August 2023 | Public Hearing Draft City of Morgan Hill Monterey Corridor Form-Based Code | 29-61
18.29.100.I “I” Terms
1. Illumination, External. Illumination resulting from the face of the sign reflecting light from an external light source intentionally directed upon it.
2. Illumination, Internal. A form of sign illumination that includes cabinet signs, single-color LED signs, signs constructed with pan channel letters, or indirect halo illuminated channel letters on an unlit or otherwise indistinguishable background on a freestanding sign or building wall.
18.29.100.J “J” Terms
No specialized terms beginning with the letter “J” are currently defined.
18.29.100.K “K” Terms
No specialized terms beginning with the letter “K” are currently defined.
18.29.100.L “L” Terms
1. LED (Light Emitting Diode). A semiconductor diode that emits light when a voltage is applied to it.
2. Light Fixture. A complete lighting assembly (including the lamp, housing, reflectors, lenses, and shields), less the support assembly (pole or mounting bracket). Includes luminous tubes, lamps or similar devices that are permanently installed or portable and used for illumination, decoration, or advertisement.
3. Light Fixture, Fully Shielded. A light fixture or luminous tube constructed and mounted such that all light emitted by the fixture or tube, either directly from the lamp, tube, or a diffusing element, or indirectly by reflection or refraction from any part of the light fixture, is projected below a horizontal plane. If the lamp or tube, any reflective surface, or lens cover (clear or prismatic) is visible when viewed from above or directly from the side, from any angle around the fixture or tube, the fixture or tube is not fully shielded. To be fully shielded these fixtures must be closed on top and mounted so that the bottom opening is horizontal.
4. Light Fixture, Unshielded. A light fixture that is not fully shielded or partially shielded. Even though the lamp in these fixtures is shielded from direct view when viewed from the side or above, reflective surfaces and/or lens covers are directly visible from the side.
5. Liner Building. An attached building with two main components: an interior building and an exterior building to conceal the interior building from the street on the front and street side. The interior building is usually a parking structure or large retail/entertainment space and the exterior building is intended for retail, service, office, or residential space. This type is a component of main street building form.
18.29.100.M “M” Terms.
1. Main Street Building. An attached building intended to provide a vertical mix of uses with ground floor retail, office, or service uses with individual entries, and upper floor office, service, or residential uses with one or more shared entries. This type is the primary component of main street building form.
2. Multiplex Large. A detached building that consists of seven to twelve side-by-side and/or stacked units, with one shared entry. This type is scaled to fit within medium intensity walkable neighborhoods.
3. Multiplex Small. A detached building that consists of three to six side-by-side and/or stacked units, with one shared entry or individual entries along the front. This type has the appearance of a house and is scaled to fit within low and medium intensity walkable neighborhoods.
29-62 | City of Morgan Hill Monterey Corridor Form-Based Code Public Hearing Draft | August 2023
18.29.100.N “N” Terms.
No specialized terms beginning with the letter “N” are currently defined.
18.29.100.O “O” Terms.
1. Open Space, Common. A portion of a site that is designated and intended for the use or enjoyment of the residents or owners of the development and/or the overall community. Common open space may contain such complementary structures and improvements as are necessary and appropriate for the benefit and enjoyment of the individuals using the space.
2. Open Space, Private. A usable open space adjoining and directly accessible to a dwelling unit, reserved for the exclusive use of residents of the dwelling unit and their guests.
18.29.100.P “P” Terms.
1. Parking Driveway Width. The horizontal measurement of an access driveway to a parking area, measured perpendicular to the direction of travel.
2. Passage. An informal or formal gathering space that serves as a pedestrian connector between other gathering places, streets, and/or parking areas. Passages are usually hardscaped and located near the middle of a block, providing a pedestrian connection through a block. Passages may be linear or L-shaped. Passages provide additional frontage opportunities for retail and/or residential uses along edges.
3. Pocket Park/Plaza. A small-scale landscaped or hardscaped open space designed to provide opportunities for neighborhood gathering and/or passive recreation, generally for those who live within walking distance. Pocket parks/plazas are accessible from the public right-of-way, but clearly delineated as a separate space.
4. Plaza. A space available for civic purposes and commercial activities intended to add to the activity and vibrancy of streets and neighborhoods. Plazas are formal spaces with interior green spaces and defined edges made primarily of hardscape materials.
5. Porch, Engaged. The main facade of the building is setback from the right-of-way and a porch is attached providing access to the building. The porch provides necessary physical separation for the private lot from the public right-of-way. The engaged porch has two adjacent sides attached to the building while the other two sides are open.
6. Porch, Projecting. The main facade of the building is setback from the right-of-way and a porch is attached providing access to the building. The porch provides necessary physical separation for the private lot from the public right-of-way. The projecting porch is open on three sides and projects in front of the primary building wall.
7. Projection. Any architectural feature, structure, or structural element, such as an gallery, fence, garden wall, porch, stoop, balcony, bay window, or terrace, that breaks the plane of a horizontal regulatory limit extending into the facade zone or a setback.
8. Public Realm. The physical and social domain of the public that is held in common either by their physical presence or by visual association. This includes, but is not limited to plazas, squares, parks, thoroughfares, public frontages, private frontages, civic buildings, and civic spaces.
18.29.100.Q “Q” Terms.
No specialized terms beginning with the letter “Q” are currently defined.
August 2023 | Public Hearing Draft City of Morgan Hill Monterey Corridor Form-Based Code | 29-63
18.29.100.R “R” Terms.
1. Recessed Entry. An entrance to a building that is set back from the facade of the building.
2. Recreation, Active. Recreational pursuits usually performed with others and often requiring equipment which require physical alteration to the area in which they are performed. Such areas are intensively used, and include but are not limited to playgrounds, sport courts, baseball/softball and other field sports, and swimming pools.
3. Recreation, Passive. Recreational pursuits involving existing natural resources which can be carried out with little alteration or disruption to the area in which they are performed. This includes, but is not limited to, such activities as walking, hiking, bicycling, bird and animal watching, and picnicking.
4. Regulating Plan. The map of an area designating the locations of form-based zoning districts. A regulating plan may be incorporated into the City’s official Zoning Map.
5. Right-of-Way. A strip of land acquired by reservation, dedication, forced dedication, prescription, or condemnation for public use for pedestrian and vehicular movement occupied by a road, crosswalk, railroad, electric transmission lines, oil or gas pipeline, water line, sanitary storm sewer or other public utility or facility.
18.29.100.S “S” Terms.
1. Shopfront. The main facade of the building is placed at or near the right-of-way with an at-grade entrance along the sidewalk. The shopfront is generally intended for retail or service uses and has substantial glazing at the ground floor level.
2. Sidewalk. The portion of a right-of-way that is paved and intended exclusively for pedestrian use, and often installed between the curb and adjacent property lines.
3. Sign, Awning. A roof or cover that projects from the wall of a building over a door or window, and made of canvas, aluminum or a similar material, which may be fixed in place or retractable for the purpose of shielding a doorway or window from the elements.
4. Sign, Blade. A permanent sign mounted either to the wall of a building by means of a bracket or attached to the underside of the lintel, arch, or other overhead structure above a porch or walkway and which is typically hung perpendicular to the wall of the building.
5. Sign, Canopy. A sign painted on, printed on, or otherwise attached flat against the surface of a canopy.
6. Sign, Marquee. A permanent sign structure placed over the entrance to a building and typically used for a theater or other entertainment use.
7. Sign, Monument. A permanent, freestanding sign with a solid base that is at least 60 percent the width of the sign face.
8. Sign, Projecting. A permanent sign that is attached to and extends perpendicular from the wall of a building.
9. Sign, Suspended. A permanent sign attached to or suspended from the underside of an arcade, canopy, or marquee and oriented to pedestrian traffic.
10. Sign, Wall. A permanent sign affixed to or erected against the wall or fascia of a building or structure, with the exposed face of the sign parallel to the plane of the wall or fascia to which it is affixed or erected.
11. Sign, Window. A permanent or temporary sign posted, painted, placed, or affixed in or on a window, or otherwise exposed to public view through a window.
12. Stoop. The main facade of the building is near the right-of-way and the stoop engages the sidewalk. The stoop is elevated above the sidewalk to ensure privacy within the building. The entrance is usually an exterior stair and landing.
13. Street Frontage. See the definition for “Frontage Line.”
29-64 | City of Morgan Hill Monterey Corridor Form-Based Code Public Hearing Draft | August 2023
18.29.100.T “T” Terms.
1. Tandem Parking. A parking space deep enough to allow two cars to park one behind the other.
2. Terrace. The main facade of the building has an elevated terrace that projects outward and engages the sidewalk with frequent stairs. The terrace allows at-grade access to all ground floor uses due to natural grade constraints or by artificially elevating the terrace floor. The terrace acts as a buffer from the sidewalk and may be landscaped to provide additional privacy. Building activities are slightly separated from the adjacent sidewalk by the terrace finish level, and the depth of the terrace provides space for outdoor seating, private yards, or any other appropriate uses.
3. Townhouse. An attached building that consists of three to ten units placed side-by-side with individual entries along the front. This type has a rear yard and is located within medium and high intensity walkable neighborhoods, or on or near a neighborhood main street.
4. Transparency. The area of a building frontage/facade that must contain transparent glass in order to improve building/tenant visibility and complement walkable environments.
18.29.100.U “U” Terms.
1. Unit. A discrete portion of a building.
2. Upper Floor. A floor in a building containing habitable space that is located above the ground floor.
18.29.100.V “V” Terms.
1. Valance. The vertical front face of an awning, parallel to the face of the building to which it is mounted.
18.29.100.W “W” Terms.
1. Walkway. A paved way located on one or more lots used for pedestrians and for the exclusive use of the lot owner(s), their guests, and invitees.
18.29.100.X “X” Terms.
No specialized terms beginning with the letter “X” are currently defined.
18.29.100.Y “Y” Terms.
No specialized terms beginning with the letter “Y” are currently defined.
18.29.100.Z “Z” Terms.
No specialized terms beginning with the letter “Z” are currently defined.
1 Monterey Corridor
Form-Based Code
City of Morgan Hill
City Council Public Hearing
August 23, 2023
2 Introductions
City of Morgan Hill
Adam Paszkowski, CPD – Principal Planner
Lisa Wise Consulting, Inc.
Roger E. Eastman, AICP – Director
Abby Weizer – Associate
3 Today’s Agenda
1. Project Background and Overview
2. Introducing Form-Based Codes (FBC)
3. Overview of the Morgan Hill FBC
4. Edits from July 25, 2023, Planning Commission Hearing
5. Impact of Recent California Housing Legislation
6. Summary and Concluding Thoughts
7. Questions, Discussion, and Decision
4 Project Background and
Overview
5 Process Overview
We are
here.
6 General Plan Corridor Vision
North and south of Downtown will transform from
its current predominantly strip commercial
character to a vibrant mixed-use corridor that
encourages walking and biking.
Mostly implements the Mixed-Use Flex zone, 7 –
24 units/acre
Buildings will front onto the street and a range of
commercial and office uses will be located within
close proximity to attached residential units.
Density will decrease with distance from
Downtown.
7 Expansion of the PDA
• PDA – Priority Development Area
• With the expansion of the PDA, the City is
required to update the Downtown Specific Plan.
• However, funding for the Specific Plan has not
yet been provided.
• The FBC serves as the basis for the future
Specific Plan update.
8 Introducing Form-Based Codes
9 What the community said it wanted …
A well-intentioned policy statement: Infill and develop in existing urbanized areas. Build affordable multi-family housing near transportation corridors.
Source: Steve Price,
Urban Advantage
10 What the community actually got …
A well-intentioned policy statement: Infill and develop in existing urbanized areas. Build affordable multi-family housing near transportation corridors.
Source: Steve Price,
Urban Advantage
11 Why does zoning matter?
• Zoning matters because of the type
of place we want to create.
• Different places need different
regulations.
12 Yesterday’s Tools
Separation of Uses
This is “red” on the zoning map … and so is this
Any Place, USA Some Place, USA
13 Different Places Need Different Regulations
Walkable Urban Transition Drivable Suburban
14 What is a Form-Based Code?
A form-based code is a land development regulation that fosters predictable built results and a high-quality public realm by using physical form (rather than separation of uses) as the organizing principle for the code. A formbased code is a regulation, not a mere guideline, adopted into city, town, or county law. A form-based code offers a powerful alternative to conventional zoning regulation. – Form-Based Code Institute
15 What is a Form-Based Code?
• The primary goal is to shape public
space:
Place buildings to create a desirable
public realm/public space
Design great streets
Regulate building form
The goal of form-based codes is not
about regulating style
Source: Steve Price, Urban Advantage
Before
After
NOTE: In Morgan Hill, the FBC does not regulate
the public right-of-way – Monterey Corridor
16 Regulating Mechanism
Use/Density Form Management Management Form Use
Conventional Zoning Form-based Zoning
17 FBC Elements
• Regulating Plan
• Form-Based Zones
• Building and Frontage Standards
• Civic Space Standards (Streets)
• Supplemental Standards
• Administration
• Definitions
18 Why is a Form-Based Code Different?
Conventional Zoning:
… buildings are random
Form-Based Code:
… focus on public spaces and buildings
19 Why is a Form-Based Code Different?
Conventional Zoning:
… focus on land uses
Form-Based Code:
… focus on form of buildings and streets
20 Common Applications of FBCs
• Revitalize a Downtown
• Transit-Oriented Development
• Retrofit/Infill on Vacant or Underutilized Sites
• Protect Neighborhood/City Character
Why do communities choose form-based codes?
21 Overview of Morgan Hill’s
Form-Based Code
22 Morgan Hill Regulating Plan
23 Overview of the Morgan Hill FBC
18.29.010 Introduction
18.29.020 Purpose and Applicability of the Form-Based Code
18.29.030 Form-Based Zoning Districts
18.29.040 Building Type Standards
18.29.050 Frontage Type Standards
18.29.060 Civic Space Standards
18.29.070 Land Use Standards
18.29.080 Standards Supplemental to Form-Based
Zoning Districts
18.29.090 Permits and Administration for Form-Based
Zoning Districts
18.29.100 Definitions for Form-Based Zoning Districts
24 Section 18.29.030, Form-Based Zoning Districts
A. FB-N, Neighborhood Zoning District
• Neighborhood character
• Housing accessible to range of income levels
• Walkable environment close to neighborhood- serving commercial uses B. FB-C, Corridor Zoning District
• Mixed-use, walkable character
• Ground floor commercial or services uses with
mix of residential, service and/or office uses on
upper stories
C. FB-UB Urban General Zoning District
• Business-oriented with variety of supporting uses
and high-intensity residential projects
• Clustered job opportunity centers
25 Zone Standards
• Regulations vary based on the intensity
of the zone to control lot dimensions,
building placement, height, coverage,
and encroachments
• Helps define and shape the public realm
– more walkable
26 Section 18.29.040, Building Type Standards
Purpose and Intent/Applicability
House
Accessory Dwelling Units
Duplex/Duet
Multiplex Small
Multiplex Large
Bungalow Court
Townhouse
Courtyard Building
Main Street Building
Liner Building
27 Section 18.29.050, Frontage Type Standards
Purpose and Intent/Applicability
Forecourt
Front Yard
Porch, Engaged
Porch, Projecting
Shopfront
Stoop
Terrace
28 Section 18.29.060, Civic Space Standards
Purpose and Intent/Applicability
Passage
Pocket Park/Plaza
Plaza
29 Section 18.29.070, Land Use Standards
A. Purpose and Applicability
B. Permitted Land Uses
C. Specific to Use Standards
30 Section 18.29.080, Supplemental Standards
A. Purpose and Applicability
B. Landscaping Standards
C. Outdoor Lighting Standards
D. Open Space Standards
E. Parking and Loading Standards
F. Sign Standards
31 Changes from July 2023 PC Hearing
1. Removed “typical” and “typically” from
building type text
2. Added both projecting and engaged
porches to the permitted frontage types in
the FB-C zoning district
3. Added ground floor building height limits
in the FB-UG zoning district
32 Impacts of Recent CA Housing Legislation
1. State law will always supersede any local
zoning code’s provisions (added to Section
18.29.020.C, Applicability)
2. Best practice – do not try to update City’s
zoning code for every state law requirement
3. The provision of housing is consistent across
all zones
4. Regulating plan – mixed-use commercial on
first floor; residential above, especially at
intersections
5. Cross-references to existing zoning code e.g.,
ADUs
6. The FBC includes objective standards.
33 Summary & Concluding Thoughts
• The FBC implements the Morgan Hill 2035 General Plan
– create more vibrant mixed-use development on the
Monterey Corridor
• Implements Mixed-use Flex (7-24 du/pa) land use
designation
• FBC will serve as the basis for the future Downtown
Specific Plan
• FBC provides predictable built results with new
regulations
• Incorporates objective standards
• FBC is consistent with recent CA housing legislation
• Planning Commission recommendations are already
incorporated into the FBC presented to the Council.
34 Thank you!
14 CITY COUNCIL STAFF REPORT
MEETING DATE: August 23, 2023
PREPARED BY:
Dat Nguyen, Finance Director
APPROVED BY: City Manager
ADOPT A RESOLUTION ESTABLISHING CREDIT CARD PAYMENT
SERVICE FEES FOR UTILITIES, BUSINESS LICENSES, RECREATION
SERVICES, AND ALL OTHER PAYMENTS MADE BY CREDIT CARD
RECOMMENDATION(S)
1. Open/Close public hearing;
2. Adopt a resolution establishing credit card service fees for utilities, business licenses, recreation services, and all other payments made by credit card;
3. Approve an additional 0.50 FTE Accounting Assistant II if the credit card service fee for utilities is established; and
4. Authorize the City Manager to review and adjust the credit service fees annually to offset any potential future increases in bank fees.
COUNCIL PRIORITIES, GOALS & STRATEGIES
2022-2023 Strategic Priorities
Fiscal Sustainability
Community Outreach, Engagement, and Messaging
REPORT NARRATIVE:
POLICY CONSIDERATIONS:
Should the City establish credit card service fees for payments made by credit card for:
1) Utilities; and or
2) Business licenses; and or
3) Recreation services; and or
4) All other.
REPORT NARRATIVE:
At the May 3, 2023 City Council meeting, the majority of the Council voted to direct staff to move forward with the possibility of charging credit card service fees on all City services. Staff does not recommend charging credit fees on utilities, business licenses, recreation services, and all other except the already established credit card fee for development services and transient occupancy tax (TOT) payments made by credit card, as many customers would opt to pay by cash or check, increasing staff workload, and negating the funds saved by passing along credit card fees. In addition, many utility
14 customers would avoid the fees, thus no longer opting to be environmentally friendly (having their statements sent via email and payments made electronically).
Currently, the City only charges credit card service fees of 2.7% on development services and TOT payments made by credit card. Recreation programs rely on easy-tosign-up online services through credit card payment. Encouraging those to avoid online registration to pay in person is not recommended. It would be a near certainty that significant additional staffing costs would be required to manage an increase in cash and check payments for Recreation Services as well as Utilities and negate any additional revenues associated with the addition of credit card service fees. It may also result in fewer people enrolling in Recreation programs.
Staff surveyed surrounding cities and agencies that either process utility payments and or have recreation programs and services. None of the cities and agencies surveyed charge credit card service fees for utility payments and recreation programs and services. For utilities, surveyed cities include San Jose, Gilroy, Hollister, Watsonville, Santa Clara, and Scott Valley. For recreation programs and services, surveyed cities include Campbell, Gilroy, Santa Clara, Mountain View, Palo Alto, Sunnyvale, and the County of Santa Clara.
Charging of credit card service fees for utility payments may reduce the number of customers signing up accounts for auto pay and increase staff workload to process the expected higher number of payments by checks and or cash. The same would be applied to recreation programs and services. In addition, payment networks such as Visa and Mastercard would take away the low credit card service fees that they charge the City for utility payments made by credit card should the City implement credit card service fees for utility payments. Currently, payment networks charge the City $0.75 per transaction for each utility payment made by credit card. Including payment processor and bank fees, the credit card service fee for utilities is about 1.5% versus about 3.0% or higher if the City does not qualify for the low credit card service fees for utility payments.
