUMAN RESOURCES DEPARTMENT
FY 2024 BUDGET PRESENTATION
FY 2023 Highlights/Accomplishments
Successfully Completed 98 and Opened 133 New Recruitments Completed 119 New Hires and Promoted 51 Employees
Successfully Processed 257 Protected Leave Requests
Processed and Provided Resources for 239 COVID-19 Cases HR Organization Chart
FTE
FY 2023 – 17
FY 2024 Proposed – 17
Director of Human Resources
Deputy Director of Human Resources
Total Rewards
Human Resources Manager (1)
Human Resources Analyst I/II (3)
Human Resources Technician
(2)
Employee & Labor Relations
Human Resources Manager (1)
Human Resources Technician
(1)
Recruitment
Human Resources Manager (1)
Human Resources Analyst I/II (2)
Human Resources Technician
(1)
Organizational Development
Human Resources Manager (1)
Human Resources Administrative
Assistant (1)
Human Resources Administrative
Intern (1)
Significant Budget Changes Planned for FY
2024
General Fund Budget Request
Contract Services - Annual employee engagement survey onboarding programs Training Budget for Human Resources Staff
ERMA and partnerships with legal services to maintain limited liability for the City General Fund Net Total $131,000
Other Fund Budget Requests
No anticipated significant resource changes planned for FY 2024.
Other Funds Net Total $0
FY 2024 Performance Metrics
Performance Indicators FY 2024 Target
% of recruitments completed within identified timeframe for each recruitment 90% % of new full-time employees completing probationary period 100% Employee Retention Rate 10% Improvement
Performance Objectives FY 2024 Target
Develop talent acquisition plan for citywide and critical positions December 2023 Develop citywide compensation philosophy to create and define consistent internal benchmarks and alignment in comparator marketplace June 2024 Audit existing policies and HR processes for compliance including areas for revision and general enhancement June 2024
Questions & Discussion
?
!
May 13, 2023Chief Garrett Contreras
HAYWARD FIRE DEPARTMENT
FY 2024 BUDGET PRESENTATION
FY 2023 Highlights/ Accomplishments
Mutual Aid Response for 9 Fires
Mobile Integrated Health Unit (MIHU)
FEMA Grant – Large Scale Defensible Space
22-1 Lateral Firefighter Academy
Fire Organization Chart
FTE
FY 2023 – 146.5
FY 2024 Proposed – 146.5
Position Key
Green – Add
Red - Delete
Significant Budget Changes
Planned for FY 2024
General Fund Budget Request
No anticipated significant resource changes planned for FY 2024.
General Fund Net Total $0
Other Funds Budget Requests
No anticipated significant resource changes planned for FY 2024.
Other Funds Net Total $0
FY 2024 Performance Metrics
Performance Indicators FY 2023 FY 2024 Target
% of emergency responses that arrive within a targeted response time 93% of
emergency
responses under
5:50
100% of
emergency
responses under
5:50
% of fire prevention and hazardous material inspections that are completed within a target response time 100% 100%
% of employees up to date in emergency management and incident command trainings 100% 100%
Performance Objectives FY 2024 Target
Council approval for Emergency Management Plan Implementation Fully move into and operate the Fire Training Center June 2023 Continue Fire career pathway program with ROP and Chabot Ongoing Girls Fire Camp at Training Center Summer 2023
Questions & Discussion
?
!
