AGENDA
FINANCE COMMITTEE
SPECIAL MEETING NOTICE
MAY 22, 2023
PUBLIC MEETING 3:00 P.M.
Members
Victor M. Gordo, Mayor
Tyron Hampton, District 1
Felicia Williams, District 2
STAFF
Matthew Hawkesworth, Director of Finance
Theresa Fuentes, Assistant City Attorney
Gloria Acevedo, Recording Secretary
MISSION STATEMENT
The City of Pasadena is dedicated to delivering exemplary municipal services, responsive to our entire community and consistent
with our history, culture and unique character.
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Items on the agenda may not be called in order listed. Agendas and supporting documents are available on the Internet at
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Materials related to an item on this Agenda submitted to the Finance/Audit Committee after distribution of the agenda packet will be posted online and listed as: “Supplemental Agenda Material Received after the Posting of the agenda”
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MAY 22, 2023 AT 3:00 P.M. WILL BE ACCEPTED IN-PERSON AND BY VIDEOCONFERENCE/TELECONFERENCE.
Link to City Meeting Policy:
cityofpasadena.net/CityCouncilMeetingPolicy
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[email protected].
SPECIAL MEETING
AGENDA
FINANCE COMMITTEE
MAY 22, 2023
Pub
lic Meeting: 3:00 P.M.
Council Chamber, Pasadena City Hall
100 North Garfield Avenue, Room S249
PUBLIC MEETING - 3:00 P.M.
ROLL CALL
PUBLIC COMMENT – LIMITED TO ITEMS ON THIS SPECIAL MEETING
AGENDA AND WILL BE HEARD AT THE TIME THE ITEM IS
CONSIDERED
APPROVAL OF MINUTES
March 27, 2023 Special Meeting
April 10, 2023 Cancellation Notice
NEW BUSINESS
1. AUTHORIZE THE CITY MANAGER TO EXECUTE AGREEMENTS WITH THE
CALIFORNIA PUBLIC UTILITIES CO
MMISSION FOR LOCAL AGENCY
TECHNICAL ASSISTANCE GRANT FUNDS FOR A STRATEGIC
BROADBAND PLAN
2. AMENDMENT TO HO
USING DEPARTMENT’S FISCAL YEAR 2023
OPERATING BUDGET; AUTHORIZATION TO
AMEND CONTRACT NO.
23,609 WITH COUNTY OF LOS ANGELES TO ADD ADDITIONAL FUNDING
AND EXTE
ND THE
TERM THROUGH JUNE 30, 2024
3. AMENDMENT TO HOUSING DEPARTMENT’S FISCAL YEAR 2023
OPERATING BUDGET
AND AUTHORIZATION TO AMEND CONTRACTS
NOS. 31386 W
ITH UNION STATION HOMELESS SERVICES AND 32093
WITH SYCAMORES
TO ADD FUNDING FOR HOMELESS SERVICES
PROGRAMS
4. CONTINUED BUDGET WORKSHOP FY 2024 RECOMMENDED OPERATING BUDGET
OPERATI
NG BUDGET PRESENTATIONS:
A. ROSE BOWL OPERATING COMPANY
B. CITY MANAGER’S OFFICE – ADMINISTRATION SECTION
PAGE 1
INFORMATION ONLY
ADJOURN
PAGE 2
APPROVAL O
F MINUTES
March 27, 2023 Special Meeting
April 10 , 2023 Cancellation Notice
PAGE 3
01 3/27/2023
CITY OF PASADENA
FINANCE/AUDIT COMMITTEE MINUTES
PASADENA CITY HALL
100 NORTH GARFIELD AVENUE
CITY HALL COUNCIL CHAMBER S249
MARCH 27, 2023
SPECIAL MEETING
OP
ENING Chair Gordo called the special meeting of the Finance/Audit Committee to order at 3:06 p.m.