However, should the City Council move forward with establishing credit card service fees for utilities, business licenses, recreation services and or all other payments made by credit card, staff is proposing a credit service fee of 2.90% for business license payments made by credit card; 2.87% for recreation services; and 2.70% for utilities and all other payments made by credit card. In addition, staff is requesting the City Council to approve an additional 0.50 FTE Accounting Assistant II to assist with the anticipated increase in service demand as a result of the credit card service fee for utility payments.
Furthermore, due to the current system that the City is currently using for Recreation Services, implementing a credit service fee for Recreation Services is not feasible at this time. The Recreation Division is currently evaluating alternative software systems, but many of the software systems evaluated to this point do not have the ability to add a separate service fee for credit cards versus debit cards, which ultimately may result in the inability for Recreation Services to implement a credit card service fee. Recreation Services operates in a quasi-business model to achieve high levels of cost recovery,
14 with fees regularly adjusted by the Division and City Manager to ensure continued enrollment and cost recovery. The market for this software is specialized and products are typically designed towards the best practices for the field, resulting in this type of service fee not occurring as a normal practice. Therefore, this functionality may not be available. Should the new software allow for credit card only service fees and the Council choose to move forward in this area, staff could implement the credit card service fee for Recreation Services at a future time. It is preliminarily estimated that increased costs for staffing for the recreation facilities as a result of increasing in-person payments would total $60,000 and likely result in a negative net revenue.
Finally, staff is recommending the Council to authorize the City Manager to review and adjust the credit card service fees annually to offset any potential future increase in bank and merchant processor fees when residents and customers are paying by credit card.
COMMUNITY ENGAGEMENT:
Inform
This public hearing has been properly noticed in the Morgan Hill Times on August 11, 2023. In addition, an e-blast was sent to all registered community members.
Furthermore, an email was sent by HdL Companies, the City's third party business license processor, to Morgan Hill businesses as well as notification on the most recent utility bills to notify of this public hearing.
ALTERNATIVE ACTIONS:
The Council has the discretion not to adopt the potential fees or lower them.
PRIOR CITY COUNCIL AND COMMISSION ACTIONS:
On May 3, 2023, the majority of the Council voted to bring this item forward.
FISCAL AND RESOURCE IMPACT:
Staff does not anticipate any material increases in net revenue from the credit card service fees as any potential increases in revenue would be offset by an increase in staffing costs.
CEQA (California Environmental Quality Act):
Not a Project
Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
RESOLUTION NO. 23-xxx
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF MORGAN HILL ESTABLISHING CREDIT
CARD SERVICE FEES FOR UTILITIES, BUSINESS
LICENSES, RECREATION SERVICES, AND ALL
OTHER PAYMENTS MADE BY CREDIT CARD
WHEREAS, the City Council, pursuant to Section 3.50.010 of the Morgan Hill Municipal Code (“Code”), requires the recovery of costs reasonably born from fees and charges levied in providing the regulation, products or services enumerated in Code Chapter
3.50 – Fee and Service Charge Revenue/Cost Comparison System; and WHEREAS, the City of Morgan Hill has conducted a fee study to calculate the costs reasonably borne to the specified payment by credit card, which study has been available to the public for at least ten (10) days prior to the adoption of this Resolution; and WHEREAS, the proposed establishment of the fees that are the subject of this Resolution was agendized for consideration by the City Council of the City of Morgan Hill at a duly noticed public hearing of the Council held on August 23, 2023 at which hearing all interested persons were afforded an opportunity to be heard on said proposed fees; and WHEREAS, the Council heard all relevant testimony and reviewed all written materials submitted in connection with its hearing on this Resolution.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MORGAN HILL DOES HEREBY FIND, DETERMINE, RESOLVE, AND ORDER AS FOLLOWS:
1. The City Council has conducted an extensive analysis of its credit card service fees, including the cost to the City for payments made by credit card; and
2. Based upon the analysis and the provided information, the City (i) identifies the purpose of the proposed fees, (ii) identifies the use to which the fees will be put, (iii) demonstrates a reasonable relationship between the fees’ use and the types of services on which the fees are imposed, and (iv) demonstrates a reasonable relationship between the amount of the fees and the cost of the City's services attributable to the applications on which the fees are imposed; and
3. The City Council finds and determines the fees calculations utilized to establish credit card service fees for utilities, business licenses, recreation services, and all other payments made by credit card will not cause fee revenues to exceed the estimated cost reasonably borne of providing the services which the fees are levied; and
4. The City Council hereby adopts and approves the establishment of credit service fees for utilities, business licenses, recreation services, and all other payments made by credit card as set forth in attached Exhibit A and incorporated by this reference; and
City of Morgan Hill
Resolution No. 23-xxx
5. The City Council finds and determines that it is reasonable to annually adjust credit card service fees up to the amount charged by the City’s banks and credit card processors; and
6. The City Manager or his/her designee is hereby authorized and directed to amend the City Fee Schedule to reflect the fees as set forth in Exhibit A.
7. Effective Date. This Resolution shall take effect upon its adoption; provided, however, that the New Fees established hereunder shall first be imposed and collected sixty (60) days from the date of adoption of this Resolution.
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Morgan Hill at a regular meeting held on the 23th day of August 2023.
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSTAIN: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
APPROVED: ATTEST:
____________________________ ___________________________ MARK TURNER, Mayor MICHELLE BIGELOW, City Clerk
CERTIFICATION
I, Michelle Bigelow, City Clerk of the City of Morgan Hill, California, do hereby certify that the foregoing is a true and correct copy of Resolution No. 23-xxx, adopted by the City Council at a regular meeting held on August 23, 2023.
WITNESS MY HAND AND THE SEAL OF THE CITY OF MORGAN HILL.
DATE: _____________________ ___________________________________ Michelle Bigelow, City Clerk
3 City of Morgan Hill
Resolution No. 23-xxx
EXHIBIT A
PROPOSED CREDIT CARD SERVICE FEES FOR UTILITIES,
BUSINESS LICENSES, RECREATION SERVICES, AND ALL
OTHER PAYMENTS MADE BY CREDIT CARD
UTILITY BILLING
Total amount processed less debit and prepaid cards from January 2021 to December 2022 $14,961,173
Total credit card fees less debit and prepaid cards fees paid by City from January 2021 to December 2022 $226,437
Percentage 1.51% *
CURRENT FEE 0.00%
PROPOSED FEE 2.70%
* At discount rate for payment classified as utilities and for not imposing credit card fee.
4 City of Morgan Hill
Resolution No. 23-xxx
BUSINESS LICENSE
Total amount processed less debit and prepaid cards from January 2021 to December 2022 $512,983
Total credit card fees less debit and prepaid cards fees paid by City from January 2021 to December 2022 $14,877
Percentage 2.90%
CURRENT FEE 0.00%
PROPOSED FEE 2.90%
5 City of Morgan Hill
Resolution No. 23-xxx
RECREATION SERVICES
Total amount processed less debit and prepaid cards from January 2021 to December 2022 $1,596,734
Total credit card fees less debit and prepaid cards fees paid by City from January 2021 to December 2022 $45,835
Percentage 2.87%
CURRENT FEE 0.00%
PROPOSED FEE 2.87%
6 City of Morgan Hill
Resolution No. 23-xxx
ALL OTHER
Total amount processed less utilities, debit and prepaid cards from January 2022 to February 2023 $2,068,394
Total credit card fees less utilities, debit and prepaid cards fees paid by City from January 2022 to February 2023 $56,108
Percentage 2.71%
CURRENT FEE 0.00%
PROPOSED FEE 2.70%
15 CITY COUNCIL STAFF REPORT
MEETING DATE: August 23, 2023
PREPARED BY:
Jennifer Carman, Development Services Director
APPROVED BY: City Manager
APPROVE DESIGN GUIDELINES FOR VEHICLE DEALERSHIPS
RECOMMENDATION(S)
Approve Design Guidelines for Vehicle Dealerships
COUNCIL PRIORITIES, GOALS & STRATEGIES
City Council Ongoing Priorities
Maintaining and Enhancing Infrastructure
Supporting our Youth, Seniors, and Entire Community
Preserving and Cultivating Public Trust
2022-2023 Strategic Priorities
Economic Development
Guiding Documents
Economic Blueprint
Morgan Hill 2035 General Plan
REPORT NARRATIVE:
On June 21, 2023, the City Council approved an ordinance amending section 18.24.020 (Land Use Regulations) of 18.24 (Commercial Zoning Districts) of Title 18 (Zoning) of the Municipal Code of the City of Morgan Hill amending the Administrative Office (CO) Zoning District to allow vehicle-related uses and other compatible uses on minimum one-acre lots. As part of the City Council's adoption of the proposed ordinance, the Council directed staff to return with specific design guidelines for vehicle sales.
To assist with the development of the guidelines, the City has engaged the services of Frank Fuller of Urban Design Studio to review best practices across the architectural design community to help create design guidelines as well as visual depictions that articulate good design elements.
With the addition of Vehicle Sales uses to the Administrative Office (CO) zoning district, there is potential for new auto dealerships or other vehicle sales uses to establish in Morgan Hill. The City has the opportunity to guide how the site design and general appearance of these uses will look and feel to surrounding properties and the public.
While individual businesses often have OEM (Original Equipment Manufacturer)
15 standards for building design, the unification of individual site design standards can help bring different uses together in a cohesive pattern that complements one another.
Through Design Guidelines, the City also has the ability to prohibit undesirable features of typical dealerships seen throughout the Bay Area.
City staff presented draft Design Guidelines to the Planning Commission on August 8, 2023 for discussion and comment. The Planning Commission was generally supportive and suggested additional items for consideration that are included in this report.
The proposed Design Guidelines (Attachment 1) are intended to be applied to new vehicle dealerships in addition to the existing regulations and guidelines as contained in the Morgan Hill Municipal Code and Architectural Review Handbook. Vehicle dealerships located within an existing PD are not subject to the proposed Design Guidelines.
The proposed Design Guidelines are organized to address public and City Council concerns in the following areas: Site, Building, Landscaping, Parking, Lighting and Signage. The proposed guidelines encourage sites and buildings to be clean, high quality, subtle, and sophisticated. They encourage buildings and showrooms to orientate towards the street and utilize 360-degree architecture. They encourage the integration of service areas and general operations into the building design to minimize unsightly public right-of-way facing views. The proposed guidelines discourage large swaths of parked cars, light pollution, impacts on adjacent properties, and undesirable features. City staff will have the ability to review and address design features and elements during the Design Review and entitlement process.
Lastly, Design Guidelines are just one of the tools that can be used to influence how auto dealerships develop. In most cases, an auto dealership developer will require financial incentives such as a fee freeze agreement, a fee financing agreement, and/or a sales tax sharing agreement in order to make the project financially feasible. These incentives can be used to help shape the project in a way that is compatible with the surrounding neighborhoods and the Morgan Hill community.
COMMUNITY ENGAGEMENT:
On Monday, July 31, City staff held a meeting with community stakeholders who had previously expressed an interest in the CO Zoning Text Amendment and the location of auto/vehicle dealers on the Trammell Crow North 30 property to hear their concerns and gather feedback to be included in the design guidelines. On August 8, 2023, staff held a public workshop with the Planning Commission to review draft guidelines and receive additional input.
ALTERNATIVE ACTIONS:
The City Council could choose to modify the proposed Design Guidelines for Vehicle Dealerships or could choose not to adopt the proposed Design Guidelines and allow the existing Morgan Hill Municipal Code and Architectural Review Handbook to guide the design of any future vehicle dealership.
15 PRIOR CITY COUNCIL AND COMMISSION ACTIONS:
On June 21, 2023, the City Council directed staff to develop design guidelines for vehicle sales as part of the changes to the Administrative Office (CO) Zoning District to allow vehicle-related uses and other compatible uses on minimum one-acre lots.
On August 8, 2023, the Planning Commission reviewed draft Design Guidelines and provided discussion and comment.
FISCAL AND RESOURCE IMPACT:
The proposed Design Guidelines have no fiscal impact.
CEQA (California Environmental Quality Act):
There are no new significant environmental impacts or previously identified significant impacts associated with the Project. Therefore, the City determined that an Addendum to the Morgan Hill 2035 General Plan Final Environmental Impact Report (EIR) is the appropriate California Environmental Quality Act (CEQA) document to address project modifications in accordance with CEQA Guidelines Section 15164. CEQA Guidelines Section 15164(c) provides that an addendum need not be circulated for public review.
City of Morgan Hill
Design Guidelines for Vehicle Dealerships
August 23, 2023
Applicability
The following Design Guidelines are to be applied to new vehicle dealerships. The Design Guidelines apply in addition to existing regulations and guidelines as contained in the Morgan Hill Municipal Code and Architectural Review Handbook. Vehicle dealerships located within an existing PD are not subject to the Design Guidelines.
Site Design
1. Site frontages of highways and public streets should minimize the number of visible vehicles in exterior display areas.
2. Showrooms are encouraged over exterior vehicle display areas that front onto a public street. Interior vehicle display should be limited to ground level and second floor only.
3. To enhance the visual prominence of the dealership building, interior vehicle showrooms should be located on the front portion of the site and oriented towards the street.
4. To reduce visual presence of vehicle maintenance areas, vehicle service entrances and service bays should be integrated within the design of the main building, when possible, be less prominent than the main building, and screened from public right-of-way vantage points.
5. For contiguous dealerships, dealershipsshould be designed to provide cohesive vehicular and pedestrian access and connectivity between dealerships and other adjacent uses for ease of customer accessibility.
6. Onsite circulation should include efficient space to support vehicular deliveries and auto service access to reduce overflow to off-site parking.
7. To improve the visual aesthetics of contiguous dealerships, large expanses of exterior vehicle display and storage areas should be divided into smaller areas with landscaping.
8. Vehicle exterior display areas, which are elevated above grade (i.e., display pedestals of any type), and exterior display areas with automated movement are prohibited.
9. Outdoor amenities, including seating, tables, and covered areas with shade, are encouraged on dealership sites.
10. Noise on dealership sites from a public address system, from service departments, or other sources should be minimized.
11. Accessory structures, including charging stations for electric vehicles, should be consistent with the overall design of the dealership, especially for contiguous dealerships.
City of Morgan Hill
Design Guidelines for Vehicle Dealerships
August 23, 2023
2 Building Design
12. A compatible architectural design is encouraged for contiguous dealerships in order to create a visually unified and attractive environment.
13. Dealership buildings should have high quality architectural designs with recessed windows and entries that include large display windows.
14. All sides of a building that are visible from public right-of-way vantage points should have a consistent architectural quality, design, and use of materials. When adjacent to the freeway or between two streets, buildings should consider two frontages or 360-degree architectural design.
15. Parked and stored vehicles in a building should be screened from view except in ground or second level showrooms.
16. Service bay entrances should be designed to minimize sight lines into the interior of service bays and parts departments.
17. Accessory and ancillary structures should be architecturally compatible to the overall design of the dealership.
Landscaping
18. All landscaping features will be required to meet the City Water Efficiency Ordinance.
19. Landscape buffers should be incorporated along frontages of highways and public streets.
20. Large stormwater retention and treatment basins should be located away from public streets, when possible.
21. Accent paving such as stamped concreate or pavers is encouraged at main entrances.
22. For contiguous dealerships , landscaping, screening walls, and fences should be complementary amongst dealerships.
Parking
23. Customer and employee parking and storage of vehicles for dealerships should be accommodated within the boundaries of each dealership and not on public or private streets.
24. Structured parking is encouraged. Vehicle parking and storage within structures or on the roofs of buildings should not be visible from ground level vantage points.
City of Morgan Hill
Design Guidelines for Vehicle Dealerships
August 23, 2023
3 Lighting
25. Parking areas should have lighting capable of providing adequate illumination for security and safety.
26. Lighting should be energy-efficient and have brightness and color necessary for the use of the on-site vehicles and structures, as well as for the needs of pedestrians.
27. Lighting levels of interior and exterior vehicle display areas should be minimized after normal business hours.
28. Lighting levels need to be in conformance with the City of Morgan Hill performance standards.
29. Lighting on dealership site areas and buildings should have fixtures that shield direct light from visibility from neighboring properties and from public streets.
30. Lighting sources on dealership site areas and buildings should not have motion, such as search lights that are aimed at the sky.
31. Building illumination and architectural lighting should be indirect in character (light sources should be minimally visible). Indirect wall lighting or “wall washing”, exterior overhead down lighting, or interior indirect illumination that spills outside the building is encouraged. Architectural lighting should articulate and animate building design and provide functional lighting for the safety and clarity of pedestrian movement.
Signage (The signage Design Guidelines are reflective of standards that are included in the Morgan Hill Municipal Code Chapter 18.88)
32. Electronic or digital billboards are discouraged.
33. Signs should have a unified and coordinated approach to design, including materials, color, type, size, lighting, placement, and the design should be in accordance with a Master Sign Program that is approved by the Planning Commission.
34. Signage design should have a consistent approach for size, lighting and placement amongst multiple vehicle dealerships that are contiguous on a single site.
35. Wayfinding signage for both vehicle and pedestrian movement is encouraged.
36. Any Freestanding Freeway-Oriented signs adjacent to the Highway 101 right-of- way (pursuant to MHMC Section 18.88.100.C) should be shared by multiple dealerships, located to be seen from both directions of traffic, and exhibit the architectural theme of
City of Morgan Hill
Design Guidelines for Vehicle Dealerships
August 23, 2023
4 the associated dealership.
37. Items which move in the wind, such as large banners, large flags, balloons, and inflatable objects are prohibited on vehicle dealership sites, except for one flagpole per dealership. The following types of signs are prohibited per MHCC Section 18.88.050:
a. Banner signs
b. Inflatable signs
c. Pole signs
d. Roof signs
e. Portable signs
f. Neon signs
38. Temporary signs are allowed in accordance with MHMC Section 18.88.120
39. Temporary promotional banners and flags are exempt from the Master Sign Program requirements.
16 CITY COUNCIL STAFF REPORT
MEETING DATE: August 23, 2023
PREPARED BY:
Dat Nguyen, Finance Director
APPROVED BY: City Manager
RECEIVE MONTHLY BUDGET UPDATE; PRELIMINARY FY 22-23
FINANCIAL AND INVESTMENT REPORTS; AND CITY MANAGER
AUTHORITY REPORT.
RECOMMENDATION(S)
Accept and file Preliminary Fiscal Year (FY) 2022-2023 Financial and Investment Report and City Manager Authority Report.
COUNCIL PRIORITIES, GOALS & STRATEGIES
City Council Ongoing Priorities
Preserving and Cultivating Public Trust
2022-2023 Strategic Priorities
Fiscal Sustainability
Community Outreach, Engagement, and Messaging
REPORT NARRATIVE:
As part of the City Council’s expectation to maintain a high level of transparency and to be responsible stewards of public funds, staff is providing the monthly budget update, and the preliminary Fiscal Year (FY) ending June 30, 2023 financial and investment reports.
Preliminary Fiscal Year Ending June 30, 2023
General Fund:
Revenues totaled $52.0 million, slightly more than the amended budget of $51.7 million.
This is primarily due to higher tax collections, while TOT and recreation services revenues continued to be negatively impacted from the pandemic. However, recreation services performed better than budget on a net basis. Preliminary General Fund expenditures and encumbrances for the fiscal year ending June 30, 2023 totaled $56.1 million, of which approximately $2.7 million is attributable to outstanding encumbrances, compared to prior year expenditures, including encumbrances, of $48.4 million. This represents an increase of $7.7 million, including encumbrances, compared to the prior year. Excluding the encumbrances, expenditures increased by about $6.6 million mainly due to new programs launched this year, such as Innovative Transit and County Solid Waste Program, the gradual recovery in Recreation Services, as well as additional staffing programmed in the current year along with better staff recruitment and retention
16 efforts citywide.
Development Services:
Preliminary revenues for the fiscal year ending June 30, 2023 totaled $5.9 million, slightly lower than the prior year's actual of $6.0 million and the current year's amended budget of $6.2 million. Preliminary FY22-23 expenditures, including encumbrances, totaled $5.9 million. The net result is zero impact to the fund balance, which matches the budget.