May 13, 2023
HAYWARD POLICE DEPARTMENT
FY 2024 BUDGET PRESENTATION
Acting Police Chief Bryan Matthews
FY 2023 Highlights/ Accomplishments
HMET Development and Implementation
Communications Center Assessment
Jail Assessment
South Resource Center opened in partnership with PBC
HPD
Organization
Chart
FTE
FY 2023 – 326.5
FY 2024 Proposed – 333.5
Position Key
Green – Add
Red - Delete
General Fund Significant Changes
Planned for FY 2024
Budget Request
Add 1.0 FTE Wellness Specialist
Delete 1.0 FTE Operations Support Services Manager
Add 1.0 FTE Police Captain
Delete 1.0 FTE Records Administrator
Add 1.0 FTE Records & Property Administrator
Delete 1.0 FTE Property & Evidence Administrator
Add 1.0 FTE Property & Evidence Supervisor
*Budget Requests off-set by use of projected salary savings General Fund Net Total $0
Other Funds Significant Changes
Planned for FY 2024
Budget Requests
Measure C – Add 6.0 Communication Operators
Measure C - South Resource Center – Rent/Utilities Expenses Other Funds Net Total $980,916
FY 2024 Performance Metrics
Performance Indicators FY 2024 Target
% of Priority 1 responses that arrive within a targeted response time 90% w/in 10 minutes
% of Communications Center calls answered within a targeted timeframe 95% w/in 15 seconds
% of California Public Records Act Requests closed within timeline of 10 days 90% Number of youth, families, and school staff served by the Youth and Family Services Bureau 5,000
Performance Objectives FY 2024 Target
Achieve CALEA accreditation for Police Department Achieve accreditation
Implement recommendations from Dispatch Assessment Partial Implementation
Develop the Police Department’s Wellness program for employees Hire Wellness Position FTE
Organize Community Engagement Events 30 Events
Questions & Discussion
?
!
May 13, 2023
Sara Buizer, Acting Director of Development Services
Christina Morales, Housing Manager
DEVELOPMENT SERVICES DEPARTMENT
FY 2024 BUDGET PRESENTATION
FY 2023 Highlights/ Accomplishments
Energov and e-Permits Portal Launch
Strategic Roadmap Project Completion including: Adoption of Housing Element Update, Density Bonus Ordinance Update, Affordable Housing Ordinance, Sidewalk Vending Ordinance (August 2023), Community Preservation Ordinance Update (June 2023) Expanded Legal Services for low-income tenants facing evictions Affordable Unit Development: 154 units constructed, 145 units under construction, 315 units starting construction
Development Services Organization Chart
FTE
FY 2023 – 50
FY 2024 Proposed – 55
Deputy Director of
Development Services
Director of Development Services
Planning Division
Planning Manager (1)
Planning Staff
Principal Planner (1)
Senior Planner (2)
Associate Planner (2)
Assistant Planner (2)
Landscape Architect (1)
Landscape Architect (1)
Management Analyst I/II (1)
Management Analyst I/II (1)
Administrative Secretary (1)
Development Review
Sr. Civil Engineer (1)
Assistant Civil Engineer (1)
Division Clerical Staff
Senior Secretary (1)
Secretary (1)
Administrative Clerk I/II (1)
Code Enforcement Division
Code Enforcement Manager (1)
Code Enforcement Inspectors
Sr. Code Enforcement Insp (2)
Code Enforcement Insp I/II (7)
Division Clerical Staff
Senior Secretary (1)
Administrative Clerk I/II (1)
Building Division
City Building Official (1)
Plan Checkers and Permit Techs
Sup. Plan Checker & Expediter (1)
Plan Check Engineer (1)
Sr. Plan Checker (1)
Plan Checker (1)
Sup. Permit Technician (1)
Sr. Permit Technician (1)
Permit Technician (3)
Building Inspectors
Sup Building Inspector (1)
Sr. Building Inspector (3)
Building Inspector (3)
Building Inspector (1)
Division Clerical Staff
Secretary (2)
Administrative Clerk I/II (1)
Housing Division
Housing Manager (1)
Housing Development
Specialist (1)
Program Specialist (I)
Management Analyst I/II
(2)
Senior Secretary (1)
General Fund Significant Changes
Planned for FY 2024
Budget Request
Delete 1.0 FTE Management Analyst DSD
Add 1.0 FTE Landscape Architect
Add 1.0 FTE Building Inspector
Add 1.0 FTE Director of Development Services
Decrease Consultant Services Budget due to addition of a Landscape Architect Increase in permit revenue
General Fund Net Total $91,862
Other Funds Significant Changes
Planned for FY 2024
Budget Requests
HOME Program - Estimated increase in HOME funding allocation (revenue) HOME Program - Increase program expenses
Housing Authority Fund – Reduction in expenses to align with lower anticipated revenue Inclusionary Housing Fund – Reduction in expenses to align with lower anticipated revenue Inclusionary Housing Fund – Increase in expenses for Software management system and consultant for BMR portfolio management
Rent Program Fund - Increases in expenses related to program and services delivery Local Housing Trust Program Fund - Appropriate remaining grant receivable (revenue) Other Funds Net Total $1,450,589
FY 2024 Performance Metrics
Performance Indicators FY 2024 Target
% of building inspections that are completed next day 85% % of Planning (and Engineering) projects that are being invoiced quarterly 95% % of Planning (and Engineering) projects that are operating with adequate positive deposit balance 80%
% of code enforcement priority one complaints that are inspected within the 7 working days targeted response time 95%
% of rent review petitions processed within timeline identified in the RRSO 85% Performance Objectives FY 2024 Target
Implement Sidewalk Vendor Ordinance Fall 2023
Prepare an ordinance to create smoke-free multifamily housing Spring 2024 Update the Tree Preservation Ordinance Summer 2024
Amend the Municipal Code to address Housing Element Actions related to housing for a variety of income levels and housing types Summer 2024 Implement Downpayment Assistance Program Winter 2024
Questions & Discussion
?