ROLL CALL: Mayor Victor M. Gordo (Chair)
Councilmember Tyron Hampton
Vice Mayor Felicia Williams
Sta
ff: Miguel Márquez, City Manager
David Reyes, Assistant City Manager
Brenda Harvey-Williams, Assistant City Manger
Theresa Fuentes, Assistant City Attorney
Vic Erganian, Deputy Director of Finance/City Treasurer Manuel Carmona, Interim Director of Public Health
Ruthe Holden, Internal Audit Manager
Rebecca Takahashi, Senior Internal Auditor
Tim McDonald, Interim Director of Library and Information Services
Mike Shea, Library Services Manager
Gloria Acevedo, Recording Secretary
NEW
BUSINESS AUTHORIZE THE CITY MANAGER TO ENTER INTO AN
AGREEMENT WITH THE SUBSTANCE ABUSE AND
MENTAL HEALTH SERVICES ADMINISTRATION TO
RECOGNIZE AND APPROPRIATE $61,727 TO THE FISCAL
YEAR 2023 PUBLIC HEALTH DEPARTMENT
OPERATING BUDGET TO CONDUCT A MENTAL HEALTH
AWARENESS AND TRAINING PROGRAM
Chai
r Gordo introduced the item and Manuel Carmona, Interim Director of Public Health, provided a PowerPoint Presentation and responded to questions.
Counc
ilmember Hampton asked if staff is planning to partner
with the Pasadena Unified School District and the Independent School Alliance to train their staff and if the program will be open to residents. Mr. Carmona stated that the intent is to PAGE 4
02 3/27/2023
partner with many community members and organizations in order to create awareness and provide training opportunities.
Chai
r Gordo asked that staff pursue grant opportunities such as the SAMHSA grant to supplement the existing funds as well as partnership opportunities.
Fol
lowing a brief discussion, it was moved by Councilmember Hampton seconded by Vice Mayor Williams, to approve staff’s recommendation and forward the item to the City Council for consideration. (Motion Unanimously carried) (Absent: None)
RECOGNIZE AND APPROPRIATE GRANT FUNDS IN
THE AMOUNT OF $50,000 FROM CALIFORNIA STATE
LIBRARY TO THE DEPARTMENT OF LIBRARIES AND
INFORMATION SERVICES’ FISCAL YEAR 2023
OPERATING BUDGET
Chai
r Gordo introduced the item and Tim McDonald, Interim
Director of Library and Information Services, provided an outline of the report and introduced Mike Shea, Library Services Manager. They both responded to questions.
Counc
ilmember Hampton asked how many eBooks were
expected to be purchased with the grant. Mr. Shea stated that $65,000 will allow for the purchase of approximately 1500 eBooks/audio books. Councilmember Hampton also inquired about the licensing agreements when it came to how many copies of a particular eBook could be checked-out at a time.
Mr. Shea responded that the publisher establishes the lending options for each eBook.
Chai
r Gordo congratulated the Pasadena Library for securing the grant and for their work with the One City One Story event.
Fol
lowing a brief discussion, it was moved by Councilmember Hampton seconded by Vice Mayor Williams, to approve staff’s recommendation and forward the item to the City Council for consideration. (Motion Unanimously carried) (Absent: None) PAGE 5
03 3/27/2023
DIRECTION TO PREPARE AN ORDINANCE AMENDING
PASADENA MUNICIPAL CODE CHAPTER 4.100 TO
REFLECT THE CHARTER AMENDMENT TO SECTIONS
1407 AND 1408 AS APPROVED BY VOTERS
Chair Gordo introduced the item and Vic Erganian, Deputy Director of Finance/City Treasurer , provided an outline of the item.
It w
as moved by Vice Mayor Williams seconded by
Councilmember Hampton, to approve staff’s recommendation and forward the item to the City Council for consideration. (Motion Unanimously carried) (Absent: None)
INF
ORMATION ONLY INTERNAL AUDIT STATUS UPDATE
Chair Gordo introduced the item and Ruthe Holden, Internal Audit Manager , provided a PowerPoint Presentation and
responded to questions.
Counc
ilmember Hampton expressed concern about how the
Pasadena Water & Power’s February 2023 survey was vetted and provided to the public . Ms. Holden stated that the vetting process appeared to have been rushed and that after reviewing thousands of emails and interviewing staff involved, they stated there was no intent to sway away from policy direction.
Counc
ilmember Hampton asked about the feasibility to pay
small business owners on a net 15-day term. Ms. Holden stated that the subject will be included in the upcoming accounts payable audit.
Vi
ce Mayor Williams asked about the availability of the audit results. City Manager, Miguel Márquez, will provide copies of the report to the full City Council during the March 27, 2023 scheduled closeD session.