Enterprise Funds:
Water and Wastewater revenues totaled $59.9 million. The Wastewater Operating Fund’s preliminary total revenue amounted to $15.3 million, better than budget by approximately $0.5 million or about 4%. The Water Operating Fund’s preliminary total revenue amounted to $18.1 million, approximately $0.5 million or about 2% more than budgeted. Preliminary FY 2022-23 expenditures, including encumbrances for the Enterprise Funds totaled $63.9 million. Per the City Council reserve policy, any excess funds after appropriate reserves have been set aside for the Operating and Rate Stabilization Reserve Funds, shall be transferred to capital projects for the ongoing maintenance and improvement of the City’s utilities systems. For FY 2022-23, Wastewater Operating Funds will transfer approximately $4.0 million and Water Operating Funds will transfer approximately $5.5 million to capital projects funds.
City Manager’s Authority Report
Pursuant to the City Council Policy 18-05 – Report on delegation of authority to City Manager, Page 21 of Attachment 1 lists the contracts and or agreements between $25,000 to $60,000, or the limit of the California Uniform Public Construction Cost Accounting Act (CUPCCAA), entered into by the City Manager since the last report from April 4, 2023, through August 10, 2023.
COMMUNITY ENGAGEMENT:
Inform
Finance staff prepares these financial reports to inform City officials, the Council, the community, and various lenders and stakeholders about the financial health of the organization, which assists each one of the interested parties in making sound financial and investment decisions.
ALTERNATIVE ACTIONS:
Not Applicable
PRIOR CITY COUNCIL AND COMMISSION ACTIONS:
The City Council receives and files the financial and investment report for each month.
At the September 16, 2015 meeting, City Council recommended monthly financial and investment reports be agendized under the Consent Agenda, and quarterly financial and investment reports be presented to City Council as an “Other Business” item.
FISCAL AND RESOURCE IMPACT:
16 The preparation of the report is a part of the Finance workplan.
CEQA (California Environmental Quality Act):
Not a Project
Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
FINANCE DEPARTMENT
CITY OF MORGAN HILL
June 30, 2023 - 100% of Year Complete
Prepared by:
Monthly Financial and Investment Reports
CITY OF MORGAN HILL, CALIFORNIA
FINANCIAL STATEMENT ANALYSIS - FISCAL YEAR 2022-23
FOR THE MONTH ENDED JUNE 2023 – 100% OF YEAR COMPLETE
General Fund – Preliminary revenues for the fiscal year ending June 30, 2023 totaled $52.0 million, slightly more than amended budget of $51.7 million. This is mainly due to higher tax collections, while TOT and recreation services revenues continued to be negatively impacted from the pandemic.
However, recreation services performed better than budget on a net basis.
The chart below shows historical General Fund revenues by major revenue category from FY18-19 through FY21-22 Actual, FY22-23 Budget, and Preliminary FY22-23.
Preliminary General Fund expenditures and encumbrances for the fiscal year ending June 30, 2023 totaled $56.1 million, of which approximately $2.7 million is attributable to outstanding encumbrances, compared to prior year expenditures, including encumbrances, of $48.4 million. This represents an increase of $7.7 million, including encumbrances, compared to the prior year. Excluding the encumbrances, expenditures increased by about $6.6 million mainly due to new programs launched this year, such as Innovative Transit and County Solid Waste Program, the gradual recovery in Recreation Services, as well as additional staffing programmed in the current year along with better staff recruitment and retention efforts citywide.
Community Services – The Community Services Department’s recreation operations, as reflected in the schedule presented on page 7 of the Monthly Financial and Investments Reports, shows a negative impact to the General Fund of approximately $1.4 million for FY22-23. However, this is better than the budgeted net impact to the General Fund of $1.7 million mainly attributable to higher rental revenue and conservative spending.
$12.8 $14.5 $16.0 $16.7 $17.9 $18.1
$10.7 $9.7 $11.0 $12.9 $12.9 $12.9 $5.1 $4.6 $4.4
$5.9 $9.9 $8.3 $5.7 $5.4 $5.2
$7.5 $4.9 $9.0 $9.2 $3.6
$9.7
$9.1 $6.5 $6.5 $43.3 $40.6
$46.8
$52.1 $51.7 $52.0
0 10
20 30
40 50
60 FY18‐19 FY19‐20 FY20‐21 FY21‐22 Budget
FY22‐23
Preliminary
FY22‐23
Millions ($)
Historical GF Revenues
Property Tax Sales Tax Franchise and Hotel Taxes Service Charges Other
CITY OF MORGAN HILL, CALIFORNIA
FINANCIAL STATEMENT ANALYSIS - FISCAL YEAR 2022-23
FOR THE MONTH ENDED JUNE 2023 – 100% OF YEAR COMPLETE
The chart below shows the historical net impact of Recreation Operations to the general fund.
Due to longstanding governmental accounting and budgeting convention, the City’s recreation operations are not charged for indirect costs (known in Morgan Hill as “General Fund Administration”) from the central services departments of City Attorney, City Manager, and Administrative Services.
The City’s other governmental funds, such as Development Services, and the proprietary funds, such as Water and Wastewater, and the Information Services Fund, are assessed such charges through the City’s indirect cost allocation plan, prepared in compliance with the guidelines set forth in the Code of Federal Regulations Title 2, Chapter II, Part 200 (formerly OMB Circular No. A-87), which mandates certain calculation and cost allocation practices that must be followed in order to qualify for Federal grant funding, but which also represents best practice for non-grant funded City operations like utilities and information services.
Development Services Fund – Preliminary revenues for the fiscal year ending June 30, 2023 totaled $5.9 million, slightly lower than the prior year’s actual of $6.0 million and the current year’s amended budget of $6.2 million. Preliminary FY22-23 expenditures, including encumbrances, totaled $5.9 million.
Debt Service Funds – Expenditures for the fiscal year ending June 30, 2023 totaled $0.7 million. The debt service for the first half of the year includes both interest and principal, while the second half of the year will include interest only. Debt service payments were all scheduled when the bonds were issued and are budgeted for in the months delineated in the underlying bond documents. The General Fund’s portion of the annual debt service payments is approximately $200,000, less than one percent of the General Fund’s budgeted revenues.
($2.5)
($2.0)
($1.5)
($1.0)
($0.5)
$0.0
$0.5
FY13‐14 FY14‐15 FY15‐16 FY16‐17 FY17‐18 FY18‐19 FY19‐20 FY20‐21 FY21‐22 FY22‐23 Preliminary
Millions (S)
Historical Net GF Impact
CITY OF MORGAN HILL, CALIFORNIA
FINANCIAL STATEMENT ANALYSIS - FISCAL YEAR 2022-23
FOR THE MONTH ENDED JUNE 2023 – 100% OF YEAR COMPLETE
Wastewater Operations – Preliminary revenues for the fiscal year ending June 30, 2023 totaled $15.3 million. Expenditures and outstanding encumbrances totaled $16.1 million or 87% of the budget. The table below shows historical Wastewater Operations revenues and expenditures from FY18-19 through FY21-22 Actual, FY22-23 Budget, and Preliminary FY22-23. (amount in millions) FY18‐19 FY19‐20 FY20‐21 FY21‐22
Budget
FY22‐23
YTD
FY22‐23
Revenues 11.4 11.9 13.3 14.9 14.8 15.3 Expenditures 11.4 12.3 13.3 14.8 16.3 16.1 Operating Margin ‐ (0.4) ‐ (1.5) 0.1 (0.8) Operating Margin
without Encumbrances (0.1) 0.4 ‐ (1.5) 0.1 (0.7) Water Operations – Water Operations includes Utility Billing, Water Conservation, and Water Operations. Preliminary revenues for the fiscal year ending June 30, 2023 totaled $18.1 million. Water Operations expenditures, including outstanding encumbrances, totaled $16.6 million. Morgan Hill residents consumed about 16% less water through June compared to the prior three-year average. As such, the 15% revenue stabilization water rate has been implemented. The table below shows Water Operations revenues and expenditures from FY18-19 through FY21-22 Actual, FY22-23 Budget, and Preliminary FY22-23.
(amount in millions) FY18‐19 FY19‐20 FY20‐21 FY21‐22
Budget
FY22‐23
YTD
FY22‐23
Revenues 14.2 15.3 16.5 16.0 17.6 18.1 Expenditures 14.3 16.4 16.5 15.2 17.6 16.6 Operating Margin (0.1) (1.1) ‐ 0.8 ‐ 1.5 Operating Margin
without Encumbrances (0.1) 0.8 ‐ 0.8 ‐ 2.2 Investments – Six securities were called, and four new securities were purchased. Total interest earnings received on investments were $255,000 during the month.
% OF ACTUAL PLUS % OF
FUND NAME ACTUAL BUDGET ENCUMBRANCES BUDGET
General 51,987,034 $ 101% $ 56,120,733 96%
Development Services 5,904,081 96% 5,907,891 96%
Housing Successor Agency 104,274 45% 1,159,781 101%
Wastewater Operations 15,328,598 104% 16,067,587 99%
Wastewater Other 20,454,453 84% 28,268,028 50%
Water Operations 18,051,227 102% 16,626,874 94%
Water Other 6,088,089 100% 2,915,402 45%
Other Special Revenues * 4,944,409 96% 4,424,949 68%
Capital Projects & Streets 24,197,835 91% 26,372,930 45% Debt Service 682,262 100% 679,674 100%
Internal Service 12,643,214 102% 10,194,729 69%
TOTAL FOR ALL FUNDS 160,385,476 $ 97% $ 168,738,578 70% * Includes all Special Revenue Funds except Development Services Fund, Street Funds, and Housing Successor Agency.
REVENUES EXPENSES
0% 20% 40% 60% 80% 100% 120%
General
Development Services
Housing Successor Agency
Wastewater Operations
Wastewater Other
Water Operations
Water Other
Other Special Revenues *
Capital Projects & Streets
Debt Service
Internal Service
Morgan Hill YTD Revenue & Expense Summary
June 30, 2023 - 100% of Year Complete
Revenues to Budget Expenses to Budget
Percentage of Actual to Budget
100%
% OF PRIOR YEAR % CHANGE FROM
REVENUE CATEGORY BUDGET ACTUAL BUDGET TO DATE PRIOR YEAR Property Tax 17,883,705 $ 18,143,284 $ 102% 16,662,896 $ 9% Sales Tax 12,895,413 12,882,810 100% 12,588,779 2%
Franchise Tax 2,760,000 2,687,510 97% 2,500,244 7%
Hotel Tax 2,600,000 2,528,517 97% 2,473,941 2%
Other Agencies 1,496,335 1,170,298 78% 596,719 96%
Service Charges 9,036,046 9,227,495 102% 7,470,155 24%
Interest/Other 1,848,328 2,311,007 125% 7,749,487 -70%
Transfers In 3,183,218 3,036,113 95% 2,768,816 10%
TOTAL REVENUES $ 51,703,045 $ 51,987,034 101% 52,811,036 $ -2% 0% 20% 40% 60% 80% 100% 120% 140%
Property Tax
Sales Tax
Franchise Tax
Hotel Tax
Other Agencies
Service Charges
Interest/Other
Transfers In
Total Revenues
Percent of Actual to Budget
Morgan Hill YTD General Fund Revenues
June 30, 2023 - 100% of Year Complete
100%
ACTUAL PLUS PRIOR YTD PLUS % CHANGE FROM
EXPENDITURE CATEGORY BUDGET ENCUMBRANCES % OF BUDGET ENCUMBRANCES PRIOR YEAR Administration $ 6,720,240 $ 6,125,449 91% 5, $ 509,640 11% Community Services 16,259,209 15,132,055 93% 12, 438,824 22% Police 21,962,278 21,697,091 99% 18, 761,776 16%
Fire 8,653,847 8,518,823 98% 7, 767,501 10%
Transfers Out 4,647,315 4,647,315 100% 3,898,920 19%
TOTAL EXPENDITURES $ 58,242,889 $ 56,120,733 96% 48, $ 376,661 16% 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 110%
Administration
Community
Services
Police
Fire
Transfers Out
Total Expenditures
Percent of Actual to Budget
Morgan Hill YTD General Fund Expenditures
June 30, 2023 - 100% of Year Complete
100%
City of Morgan Hill
Recreation Report - Fiscal Year 2022-23
For the Month Ended June 30, 2023
100% of Year Complete
% of
Budget June 2023 YTD Budget
Revenues
Membership Services & Rec Programs 5,136,869 $ 513,294 $ 5,286,941 $ Facility Rentals 912,847 45,784 1,162,939
Community Services 127,498 54,801 108,483
Transfers in 75,000 6,250 75,000
Total Revenues 6,252,214 $ 620,129 $ 6,633,363 $ 106%
Less: Expenditures
Membership & Program Services 6,772,195 $ 877,685 $ 6,460,507 $ Facility Rentals 546,870 81,316 513,021
Community Services 644,107 57,219 566,041
Total Expenditures 7,963,173 $ 1,016,219 $ 7,539,568 $ 95% Net Impact without encumbrances (1,710,959) $ (396,090) $ (906,206) $ Encumbrances - - 461,317
Net Impact with encumbrances (1,710,959) $ (396,090) $ (1,367,522) $
The chart below shows cash balances by fund type reconciled to City's financial system:
City of Morgan Hill
Monthly Investment Report ‐ June 30, 2023
The following are the snapshots of City's investment portfolio as of June 30, 2023. The first chart shows the portfolio composition by investment type:
LAIF ‐ $2.9M
1%
CA Class ‐ $18.6M
10%
Treasury ‐ $17.4M
9%
Money Market ‐
$2.3M
1%
Federal Agency Issues ‐
$137.3M
71%
Certificate of Deposits ‐
$1.5M
1%
Bond Reserves/Trust ‐
$13.6M
7%
Investment Portfolio Composition ‐ $193.0 Million
Cash & Other Deposits ‐ ($0.6M)
0% LAIF ‐ $2.9M
CA Class ‐ $18.6M
Treasury ‐ $17.4M
Money Market ‐ $2.3M
Federal Agency Issues ‐
$137.3M
Certificate of Deposits ‐
$1.5M
Bond Reserves/Trust ‐
$13.6M
Cash & Other Deposits ‐
($0.6M)
General Fund, $31.7M Development
Services, $1.9M
Housing Successor
Agency/ CDBG, $4.2M
Water ‐ Operations,
$4.7M
Water Other, $21.7M
Sewer ‐ Operations,
$0.9M
Sewer Other, $44.3M
Other Special Revenue,
$8.9M
Streets and Capital
Projects (except RDA),
$41.2M
Debt Service, $0.3M
Internal Service,
$24.6M
Agency Funds
(assessment
dists./refundable
deposits), $8.6M
Cash Balances by Fund Type
$193.0 Million
The following chart illustrates a yield comparison by month among the City's portfolio, LAIF and 2‐Year US Treasury:
The chart below illustrates monthly average days to maturity of the City's portfolio along with the weighted average yield for the past two years:
0.00%
0.50%
1.00%
1.50%
2.00%
2.50%
3.00%
3.50%
4.00%
4.50%
5.00%
Jun‐21
Jul‐21
Aug‐21
Sep‐21
Oct‐21
Nov‐21
Dec‐21
Jan‐22
Feb‐22
Mar‐22
Apr‐22
May‐22
Jun‐22
Jul‐22
Aug‐22
Sep‐22
Oct‐22
Nov‐22
Dec‐22
Jan‐23
Feb‐23
Mar‐23
Apr‐23
May‐23
Jun‐23
Yield Portfolio vs. Benchmarks
LAIF City 2 Yr US‐Treasury
0.00%
0.50%
1.00%
1.50%
2.00%
2.50%
3.00%
3.50%
0 100
200
300
400
500
600
700
800
900
Jun‐21
Jul‐21
Aug‐21
Sep‐21
Oct‐21
Nov‐21
Dec‐21
Jan‐22
Feb‐22
Mar‐22
Apr‐22
May‐22
Jun‐22
Jul‐22
Aug‐22
Sep‐22
Oct‐22
Nov‐22
Dec‐22
Jan‐23
Feb‐23
Mar‐23
Apr‐23
May‐23
Jun‐23
Days Yield
Portfolio Yield and Maturity Trends
Avg Days to Maturity Yield
City of Morgan Hill
Investment Portfolio Detail
As of June 30, 2023
Investment Settlement Cost Book % of Market YTM Next Call Date of Type CUSIP Date Value Value Portfolio Value at Cost Date Maturity L A I F $ 2,908,434 $ 2,908,434 1.51% 2,869,200 $ 3.17% California C L A S S 18,665,239 18,665,239 9.67% 18,665,239 $ 5.23% City Managed