!
May 13, 2023 Adam Kostrzak, Director of Information Technology
INFORMATION TECHNOLOGY DEPARTMENT
FY 2024 BUDGET PRESENTATION
FY 2023 Highlights/ Accomplishments
IT Strategic Plan
Infrastructure Upgrade
ERP Upgrade
Energov Implementation
IT Organization Chart
FTE
FY 2023 – 20
FY 2024 Proposed - 20
IT Systems Management
IT Manager (1)
Director/CIO
Adam Kostrzak
Administrative Secretary (1)
Management Analyst (1)
GIS Coordinator (1)
Systems Analyst I/II (4)
Infrastructure
IT Manager (1)
IT Client Support
IT Manager (1)
IT Technician I/II (4)
IS Support Technician (1)
Interns (3)*
Digital Transformation
Deputy Director (1)
Systems Analyst I/II (4)
Position Key
Green – Add
Red - Delete
Other Funds Significant Changes
Planned for FY 2024
Budget Requests
Delete 1.0 FTE Administrative Secretary
Add 1.0 FTE Management Analyst I
Transferring 5 Library system subscriptions expenses to Library Annual increase in maintenance of software and subscriptions HR eForms subscription
Fire Station phone and wifi equipment and subscriptions Storage expansion for server backups
Other Funds Net Total $88,206
FY 2024 Performance Metrics
Performance Indicators FY 2024 Target
# of digital transformation initiatives completed 5
# of technology projects completed 13
% of employees up to date on cybersecurity training 90% % of tech team tickets closed within 5 days 90%
Performance Objectives FY 2024 Target
ERP Optimization Identify 2 business
processes
Implement IT Governance December 2023
Expand the IT Department’s internship program Increase to 3 interns Build Digital Transformation Roadmap June 2024
Expand Security and Support Program May 2024
Questions & Discussion
?
!
May 13, 2023Jayanti Addleman, Director of Library Services
LIBRARY DEPARTMENT
FY 2024 BUDGET PRESENTATION
FY 2023 Highlights/ Accomplishments
Resumption/opening of all services including the Storytime room, Makerspace, Meeting rooms, and all pre-pandemic programs Community Needs and Architectural Assessments for Weekes Approval of HPN Round 3 Funding for CY 2023-2027
Resumption of in-person library and school-based Homework Centers Library Organization Chart
FTE
FY 2023 – 38.3
FY 2024 Proposed – 40.8
Position Key
Green – Add
Red - Delete
Director
Jayanti Addleman
Library Operations
Library Ops Manager
(1)
Lead Library Assistant
(2)
Lead Library Assistant
(0.5)*
Library Assistant (7.5)
Senior Library Page (2.4)
Library Page (3.9)
Library Programs &
Services
Supervising Librarian
(2)
Supervising Librarian
(1)
Librarian II (1)*
Librarian II (2)
Librarian (7.5)
Lead Library Assistant (1)
Deputy Director (1)
Education Services
Education Svc Manager
(1)
Literacy Prog Coord. (1)
Lead Program Assist (1)
Library Assistant (1)
Program Assistant (1)
Program Assistant (1)*
Administration
Management Analyst
I/II (1)
Admin Assistant III (1)
Lead Literacy Assistant
(1)
*2.5 FTE funded for five (5) years by HPN grant
General Fund Significant Changes
Planned for FY 2024
Budget Request
Deletion of 1.0 FTE Supervising Librarian
Addition of 1.0 FTE Deputy Director of Library Services Increase in Library Collection Development purchases
Transfer of Expenses for Library Software Solutions - Bibliotheca, EBSCO, Comprise/TBS, Innovative Interfaces, Bibliocommons
General Fund Net Total $253,969
Other Funds Significant Changes
Planned for FY 2024
Budget Requests
Hayward Promise Neighborhood Grant Award Revenue
1.0 FTE Librarian II
0.5 FTE Lead Library Assistant
0.5 FTE Program Assistant
0.5 FTE Program Assistant
Other Funds Net Total $0
FY 2024 Performance Metrics
Performance Indicators FY 2024 Target
# Program Participants/Visits Increase by 5%
# Physical Materials borrowed Increase by 3%
# Electronic Materials/Resources/Programs used Increase by 8% # Tech Lending Devices borrowed Increase by 3%
# Visits to Branches Increase by 3%
# Visits to Bookmobile Increase by 5%
Performance Objectives FY 2024 Target