Chai
r Gordo asked if outside influences played any part in
Pasadena Water and Power’s February 2023 public survey
process. Ms. Holden stated the audit found no outside
influences. Chair Gordo also expressed concern that the Department of Information Technology Risk assessment , w as still in pending status given the effect s a cybersecurity attack could have on City Departments and asked that the physical City plants/structures including the Pasadena Police Department and PAGE 6
04 3/27/2023
the Pasadena Public Health Department be included in the assessment.
Foll
owing a brief discussion, on the order of the Chair and consensus of the Committee, the item was received and filed.
CITY OF PASADENA BANK HOLDINGS
Chair Gordo introduced the item and Vic Erganian, Deputy Director of Finance, City Treasurer, provided a PowerPoint presentation and responded to questions.
Counci
lmember Hampton requested for the item to be included
in a future City Manager’s Newsletter.
Following a brief discussion, on the order of the Chair and consensus of the Committee, the item was received and filed.
ADJOURNM
ENT On the order of the Chair, the special meeting of the Finance/Audit Committee was adjourned at 4:33 p.m.
ATTE
ST: ______________________
Mayor Victor Gordo, Chair
Finance/Audit Committee
___________
_________
Gloria Acevedo
Recording Secretary
PAGE 7
PAGE 8
NEW BUSINESS
ITEM 1
1. AUTHORIZE THE CITY MANAGER TO
EXECUTE AGREEMENTS WITH THE
CALIFORNIA
PUBLIC UTILITIES
COMMISSION FOR LOCAL AGENCY
TECHNICAL ASSISTANCE GRANT FUNDS
FOR A STRATEGIC BROADBAND PLAN
PAGE 9
Agenda Report
TO: Honorable Mayor and City Council
THROUGH: Finance Committee
FROM: Department of Information Technology
May 22, 2023
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE AGREEMENTS WITH
THE CALIFORNIA PUBLIC UTILITIES COMMISSION FOR LOCAL
AGENCY TECHNICAL ASSISTANCE GRANT FUNDS FOR A
STRATEGIC BROADBAND PLAN
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed action is exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines Section 15061 (b)(3), the "common sense" provision that CEQA only applies to projects that may have an effect on the environment;
2. Authorize the City Manager to execute agreements with the California Public Utilities Commission (CPUC) associated with the receipt of $325,000 in reimbursable Local Agency Technical Assistance (LATA) grant funding for a Strategic Broadband Plan; and
3. Amend the City's budget to recognize and appropriate funds for the LATA grant in the amount of $325,000 to Capital Improvement Program Project 71167 (City Fiber Network Expansion FY 2020 - FY 2024) for expenses related to the development of a Strategic Broadband Plan.
BACKGROUND:
Established by the California Public Utilities Commission (CPUC) according to Senate Bill 156, the Local Agency Technical Assistance (LATA) grants support local government agencies and tribes in their efforts to expand broadband service to unserved and underserved
Californians. The bill allocated $50 million budget for grants including a $5 million set-aside for tribes for technical assistance funding for planning work, including community needs assessments, environmental and engineering studies, MEETING OF _____
_ AGENDA ITEM NO. ____ _
PAGE 10
PAGE 11
PAGE 12
NEW BUSINESS
ITEM 2
2. AMENDMENT TO HOUSING DEPARTMENT’S FISCAL YEAR
2023 OPERATING BUDGET AUTHORIZATION TO AMEND
CONTRACT NO. 23,609 WITH COUNTY OF LOS ANGELES
TO ADD ADDITIONAL FUNDING AND EXTEND THE TERM
THROUGH JUNE 30, 2024
PAGE 13
Agenda Report
TO: Honorable Mayor and City Council
THROUGH: Finance Committee
FROM: Housing Department
May 22, 2023
SUBJECT: AMENDMENT TO HOUSING DEPARTMENT'S FISCAL YEAR 2023 OPERATING BUDGET; AUTHORIZATION TO AMEND CONTRACT NO.
