Wednesday, March 19, 2025
5:30 PM
CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
Conference Room 4A & Virtual Platform (Zoom)
Council Budget and Finance Committee
Agenda
March 19, 2025Council Budget and Finance
Committee
Agenda
NOTICE: The Council Budget and Finance Committee will hold a hybrid meeting in Conference Room 4A and virtually via Zoom.
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.
When: Mar 19, 2025 05:30 PM Pacific Time
Topic: Council Budget and Finance Committee - March 2025 Please click the link below to join the webinar:
https://hayward.zoom.us/j/88192531166?pwd=8upkfKwlS8jPte8c4i4fAioFMjV8y8.1 Webinar ID: 881 9253 1166
Password: Budget@319
Or join by phone:
US: +1 669 900 6833 or +1 646 931 3860
Meeting ID: 881 9253 1166
Password: 4167610110
CALL TO ORDER
AB 2449 TELECONFERENCE NOTIFICATIONS AND CONSIDERATION
ROLL CALL
PUBLIC COMMENTS
Limited Only to Items on the Agenda and Submitted Prior to the Meeting.
APPROVAL OF MINUTES
Review and Approve of the Council Budget and Finance
Committee February 19, 2025, Meeting Minutes
MIN 25-0351.
Attachments: Attachment I Minutes
March 19, 2025Council Budget and Finance
Committee
Agenda
REPORTS/ACTION ITEMS
2. City's Real Estate Update (Oral Report by Public Works & Utilities)
3. Hayward Economic Development Corporation Update (Oral Report by City Manager's Office)
FUTURE AGENDA ITEMS
Review and Approve the 2025 Agenda Planning CalendarACT 25-0204.
Attachments: Attachment I Planning Agenda
COMMITTEE MEMBER/STAFF ANNOUNCEMENTS
ADJOURNMENT
Next Meeting - 5:30 p.m., Wednesday, April 16, 2025
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 25-035
DATE: March 19, 2025
TO: Council Budget and Finance Committee
FROM: Director of Finance
SUBJECT
Review and Approve of the Council Budget and Finance Committee February 19, 2025, Meeting Minutes
RECOMMENDATION
That the Council Budget and Finance Committee (CBFC) reviews and approves the February 19, 2025, CBFC meeting minutes.
SUMMARY
The CBFC held a meeting on February 19, 2025, and the draft minutes are attached for the CBFC’s review and approval.
ATTACHMENTS
Attachment I 2/19/2025 CBFC Meeting Minutes
CITY OF HAYWARD Printed on 3/14/2025Page 1 of 1
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ATT ACHMENT I
COUNCIL BUDGET & FINANCE COMMITTEE MEETING
Meeting Minutes of February 19, 2025
Call to Order: 5:31 p.m.
Members Present: Mayor Salinas, Councilmember Syrop, and Councilmember Bonilla Jr.
Members Absent: None
Staff: Dr. Ana Alvarez, Regina Youngblood, Dustin Claussen, Alex Ameri, Chief Matthews, Christina Crosby, Franchesca Hatfield, Crissy Mello, Nicholas Mullins, Franky Orellana
Guests: None
Public Comments: None
1. Approval of Meeting Minutes from January 15, 2025
Action: Minutes reviewed and unanimously approved.
2. Vacancy Report
Human Resources Director Frye presented
Councilmember Syrop Questions:
A. Are we seeing active requisitions to fill the vacant roles, or have they been sitting there for a long time?
- 74 vacancies out of 94 vacancies are tied to an active requisition. The length of vacancies can be misleading due to random assignments of position numbers creating an inaccurate recruitment timeframe. - Councilmember Syrop sees this as an opportunity to improve our process, increasing accuracy.
B. Have we explored recruitment incentives and programs for the Public Works department in the past? Have we considered consolidating the recruitment process to reduce barriers?
- Yes. We have an intentional look at all the vacancies through marketing and targeting recruitment.
Councilmember Bonilla Jr. Questions:
A. If there were no vacancies, would we have no temporary support? - We would have a smaller temporary support pool. There are temporary positions across the City that are not tied to vacancies.
B. What happens with the vacancy budget that is sitting in the department? Does the funding get reallocated?
- If it is an Enterprise Fund, it remains in the Capital Reserves until the position is filled. The money does not go anywhere. The Police department utilizes the funds to add additional staff that supplement vacancies, supplies and services due to increased standard cost, and to support programs. Vacancy savings are meant to be a temporary finance mechanism, not a permanent solution. Councilmember Syrop would like discussions around vacancy savings and what it is utilized for.