Offer monthly displays and/or programs reflecting the diversity of Hayward’s population 2/month Expand the reach of Tech Lending program by partnering with community organizations 5 Partnerships Create a preliminary concept plan for the Weekes Library to be eligible for potential grants By CY 2023 end Select and place an order for a TechMobile to help improve Digital Literacy and close the Digital Divide Spring 2024
Provide cradle to career educational programs for all ages creating cross-agency pathways, in partnership with the Hayward Promise Neighborhoods 5/month Questions & Discussion
?
!
May 13, 2023Kelly McAdoo, City Manager
CITY MANAGER’S OFFICE
FY 2024 BUDGET PRESENTATION
FY 2023 Highlights/ Accomplishments
Accepted and appropriated over $10 Million in State and Federal grant funds for the Stack Center project.
Supported acquisition of St. Regis Retirement Center and conversion into St.
Regis multi-service campus (offering behavioral health, substance use, and supportive housing services).
Launched five Economic Development ARPA programs: Open for Business, Hayward E- Gift Program, Restaurant Relaunch, Restore and Reopen, and Small Business Assistance Grants.
Introduced a new multi-media employee news hub called In the Loop, reimagined the Annual Volunteer Recognition event and helped to sustain hybrid meetings in a post- pandemic world.
CMO Organization
Chart
FTE
FY 2023 – 32 FTE
FY 2024 Proposed – 29 FTE
*Real Property Management (1.0 FTE) - Allocated between City Manager's Office and Public Works-Utilities Position Key
Green – Add
Red - Delete
City Manager
Kelly McAdoo
Assistant to the
City Manager (1)
Management
Analyst I/II (0.6)
Executive Assistant
to Mayor and
Council (1)
Administrative
Secretary (1)
Management
Fellow (1)
Assistant City Manager
Regina Youngblood
Executive Assistant to the City Manager (1)
Community and Media
Relations Officer (1)
Digital Applications
Designer (1)
Graphics and Media
Tech (1)
Community Programs
Specialist (1)
AV Specialist (2)
Senior Secretary (0.5)
Successor Agency
Management Analyst I/II (0.4)
Real Property Manager (0.4)
Housing Manager (1)
Management
Analyst (2)
Housing Specialist (1)
Community Programs
Specialist (1)
Senior Secretary (1)
Community Services Manager (1)
Management Analyst (2)
Management Analyst (1)
Community Programs Specialist (1)
Senior Secretary (1)
Chief Economic
Development
Officer (1)
Economic
Development
Specialist (2)
Community
Programs
Specialist (1)
Senior
Secretary (0.5)
Assistant City Manager
Dustin Claussen
Reporting
Departments
Public Works
Maintenance Services
Development Services
Reporting
Departments
Police
Fire
Library
Reporting
Departments
Finance
Human Resources
Information
Technology
Equity Officer (1)
General Fund Significant Changes
Planned for FY 2024
Budget Request
Add 0.23 FTE Management Analyst for Community Services Division (remaining FTE budget under Special Revenues)
Delete 1.0 FTE Senior Secretary
Add 1.0 FTE Community Program Specialist
Increase in supplies and services support equity and inclusionary program efforts General Fund Net Total $89,162
Other Funds Significant Changes
Planned for FY 2024
Budget Requests
Add 0.77 FTE Management Analyst for Community Services Division Measure BB - January 2023 preliminary allocation of Measure BB (Revenue) Reduction in supplies and services to align allocation of CDBG award Other Funds Net Total ($553,449)
FY 2024 Performance Metrics
Performance Indicators FY 2024 Target
% of Council requests addressed within a target response time 95% within 72 Hours Number of successful business concept plans and business openings for identified priority sites 4 concept plans, 4 openings Number of referrals of people experiencing homelessness that result in successful outcomes through various approaches 100