Treasury Bill 912796XY0 8/17/2022 2,423,428 $ $ 2,491,231 1.29% 2,486,450 $ 3.22% 8/10/2023 8/10/2023 Treasury Bill 912797GV3 6/6/2023 1,671,172 1,676,986 0.87% 1,677,543 5.31% 10/3/2023 10/3/2023 Treasury Note 91282CCZ2 10/8/2021 1,987,656 1,991,934 1.03% 1,789,380 1.00% 9/30/2026 9/30/2026 Treasury Note 91282CDR9 1/4/2022 1,999,141 1,999,782 1.04% 1,955,460 0.77% 12/31/2023 12/31/2023 Treasury Note 91282CDR9 1/19/2022 1,989,688 1,997,331 1.03% 1,955,460 1.02% 12/31/2023 12/31/2023 Treasury Note 91282CDV0 2/11/2022 1,977,969 1,993,412 1.03% 1,948,360 1.44% 1/31/2024 1/31/2024 Treasury Note 9128286R6 3/28/2022 1,996,320 1,998,531 1.04% 1,948,360 2.34% 4/30/2024 4/30/2024 Treasury Note 912828U24 6/13/2022 1,904,688 1,927,218 1.00% 1,849,920 3.16% 11/15/2026 11/15/2026 Treasury Note 91282CAW1 11/17/2022 1,246,984 1,279,845 0.66% 1,276,080 4.49% 11/15/2023 11/15/2023 FFCB Bond 3133ELVX9 4/8/2020 2,000,000 2,000,000 1.04% 1,928,940 0.88% 10/8/2023 4/8/2024 FFCB Bond 3133ELC28 5/27/2020 2,000,000 2,000,000 1.04% 1,833,020 0.73% 11/27/2023 5/27/2025 FHLMC Bond 3134GVYN2 6/3/2020 2,000,000 2,000,000 1.04% 1,874,100 0.60% 12/3/2023 12/3/2024 FHLMC Bond 3134GWZG4 10/20/2020 2,000,000 2,000,000 1.04% 1,815,720 0.60% 10/20/2023 10/20/2025 FHLMC Bond 3134GW3X2 10/27/2020 2,000,000 2,000,000 1.04% 1,815,700 0.63% 10/27/2023 10/27/2025 FHLMC Bond 3134GW6E1 11/2/2020 2,000,000 2,000,000 1.04% 1,966,040 0.32% 11/2/2023 11/2/2023 FFCB Bond 3133EMFR8 11/3/2020 2,000,000 2,000,000 1.04% 1,813,760 0.54% 11/3/2023 11/3/2025 FNMA Bond 3135GA4P3 11/18/2020 2,000,000 2,000,000 1.04% 1,816,340 0.65% 11/18/2023 11/18/2025 FHLMC Bond 3134GXEJ9 11/24/2020 2,000,000 2,000,000 1.04% 1,802,940 0.64% 11/24/2023 11/24/2025 FFCB Bond 3133EMHF2 11/24/2020 1,000,000 1,000,000 0.52% 906,550 0.60% 11/24/2023 11/24/2025 FHLMC Bond 3134GXCS1 11/25/2020 3,000,000 3,000,000 1.55% 2,721,090 0.63% 11/25/2023 11/25/2025 FHLMC Bond 3134GXFA7 11/30/2020 2,000,000 2,000,000 1.04% 1,815,000 0.65% 11/26/2023 11/26/2025 FFCB Bond 3133EMLC4 12/22/2020 2,000,000 2,000,000 1.04% 1,799,160 0.47% 12/22/2023 12/22/2025 FHLB Bond 3130AKQ74 1/22/2021 2,000,000 2,000,000 1.04% 1,800,420 0.63% 7/22/2023 1/22/2026 FNMA Bond 3135G06R9 1/28/2021 2,000,000 2,000,000 1.04% 1,795,820 0.55% 7/28/2023 1/28/2026 FHLB Bond 3130AKRN8 1/28/2021 2,000,000 2,000,000 1.04% 1,800,600 0.65% 7/28/2023 1/28/2026 FHLB Bond 3130ALCV4 2/24/2021 2,000,000 2,000,000 1.04% 1,787,000 0.75% 8/24/2023 2/24/2026 FHLB Bond 3130ALDB7 2/25/2021 2,000,000 2,000,000 1.04% 1,782,440 0.66% 8/25/2023 2/25/2026 FHLB Bond 3130AKZ25 2/26/2021 2,000,000 2,000,000 1.04% 1,794,940 0.65% 8/26/2023 2/26/2026 FHLB Bond 3130ALGS7 3/10/2021 2,000,000 2,000,000 1.04% 1,802,840 0.85% 9/10/2023 3/10/2026 FHLB Bond 3130ALEP5 3/16/2021 2,000,000 2,000,000 1.04% 1,794,420 0.70% 9/16/2023 3/16/2026 FHLB Bond 3130ALDN1 3/16/2021 2,000,000 2,000,000 1.04% 1,799,420 0.80% 9/16/2023 3/16/2026 FHLB Bond 3130AMNH1 6/9/2021 2,000,000 2,000,000 1.04% 1,800,720 1.08% 12/9/2023 6/9/2026 FHLB Bond 3130AMYJ5 6/30/2021 2,000,000 2,000,000 1.04% 1,793,720 1.00% 12/30/2023 6/30/2026 FHLB Bond 3130AMYP1 7/15/2021 3,000,000 3,000,000 1.55% 2,699,940 1.13% 7/15/2023 7/15/2026 FHLB Bond 3130AMYS5 7/15/2021 2,000,000 2,000,000 1.04% 1,841,100 0.85% 7/15/2023 7/15/2025 FHLB Bond 3130ANJC5 8/26/2021 2,000,000 2,000,000 1.04% 1,776,240 0.80% 8/26/2023 8/26/2026 FHLB Bond 3130ANLW8 8/26/2021 3,000,000 3,000,000 1.55% 2,681,520 1.00% 8/26/2023 8/26/2026 FHLB Bond 3130ANLZ1 8/26/2021 2,000,000 2,000,000 1.04% 1,782,000 0.90% 8/26/2023 8/26/2026 FHLB Bond 3130A8XY4 9/13/2021 2,103,340 2,066,154 1.07% 1,845,740 0.82% 9/11/2023 9/11/2026 FFCB Bond 3133EM4X7 9/28/2021 1,982,960 1,989,003 1.03% 1,778,040 0.98% 9/10/2023 9/10/2026 FHLB Bond 3130APCH6 9/29/2021 3,000,000 3,000,000 1.55% 2,687,430 1.13% 9/29/2023 9/29/2026 FHLB Bond 3130ANZE3 9/30/2021 2,000,000 2,000,000 1.04% 1,775,040 0.88% 9/30/2023 9/30/2026 FHLB Bond 3130AP6N0 9/30/2021 3,000,000 3,000,000 1.55% 2,680,680 1.05% 9/30/2023 9/30/2026 FHLB Bond 3130AP6M2 9/30/2021 3,000,000 3,000,000 1.55% 2,678,040 1.02% 9/30/2023 9/30/2026 FHLB Bond 3130APCG8 10/19/2021 2,000,000 2,000,000 1.04% 1,785,060 1.00% 10/19/2023 10/19/2026 FHLB Bond 3130APNX9 11/18/2021 2,000,000 2,000,000 1.04% 1,799,980 1.30% 11/18/2023 11/18/2026 FHLB Bond 3130AQFL2 12/29/2021 2,000,000 2,000,000 1.04% 1,953,220 0.75% 12/29/2023 12/29/2023 FHLB Bond 3130AQHU0 1/19/2022 2,000,000 2,000,000 1.04% 1,838,280 1.74% 7/19/2023 1/19/2027 FHLB Bond 3130AQKT9 1/25/2022 2,000,000 2,000,000 1.04% 1,869,660 1.51% 7/25/2023 7/25/2025 FHLB Bond 3130AR4F5 3/10/2022 2,000,000 2,000,000 1.04% 1,917,320 3.48% 9/10/2023 3/10/2027 FHLMC Bond 3134GXUZ5 6/15/2022 2,000,000 2,000,000 1.04% 1,937,100 3.28% 12/15/2023 12/15/2025 FHLB Bond 3130ASPE3 7/28/2022 2,000,000 2,000,000 1.04% 1,943,900 4.30% 7/28/2023 7/28/2027 FNMA Bond 3135GACZ2 11/25/2022 2,000,000 2,000,000 1.04% 1,986,980 5.40% 11/25/2023 11/25/2024 FHLMC Bond 3134GY4B5 11/28/2022 2,000,000 2,000,000 1.04% 1,983,440 5.00% 11/15/2023 11/15/2023
Investment Settlement Cost Book % of Market YTM Next Call Date of Type CUSIP Date Value Value Portfolio Value at Cost Date Maturity FFCB Bond 313312MF4 12/19/2022 1,930,440 1,978,047 1.02% 1,976,560 4.65% 9/27/2023 9/27/2023 FHLB Bond 313384JC4 1/13/2023 1,953,994 1,996,461 1.03% 1,997,060 4.72% 7/14/2023 7/14/2023 FHLB Bond 3130AUFT6 1/27/2023 2,000,000 2,000,000 1.04% 1,986,460 5.43% 7/27/2023 1/27/2025 FHLB Bond 3130AUP32 1/27/2023 2,250,000 2,250,000 1.17% 2,226,128 5.98% 7/27/2023 1/27/2028 FHLMCMTN Bond 3134GYGB2 1/30/2023 2,000,000 2,000,000 1.04% 1,971,520 5.20% 10/26/2023 1/26/2028 FHLMCMTN Bond 3134GYG22 2/16/2023 3,000,000 3,000,000 1.55% 2,962,920 5.13% 11/16/2023 11/16/2026 FHLB Bond 3130AUTZ7 2/24/2023 2,000,000 2,000,000 1.04% 1,981,200 6.44% 8/24/2023 2/24/2028 FHLB Bond 3130AUZH0 3/6/2023 2,000,000 2,000,000 1.04% 1,989,000 6.33% 9/6/2023 3/6/2026 FHLB Bond 3130AUZZ0 3/13/2023 2,000,000 2,000,000 1.04% 1,988,040 6.23% 9/13/2023 3/13/2026 FHLB Bond 3130AV2Z4 3/15/2023 2,000,000 2,000,000 1.04% 1,993,080 5.35% 9/15/2023 3/15/2024 FHLB Bond 3130AV3P5 3/20/2023 2,000,000 2,000,000 1.04% 1,989,580 5.50% 9/20/2023 9/20/2024 FHLB Bond 3130AVK92 4/5/2023 3,000,000 3,000,000 1.55% 2,984,250 5.00% 10/5/2023 4/5/2024 FHLB Bond 3130AVL83 4/6/2023 2,000,000 2,000,000 1.04% 1,984,960 5.20% 7/7/2023 10/7/2024 FHLB Bond 3130AVQ96 4/17/2023 2,000,000 2,000,000 1.04% 1,989,480 5.15% 7/17/2023 4/17/2024 FHLB Bond 3130AVNT5 4/28/2023 1,000,000 1,000,000 0.52% 993,760 5.50% 7/25/2023 4/25/2025 FHLMCMTN Bond 3134GYQZ8 5/11/2023 3,000,000 3,000,000 1.55% 2,980,410 6.09% 8/11/2023 5/11/2026 FHLMCMTN Bond 3134GYSV5 5/25/2023 2,000,917 2,000,000 1.04% 1,991,820 5.50% 9/22/2023 06/18/2024 FHLB Bond 3130AWF62 6/13/2023 2,000,000 2,000,000 1.04% 1,995,820 5.50% 12/13/2023 12/13/2024 FHLB Bond 3130AWEB2 6/26/2023 2,000,000 2,000,000 1.04% 1,998,780 5.55% 9/26/2023 12/26/2024 FHLB Bond 3130AWHD5 6/29/2023 2,000,000 2,000,000 1.04% 1,997,120 5.90% 9/29/2023 6/29/2027 CD ‐ Ally Bank 02007GM83 3/30/2023 250,000 0.13% 250,000 249,505 5.15% 3/28/2024 3/28/2024 CD ‐ Western Alliance Bank 95763PLA7 3/30/2023 250,000 0.13% 250,000 249,905 5.30% 1/2/2024 1/2/2024 CD ‐ Dime Community Bank 25432JCF8 3/30/2023 250,000 0.13% 250,000 249,973 5.15% 7/31/2023 7/31/2023 CD ‐ Zions Bancorp 98970LC43 3/31/2023 250,000 0.13% 250,000 249,773 5.40% 9/27/2024 9/27/2024 CD ‐ Pacific Western Bank 69506YYD5 4/5/2023 250,000 0.13% 250,000 250,605 5.65% 4/5/2024 4/5/2028 CD ‐ US Bank 90354KBR8 5/17/2023 250,000 0.13% 250,000 249,248 5.10% 5/16/2024 5/16/2024 Sub Total/Average $ 155,918,696 $ 156,135,935 80.88% 147,265,378 $ 2.54% Money Market $ 2,347,885 $ 2,347,885 1.22% $ 2,347,885 5.01% Total City Managed/Average $ 179,840,253 $ 180,057,493 83.60% 171,147,702 $ 2.86% Bond Reserve Accounts ‐ Held By Trustees $ 6,833,601 $ 6,833,601 3.54% $ 6,867,739 Cash/Deposits $ (633,279) $ ‐0. (633,279) 33% (633,279) $ PARS and CALPERS CERBT Trust $ 6,787,404 $ 6,787,404 3.52% $ 7,359,275 GRAND TOTAL/AVERAGE $ 192,827,980 $ 193,045,220 100% 184,741,437 $
Invested Book Value % of Market
in Fund Yield End of Month Total Value
Investments
State Treasurer LAIF - City All Funds Pooled 3.17% 2,908,434 $ 1.51% $ 2,869,200 California CLASS All Funds Pooled 5.23% 18,665,239 9.67% 18, 665,239 Federal Issues All Funds Pooled 2.59% 137,279,665 71.11% 128,879,358 Treasury All Funds Pooled 2.41% 17,356,270 8.99% 16, 887,013 Certificate of Deposits All Funds Pooled 5.29% 1,500,000 0.78% 1,499,008 Dreyfus Treas Cash Management Acct All Funds Pooled 5.01% 2,347,88 5 1.22% 2,347,885 SUBTOTAL $ 180,057,493 93.27% $ 171,147,702
Bond Reserve Accounts - held by trustees
Zions Bank - Civic Center/Library Facility
Blackrock Liq Fund Debt Service 4.47% 75 0.00% 75
Zions Bank - MH Police Facility Lease Revenue Bonds
Blackrock Liq Fund Debt Service 4.47% 96 0.00% 96
BNY - RDA Bonds
Dreyfus Cash Mgmt 521 Agency Fund 0.00% 24,375 0.01% 24,375 Fixed Income Agency Fund 5.20% 5,773,264 2.99% 5,807,402 Zions Bank - MH Ranch 2015
Blackrock Liq Funds Fed Fund -DI -2015 Agency Fund 4.47% 422,585 0.22% 422,585 Zions Bank - Madrone Bus Park Taxable/ Tax Exempt 2015
Blackrock Liquidity Temp Fund-2015 Agency Fund 4.47% 613,207 0.32% 613,207 SUBTOTAL 6,833,601 3.54% 6,867,739
Other Cash/Deposits
General Checking All Funds (679,379) -0.35% (679,379)
Workers' Comp Administrators Workers' Comp 30,000 0.02% 30,000 Petty Cash & Emergency Cash General Fund 16,100 0.01% 16,100 CALPERS CERBT - OPEB Trust 4,487,404 2.32% 4,888,482
PARS - PENSION Trust 2,300,000 1.19% ** 2,470,792
SUBTOTAL 6,154,125 3.19% 6,725,996
Total Cash and Investments $ 193,045,220 100.00% $ 184,741,437 ** As of May 31, 2023
07/1/22 Change in 6/30/2023
Fund Type Balance Cash Balance Balance
General Fund 26,535,041 $ 5, $ 31, 196,087 $ 731,128
Community Development 1,919,696 (27, 1, 531) 892,166
Housing Successor Agency/ CDBG 4,670,910 ( 4, 448,659) 222,251 Water - Operations 2,980,708 1, 4, 669,389 650,097
Water Other 18,208,344 3, 21, 474,723 683,067
Sewer - Operations 1,663,439 ( 724,363) 939,076
Sewer Other 50,357,493 (6, 44, 051,953) 305,540
Other Special Revenue 8,482,063 8, 437,287 919,350
Streets and Capital Projects (except RDA) 38,126,094 3, 41, 072,910 199,004 Debt Service 339,861 2,916 342,777
Internal Service 21,185,083 3, 24, 421,664 606,746
Agency Funds (assessment dists./refundable deposits) 9,072,901 ( 518,884) 8,554,017 Total $ 183,541,633 $ 9,503,586 $ 193,045,220
Note: See Investment Porfolio Detail for maturities of "Investments." Market values are obtained from the City's investment brokers' monthly reports.
I certify that information on the investment report has been reconciled to the general ledger and bank statements and that there are sufficient funds to meet the expenditure requirements of the City for the next six months. The portfolio is in compliance with the City of Morgan Hill Investment Policy and all State laws and regulations.
Prepared by: ____________________________________ Approved by:
Gina Nazareno, Senior Accountant
Reviewed by: ____________________________________
Dat Nguyen, Finance Director Caitlin Jachimowicz, Treasurer
CASH ACTIVITY SUMMARY
FY 2022-23
CITY OF MORGAN HILL CASH AND INVESTMENT REPORT
FOR THE MONTH OF JUNE 30, 2023
FOR THE FISCAL YEAR OF 2022-23
City of Morgan Hill
Year to Date Revenues - Fiscal Year 2022-23
For the Month Ended June 30, 2023
100% of Year Complete
CURRENT INCR (DECR)
ADOPTED AMENDED YTD % PRIOR FROM PRIOR %
BUDGET BUDGET ACTUAL OF BUDGET YTD YTD CHANGE
010 GENERAL FUND
TAXES
Property Tax - Secured/Unsecured $ 14,753,873 15,253,873 $ 14,992,079 98% $ 14,076,650 $ 915,429 7% Property Tax - RPTTF Residual Distribution 2,429,832 2,429,832 2,673,478 110% 2,286,330 387,148 17% Property Tax - Supplemental Roll 200,000 200,000 477,727 239% 299,916 177,811 59% Sales Tax 11,950,308 12,450,308 12,459,722 100% 12,116,272 343,449 3% Public Safety Sales Tax 445,105 445,105 423,088 95% 472,506 (49,419) -10% Transient Occupancy Taxes 2,600,000 2,600,000 2,528,517 97% 2,473,941 54,576 2% Franchise (Refuse ,Cable ,PG&E) 2,760,000 2,760,000 2,687,510 97% 2,500,244 187,266 7% Property Transfer Tax 500,000 500,000 378,297 76% 843,893 (465,597) -55% TOTAL TAXES 35,639,118 36,639,118 36,620,418 100% 35,069,752 1,550,665 4%
LICENSES/PERMITS
Business License 170,000 170,000 147,660 87% 188,254 (40,594) -22% Other Permits 53,975 53,975 642,874 1191% 107,776 535,099 496% TOTAL LICENSES/PERMITS 223,975 223,975 790,534 353% 296,029 494,505 167%
FINES AND PENALTIES
Parking Enforcement 2,932 2,932 7,518 256% 4,729 2,789 59% Bails & Fines 46,480 46,480 54,912 118% 50,864 4,048 8% Administrative Citations 20,000 20,000 - n/a - - 0%
TOTAL FINES AND PENALTIES 69,412 69,412 62,430 90% 55,593 6,837 12%
OTHER AGENCIES
Motor Vehicle in-Lieu 40,000 40,000 47,613 119% 54,729 (7,116) -13% Other Revenue - Other Agencies 1,304,130 1,496,335 78% 596,719 1,170,298 573,579 96% TOTAL OTHER AGENCIES 1,344,130 1,536,335 1,217,911 79% 651,449 566,463 87%
CHARGES CURRENT SERVICES
Police False Alarm Charge 32,280 32,280 42,941 133% 30,794 12,147 39% Business License Application Review 53,000 53,000 56,084 106% 47,828 8,256 17% Membership Services & Rec Programs 5,136,869 5,136,869 5,286,941 103% 4,375,261 911,680 21% Facility Rentals 819,459 912,847 1,162,939 127% 629,511 533,428 85% Community Services 127,498 127,498 108,483 85% 114,707 (6,224) -5% General Administration Overhead 1,775,408 1,775,408 1,765,976 99% 1,532,304 233,672 15% Other Charges Current Services 998,144 998,144 804,131 81% 739,750 64,382 9% TOTAL CURRENT SERVICES 8,942,658 9,036,046 9,227,495 102% 7,470,155 1,757,341 24%
OTHER REVENUE
Use of money/property 774,829 781,441 835,188 107% 666,298 168,890 25% Other Revenues 371,910 233,500 196,945 84% 5,832,945 (5,635,999) -97% TOTAL OTHER REVENUE 1,146,739 1,014,941 1,032,133 102% 6,499,242 (5,467,109) -84%
TRANSFERS IN
One Time Transfer 180,000 180,000 180,000 100% 180,000 0% (0) Public Safety Facilities Fund 50,000 50,000 50,000 100% 25,000 25,000 100% Supplemental Law Enforcement Fund 100,000 100,000 100,000 100% 100,000 n/a - Countywide Solid Waste 355,000 392,680 355,000 90% 324,763 30,237 9% Streets 904,438 904,438 795,009 88% 699,735 95,274 14%
Park Maintenance 650,000 650,000 650,004 100% 650,000 0% 4 Sewer Operations 375,000 375,000 375,000 100% 357,159 17,841 5% Water Operations 375,000 375,000 375,000 100% 357,159 17,841 5% Open Space 81,100 81,100 81,100 100% - 81,100 n/a
Park Development 75,000 75,000 75,000 100% - 75,000 n/a TOTAL TRANSFERS IN 3,145,538 3,183,218 3,036,113 95% 2,768,816 267,297 10% TOTAL GENERAL FUND 50,511,570 51,703,045 51,987,034 101% 52,811,036 (824,002) -2%
SPECIAL REVENUE FUNDS
202 STREET MAINTENANCE
Gas Tax 2105 - 2107.5 909,478 909,478 790,721 87% 697,199 93,522 13% Interest / Other Revenue/Other Charges 5 58 8 4,288 7394% 848 3,441 406% 202 STREET MAINTENANCE 909,536 909,536 795,009 87% 698,046 96,963 14%
City of Morgan Hill
Year to Date Revenues - Fiscal Year 2022-23
For the Month Ended June 30, 2023
100% of Year Complete
CURRENT INCR (DECR)
ADOPTED AMENDED YTD % PRIOR FROM PRIOR %
BUDGET BUDGET ACTUAL OF BUDGET YTD YTD CHANGE
SPECIAL REVENUE FUNDS
205 SUPPLEMENTAL LAW ENFORCEMENT FUND
Interest Income 1,438 1,438 4,490 312% 1,192 3,298 277% Police Grant/SLEF/JAG 100,000 100,000 165,271 165% 161,285 3,987 2% 205 SUPPLEMENTAL LAW ENFORCEMENT FUND 101,438 101,438 169,762 167% 162,477 7,284 4% 206 DEVELOPMENT SERVICES
Building Fees 3,433,600 3,433,600 3,716,735 108% 3,465,220 251,515 7% Planning Fees 1,259,167 1,259,167 715,227 57% 724,891 (9,665) -1% Engineering Fees 1,142,289 1,142,289 1,101,011 96% 1,172,819 (71,808) -6% Other Revenue/Current Charges 346,181 346,181 371,109 107% 600,941 (229,832) -38% 206 DEVELOPMENT SERVICES 6,181,237 6,181,237 5,904,081 96% 5,963,871 (59,790) -1% 207 LONG RANGE PLANNING 995,882 995,882 1,045,425 105% 850,165 195,260 23% 215 and 216 HCD BLOCK GRANT
Interest Income/Other Revenue 244 244 418% 352 1,021 669 190% 215 and 216 HCD BLOCK GRANT 244 244 1,021 418% 352 669 190% 225 ASSET SEIZURE 979 979 1,588 162% 726 863 119%
229 LIGHTING AND LANDSCAPE 199,916 199,916 199,320 100% 187,615 11,705 6% 230 COMMUNITY FACILITIES DISTRICT 37,591 37,591 51,629 137% 21,304 30,325 142% 232 ENVIRONMENTAL PROGRAMS 553,277 553,277 563,537 102% 473,038 90,499 19% 234 MOBILE HOME PARK RENT STAB. 441 441 6,736 1527% 8,179 (1,443) -18% 236 HOUSING MITIGATION 1,575,835 1,575,835 1,229,070 78% 1,216,275 12,795 1% 240 EMPLOYEE ASSISTANCE 20,673 20,673 8,974 43% 10,359 (1,385) -13% 246 COUNTYWIDE SOLID WASTE 1,628,603 1,686,193 1,665,193 99% 1,268,286 396,907 31% 247 ENVIRONMENT REMEDIATION 1,023 1,023 2,156 211% 3,057 (901) -29% 255 HOUSING SUCCESSOR AGENCY 233,641 233,641 104,274 45% 346,319 (242,045) -70% 260 PUBLIC ART 501 501 n/a - 1,100 (1,100) -100%