C. What’s an overhire?
- It depends, but for example, if we know a retirement is coming, we will recruit while the staff member is still here allowing training to happen alongside current employees. Once the individual leaves, the overhire will be eliminated.
D. If there are no vacancies, will that eliminate overtime? - It will not eliminate overtime. If we were fully staffed, we would have enough individuals to do the assignment, but it does not account for employees on any form of leave.
Mayor Salinas Questions:
A. Are we controlling and evaluating if artificial intelligence is being utilized during online testing for recruitment?
- We have the license to administer the test, but we do not have access to that information on our level. The assumption is that POST has things in place. In addition, we offer on-site testing one Saturday every five weeks.
C. Do we know what is driving the vacancies in Public Works? - Recruitment in all public agencies is always difficult, but Police and Public Works are consistently more difficult. There is a higher competition, and we are competing against the private sector which has more flexibility around compensation.
Action: The Committee received the presentation and provided feedback.
3. FY 2024-25 Mid-Year Budget Review and Five-Year General Fund Financial Model Update
Assistant Director Claussen presented
Councilmember Syrop Questions:
B. Are our settlement dollars coming from a pre-budgeted risk pool? - Yes. General Fund is the main contributor to the risk fund but it is not fully absorbed by the General Fund. The City Attorney will make his best estimate on when a settlement will occur but we do not budget for it because we are not sure when they will come. It typically happens the following year after the incident.
D. What is the two million referring to?
- One million dollars is allocated for St. Rose.
- Fire station 6 transfer out is the net balance.
Councilmember Bonilla Jr. Questions:
C. How do you justify expense trend with the even with a 2% cut? - There are additional things for consideration such as potentially higher revenue.
Mayor Salinas Questions:
D. Is there a range in the 20% reserve policy?
- It’s a goal of 20% of expenditures.
E. How are the departments handling the 2% cut request? How many conversations are departments having?
- We have given departments extra time to review their budget.
Finance has been assisting departments as needed and staff have been notified that the cuts will be further analyzed.
F. Do expense trends include the retirement benefits increase? - Yes.
G. What are the indicators for deep structural change?
- We get there incrementally by reviewing overall services to ensure efficiency and focusing on our core services against Council priorities.
Action: The Committee received the report and provided feedback.
4. Review and Approve the FY 2024-25 Agenda Planning Calendar When is the Budget Workshop?
- Saturday, May 10, 2025
Can we discuss the Hayward Community Foundation?
- Staff recommends doing additional work before bringing it to the Committee.
Expected date of draft budget?
- Friday, April 25, 2025
Action: The Committee reviewed the calendar and provided feedback.
Committee Members/Staff Announcements: None.
Adjournment: The meeting was adjourned at 6:53 p.m.
CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
File #: ACT 25-020
DATE: March 19, 2025
TO: Council Budget and Finance Committee
FROM: Director of Finance
SUBJECT
Review and Approve the 2025 Agenda Planning Calendar
RECOMMENDATION
That the Council Budget and Finance Committee reviews and approves the 2025 Agenda Planning Calendar.
SUMMARY
The 2025 Agenda Planning Calendar suggests agenda topics for the year for the Committee’s consideration.
ATTACHMENTS
Attachment I 2025 Agenda Planning Calendar
CITY OF HAYWARD Printed on 3/14/2025Page 1 of 1
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ATTACHMENT I
COUNCIL BUDGET AND FINANCE COMMITTEE
2025 Agenda Planning Calendar
March 19, 2025
Meeting Location: Conference Room 4A/Zoom Platform
Meeting Time: 5:30 p.m.
Meeting Dates: The Council Budget & Finance Committee generally meets monthly on the 3rd 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 16, 2025 Discussion on Mayor & City Council FY 2026 Budget FY 2026 Proposed Budget Discussion
May 21, 2025 Annual Review of City Issued Debt
Annual City Benefit Liabilities and Funding Plan Review June 18, 2025 FY 2026 Budget Process Debrief (Oral Presentation) July 16, 2025 Council Recess
August 20, 2025 TBD
September 17, 2025 Measure C Annual Report
Hayward Community Foundation Update
October 15, 2025 TBD
November 19, 2025 Investment Portfolio Review and FY 2026 Statement of Investment Policy and Delegation Authority (Oral Presentation by External Investment Manager)
FY 2025 Annual Audit Process (Oral Presentation by External Auditor) December 17, 2025 TBD
January 21, 2026 FY 2027 Budget Process and Calendar Review February 18, 2026 FY 2026 Mid-Year Budget Review and General Fund Long-Range Financial Model Update
March 18, 2026 FY 2027 Budget Update
Non-scheduled future agenda topics:
- 238 Parcel Sales Update (pending, requested 2/19/25)