Number of staff engaged in equity trainings or projects 100 Performance Objectives FY 2024 Target
Break ground on the Stack Center and work with partners to design programming for the future Community Event Plaza Groundbreaking by Sep
Support development of St. Regis Behavioral Health Campus to provide health and housing services to people experiencing homelessness and mental health crises Council update Fall 2023 Complete remaining “Restaurant Relaunch” and façade program projects Council update Spring 2024 Continue to roll out Downtown District Activation pilot program that includes performance art Report on pilot in Spring 2024 Design and implement the ARPA Tuition Assistance program with Cal State East Bay, Chabot College, and Eden Area Regional Occupational Program Report on numbers by Spring
2024
Work cooperatively with Hayward’s educational institutions to streamline and amplify partner communications and achievements Report to Council Winter 2024 Conduct a language access assessment Complete by Spring 2024 Use the Racial Equity Toolkit to implement pilots in several departments Complete by Spring 2024 Questions & Discussion
?
!
May 13, 2023Nicole Gonzales, Director of Finance
FINANCE DEPARTMENT
FY 2024 BUDGET PRESENTATION
FY 2023 Highlights/ Accomplishments
Completion of Annual Comprehensive Financial Report (ACFR) and annual audit report with no significant findings
Implemented a new utility customer portal with usage tracking and reporting, a new online and telephone utility payment system, and a new utility bill printing and presentment process
Implemented OpenGov Procurement Solution to streamline the process of Citywide RFPs/RFQs
Finance Organization Chart
FTE
FY 2023 – 34.5
FY 2024 Proposed – 34.5
Director
Nicole Gonzales
Administration &
Budget
Management
Analyst I/II (2)
Admin Secretary
(1)
Revenue
Revenue
Manager (1)
Finance Supervisor (1)
Cust Acct Clerk (6)
Finance Technician
(1)
Sr. Cust Acct Clerk (5)
Mail & Rev Clerk (1)
Deputy Director (1)
Accounting & Payroll
Accounting
Manager (1)
Senior Accountant (1)
Accountant (3)
Finance Technician (2)
Sr. Acct Clerk-AR (2)
Purchasing
Purchasing &
Services Manager (1)
Purchasing Tech (1)
Sr. Acct Clerk-AP (2)
Account Clerk (0.5)
Central Services
Mail & Purch Clerk (1)
Significant Budget Changes Planned
for FY 2024
General Fund Budget Request
No anticipated significant resource changes planned for FY 2024.
General Fund Net Total $0
Other Funds Budget Requests
No anticipated significant resource changes planned for FY 2024.
Other Funds Net Total $0
FY 2024 Performance Metrics
Performance Indicators FY 2024 Target
% of federal, state and local financial reporting deadlines met 100% % of invoice payments processed electronically 50%
% of vendor payment processed within 30 days of invoice date 50% Number of paychecks issued 23,100
% of paychecks prepared accurately 99%
Performance Objectives FY 2024 Target
Hold a work session with the Council to provide an overview of the updated General Fund Long Range Financial model Fall 2023
Expand financial transparency and data sharing through platforms like OpenGov Spring 2024 Complete a review of the purchasing and procurement process and workflows Spring 2024 Questions & Discussion
?
!
May 13, 2023Miriam Lens, City Clerk
OFFICE OF THE CITY CLERK
FY 2024 BUDGET PRESENTATION
FY 2023 Highlights/ Accomplishments
Increased transparency by adding 2,516 official records to City’s online Document Center and Meeting & Agenda Center.
Guided return to in-person meetings by developing procedures related to AB 2449 teleconferencing requirements and notifications, provided trainings to 70 staff members, and assisted staff with facilitating meetings per Brown Act modifications.