TOTAL SPECIAL REVENUE FUNDS 12,440,818 12,498,408 11,747,773 94% 11,211,167 536,606 5%
CAPITAL PROJECTS FUNDS
301 PARK DEVELOPMENT 1,369,271 1,369,271 3,744,621 273% 6,217,429 (2,472,808) -40% 302 PARK MAINTENANCE 540,773 540,773 589,257 109% 539,847 49,410 9% 303 LOCAL DRAINAGE 374,484 374,484 1,222,059 326% 1,365,844 (143,785) -11% 304 LOCAL DRAINAGE/NON AB1600 29,166 29,166 112,876 387% 179,662 (66,786) -37% 306 AGRICULTURE & OPEN SPACE PRESERVATION 5,058 5,058 77,991 1542% 154,307 (76,316) -49% 308 STREET CIP 5,662,650 5,662,650 5,374,705 95% 5,451,284 (76,580) -1% 309 TRAFFIC IMPACT 5,019,799 5,119,799 8,539,955 167% 8,996,809 (456,854) -5% 315 PUBLIC SAFETY FACILITIES IMPACT 6,221,575 8,221,575 667,333 8% 238,539 428,794 180% 346 PUBLIC FACILITIES NON-AB1600 1,165,537 1,165,537 410,669 35% 2,484,256 (2,073,587) -83% 347 PUBLIC FACILITIES IMPACT 138,168 138,168 122,501 89% 55,096 67,405 122% 348 LIBRARY 480,582 480,582 193,209 40% 244,475 (51,266) -21% 350 UNDERGROUNDING 29,592 29,592 26,265 89% 636,255 (609,990) -96% 355 SCHOOL PEDESTRIAN/TRAFFIC SAFETY 482,291 482,291 214,920 45% 1,025,669 (810,749) -79% 360 COMMUNITY/REC IMPACT FUND 1,335,488 1,335,488 542,707 41% 284,969 257,737 90% 375 QUIMBY FEE 653,451 653,451 1,563,760 239% 908,954 654,806 72% TOTAL CAPITAL PROJECTS FUNDS 23,507,885 25,607,885 23,402,826 91% 28,783,396 (5,380,570) -19%
DEBT SERVICE FUNDS
420 CIVIC CENTER DEBT 292,184 292,184 294,554 101% 305,829 (11,275) -4% 441 POLICE FACILITY BOND 387,490 387,490 387,708 100% 384,368 3,341 1% TOTAL DEBT SERVICE FUNDS 679,674 679,674 682,262 100% 690,197 (7,934) -1%
City of Morgan Hill
Year to Date Revenues - Fiscal Year 2022-23
For the Month Ended June 30, 2023
100% of Year Complete
CURRENT INCR (DECR)
ADOPTED AMENDED YTD % PRIOR FROM PRIOR %
BUDGET BUDGET ACTUAL OF BUDGET YTD YTD CHANGE
ENTERPRISE FUNDS
640 WASTEWATER OPERATION
Sewer Service Fees 14,400,000 14,400,000 14,884,418 103% 14,275,253 609,166 4% Interest Income/Transfers 38,548 38,548 35,988 93% 14,913 21,075 141% Other Revenue/Current Charges 319,809 319,809 408,192 128% 531,821 (123,628) -23% 640 WASTEWATER OPERATION 14,758,357 14,758,357 15,328,598 104% 14,821,986 506,612 3% 641 WASTEWATER EXPANSION
Interest Income 64,455 64,455 360,277 559% 121,374 238,903 197% Development Impact Fee 4,336,657 4,336,657 2,952,545 68% 7,788,625 (4,836,080) -62% Transfer From-643 (Sewer Replacement) 13,310,782 13,310,782 10,230,667 77% - 10,230,667 n/a 641 WASTEWATER EXPANSION 17,711,894 17,711,894 13,543,489 76% 7,909,999 5,633,490 71% 642 WASTEWATER RATE STABILIZATION 50,000 50,000 94,809 190% 164,906 (70,098) -43% 643 WASTEWATER CAPITAL PROJECT 6,710,456 6,710,456 6,816,156 102% 4,732,971 2,083,185 44% TOTAL SEWER FUNDS 39,230,707 39,230,707 35,783,052 91% 27,629,862 8,153,189 30% 650 WATER OPERATION
Water Sales 16,400,000 16,400,000 16,099,719 98% 14,080,307 2,019,412 14% Meter Install & Service 50,000 50,000 100,836 202% 137,455 (36,619) -27% Transfers-In / Interest Income 580,372 580,372 836,134 144% 505,479 330,655 65% Other Revenue/Current Charges 614,770 614,770 1,014,538 165% 1,143,077 (128,540) -11% 650 WATER OPERATION 17,645,142 17,645,142 18,051,227 102% 15,866,318 2,184,909 14% 651 WATER EXPANSION
Interest Income/Other Revenue/Transfer 21,044 21,044 47,232 224% 17,838 29,394 165% Development Impact Fee 918,214 918,214 728,847 79% 460,913 267,934 58% 651 WATER EXPANSION 939,258 939,258 776,079 83% 478,751 297,328 62% 652 WATER RATE STABILIZATION - - 51,364 n/a 142,376 (91,012) -64% 653 WATER CAPITAL PROJECT 5,128,809 5,128,809 5,260,646 103% 5,088,357 172,288 3% TOTAL WATER FUNDS 23,713,209 23,713,209 24,139,315 102% 21,575,803 2,563,513 12% TOTAL ENTERPRISE FUNDS 62,943,916 62,943,916 59,922,367 95% 49,205,665 10,716,702 22%
INTERNAL SERVICE FUNDS
730 INFORMATION SYSTEMS 2,233,768 2,233,768 2,240,479 100% 2,253,358 (12,879) -1% 740 BUILDING MAINTENANCE 1,655,704 1,655,704 1,655,767 100% 1,130,729 525,038 46% 741 BUILDING REPLACEMENT 836,114 836,114 875,311 105% 717,030 158,281 22% 745 CIP ADMINISTRATION 1,977,307 1,977,307 1,856,939 94% 1,759,344 97,595 6% 760 UNEMPLOYMENT INSURANCE 2,317 2,317 4,649 201% 1,743 2,907 167% 770 WORKERS COMPENSATION 719,150 719,150 926,684 129% 779,525 147,159 19% 790 EQUIPMENT REPLACEMENT 2,219,595 2,219,595 2,277,079 103% 1,197,962 1,079,117 90% 791EMPLOYEE BENEFITS 813,718 813,718 812,360 100% 608,985 203,375 33% 795 GENERAL LIABILITY INSURANCE 1,981,019 1,981,019 1,993,947 101% 1,721,999 271,947 16% TOTAL INTERNAL SERVICE FUNDS 12,438,692 12,438,692 12,643,214 102% 10,170,675 2,472,539 24% TOTAL FOR ALL FUNDS 162,522,555 $ 165,871,620 $ 160,385,476 $ 97% 152,872,136 $ 7,513,340 $ 5%
City of Morgan Hill
Year to Date Expenses - Fiscal Year 2022-23
For the Month Ended June 30, 2023
100% of Year Complete
CURRENT
FUND MONTH PERCENT OF
NO. FUND/ACTIVITY ACTUAL AMENDED YTD OUTSTANDING TOTAL TOTAL TO PRIOR
EXPENSES BUDGET EXPENSES ENCUMBRANCE ALLOCATED BUDGET YTD 010 GENERAL FUND
I. ADMINISTRATION
CITY COUNCIL 50,924 $ 430,915 $ 410,227 $ - $ 410,227 $ 95% 343,348 $ CITY ATTORNEY 110,273 1,081,769 823,148 125,037 948,185 88% 719,485 CITY MANAGER 80,202 854,800 649,151 - 649,151 76% 594,620 HUMAN RESOURCES 90,436 847,361 824,618 - 824,618 97% 706,948
COUNCIL SVCS & RECORDS MGMT
Council Svcs & Records Mgmt 57,597 595,414 515,095 - 515,095 87% 567,825 Elections 3,448 357,836 220,600 - 220,600 62% 27,295
COUNCIL SVCS & RECORDS MGMT 61,045 953,250 735,695 735,695 - 77% 595,120 FINANCE 210,649 2,552,145 1,950,773 606,801 2,557,573 100% 1,722,371 TOTAL ADMINISTRATION 603,530 6,720,240 5,393,611 731,838 6,125,449 91% 4,681,891 II. COMMUNITY SERVICES
Membership Services & Rec. Programs 877,685 6,772,195 6,460,507 433,679 6,894,185 102% 5,556,955 Recreation Facility Rentals 81,316 546,870 513,021 4,855 517,876 95% 552,642 Innovative Transit 97,868 887,471 562,148 310,643 872,790 98% - Community Services 57,219 644,107 566,041 22,783 588,824 91% 520,429 Park Maintenance 120,262 1,495,918 1,172,132 30,490 1,202,622 80% 1,058,038 Environmental Services 31,576 390,733 243,919 7,000 250,919 64% 207,919 Countywide Solid Waste Program 46,318 392,096 375,622 - 375,622 96% 224,726 Street Maintenance 440,523 2,710,389 2,465,564 46,819 2,512,382 93% 2,408,760 Downtown Maintenance 50,750 325,886 205,817 11,094 216,911 67% 262,398 Cable Television 8,770 74,758 59,092 - 59,092 79% 41,359 COMMUNITY SERVICES 1,812,287 14,240,422 12,623,861 867,361 13,491,223 95% 10,833,226 CODE COMPLIANCE 19,003 319,550 200,669 - 200,669 63% 177,673 INFRASTRUCTURE PLANNING & CONGESTION MGMT 491,888 37,788 403,782 1,031 404,812 82% 321,499 ECONOMIC DEVELOPMENT PROGRAMS 95,642 1,207,348 781,588 253,763 1,035,351 86% 699,076 TOTAL COMMUNITY SERVICES 1,964,721 16,259,209 14,009,900 1,122,155 15,132,055 93% 12,031,473 III. PUBLIC SAFETY
POLICE
PD Administration 165,185 1,676,697 1,601,575 30,577 1,632,153 97% 1,695,024 Field Operations 1,340,096 10,629,970 10,312,068 22,877 10,334,946 97% 9,211,477 Support Services 288,129 3,389,174 2,763,535 597,599 3,361,134 99% 2,536,476 Emergency Services/Haz Mat 27,044 249,568 234,847 - 234,847 94% 217,754 Special Operations 443,922 3,900,732 3,993,423 1 3,993,424 102% 3,266,132 Dispatch Services 286,129 2,116,137 2,140,588 - 2,140,588 101% 1,827,919 POLICE 2,550,505 21,962,278 21,046,037 651,055 21,697,091 99% 18,754,781 FIRE 682,657 8,653,847 8,274,754 244,069 8,518,823 98% 7,397,932 TOTAL PUBLIC SAFETY 3,233,162 30,616,125 29,320,791 895,124 30,215,915 99% 26,152,713 IV. TRANSFERS
Other 107,276 4,647,315 4,647,315 4,647,315 - 100% 3,898,920 TOTAL TRANSFERS 107,276 4,647,315 4,647,315 4,647,315 - 100% 3,898,920 TOTAL GENERAL FUND 5,908,689 58,242,889 53,371,616 2,749,117 56,120,733 96% 46,764,998
City of Morgan Hill
Year to Date Expenses - Fiscal Year 2022-23
For the Month Ended June 30, 2023
100% of Year Complete
CURRENT
FUND MONTH PERCENT OF
NO. FUND/ACTIVITY ACTUAL AMENDED YTD OUTSTANDING TOTAL TOTAL TO PRIOR
EXPENSES BUDGET EXPENSES ENCUMBRANCE ALLOCATED BUDGET YTD
SPECIAL REVENUE FUNDS
202 STREET MAINTENANCE 420 909,478 795,009 - 795,009 87% 704,068 205 PUBLIC SAFETY/SUPP.LAW 104 101,252 101,252 - 101,252 100% 107,248 206 DEVELOPMENT SERVICES FUND
Planning 189,597 1,772,972 1,633,968 1,634,491 523 92% 1,695,674 Building 263,771 2,452,139 2,271,558 65,370 2,336,927 95% 2,172,294 Engineering 262,832 1,907,855 1,888,487 47,985 1,936,472 101% 1,500,142 206 DEVELOPMENT SERVICES FUND 716,201 6,132,966 5,794,013 113,878 5,907,891 96% 5,368,111 207 LONG RANGE PLANNING 84,766 1,036,040 863,145 16,140 879,285 85% 686,822 215/216 CDBG 7 81 81 - 100% 81 5,496
225 ASSET SEIZURE 63 759 759 - 100% 759 14,232
229 LIGHTING AND LANDSCAPE 55,809 224,538 192,937 4,070 197,006 88% 160,110 230 COMMUNITY FACILITIES DISTRICT 3,482 39,852 33,375 - 33,375 84% 26,503 232 ENVIRONMENT PROGRAMS 46,030 525,533 471,708 1,034 472,742 90% 429,871 234 MOBILE HOME PARK 73 881 881 - 100% 881 444
236 HOUSING MITIGATION 90,868 1,900,261 838,929 87,138 926,067 49% 1,285,375 240 EMPLOYEE ASSISTANCE 77 20,919 10,113 - 10,113 48% 10,043 246 COUNTYWIDE SOLID WASTE PROGRAM 235,754 1,879,903 1,518,080 266,651 1,784,731 95% 1,268,287 255 HOUSING SUCCESSOR AGENCY 71,368 1,143,490 1,159,781 1,159,781 - 101% 991,745 260 PUBLIC ART - 17,000 18,658 - 18,658 110% 4,743
TOTAL SPECIAL REVENUE FUNDS 1,305,022 13,932,953 11,798,720 488,910 12,287,630 88% 11,063,097
CAPITAL PROJECT FUNDS
301 PARK DEVELOPMENT 598,227 3,385,632 1,398,501 391,687 1,790,188 53% 7,294,436 302 PARK MAINTENANCE 54,573 1,664,980 656,345 - 656,345 39% 665,130 303 LOCAL DRAINAGE 42,688 11,167,922 919,801 1,054,762 1,974,563 18% 154,604 304 LOCAL DRAIN. NON-AB1600 9,225 279,113 136,624 42,972 179,596 64% 35,375 306 AGRICULTURE & OPEN SPACE PRESERVATIO 275,854 10,488 125,854 - 125,854 46% 5,574,807 308 STREET CIP 96,914 8,318,556 7,041,634 112,650 7,154,284 86% 3,040,040 309 TRAFFIC IMPACT 327,105 9,695,832 6,113,598 3,228,815 9,342,414 96% 10,191,198 315 PUBLIC SAFETY FACILITIES IMPACT 85,087 12,300,626 880,168 507,639 1,387,806 11% 510,499 346 PUBLIC FAC.NON AB1600 293,119 3,413,224 319,392 68,170 387,562 11% 315,040 347 PUBLIC FACILITIES IMPACT 2,430 1,279,154 29,154 - 29,154 2% 27,324 348 LIBRARY IMPACT 18,579 222,916 222,919 - 222,919 100% 218,430 350 UNDERGROUNDING 95 1,194,704 1,141 - 1,141 0% 22,618 355 SCHOOL PEDESTRIAN & TRAFFIC SAFETY 28,628 443,838 76,806 13,534 90,340 20% 1,253,652 360 COMM/REC CENTER IMPACT 89,980 2,326,276 851,988 660,684 1,512,672 65% 281,141 375 QUIMBY FEE 147,689 1,564,865 689,870 33,213 723,083 46% 70,379 TOTAL CAPITAL PROJECTS FUNDS 1,804,828 57,533,491 19,463,796 6,114,125 25,577,921 44% 29,654,674
DEBT SERVICE FUNDS
420 CIVIC CENTER DEBT 262 292,184 292,166 - 292,166 100% 298,079 441 POLICE FACILITY BOND DEBT 347 387,490 387,509 - 387,509 100% 389,222 TOTAL DEBT SERVICE FUNDS 609 679,674 679,674 - 679,674 100% 687,301
City of Morgan Hill
Year to Date Expenses - Fiscal Year 2022-23
For the Month Ended June 30, 2023
100% of Year Complete
CURRENT
FUND MONTH PERCENT OF
NO. FUND/ACTIVITY ACTUAL AMENDED YTD OUTSTANDING TOTAL TOTAL TO PRIOR
EXPENSES BUDGET EXPENSES ENCUMBRANCE ALLOCATED BUDGET YTD
ENTERPRISE FUNDS
SEWER
640 WASTEWATER OPERATIONS 1,814,921 16,300,411 15,968,899 98,688 16,067,587 99% 13,865,415 641 WASTEWATER CAPITAL EXPANSION 2,563,958 32,253,442 10,605,746 953,711 11,559,457 36% 7,492,893 642 WASTEWATER RATE STABILIZATION 151 1,818 1,818 - 1,818 100% 1,140 643 WASTEWATER CAPITAL PROJECTS 2,641,052 23,759,295 14,153,602 2,553,152 16,706,753 70% 12,338,781 TOTAL SEWER FUND(S) 7,020,082 72,314,966 40,730,064 3,605,551 44,335,615 61% 33,698,230 WATER
Water Operations 2,099,441 16,045,940 14,665,171 540,833 15,206,005 95% 14,239,200 Utility Billing 95,781 1,147,979 1,013,592 91,180 1,104,772 96% 910,660 Water Conservation 38,824 439,985 283,819 32,278 316,097 72% 132,262 650 WATER OPERATIONS 2,234,046 17,633,904 15,962,583 664,291 16,626,874 94% 15,282,121 651 WATER CAPITAL EXPANSION 58,019 893,125 710,293 18,077 728,370 82% 840,363 652 WATER RATE STABILIZATION 113 1,362 1,362 - 100% 1,362 372 653 WATER-CAPITAL PROJECTS 97,934 5,617,611 1,779,667 406,004 2,185,670 39% 2,199,097 TOTAL WATER FUND(S) 2,390,113 24,146,001 18,453,904 1,088,372 19,542,276 81% 18,321,953 TOTAL ENTERPRISE FUNDS 9,410,195 96,460,967 59,183,968 4,693,922 63,877,891 66% 52,020,183
INTERNAL SERVICE FUNDS
730 INFORMATION SYSTEMS 221,763 2,619,930 2,254,678 233,552 2,488,230 95% 2,205,668 740 BUILDING MAINTENANCE 171,312 1,668,218 1,477,630 19,627 1,497,257 90% 1,252,181 741 BUILDING REPLACEMENT 82,863 1,836,451 228,189 9,420 237,609 13% 381,413 745 CIP ADMINISTRATION 198,160 1,982,153 1,857,954 2,511 1,860,465 94% 1,733,849 760 UNEMPLOYMENT 4,277 15,000 18,358 - 18,358 122% 14,220 770 WORKERS COMPENSATION 14,915 1,106,358 695,816 - 695,816 63% 890,850 790 EQUIPMENT REPLACEMENT 7,017 2,765,964 600,443 181,542 781,985 28% 786,914 791 EMPLOYEE BENEFITS FUND 9,078 850,000 734,156 - 734,156 86% 679,967 795 GEN. LIABILITY INSURANCE 33,642 1,893,436 1,876,203 4,650 1,880,853 99% 1,715,769 TOTAL INTERNAL SERVICE FUNDS 743,026 14,737,510 9,743,427 451,302 10,194,729 69% 9,660,832 REPORT TOTAL $ 19,172,370 $ 241,587,484 $ 154,241,202 $ 14,497,376 $ 168,738,578 70% 149,851,083 $
City of Morgan Hill
Fund Activity Summary - Fiscal Year 2022-23
For the Month Ended June 30, 2023
100% of Year Complete
Beginning Year to-Date
Fund Fund Balance YTD % of YTD % of Deficit or
No. Fund Description 07-01-22 Actual Budget Actual Budget Carryover Reserved1 Unreserved 010 GENERAL FUND 33,685,888 $ 51, $ 987,034 101% 53,371,616 $ 92% (1, $ 384,582) $ 2,749,117 $ 29,552,189 TOTAL GENERAL FUND 33,685,888 $ $ 51,987,034 101% $ 53,371,616 92% $ (1,384,582) $ 2,749,117 $ 29,552,189 202 STREET MAINTENANCE 63,915 $ 795,009 87% $ 795,009 93% $ 0 $ - $ 63,915 205 PUBLIC SAFETY/SUPPL. LAW 251,291 169,762 167% 101,252 99% 68,510 - 319,801 206 DEVELOPMENT SERVICES (495,437) 5,904,081 96% 5, 794,013 94% 110,068 113,878 (499,247) 207 LONG RANGE PLANNING 1,197,975 1,045,425 105% 863,145 83% 182,280 16,140 1,364,115 215 / 216 CDBG 29,812 1,021 418% 81 100% 940 - 30,752
225 ASSET SEIZURE 101,644 1,588 162% 759 100% 829 - 102,473 229 LIGHTING AND LANDSCAPE 190,530 199,320 100% 192,937 86% 6,383 4,070 192,844 230 COMMUNITY FACILITIES DISTRICT 132,368 51,629 137% 33,375 84% 18,254 - 150,622 232 ENVIRONMENTAL PROGRAMS 236,258 563,537 102% 471,708 90% 91,828 1,034 327,053 234 MOBILE HOME PK RENT STAB. 69,992 6,736 1527% 881 100% 5,855 - 75,847 235 SENIOR HOUSING 236,079 n/a - n/a - - - 236,079
236 HOUSING MITIGATION 5,879,386 1,229,070 78% 838,929 44% 390,141 87,138 6,182,389 240 EMPLOYEE ASSISTANCE 61,964 8,974 43% 10,113 48% (1,139) - 60,825 246 COUNTYWIDE SOLID WASTE 129,862 1,665,193 211% 1,518,080 81% 147,112 266,651 10,324 247 ENVIRONMENT REMEDIATION 139,118 2,156 211% n/a - 2,156 - 141,274 255 HOUSING SUCCESSOR AGENCY 3,091,721 104,274 45% 1, 159,781 101% (1,055,507) - 2,036,214 260 PUBLIC ART 67,129 n/a 18,658 - 110% (18,658) - 48,471 TOTAL SPECIAL REVENUE FUNDS $ 11,383,607 $ 11,747,773 94% $ 11,798,720 85% $ (50,947) $ 488,910 $ 10,843,750 301 PARK DEV. IMPACT FUND $ (822,989) $ 3,744,621 273% 1,398,501 $ 41% 2, $ 346,119 $ 391,687 $ 1,131,443 302 PARK MAINTENANCE 2,567,344 589,257 109% 656,345 39% (67, 088) - 2,500,256 303 LOCAL DRAINAGE 11,596,359 1,222,059 326% 919,801 8% 302,258 1,054,762 10,843,854 304 LOCAL DRAINAGE/NON-AB1600 1,374,682 112,876 387% 136,624 49% (23, 748) 42,972 1,307,962 306 AG. AND OPEN SPACE PRESERVATION 589,238 77,991 1542% 125,854 46% (47, 863) - 541,375 308 STREET CIP 5,741,205 5,374,705 95% 7, 041,634 85% (1, 666,929) 112,650 3,961,626 309 TRAFFIC IMPACT FUND 1,187,038 8,539,955 167% 6,113,598 63% 2, 426,356 3,228,815 384,579 315 PUBLIC SAFETY FACILITIES IMPACT 3,221,824 667,333 8% 880,168 7% ( 212,834) 507,639 2,501,351 346 PUBLIC FACILITIES NON-AB1600 2,878,803 410,669 35% 319,392 9% 91,277 68,170 2,901,910 347 PUBLIC FACILITIES IMPACT FUND 1,017,051 122,501 89% 29,154 2% 93,347 - 1,110,398 348 LIBRARY IMPACT FUND 1,444,583 193,209 40% 222,919 100% (29,710) - 1,414,873 350 UNDERGROUNDING 1,600,648 26,265 89% 1,141 0% 25,124 - 1,625,772 355 SCHOOL PEDESTRIAN/TRAFFIC SFTY (46,063) 214,920 45% 76,806 17% 138,114 13,534 78,517 360 COMM/REC CTR IMPACT FUND 1,295,025 542,707 41% 851,988 37% ( 309,282) 660,684 325,060 375 QUIMBY FEE 839,370 1,563,760 239% 689,870 44% 873,889 33,213 1,680,047 TOTAL CAPITAL PROJECT FUNDS $ 34,484,118 $ 23,402,826 91% $ 19,463,796 34% $ 3,939,030 $ 6,114,125 $ 32,309,023 420 CIVIC CENTER DEBT $ 173,445 $ 294,554 101% 292,166 $ 100% $ 2,388 $ 75 $ 175,758 441 POLICE FACILITY BOND DEBT 166,744 387,708 100% 387,509 100% 200 96 166,848 TOTAL DEBT SERVICE FUNDS $ 340,189 $ 682,262 100% $ 679,674 100% $ 2,588 $ 170 $ 342,606 640 WASTEWATER OPERATIONS $ 4,567,000 $ 15,328,598 104% 15,968,899 $ 98% ( $ 640,301) 98,688 3,828,011 641 WASTEWATER IMPACT FUND* 20,552,531 13,543,489 76% 10, 605,746 33% 2, 937,743 953,711 22,536,563 642 WASTEWATER RATE STABILIZATION 2,726,339 94,809 190% 1,818 100% 92,991 - 2,819,330 643 WASTEWATER CAPITAL PROJECTS 22,007,034 6,816,156 102% 14,153,602 60% (7, 337,446) 2,553,152 12,116,437 650 WATER OPERATIONS 4,289,349 18,051,227 102% 15,962,583 91% 2, 088,644 664,291 5,713,702 651 WATER IMPACT FUND* 2,924,596 776,079 83% 710,293 80% 65,786 18,077 2,972,305 652 WATER RATE STABILIZATION 3,154,313 51,364 n/a 1,362 100% 50,002 - 3,204,315 653 WATER -CAPITAL PROJECT 10,397,946 5,260,646 103% 1,779,667 32% 3, 480,979 406,004 13,472,922 TOTAL ENTERPRISE FUNDS $ 70,619,108 $ 59,922,367 95% $ 59,183,968 61% $ 738,399 $ 4,693,922 $ 66,663,584 730 INFORMATION SERVICES $ 795,800 $ 2,240,479 100% 2,254,678 $ 86% (14, $ 199) $ 233,552 $ 548,048 740 BUILDING MAINTENANCE (166,058) 1,655,767 100% 1,477,630 89% 178,137 19,627 (7,548) 741 BUILDING REPLACEMENT 3,719,439 875,311 105% 228,189 12% 647,122 9,420 4,357,141 745 CIP ENGINEERING 8,327 1,856,939 94% 1, 857,954 94% (1,015) 2,511 4,801 760 UNEMPLOYMENT 316,781 4,649 201% 18,358 122% (13,709) - 303,072 770 WORKERS COMPENSATION 1,944,442 926,684 129% 695,816 63% 230,868 30,000 2,145,310 790 EQUIPMENT REPLACEMENT 6,113,244 2,277,079 103% 600,443 22% 1, 676,636 181,542 7,608,338 791 EMPLOYEE BENEFITS FUNDS (161,343) 812,360 100% 734,156 86% 78,203 - (83,140) 795 GEN. LIABILITY INSURANCE 1,123,565 1,993,947 101% 1,876,203 99% 117,743 4,650 1,236,658 TOTAL INTERNAL SERVICE FUNDS $ 13,694,197 $ 12,643,214 102% $ 9,743,427 66% $ 2,899,787 $ 481,302 $ 16,112,682 Revenues Expenses Preliminary Ending Fund Balance
City of Morgan Hill
Fund Activity Summary - Fiscal Year 2022-23
For the Month Ended June 30, 2023
100% of Year Complete
Beginning Year to-Date
Fund Fund Balance YTD % of YTD % of Deficit or
No. Fund Description 07-01-22 Actual Budget Actual Budget Carryover Reserved1 Unreserved Revenues Expenses Preliminary Ending Fund Balance
SUMMARY BY FUND TYPE
GENERAL FUND GROUP 33,685,888 $ 51, $ 987,034 101% 53,371,616 $ 92% (1, $ 384,582) $ 2,749,117 $ 29,552,189 SPECIAL REVENUE GROUP 11,383,607 11,747,773 94% 11, 798,720 85% (50, 947) 488,910 10,843,750 DEBT SERVICE GROUP 340,189 682,262 100% 679,674 100% 2,588 170 342,606 CAPITAL PROJECTS GROUP 34,484,118 23,402,826 91% 19, 463,796 34% 3, 939,030 6,114,125 32,309,023 ENTERPRISE GROUP 70,619,108 59,922,367 95% 59, 183,968 61% 738,399 4,693,922 66,663,584 INTERNAL SERVICE GROUP 13,694,197 12,643,214 102% 9,743,427 66% 2, 899,787 481,302 16,112,682 TOTAL ALL GROUPS $ 164,207,107 $ 160,385,476 97% $ 154,241,202 64% 6, $ 144,274 $ 14,527,547 $ 155,823,834 For Enterprise Funds: Unrestricted fund balance = Fund balance net of fixed assets and long-term liabilities. *Unreserved fund balance includes bond proceeds reserved for projects listed in bond documents. 1 Amount restricted for encumbrances, fixed asset replacement, long-term receivables, and bond reserves.
City Manager's Signature Authority
Contracts and Agreements Between $25,000 to $60,000 Entered From 4/4/2023 to 8/10/2023 Vendor Name Description of Service Begin Date End Date Department Amount Golden Bear Detailing On-Site Car Washing Services 4/13/2023 6/30/2025 E&U $52,722 Island Kids LLC.
Consultant to provide youth science
classes and/or camps 4/15/2023 6/30/2024 CS $40,000
Alter Tech Solutions, LLC
Complete Implementation of Cityworks
for Wastewater Dept 4/25/2023 6/30/2024 E&U $60,000
Lisa Wise Consulting, Inc. Monterey Corridor Form based code 4/26/2023 6/30/2024 DS $34,953 Golden Bay Construction Hale Ave Extension project 5/1/2023 5/1/2025 E&U $60,000 Skyhawks Sports Academy
Consultant to provide youth sports
classes and/or camps 5/5/2023 6/30/2024 CS $60,000
Arrow Asphalt & Concrete 2023 Seal coat and striping project 5/11/2023 8/11/2023 E&U $35,247 Planet Futsal, Inc. DBA
Futsal Kingz
Provide youth futsal and soccer
classes and/or camps 5/25/2023 6/30/2024 CS $60,000
Stanford Health Care DBA
Stanford Hospital and Clinics
Provide One or More EMS director for
Emergency Medical Services 6/1/2023 6/30/2025 Fire $39,000 Statewide Traffic Safety &
Signing
Traffic Control for all 4th Saturdays
Downtown Street Series (8/26, 9/23,
and 10/28) 6/4/2023 10/29/2023 E&U $28,317
Mark Thomas & Company,
Inc. Hale Ave Phase 2B project 6/14/2023 12/5/2023 E&U $59,500 A & B Mechanical, Inc.
Morgan Hill PD Server Room AC
installation 6/21/2023 8/5/2023 E&U $53,370
County of Santa Clara
Waste Reduction Comission
Implementation Committeee
County of Santa Clara Green Business
Program 7/1/2023 6/30/2024 CS $50,000
Geographic Technologies
Group GIS Services 7/4/2023 6/30/2025 CS $49,390
NBS Government Finance
Group Wastewater rate and impact fee study 7/13/2023 6/30/2024 FIN $59,875 Coleman Security and
Investigations
Security Services at selected special
events 7/26/2023 6/30/2024 CS $60,000
VertexOne Software, LLC.
Provide comprehensive suite of water
conservation reports and online
resources 8/4/2023 6/30/2024 E&U $52,700
Independence Day
Celebrations Morgan Hill Freedom Fest 2023 8/4/2023 6/30/2024 CS $45,000
17 CITY COUNCIL STAFF REPORT
MEETING DATE: August 23, 2023
PREPARED BY:
Kim Mancera, Deputy City Clerk
APPROVED BY: City Manager
APPOINT VOTING DELEGATES FOR THE 2023 CALCITIES (LEAGUE)
ANNUAL CONFERENCE
RECOMMENDATION(S)
1. Appoint a voting delegate and up to two (2) alternate voting delegates to the CalCities Annual Conference; and
2. Direct the Clerk team to complete and forward the voting delegate form to CalCities.
COUNCIL PRIORITIES, GOALS & STRATEGIES
City Council Ongoing Priorities
Enhancing Public Safety
Protecting the Environment and Preserving Open Space and Agricultural Land Maintaining and Enhancing Infrastructure
Supporting our Youth, Seniors, and Entire Community
Fostering a Positive Organizational Culture
Preserving and Cultivating Public Trust
Preserving our Community History
Enhancing Diversity and Inclusiveness
Advancing Regional Initiatives
2022-2023 Strategic Priorities
Fiscal Sustainability
Affordable Housing and Homelessness
Community Outreach, Engagement, and Messaging
Economic Development
Transportation
REPORT NARRATIVE:
CalCities is holding it's Annual Conference September 20-22, 2023at which it will conduct its General Assembly Meeting, where members can directly participate in the development of Cal Cities policy. The League’s bylaws provide that each city is entitled to one vote on matters affecting municipal or League policy. The voting delegate and/or alternate(s) must be registered for the conference and present to vote. The
17 memorandum from the League requesting the designation of a voting delegate for the League’s Annual Conference is attached (attachment 1).
It has been the City Council’s past practice to appoint the Mayor as the primary voting delegate and the Mayor Pro Tem as the alternate voting delegate. Staff requests the Council appoints a primary voting delegate and up to two alternate voting delegates. In 2006, the League authorized the appointment of up to two alternates to plan for unforeseen situations (bylaw amendment).
The General Assembly Meeting will convene on Friday, September 22nd, at 8:30 a.m.
By approving the recommendation, our League representatives are authorized to vote on amendments in the manner they deem to be in the best interest of the City.
COMMUNITY ENGAGEMENT:
Inform
This report serves to inform the community of the voting delegates appointed for the 2023 CalCities (League)Annual Conference.
ALTERNATIVE ACTIONS:
Council could decide to not support the recommended actions.
PRIOR CITY COUNCIL AND COMMISSION ACTIONS:
Each year the City Council appoints voting delegates to attend and vote at CalCities Annual Conference.
FISCAL AND RESOURCE IMPACT:
The cost of the conference registration is included in the adopted FY 2023-24 City Council budget.
CEQA (California Environmental Quality Act):
Not a project.
The appointment of voting delegates is not a project, as defined in Section 15378 of the State CEQA guidelines.
1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org DATE: Wednesday, June 21, 2023
TO: Mayors, Council Members, City Clerks, and City Managers RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES
League of California Cities Annual Conference and Expo, Sept. 20-22, 2023, Sacramento SAFE Credit Union Convention Center
Every year, the League of California Cities convenes a member-driven General Assembly at the Cal Cities Annual Conference and Expo. The General Assembly is an important opportunity where city officials can directly participate in the development of Cal Cities policy.
Taking place on Sept. 22, the General Assembly is comprised of voting delegates appointed by each member city; every city has one voting delegate. Your appointed voting delegate plays an important role during the General Assembly by representing your city and voting on resolutions.
To cast a vote during the General Assembly, your city must designate a voting delegate and up to two alternate voting delegates, one of whom may vote if the designated voting delegate is unable to serve in that capacity. Voting delegates may either be an elected or appointed official.
Please complete the attached voting delegate form and email it to Cal Cities office no later than Monday, August 28.
New this year, we will host a pre-conference information session for voting delegates to explain their role. Submitting your voting delegate form by the deadline will allow us time to establish voting delegate/alternate records prior to the conference and provide preconference communications with voting delegates.
Please view Cal Cities’ event and meeting policy in advance of the conference.
Action by Council Required. Consistent with Cal Cities bylaws, a city’s voting delegate and up to two alternates must be designated by the city council. When completing the attached Voting Delegate form, please attach either a copy of the council resolution that reflects the council action taken or have your city clerk or mayor sign the form affirming that the names provided are those selected by the city council.
Please note that designating the voting delegate and alternates must be done by city council action and cannot be accomplished by individual action of the mayor or city manager alone.
Council Action Advised by August 28, 2023
Conference Registration Required. The voting delegate and alternates must be registered to attend the conference. They need not register for the entire conference; they may register for Friday only. Conference registration is open on the Cal Cities website.
For a city to cast a vote, one voter must be present at the General Assembly and in possession of the voting delegate card and voting tool. Voting delegates and alternates need to pick up their conference badges before signing in and picking up the voting delegate card at the voting delegate desk. This will enable them to receive the special sticker on their name badges that will admit the voting delegate into the voting area during the General Assembly.
Transferring Voting Card to Non-Designated Individuals Not Allowed. The voting delegate card may be transferred freely between the voting delegate and alternates, but only between the voting delegate and alternates. If the voting delegate and alternates find themselves unable to attend the General Assembly, they may not transfer the voting card to another city official.
Seating Protocol during General Assembly. At the General Assembly, individuals with a voting card will sit in a designated area. Admission to the voting area will be limited to the individual in possession of the voting card and with a special sticker on their name badge identifying them as a voting delegate.
The voting delegate desk, located in the conference registration area of the SAFE Credit Union Convention Center in Sacramento, will be open at the following times:
Wednesday, Sept. 20, 8:00 a.m.- 6:00 p.m. and Thursday, Sept. 21, 7:30 a.m.- 4:00 p.m. On Friday, Sept. 22, the voting delegate desk will be open at the General Assembly, starting at 7:30 a.m., but will be closed during roll calls and voting.
The voting procedures that will be used at the conference are attached to this memo.
Please share these procedures and this memo with your council and especially with the individuals that your council designates as your city’s voting delegate and alternates.
Once again, thank you for completing the voting delegate and alternate form and returning it to Cal Cities office by Monday, Aug. 28. If you have questions, please contact Zach Seals at [email protected].
Attachments:
• General Assembly Voting Guidelines
• Voting Delegate/Alternate Form
• Information Sheet: Cal Cities Resolutions and the General Assembly
1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org General Assembly Voting Guidelines
1. One City One Vote. Each member city has a right to cast one vote on matters pertaining to Cal Cities policy.
2. Designating a City Voting Representative. Prior to the Cal Cities Annual Conference and Expo, each city council may designate a voting delegate and up to two alternates; these individuals are identified on the voting delegate form provided to the Cal Cities Credentials Committee.
3. Registering with the Credentials Committee. The voting delegate, or alternates, may pick up the city's voting card at the voting delegate desk in the conference registration area. Voting delegates and alternates must sign in at the voting delegate desk. Here they will receive a special sticker on their name badge and thus be admitted to the voting area at the General Assembly.
4. Signing Initiated Resolution Petitions. Only those individuals who are voting delegates (or alternates), and who have picked up their city’s voting card by providing a signature to the credentials committee at the voting delegate desk, may sign petitions to initiate a resolution.
5. Voting. To cast the city's vote, a city official must have in their possession the city's voting card and voting tool; and be registered with the credentials committee. The voting card may be transferred freely between the voting delegate and alternates but may not be transferred to another city official who is neither a voting delegate nor alternate.