Managed the November 2022 Municipal Election from pre-planning to certification of election results, filing of campaign disclosure documents, and processed nomination forms. Processed forty-five qualifying applications and facilitated appointment of two new Council Members.
Managed and responded to public request for records in accordance with the Public Records Act, fulfilling 528 requests via the City's Public Records platform.
CCO Organization Chart
FTE
FY 2023 – 4.5
FY 2024 Proposed – 4.5
City Clerk
Miriam Lens
Deputy City Clerk
Senior Secretary Senior Secretary Admin Clerk II
Significant Budget Changes Planned
for FY 2024
General Fund Budget Request
No anticipated significant resource changes planned for FY 2024.
General Fund Net Total $0
Other Funds Budget Requests
No anticipated significant resource changes planned for FY 2024.
Other Funds Net Total $0
FY 2024 Performance Metrics
Performance Indicators FY 2024 Target
% of California Public Records Act Requests closed within timeline of 10 days 90% % of positions filled on Council's appointed bodies of 21 anticipated vacancies 100% % of Council's appointed bodies in compliance with completing required Ethics and Harassment Prevention trainings 100% # of records added to City's online Document Center consisting of permanent records Increase by 25% % of Contracts and Agreements processed with electronic signatures Increase to 95% Performance Objective FY 2024 Target
Continue to implement and assess hybrid meeting options for Commissions, Committees and Task Forces. ongoing Improve technology efficiency by utilizing modules of existing systems to streamline processes within the department and to assist with the collection of data. Spring
Promote equity with recruitment for City's commissions and task forces by analyzing demographics data from applications, participating in diverse community events for recruitment opportunities, making language access available at public meetings and ensuring representation from every middle and high school for service on the Hayward Youth Commission.
Spring/Summer
Increase accessibility to City government by continuing to provide hybrid meeting opportunities to community members to foster civic engagement.
ongoing
Questions & Discussion
?
!
CITY ATTORNEY’S OFFICE
FY 2024 BUDGET PRESENTATION
May 13, 2023Michael Lawson, City Attorney
FY 2023 Highlights/ Accomplishments
Monitor and appraise Council and City staff of changes in State Law regarding public meetings and conflicts of interests
Assist development of Rent Review legislative strategies and options Close all claims that do not convert to litigation within 36 months from fiscal year filing Resolve all litigation including claims for federal jurisdiction within 36 months from fiscal year filing Maintain annual ratio of 1:4 for claims paid, compared to claims filed Continue using CAO staff attorneys for all litigation cases except where specialized outside counsel is warranted
CAO Organization Chart
FTE
FY 2023 – 10
FY 2024 Proposed – 10
City Attorney
Michael Lawson
Attorney (6)
Senior Paralegal (1)
Paralegal (1)
Legal Secretary (1)
Significant Changes Planned for FY
2024
Budget Request
No anticipated significant resource changes planned for FY 2024 General Fund Net Total $0
Budget Requests
City’s Insurance Premium – Increased 20% over FY 2023 actual cost Other Funds Net Total $1,190,000
FY 2024 Performance Metrics
Performance Indicators
Close government claims and lawsuits within 36 months, including resolution/settlement of 13 of the 88 claims filed in FY22 and thus far in FY23 and resolution/settlement of 14 lawsuits in FY22 and thus far in FY23 -- while 61 new lawsuits were filed against the City in FY22 and thus far in FY23 Support the Hayward Police Department's expanded program of independent review of critical incidents involving fatal use of force or serious bodily injury -- there were 0 fatal uses of force in FY22 and 1 fatal use of force in FY23 Performance Objectives
Monitor and apprise Council, appointed advisory bodies, and City staff of changes in state law during the pandemic and post-pandemic regarding flexible and transparent public meetings (e.g., AB 361 and AB 2449, which modified the 'Brown Act') and conflicts of interest (e.g.. AB 1439 which requires recusal of members who accept campaign contributions of $250 or more when certain business items are pending before the Council) Collaborate with City staff in advancing the 7 initiatives and priorities set by the Council in the 'Strategic Roadmap' Resume the CAO's long-term investment in the student internship program during the summer and around the academic year
Assure fiscal viability of the City's insurance coverages particularly in the areas of general liability and police practices, property loss and replacement, and cyber risk and intrusion -- with the goal of avoiding annual double- digit premium increases
Questions & Discussion
?
!