6. Voting Area at General Assembly. At the General Assembly, individuals with a voting card will sit in a designated area. Admission to the voting area will be limited to the individual in possession of the voting card and with a special sticker on their name badge identifying them as a voting delegate.
7. Resolving Disputes. In case of dispute, the credentials committee will determine the validity of signatures on petitioned resolutions and the right of a city official to vote at the General Assembly.
CITY: ________________________________________
2023 ANNUAL CONFERENCE
VOTING DELEGATE/ALTERNATE FORM
Please complete this form and return it to Cal Cities office by Monday, August 28, 2023.
Forms not sent by this deadline may be submitted to the Voting Delegate Desk located in the Annual Conference Registration Area. Your city council may designate one voting delegate and up to two alternates.
To vote at the General Assembly, voting delegates and alternates must be designated by your city council. Please attach the council resolution as proof of designation. As an alternative, the Mayor or City Clerk may sign this form, affirming that the designation reflects the action taken by the council.
Please note: Voting delegates and alternates will be seated in a separate area at the General Assembly. Admission to this designated area will be limited to individuals (voting delegates and alternates) who are identified with a special sticker on their conference badge. This sticker can be obtained only at the voting delegate desk.
1. VOTING DELEGATE
Name:
Title:
2. VOTING DELEGATE - ALTERNATE
Name:
Title:
Email: _______________________________
Email: ______________________________
3. VOTING DELEGATE - ALTERNATE
Name:
Title:
Email: _____________________________
ATTACH COUNCIL RESOLUTION DESIGNATING VOTING DELEGATE AND ALTERNATES OR ATTEST: I affirm that the information provided reflects action by the city council to designate the voting delegate and alternate(s).
Name: ____________________________________ Email: _________________________________ Mayor or City Clerk: ________________________ Date: __________ Phone: ________________ (circle one) (signature) Please complete and email this form to [email protected] by Monday, August 28, 2023.
Sixty days before the
Annual Conference and
Expo, Cal Cities members
may submit policy
proposals on issues of
importance to cities. The
resolution must have the concurrence
of at least five additional member cities
or individual members.
How it works: Cal Cities
Resolutions and the General Assembly
General Assembly
General Resolutions
Policy Committees
Developing League of California Cities policy is a dynamic process that engages a wide range of members to ensure that we are representing California cities with one voice. These policies directly guide Cal Cities advocacy to promote local decision-making, and lobby against statewide policy that erodes local control.
The resolutions process and General Assembly is one way that city officials can directly participate in the development of Cal Cities policy. If a resolution is approved at the General Assembly, it becomes official Cal Cities policy. Here’s how Resolutions and the General Assembly works.
The petitioned resolution
is an alternate method
to introduce policy
proposals during the
annual conference. The
petition must be signed by
voting delegates from 10% of member
cities, and submitted to the Cal Cities
President at least 24 hours before the
beginning of the General Assembly.
Petitioned Resolutions
The Cal Cities President
assigns general resolutions
to policy committees where
members review, debate,
and recommend positions for
each policy proposal. Recommendations are
forwarded to the Resolutions Committee.
Who’s who
The Resolutions
Committee includes
representatives from
each Cal Cities diversity
caucus, regional
division, municipal
department, policy
committee, as well as
individuals appointed by
the Cal Cities president.
Voting delegates
are appointed by each
member city; every city
has one voting delegate.
The General Assembly
is a meeting of the
collective body of
all voting delegates —
one from every
member city.
Seven Policy
Committees meet
throughout the year to
review and recommend
positions to take on
bills and regulatory
proposals. Policy
committees include
members from each Cal
Cities diversity caucus,
regional division,
municipal department,
as well as individuals
appointed by the Cal
Cities president.
During the General Assembly, voting delegates
debate and consider general and petitioned
resolutions forwarded by the Resolutions Committee.
Potential Cal Cities bylaws amendments are also
considered at this meeting.
Cal Cities policy
development is a
member-informed
process, grounded
in the voices and
experiences of city
officials throughout
the state.
For more information visit www.calcities.org/general-assembly Prior to the Annual Conference and Expo
Resolutions Committee
The Resolutions Committee
considers all resolutions.
General Resolutions approved1
by either a policy committee
or the Resolutions Committee
are next considered by the General
Assembly. General resolutions not approved,
or referred for further study by both a policy
committee and the Resolutions Committee
do not go the General Assembly. All
Petitioned Resolutions are considered by the
General Assembly, unless disqualified.2
• Voting delegates will receive increased communications to prepare them for their role during the General Assembly.
• The General Assembly will take place earlier to allow more time for debate and discussion.
• Improvements to the General Assembly process will make it easier for voting delegates to discuss and debate resolutions.
What’s new in 2023?
During the Annual Conference and Expo
1 The Resolution Committee can amend a general resolution prior to sending it to the General Assembly. 2 Petitioned Resolutions may be disqualified by the Resolutions Committee according to Cal Cities Bylaws Article VI. Sec. 5(f).
18 CITY COUNCIL STAFF REPORT
MEETING DATE: August 23, 2023
PREPARED BY:
Donald Larkin, City Attorney
APPROVED BY: City Manager
APPROVE AMENDMENTS TO POLICIES NO. 97-01 AND 18-04,
REMOVING REFERENCES TO THE STANDARD CODE OF
PARLIAMENTARY PROCEDURE AND ADOPTING ROSENBERG'S
RULES OF ORDER
RECOMMENDATION(S)
Approve amendments to City policies removing references to the Standard Code of Parliamentary Procedure and adopting Rosenberg's Rules of Order for the conduct of City Council and Planning Commission meetings.
COUNCIL PRIORITIES, GOALS & STRATEGIES
City Council Ongoing Priorities
Fostering a Positive Organizational Culture
REPORT NARRATIVE:
POLICY CONSIDERATION:
Should the City use Rosenberg's Rules of Order for the conduct of City Council and Planning Commission meetings?
ANALYSIS:
At its May 3, 2023 meeting, Council directed staff to recommend policy changes that would address how abstentions are counted for voting purposes. While most rules of procedure give guidance regarding the counting of abstentions, the Sturgis's Standard Code of Parliamentary Procedure--which the Council currently follows--does not.
Rather than create a special policy for abstentions, staff recommends that the Council adopt standard procedures that are better suited to a five-member City Council. The Sturgis rules are cumbersome, and are designed for a much larger body than the City Council. Staff recommends adoption of Rosenberg's Rules of Order, which are published by the League of California Cities and available here.
Rosenberg's rules are significantly simplified from Sturgis's code, but in practice are substantially similar. They also have the advantage of being easily accessible to Council, staff, and members of the public. Under Rosenberg's Rules, abstentions are counted as "no" votes.
18 The Planning Commission currently follows the same rules of procedure as City Council. To maintain that practice, staff recommends amending the City Council policy regarding the conduct of Planning Commission meetings consistent with the changes to City Council procedures.
COMMUNITY ENGAGEMENT:
None. This item is an internal City Council policy.
ALTERNATIVE ACTIONS:
The Council could chose to adopt an alternative procedure, adopt a specific policy regarding abstentions, or make no changes to the current procedures.
PRIOR CITY COUNCIL AND COMMISSION ACTIONS:
On May 3, 2023, Council directed staff to make a recommendation on a policy change to address how abstentions are counted towards a majority vote.
FISCAL AND RESOURCE IMPACT:
Fiscal:
Staff anticipates a very small savings from using a publicly available resource rather than having to purchase books.
Resource:
Staff and Council will need to become familiar with the new procedures, which will require de minimus resources.
CEQA (California Environmental Quality Act):
Not a Project
Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
CITY OF MORGAN HILL
CITY COUNCIL POLICIES AND PROCEDURES
CP-97-01
SUBJECT: RULES FOR THE CONDUCT OF CITY COUNCIL
MEETINGS, PLACEMENT OF ITEMS ON THE AGENDA,
AND MATTERS TO BE RECONSIDERED
EFFECTIVE DATE: May 7, 1997
REVISED DATE: March 15, 2023, August 23, 2023
ORIGINATING DEPARTMENT: CITY MANAGER
SECTION 1 - SCOPE
1.1 These rules shall establish the procedures for the conduct of all meetings of the City Council of the City of Morgan Hill. The purpose of these rules is to provide procedures consistent with the Ralph M. Brown Act, establish procedures which will be convenient for the public, be fair to all members of the City Council, and contribute to the orderly conduct of City business.
SECTION 2 - MEETINGS
2.1 Open to Public: All meetings of the City Council, whether regular or special, shall be open to the public, unless a closed session is scheduled as authorized by law.
2.2 Regular Meetings: The City Council shall conduct its regular meetings at the time and place established by ordinance, if specified in the ordinance or resolution.
2.3 Review Status of Agenda at 9:00 p.m.: The City Council may review the agenda at 9:00 p.m. to determine if it will be able to conclude its business by 10:00 p.m. If, at 10:00 p.m., the City Council has not concluded its business, before continuing the meeting it shall review and discuss the status of the remaining agenda items and determine by majority vote whether to continue any remaining items to a future regular or special meeting, adjourn the meeting to another date and time, or extend the meeting beyond 10:00 p.m. as needed. The meeting may be extended beyond 10:00 p.m. one time.
Additional extensions of time will be at the Mayor’s discretion.
2.4 Special Meetings/Workshops: A special meeting and/or workshop may be called at any time by the Mayor or Presiding Officer of the City Council or by three members of the City Council. Written notice of any such meeting must specify the purpose of the meeting. Notice of the meeting must be made in accordance with the law.
2.5 Closed Sessions: The City Council may hold closed sessions during a regular or special meeting, or at any time authorized by law, to consider or hear any matter which is authorized by law. At times, Closed Sessions may have to be held in an order different than presented due to the timeliness of the matter, to save the City money when an outside attorney has been retained or due to the need for extra time to discuss and deliberate an important closed session item. Closed session items may be continued to
City Council Policy 97-01
Rules for the Conduct of City Council Meetings
the conclusion of the agenda.
2.6 Quorum: Three (3) members of the City Council shall constitute a quorum and shall be sufficient to transact business. If less than three Council members appear at a regular meeting, the Mayor, Mayor Pro Tempore in the absence of the Mayor, any member of the City Council, or in the absence of all Council members, the City Clerk or Deputy City Clerk shall adjourn the meeting to a stated day and hour.
2.7 Adjourned Meetings: The City Council may adjourn any regular, adjourned regular, special, or adjourned special meeting to a time and place specified in the order of adjournment and permitted by law.
SECTION 3 - POSTING NOTICE AND AGENDA
3.1 Posting of Notice and Agenda: For every regular or special meeting, the City Clerk or other authorized person, shall post a notice of the meeting specifying the time and place at which the meeting will be held and an agenda containing a brief description of all items of business to be discussed at the meeting. The notice and agenda may be combined in a single document.
a. Posting for Regular Meetings: For any regular meeting of the City Council, the notice and agenda shall be posted no later than seventy-two (72) hours prior to the time set for the meeting consistent with all Brown Act requirements. b. Posting for Special Meetings: For any special meetings of the City Council, the notice and agenda shall be posted no later than twenty-four (24) hours prior to the time set for the meeting consistent with all Brown Act requirements.
3.2 Location of Posting: The notice and agenda shall be posted on the City’s website and in a place to which the public has unrestricted access during at least normal business hours and where the notice and agenda are not likely to be removed or obscured by other posted materials.
3.3 Availability of the Agenda to the Public: The agenda for any regular or special meeting shall be made available to the public as soon as is practical after delivery to the members of the City Council.
SECTION 4 - AGENDA CONTENTS
4.1 Description of Matters: All items of business to be discussed at a meeting of the City Council shall be briefly described on the agenda. The description of the item and the proposed action to be considered should be set forth as clearly as practical so that members of the public will know the nature of the action under review and consideration.
4.2 Placement of items on the agenda: The Mayor, City Manager, or City Attorney may place items on the agenda. Members of the City Council may request items to be added to an upcoming City Council agenda by requesting an item during the "Future Council Initiated Agenda Items" Section of the agenda. When a Future Council Initiated Agenda Item is requested, the Council Member making the request will send the City Manager a brief summary outlining the request and any relevant background. If the requested item
City Council Policy 97-01
Rules for the Conduct of City Council Meetings
is not included in the current Strategic Priorities Workplan, the team will bring forward the item at a future Council Meeting within 30-45 days of the request via a brief staff report, including the brief summary provided by the requesting Council Member. At that meeting, the City Council will review the request and determine if the majority of the City Council wants the items agendized at a future meeting for discussion.
4.3 Limitation to Act on Only Items on the Agenda: No action shall be taken by the City Council on any item not on the posted agenda, subject only to the exceptions listed below:
a. Upon a majority determination that an "emergency situation" (as defined by State Law) exists; and
b. Upon a determination by a 4/5 vote of the City Council that there is a need to take immediate action and that the need to take the action came to the attention of City officials subsequent to posting of the agenda.
4.4 Change in Order of Business: The Mayor or Presiding Officer may decide to take matters listed on the agenda out of the prescribed order unless a majority of members present object to this variation.
4.5 City Council Reports: On an alternating basis, at each Regular City Council meeting, with a time limit of three minutes, a Council Member has the opportunity to share with the Council and community any pertinent updates or information in regard to their appointments to outside agencies, upcoming events, or relevant City business. These are non-action items.
4.6 City Manager Report: These are updates on current City activities, reports on issues raised at previous Council meetings, or recognitions. These are non-action items.
4.7 City Attorney Report: These are updates on current City activities, reports on issues raised at previous Council meetings, or reportable actions of the City Council in Closed Sessions and/or current litigation. These are non-action items.
4.8 Other Reports: These are pertinent updates or information on upcoming activities or events relevant to City business with a time limit of one minute. These are non-action items.
4.9 Public Comment for items not on the agenda: This refers to those matters not scheduled on the agenda where a member of the public wants to address a matter of importance to the City Council. Since the matter is not on the agenda, no action by Council can be taken. If a member of Council so desires, the matter can be placed on the agenda of a future Council meeting for review and consideration.
4.10 Consent Calendar: These are items of a routine or generally uncontested nature. Any member of the Council or member of the public may request to have an item pulled from the consent calendar and acted on individually by the Council. Items pulled will be discussed after action is taken on the balance of the consent calendar. The Mayor shall decide if the items are heard before or after moving on to public hearing and other business items.
City Council Policy 97-01
Rules for the Conduct of City Council Meetings
4.11 Public Hearings: These are matters that are duly noticed and published in a newspaper of general circulation and where required by law, written notice is given to the affected residents who have the opportunity to speak in favor or against a matter or ask questions about the matter.
4.12 Other Business: These are other matters of City business which are not appropriately placed on the consent calendar and do not require published notices and require Council action and direction.
4.13 Future Business: These are items that members of the City Council wish to discuss to potentially take action on or have placed on future agendas.
SECTION 5. ORDER OF BUSINESS
5.1 The order of business at meetings of the City Council shall be as follows:
a. CALL TO ORDER
b. ROLL CALL ATTENDANCE
c. DECLARATION OF POSTING AGENDA
d. WORKSHOP (if needed; 5:00-6:00 p.m., or as deemed appropriate) e. CLOSED SESSION (if needed; 6:00-7:00 p.m., or as deemed appropriate) f. SILENT INVOCATION
g. PLEDGE OF ALLEGIANCE
h. PRESENTATIONS
i. PROCLAMATIONS
j. RECOGNITIONS
k. CITY COUNCIL REPORTS
l. CITY MANAGER’S REPORT
m. CITY ATTORNEY’S REPORT
n. OTHER REPORTS
o. PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA
p. ADOPTION OF AGENDA
q. CONSENT CALENDAR
r. PUBLIC HEARINGS
s. OTHER BUSINESS
t. FUTURE COUNCIL INITIATED AGENDA ITEMS
City Council Policy 97-01
Rules for the Conduct of City Council Meetings
u. CLOSED SESSION
v. ADJOURNMENT
SECTION 6. PUBLIC COMMENT
6.1 Public Comment: Persons present at meetings of the City Council may comment on individual items on the agenda at the time the items are scheduled to be heard. In addition, comments may be offered on items not on the agenda under that portion of the agenda. In accordance with State law, matters not scheduled on the agenda cannot be acted upon by the City Council, but items raised by the public during public comment may be referred to a future City Council agenda at the request of the Mayor or City Council.
6.2 Limitations: The public comment period may be 3 minutes for items on the agenda or items not listed on the agenda. Speakers are called in the order the speaker cards are submitted. Project applicants or appellants will be allowed more than the designated 3 minutes in accordance with City Council Policy 03-01. Consistent with this policy, the Mayor or Presiding Officer may recall an applicant or appellant to address questions after the public comment is heard. In addition, applicants will be given time at the end of the public hearing to address any questions or comments.
The Mayor or Presiding Officer may allow speakers who wish to speak under public comment for items not on the agenda to concede a portion of their time, specifically, one speaker may concede a portion of their time to one other speaker. For all other business items, the Mayor or Presiding Officer may allow speakers more time and/or allow speakers to concede a portion of their time to a designated speaker of a group, specifically up to two speakers may concede their time to one speaker, unless a majority of the City Council objects. Speakers that wish to designate a group speaker shall notify the City Clerk before discussion on the item begins. Additionally, any speaker that concedes their time must be present at that City Council meeting. Speaker who would like to share documents or presentations may do so by submitting said document to the City Clerk by noon on the day of the City Council Meeting. Speaker may not share videos or presentations with videos embedded within them.
6.3 Procedure: To address the City Council, each speaker is requested to fill out a Speaker Card and turn it in to the City Clerk before discussion on the agenda item begins. The speaker is requested to provide their name, contact information, and the subject(s) upon which the speaker wishes to address the City Council. Speakers who do not wish to provide their name should provide an alternative designation so that they can be called to speak by the City Clerk.
Public comment may be provided in writing for items on the agenda, as well as for items not on the agenda. Public comment in writing may be submitted via email to [email protected] or by mail to the City Clerk at 17575 Peak Avenue, Morgan Hill, CA 95037. Please email your comments to the City Clerk no later than 3:00 p.m. on Tuesday (the day before the City Council meeting) for your comments to be submitted to the members of the City Council with sufficient time to review the comments. You may continue to provide written comments up to noon on Wednesday (the day of the meeting although Council Members may not have sufficient time to
City Council Policy 97-01
Rules for the Conduct of City Council Meetings
review them. Public comments submitted to the City Clerk after noon the day of the meeting will be provided to the City Council as time allows.
Written comments WILL NOT be read aloud during the City Council Meeting. Please note that written comments are posted on the City’s website, so do not include any personal information you do not want to be posted on the web.
SECTION 7. PROCEDURES FOR THE CONDUCT OF MEETINGS
7.1 Role of the Mayor/Presiding Officer:
a. The Presiding Officer of the City Council, who shall be the Mayor or in the Mayor's absence shall be the Mayor Pro Tempore, or in their absence any other designated member of the City Council, shall be responsible for maintaining the order and decorum of meetings. It shall be the duty and responsibility of the Presiding Officer to ensure that the rules of operation and decorum contained herein are observed. The Presiding Officer shall maintain control of communication between Council Members and between the Council, staff, and public.
b. Communication with Council Members:
1. Council Members should request the floor from the Presiding Officer before speaking.
2. When one member of the Council has the floor and is speaking, other Council Members shall not interrupt or otherwise disturb the speaker.
3. During both questions, when one Council Member has the floor, they are limited to 5 minutes. During discussion, the Mayor and Council Members as a whole are limited to 15 minutes. The time limit may be extended at the Mayor’s discretion.
4. With the concurrence of the Mayor, a Council Member holding the floor may address a question to another Council Member. The Council Member being questioned may or may not respond while the floor is still held by the Council Member asking the question. The reply shall be limited to the question asked.
c. The Mayor or Presiding Officer may declare that an item within the meeting will be conducted in “workshop” format, which means that the procedures described in section 7.1B do not strictly apply. This is to allow for a more open discussion without strict formalities. The Mayor or Presiding Officer may end the workshop format for the item at his/her discretion.
d. Communication with Members of the Public Addressing the Council
1. The Mayor or Presiding Officer shall open the floor for public testimony as appropriate.
2. After a witness or subject matter expert has addressed the City Council
City Council Policy 97-01
Rules for the Conduct of City Council Meetings
during public comment, Council members may only ask questions of witnesses or subject matter experts. Such questions should be directed to the person through the Presiding Officer unless the Presiding Officer grants the Council Member permission to directly question the person.