May 13, 2023Alex Ameri, Director of Public Works
PUBLIC WORKS & UTILITIES DEPARTMENT
FY 2024 BUDGET PRESENTATION
FY 2023 Highlights/ Accomplishments
Completed Construction of FS6&FTC
Mission Blvd Phase 3 Improvements Construction Phase Started Bids for Construction of La Vista Park Received
Redoubled the efforts and increased Pavement Improvement Project by Approximately 50% Started the Design Process for WPCF Improvements Phase 2 & Nutrients Reduction Cooperated with ACTC & Caltrans on the Award of Design Phase for I-880/ Whipple Rd and I-880/Industrial Blvd Interchange Improvement Projects, and on the Award of SR-92 and Whitesell Interchange Scoping Project Engineering, Transportation, and Utilities Divisions maintained timely and high-quality services amidst significant increase in development applications
PW&U Organization Chart
FTE
FY 2023 – 161
FY 2024 Proposed – 168
*FTE count does not include Real Property Mgr, which is only partially supported by PW&U
Director, City Engineer
Alex Ameri
Deputy Director of
Public Works
Engineering
Services
Assistant Director
of Public Works
Transportation
Services
Executive Airport
Utilities
Environmental
Services
Design
Senior Civil Engineer (2)
Assoc/Asst Civil Engr (6)
Engineer Technician (2)
Survey
Surveyor (1)
Engineer Technician (1)
Survey Engineer (1)
Principal Trans Engr (1)
Sr. Trans Engr (2)
Assoc/Asst Trans Engr (1)
Senior Trans Planner (1)
Assoc Trans Planner (1)
Traffic Signal Tech (1)
Traffic Signal Tech (1)
Engineer Technician (1)
Utilities Admin/Planning/
Engineering
Water Resources Mgr (1)
Sr. Water Resources Engr (1)
Water Resources Planner (1)
Utilities Eng Mgr (1)
Principal Utilities Engr (1)
Sr Utilities Engineer (3)
Assoc Civil Engineer (3)
Assoc Civil Engineer (1)
Dev. Review Specialist (1)
Sr/Dev Review Specialist (1)
Sr. Secretary (1)
Utilities Op & Maint
Util Op & Maint Mgr (1)
Sr Secretary (1)
Water Distribution
Util Field Srvcs Supv (1)
Sr Utility Leader (1)
Sr Field Services Leader (1)
Utility Leader (3)
Util Wkr/Laborer (13)
Equip Operator (2)
Sr. Util Cust Svc Ldr (1)
Cross Conn Cntrl Sp (1)
Bckflow/CrssCnct Tester (1)
Water Meter Mech (3)
Cust Field Tech (2)
Storekeeper-Exp (1)
Secretary (1)
Water Pollution Control
Facility (WPCF)
WPCF Manager (1)
WPCF O&M Manager (1)
WPCF Maint Supv (1)
WPCF Op Supv (1)
WPCF Lead Op (6)
WPCF Operator (5)
Operator in Training (3)
Electrician I/II (3)
Utility Maint Mech (4)
Equipment Operator (1)
Maint Wrkr/Laborer (1)
Lab Supervisor (1)
Chemist (1)
Lab Technician (2)
Sr. Secretary (1)
Admin Intern (0.5)
Airport Manager (1)
Airport Ops Supv (1)
Airport Business Supv (1)
Airport Ops Specialist (1)
Sr Mgmt Analyst (2)
Mgmt Analyst I/II (3)
Administrative Supv (1)
Admin Secretary (1)
Sr Secretary (2)
Water Pollution Source Control
(WPSC)/ Stormwater Mgmt
Water Pollution Control
Administrator (1)
Sr WPSC Inspector (1)
WPSC Inspector (3)
Secretary (1)
Technical Intern (0.5)
Deputy Director of
Public Works Administration
Utility Sys Maint
Util Op & Maint Supv (1)
Electrician I/II (3)
Utility Maint Mech (6)
Utility Service Worker (2)
Sewer Collection Maint
System
Wastewater Collection
System Supervisor (1)
Sr Util Leader-Sewer (1)
Utility Leader-Sewer (3)
Util Wkr/Laborer-Sewer (5)
Construction Inspection
Supv Const Inspector (1)
Sr. Construction Insp (2)
Const Inspector (5)
Development Review
Senior Civil Eng (1)
Assoc/Asst Civil Engr (2)
Real Property Mgmt
Real Property Mgr*
Environmental Services
Environmental Svcs Mgr (1)
Solid Waste Mgmt
Solid Waste Prog Mgr (1)
Sustainability Specialist (1)
Sr/Sustainability Specialist (1)
Sr Secretary (1)
Sr Airport Maint Wkr (1)
Airport Maint Wkr (4)
Secretary (1)
Position Key
Green – Add
Red - Delete
General Fund Significant Changes
Planned for FY 2024
Budget Request