3. Staff members, through the City Manager, shall be a resource to the City Council to answer questions arising during discussions between Council Members and between Council Members and members of the public.
Communications in this regard shall be through the Presiding Officer.
4. Members of the public shall direct their questions and comments through the Presiding Officer.
7.2 Rules of Order: The City Council adopts no specific rules of order except those listed herein. The City Council shall refer to The Standard Code of Parliamentary Procedure by Alice Sturgis (McGraw Hill) Rosenberg’s Rules of Order (available at https://www.cacities.org/UploadedFiles/LeagueInternet/77/77d4ee2b-c0bc-4ec2-881b42ccdbbe73c9.pdf) as a guide for the conduct of meetings. The Sturgis guideline regarding not requiring seconds for governmental bodies' motions, resolutions or ordinances is not adopted as the rule in the City. The Mayor or Presiding Officer has the discretion to impose reasonable rules at any particular meeting based upon facts and circumstances found at any particular meeting. These latter rules will be followed unless objected to by a majority of the City Council members present.
7.3 Motions: The Mayor or any member of the City Council may bring a matter of business on the agenda before the Council by making a motion. Before the matter can be considered or debated it must be seconded. Once the motion has been properly made and seconded, the Presiding Officer shall open the matter for full debate offering the first opportunity to debate to the moving party and, thereafter, to any Council Member recognized by the Mayor or Presiding Officer. Debate shall be closed upon consent of a majority of the Council.
7.4 Reconsideration: Immediately after a vote on a matter, any member of the City Council may request to have his/her vote changed on a matter before the Council moves on to the next item. Such a request will be granted by the Mayor or Presiding Officer unless a majority of the Council objects.
A matter may be reconsidered by the City Council if a member on the prevailing side of the vote requests reconsideration. Such a motion may be made at a meeting where such action is taken or at a subsequent meeting of the Council, however, nothing in this policy precludes the majority of members of the City Council from requesting reconsideration of any item.
7.5 Debate:
a. The discussions and deliberations at meetings of the City Council are to secure the informed judgement of Council members on proposals submitted for decision.
This purpose is best served by the exchange of thought through discussion and debate.
City Council Policy 97-01
Rules for the Conduct of City Council Meetings
Debate is regulated by these rules in order to assure every member a reasonable and equal opportunity to be heard.
b. Obtaining the Floor for Debate:
As soon as a debatable motion has been stated to the Council by the Mayor or Presiding Officer, any member of the Council has a right to discuss it after obtaining the floor. The member obtains the floor by seeking recognition from the Mayor or Presiding Officer. A member who has been recognized is entitled to be heard so long as he/she observes the rules of debate.
c. Speaking More Than Once:
To encourage the full participation of all members of the Council, no member or members shall be permitted to monopolize the discussion of the question. If a Council member has already spoken and other members wish to speak, the latter members should be recognized in preference to the member who has already spoken. However, if no other members seek recognition, the Mayor or Presiding Officer may recognize the member who has already spoken. d. Relevancy of Debate:
All discussion must be relevant to the motion before the City Council. A member is given the floor only for the purpose of discussing the pending question; discussion which departs is out of order. The Mayor or Presiding Officer should then direct the speaker to limit discussion to the question before the City Council.
A motion-its nature or consequences-may be attacked vigorously. But it is never permissible to attack the motives, character, or personality of a member either directly or by innuendo or implication. It is the duty of the Mayor or Presiding Officer instantly to stop any member who engages in personal attacks. It is the motion, not its proposer, that is the subject of debate. Meetings must discuss measures and ideas, not people.
Arguments, for or against a measure, should be stated as concisely as possible.
Debate must be fundamentally impersonal. All discussion is addressed to the Mayor or Presiding Officer and must never be directed to any individual. e. Mayor’s Duties During Debate:
The Mayor or Presiding Officer has the responsibility of controlling and expediting debate. A Council member who has been recognized to speak on a question has a right to the undivided attention of the Council.
It is the duty of the Mayor or Presiding Officer to keep the subject clearly before the members, to rule out irrelevant discussion, and to restate the question whenever necessary.
SECTION 8. DECORUM
8.1 Council Members: Members of the City Council value and recognize the importance of
City Council Policy 97-01
Rules for the Conduct of City Council Meetings
the trust invested to them by the public to accomplish the business of the City. Council Members shall accord the utmost courtesy to each other, to City employees, and to the public appearing before the City Council.
8.2 City Employees: Members of City staff shall observe the same rules of order and decorum applicable to the City Council. City staff shall act at all times in a business and professional manner towards Council Members and members of the public.
8.3 Public: Members of the public attending City Council meetings shall observe the same rules of order and decorum applicable to the City Council.
8.4 Noise in the Chamber: Noise emanating from the audience within the Council Chamber or lobby area, which disrupts City Council meetings, shall not be permitted.
8.5 Sergeant-at-Arms: The Chief of Police, or his/her designated representative shall be exofficio Sergeant-at-Arms of the City Council.
SECTION 9. VIOLATIONS OF PROCEDURES
9.1 Nothing in these policies and procedures shall invalidate a properly noticed and acted upon action of the City Council in accordance with State Law.
This policy shall remain in effect until modified by the City Council.
APPROVED:
______________________________
_
MARK TURNER, MAYOR
CITY OF MORGAN HILL
CITY COUNCIL POLICIES AND PROCEDURES
CP-18-04
SUBJECT: Rules for the Conduct of Planning Commission Meetings EFFECTIVE DATE: July 18, 2018
REVISED DATE: August 23, 2023
ORIGINATING DEPARTMENT: Community Development Department SECTION 1. SCOPE
1.1 These rules shall establish the procedures for the conduct of all meetings of the Planning Commission of the City of Morgan Hill. The purpose of these rules is to provide procedures consistent with the Ralph M. Brown Act, establish procedures which will be convenient for the public, be fair to all Commissioners and contribute to the orderly conduct of City business.
SECTION 2. MEETINGS
2.1 Open to Public. All meetings of the Planning Commission, whether regular or special, shall be open to the public, unless a closed session is scheduled as authorized by law.
2.2 Regular Meetings. The Planning Commission shall conduct its regular meetings at the time and place established by ordinance or resolution if specified in the ordinance. Regular meetings shall not continue beyond 11:00 p.m. unless extended by a majority vote of the Planning Commission pursuant to Section 5.2 of this policy.
2.3 Special Meetings. A special meeting may be called at any time by the Community Development Director or by four Commissioners. Written notice of any such meeting must specify the purpose of the meeting. Notice of the meeting must be made in accordance with the law.
2.4 Quorum. Four (4) Commissioners shall constitute a quorum and shall be sufficient to transact business. If less than four Commissioners appear at a regular meeting, the Chair, Vice Chair in the absence of the Chair, any Commissioner, or in the absence of all Commissioners, the Minutes Clerk, shall adjourn the meeting to a stated day and hour.
2.5 Adjourned Meetings. The Planning Commission may adjourn any regular, adjourned regular, special, or adjourned special meeting to a time and place specified in the order of adjournment and permitted by law.
2.6 Attendance. Any commissioner who will be absent from a meeting shall communicate to the Chair and to the Community Development Director in advance of the meeting the date(s) of the meeting(s) that will be missed.
Rules for the Conduct of Planning Commission Meetings
SECTION 3. POSTING NOTICE AND AGENDA
3.1 Posting of Notice and Agenda. For every regular or special meeting, the Minutes Clerk or other authorized person, shall post a notice of the meeting, specifying the time and place at which the meeting will be held, and an agenda containing a brief description of all items of business to be discussed at the meeting. This notice and agenda may be combined in a single document.
3.2 Location of Posting. The notice and agenda shall be posted on the City’s website and in a place to which the public has unrestricted access during at least normal business hours and where the notice and agenda are not likely to be removed or obscured by other posted materials.
3.3 Posting for Regular Meetings. For any regular meeting of the Planning Commission, the notice and agenda shall be posted no later than seventy-two (72) hours prior to the time set for the meeting.
3.4 Posting for Special Meetings. For any special meeting of the Planning Commission, the notice and agenda shall be posted no later than twenty-four (24) hours prior to the time set for the meeting.
SECTION 4. AGENDA CONTENTS
4.1 Description of Matters. All items of business to be discussed at a meeting of the Planning Commission shall be briefly described on the agenda. The description of the item and the proposed action to be considered should be set forth as clearly as practical so that members of the public will know the nature of the action under review and consideration.
4.2 Availability of the Agenda to the Public. The agenda for any regular or special meeting shall be made available to the general public as soon as is practical after delivery to the Commissioners.
4.3 Limitation to Act on Only Items on the Agenda. No action shall be taken by the Planning Commission on any item not on the posted agenda.
SECTION 5. ORDER OF BUSINESS
5.1 The order of business at meetings of the Planning Commission shall be as follows:
A. CALL TO ORDER
B. ROLL CALL ATTENDANCE
C. DECLARATION OF POSTING AGENDA
D. WORKSHOP (as deemed appropriate)
Rules for the Conduct of Planning Commission Meetings
E. PLEDGE OF ALLEGIANCE
F. PUBLIC COMMENT
This item refers to those matters not scheduled on the agenda where a member of the public wants to address a matter of importance to the Planning Commission. Since the matter is not one on the agenda, no action by Commission can be taken. If a Commissioner so desires, the matter may be placed on the agenda of a future Commission meeting for review and consideration pursuant to Section 9.
G. CHANGE IN ORDER OF BUSINESS.
The Chair may entertain a motion by a majority request of Commissioners present to take matters listed on the agenda out of the prescribed order.
H. CONSENT CALENDAR
These are items of a routine or generally uncontested nature. Any Commissioner or member of the public may request to have an item pulled from the Consent Calendar and acted on individually by the Commission. Items pulled will be discussed after action is taken on the balance of the Consent Calendar· and before moving on to public hearings.
I. PUBLIC HEARINGS
These matters are ones that are duly noticed and published in a newspaper of general circulation and, where required by Law, written notice is given to the affected residents who have the opportunity to speak in favor or against a matter or ask questions about the matter. Public hearings shall be conducted pursuant to City Council Policy CP-03-01.
J. OTHER BUSINESS
These are other matters of City business which are not appropriately placed on the consent calendar and do not require published notices and require Commission action and direction.
K. DIRECTOR’S REPORT/ANNOUNCEMENTS
These are communication items from the Director, including future agenda items.
Director will take input from Commissioners on items of interest. Examples of a Director’s report or announcement include notice of cancellation of meetings, reminders of scheduled workshops, report back to the Commission, and pending agenda items.
L. ADJOURNMENT
5.2 Review Status of Agenda at 11:00 p.m. If, at 11:00 p.m., the Planning Commission has not concluded its business, it shall review the status of the agenda and determine by majority vote whether to extend the meeting beyond 11:00 p.m., continue any remaining items, or adjourn the meeting to another date and time.
Rules for the Conduct of Planning Commission Meetings
SECTION 6. PUBLIC COMMENT
6.1 Public Comment. Persons present at meetings of the Planning Commission may comment on individual items on the agenda at the time the items are scheduled to be heard. In addition, comments may be offered on items not on the agenda under that portion of the agenda.
6.2 Limitations. The public comment period may be 3 minutes for items on the agenda or items not listed on the agenda. Speakers are called in the order the speaker cards are submitted.
Project applicants or appellants will be allowed more than the designated 3 minutes in accordance with City Council Policy 03-01. Consistent with this policy, the Chair or Presiding Officer may recall an applicant or appellant to address questions after the public comment is heard. The Chair or Presiding Officer may allow more time and/or allow speakers to concede their time to a designated speaker of a group unless a majority of the Planning Commission objects. Speakers that wish to designate a group speaker shall notify the Minutes Clerk before discussion on the item begins.
6.3 Procedure. To address the Planning Commission, each speaker is requested to fill out a Speaker Card and turn it in to the Minutes Clerk before discussion on the agenda item begins.
The speaker is requested to provide their name and contact information and the subject or subjects upon which the speaker wishes to address the Planning Commission. Speakers who do not wish to provide their name should provide an alternative designation so that they can be recognized by the Minutes Clerk.
SECTION 7. APPOINTMENT OF OFFICERS
7.1 In June of each year, the selection of chair and vice chair shall be pursuant to City Council Policy CP 96-02, except that if a majority of the Commissioners see the need to extend the term due to special circumstances, the term of the Chair and Vice Chair may be extended for one year. The term of service for these offices shall be one year, beginning at the first meeting in July of each year. No commissioner shall serve more than two consecutive full terms as chairperson. The Chair may resign at any time during his or her role as chair, at which time the Vice Chair may serve the remining term.
SECTION 8. PROCEDURES FOR THE CONDUCT OF MEETINGS
8.1 Role of the Chair/Presiding Officer
A. The Presiding Officer of the Planning Commission, who shall be the Chair or in the Chair's absence shall be the Vice Chair, or in their absence any other designated Commissioner, shall be responsible for maintaining the order and decorum of meetings. It shall be the duty and responsibility of the Presiding Officer to ensure that the rules of operation and decorum contained herein are observed. The Presiding Officer shall maintain control of communication between Commissioners and between the Commission, staff, and public.
B. Communication with Commissioners
1. Commissioners should request the floor from the Presiding Officer before speaking.
Rules for the Conduct of Planning Commission Meetings
2. When one Commissioner has the floor and is speaking, other Commissioners shall not interrupt or otherwise disturb the speaker.
3. With the concurrence of the Chair, a Commissioner holding the floor may address a question to another Commissioner. The Commissioner being questioned may or may not respond while the floor is still held by the Commissioner asking the question. The reply shall be limited to the question asked.
C. The Chair/Presiding Officer may declare that an item within the meeting will be conducted in “workshop” format, which means that the procedures described in section 8.1B do not strictly apply. This is to allow for a more open discussion without strict formalities.
D. Communication with Members of the Public Addressing the Commission
1. The Chair shall open the floor for public testimony (typically referred to as public comment) as appropriate.
2. Commissioners may question a person addressing the Commission at the conclusion of the person's comments or upon expiration of the person's time to speak. Such questions should be directed to the person through the Presiding Officer unless the Presiding Officer grants the Commissioner permission to directly question the person.
3. Staff shall be a resource to the Planning Commission to answer questions arising during discussions between Commissioners and between Commissioners and members of the public. Communications in this regard shall be through the Presiding Officer.
4. Members of the public shall direct their questions and comments through the Presiding Officer.
8.2 Rules of Order. The Planning Commission adopts no specific rules of order except those listed herein. The Planning Commission shall refer to The Standard Code of Parliamentary Procedure by Alice Sturgis (McGraw Hill) Rosenberg’s Rules of Order (available at https://www.cacities.org/UploadedFiles/LeagueInternet/77/77d4ee2b-c0bc-4ec2-881b42ccdbbe73c9.pdf) as a guide for the conduct of meetings. The Sturgis guideline regarding not requiring seconds for governmental bodies' motions, resolutions or ordinances is not adopted as the rule in the City. The Chair has the discretion to impose reasonable rules at any particular meeting based upon facts and circumstances found at any particular meeting. These latter rules will be followed unless objected to by a majority of the Commissioners present.
8.3 Motions. The Chair or any Commissioner may bring a matter of business on the agenda before the Commission by making a motion. Before the matter can be considered or debated it must be seconded. Once the motion has been properly made and seconded, the Presiding Officer shall open the matter for full debate offering the first opportunity to debate to the moving party and, thereafter, to any Commissioner recognized by the Chair or Presiding
Rules for the Conduct of Planning Commission Meetings
Officer. Debate shall be closed upon consent of a majority of the Commission.
8.4 Reconsideration. Immediately after a vote on a matter, any Commissioner may request to have his/her vote changed on a matter before the Commission moves on to the next item.
Such a request will be granted by the Chair unless a majority of the Commission objects.
A matter may be reconsidered by the Planning Commission if a Commissioner on the prevailing side of the vote requests reconsideration. Such a motion may be made at a meeting where such action is taken or at a subsequent meeting of the Commission, however, nothing in this policy precludes the majority of Commissioners from requesting reconsideration of any item.
8.5 Debate.
A. The discussions and deliberations at meetings of the Planning Commission are to secure the informed judgement of Commissioners on proposals submitted for decision. This purpose is best served by the exchange of thought through discussion and debate.
Debate is regulated by these rules in order to assure every Commissioner a reasonable and equal opportunity to be heard.
B. Obtaining the Floor for Debate.
As soon as a debatable motion has been stated to the Commission by the Chair, any Commissioner has a right to discuss it after obtaining the floor. The Commissioner obtains the floor by seeking recognition from the Chair. A Commissioner who has been recognized is entitled to be heard so long as he/she observes the rules of debate.
C. Speaking More Than Once.
To encourage the full participation of all of the Commissioners, no Commissioner or Commissioners shall be permitted to monopolize the discussion of the question. If a Commissioner has already spoken and other Commissioners wish to speak, the latter Commissioners should be recognized in preference to the Commissioner who has already spoken. However, if no other Commissioners seek recognition, the Chair may recognize the Commissioner who has already spoken.
D. Relevancy of Debate.
All discussion must be relevant to the motion before the Planning Commission. A Commissioner is given the floor only for the purpose of discussing the pending question; discussion which departs is out of order. The Chair should then direct the speaker to limit discussion to the question before the Planning Commission.
A motion-its nature or consequences-may be attacked vigorously. But, it is never permissible to attack the motives, character, or personality of a Commissioner, City staff, or any member of the public either directly or by innuendo or implication. It is the duty of the Chair instantly to stop any Commissioner who engages in personal
Rules for the Conduct of Planning Commission Meetings
attacks. It is the motion, not its proposer, that is the subject of debate. Meetings must discuss measures and ideas, not people.
Arguments, for or against a measure, should be stated as concisely as possible.
Debate must be fundamentally impersonal. All discussion is addressed to the Chair and must never be directed to any individual.
E. Chair’s Duties During Debate.
The Chair has the responsibility of controlling and expediting debate. A Commissioner who has been recognized to speak on a question has a right to the undivided attention of the Commission.
It is the duty of the Chair to keep the subject clearly before the Commissioners, to rule out irrelevant discussion, and to restate the question whenever necessary.
SECTION 9. ITEMS TO BE PLACED ON THE AGENDA
9.1 Any Commissioner may at any time request to have any matter that can be legally agendized to be placed on the agenda of the Planning Commission by submitting a memo to the Community Development Director. The memo should be succinct, describe the issue, and the proposed referral, and include any background materials or information relating to the matter. The Community Development Director will transmit all of the documentation to the Deputy City Clerk for distribution to the Planning Commission and public as part of the agenda packets for the meeting.
9.2 The Community Development Director will place the item on the next available Planning Commission meeting agenda.
9.3 At the meeting at which the referral is agendized, the Planning Commission will consider the proposal and vote on its disposition. A majority of those present are necessary to formally refer an item to the City Staff. Staff will indicate if the referral is inappropriate or otherwise unattainable which shall be considered by the Planning Commission during its deliberation.
SECTION 10. DECORUM
10.1 Commissioners. Commissioners value and recognize the importance of the trust invested to them by the public to accomplish the business of the City. Commissioners shall accord the utmost courtesy to each other, to City employees, and to the public appearing before the Planning Commission.
10.2 City Employees. City staff and consultants shall observe the same rules of order and decorum applicable to the Planning Commission. City staff shall act at all times in a business and professional manner towards Commissioners and members of the public.
10.3 Public. Members of the public attending Planning Commission meetings shall observe the same rules of order and decorum applicable to the Planning Commission.
Rules for the Conduct of Planning Commission Meetings
10.4 Noise in the Chambers. Noise emanating from the audience within the Commission Chambers or lobby area, which disrupts Planning Commission meetings, shall not be permitted.
10.5 Sergeant-at-Arms. The Chief of Police, or his/her designated representative, shall be exofficio Sergeant-at-Arms of the Planning Commission.
SECTION 11. VIOLATIONS OF PROCEDURES
11.1 Nothing in these policies and procedures shall invalidate a properly noticed and acted upon action of the Planning Commission in accordance with State Law.
This Policy Shall remain in effect until modified by the City Council.
APPROVED:
_______________________________
STEVE TATEMark Turner,
MAYOR