Increase in Salary and Benefits charged out to CIP projects/funds (Reducing GF Expense) Add 1.0 FTE Senior Civil Engineer
Add 1.0 FTE Senior Transportation Planner
Add 1.0 FTE Principal Transportation Engineer
Add 1.0 FTE Traffic Signal Technician
General Fund Net Total ($774,340)
Other Funds Significant Changes
Planned for FY 2024
Budget Requests
Special Revenue Funds:
Measure D Fund – Decrease of Supplies and services
Measure D Fund – Increase in Revenue
Enterprise Funds:
Delete 1.0 FTE WPCF O&M Manager
Add 1.0 FTE Associate Civil Engineer
Add 1.0 FTE Water Resource Planner
Add 1.0 FTE Principal Utilities Engineer
Add 1.0 FTE Senior Development Review Specialist
Water & Wastewater Funds Supplies & Services – Increase due to inflation and supply chain issues Water, Wastewater, & Recycled Water Fund Revenue Increases due to anticipated rate increases Stormwater Fund – net reduction in supplies and services; increase in stormwater fee and street cleaning fee revenue Recycled Water Fund Revenue Increases due to anticipated rate increase Airport Fund – Increase related to supplies and services Airport Fund Revenue Increase related to increase in hanger rent Other Funds (Special Revenue Funds) Net Total
FY 2024 Performance Metrics
Performance Indicators FY 2024 Target
Miles of bike & ped improvements installed (target = average of 10 miles) 100% % of development permits reviewed with first review comments issued in 10 business days 90% % of traffic signal outages and malfunctions responded to within 8 hours 100% Number of miles of water/sewer pipelines replaced annually 2 miles water / 2 miles sewer
% of days that water and wastewater quality met state standards 100% Percentage of waste diverted from the landfill 74%
Performance Objectives FY 2024 Target
Complete construction of Mission Boulevard phase 3 70%
Implement six intersections improvement for Safe Route for Seniors in the downtown area 100% Implement Safe Routes for School, with a focus on Cesar Chavez and Palma Ceia 100% Present a needs assessment/preliminary feasibility report for Public Safety Center and Corporation Yard 50% Complete construction of La Vista Park 75%
Continue City parking lot upgrades, with a focus on parking lots 7, 8, and 11 100% Install Public Access EV Charging in Cinema P1 parking structure in collaboration with EBCE Multi-Site License
Agreement
and Design
Design Water Pollution Control Facility Phase II upgrade 50% Develop a Recycled Water Master Plan 75%
Questions & Discussion
?
!
May 13, 2024
MAYOR & CITY COUNCIL
FY 2024 BUDGET PRESENTATION
FY 2023 Highlights/ Accomplishments
Provided leadership and direction during the City’s response to the winter floods and the State declaration of emergency for Alameda County.
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.
Provided leadership and appropriated funding to support Bay Area Community Services’ acquisition of the St. Regis Retirement Center.
Approved the Hayward Housing Element and provided direction on the measures and actions for Hayward’s Climate Action Plan.
Significant Changes Planned for FY 2024
Budget Request
No anticipated significant resource changes planned for FY 2024.
General Fund Net Total $0
Budget Requests
No anticipated significant resource changes planned for FY 2024.
Other Funds Net Total $0
FY 2024 Performance Metrics
Performance Objective
Receive updates and provide feedback and policy direction on the projects in the FY2024 adopted Strategic Roadmap at Council meetings and Council Subcommittee meetings.
Questions & Discussion
?
!
Next Steps…
Public Hearing and Adoption on June 6, 2023
Budget Work Session #2 on May 16, 2023
Continue department presentations
(if not completed today)
Include applicable changes as a
result of today’s discussion