23,609 WITH COUNTY OF LOS ANGELES TO ADD ADDITIONAL
FUNDING AND EXTEND THE TERM THROUGH JUNE 30, 2024
RECOMMENDATION:
It is recommended that the City Council:
1) Find that the recommended actions are exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines Section 15061 (b)(3), the "common sense" provision that CEQA only applies to projects that may have an effect on the environment;
2) Amend the Department of Housing's Fiscal Year 2023 Operating Budget by recognizing revenue and appropriating $1,025,080 in the Other Housing Fund (238) for Measure H funding for homeless services;
3) Authorize the City Manager to amend Contract No. 23,609 with County of Los Angeles to add $1,025,080 for a not-to-exceed total of $1,790,547 and to extend the term through June 30, 2024;
4) Authorize the City Manager to execute one additional amendment to Contract No. 23,609 in the amount of $800,000 for a total not-to-exceed amount of $2,590,547 to support the continued provision of homeless services and extend the term through June 30, 2025; and
5) Authorize the City Manager to approve no-cost extension amendments to Contract No. 23,609 which extend the term beyond June 30, 2025.
MEETING OF _____ _ AGENDA ITEM NO. ____ _
PAGE 14
Amendment of FY 2023 Operating Budget and Contract No. 23,609 May 22, 2023
BACKGROUND:
On January 24, 2022, Council Authorized Contract No. 23,609 with the County of Los Angeles ("County") for the receipt of Measure H funds for homeless services. The contract total currently is $765,467 which includes $504,064 of the City's Fiscal Year (FY) 2022 direct Measure H funding allocation as well as $261,403 of carryover funding from Contracts Nos. 23,046 and 23,522 with the Los Angeles Homeless Services Authority (LASHA) that were expiring June 30, 2022. The City has since closed both contracts with LAH SA; however, additional unspent funding in the amount of $521,016 was identified upon close out. As directed by the LA County Board of Supervisors, all unspent funds from the LAHSA contracts are to be carried over and included in the new contract with the County. The proposed amendment will add a total of $1,025,080 of Measure H funds. This includes the City's FY 2023 allocation of $504,064, which is equivalent to the FY 2022 allocation, as well as the additional $521,016 of unexpended funds from Contracts Nos. 23,046 and 23,522 with LAHSA. This amendment will also extend the contract term through June 30, 2024.
The Board of Supervisors approved the County's FY 2024 Measure H budget on February 7, 2023, which includes funding for the City's FY 2024 direct allocation of Measure H. While the County has yet to calculate the City's exact allocation, the Board of Supervisors approved more funding for Continuums of Care in FY 2024 compared to previous fiscal years. Thus, staff expect to receive a higher allocation, but it will not exceed $800,000. The proposed amendment in Recommendation 3 will allow the City to accept its FY 2024 allocation of Measure H funding once an amendment is issued by the County.
COUNCIL POLICY CONSIDERATION:
Approval of the recommended actions has the potential to provide essential housing and supportive services for people experiencing homelessness in Pasadena. These actions are consistent with the City Council's goal to support and promote the quality of life and local economy. Amendment of the Department's Operating Budget and amending a contract with the County for Measure H funds are in accordance with the Pasadena Continuum of Care system, General Plan Housing Element, Five-Year Consolidated Plan, and Five-Year Public Housing Authority Plan.
ENVIRONMENT AL ANALYSIS:
The actions proposed herein are exempt from the California Environmental Quality Act (CEQA), pursuant to State CEQA Guidelines Section 15061 (b)(3), the "common sense" provision of CEQA which applies to projects which may have the potential for causing a significant effect on the environment. Where ii can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. Amendment of the Department's Operating Budget and amending a contract with the County to receive additional Measure H funding for homeless services will not have a significant effect on the environment and, hence, are not subject to CEQA.
PAGE 15
PAGE 16
NEW BUSINESS
ITEM 3
3. AMENDMENT TO HOUSING DEPARTMENT’S
FISCAL YEAR 2023 OPERATING BUDGET
AND AUTHORIZATION TO AMEND
CONTRACTS NOS. 31386 WITH UNION
STATION HOMELESS SERVICES AND 32093
WITH SYCAMORES TO ADD FUNDING FOR
HOMELESS SERVICES PROGRAMS
PAGE 17
PAGE 18
PAGE 19
PAGE 20
PAGE 21
NEW BUSINESS
ITEM 4 A
BUDGE
T WORKSHOP FY 2024 RECOMMENDED
OPERATING BUDGET
4. OPERAT
ING BUDGET PRESENTATIONS:
(A) ROSE BOWL OPERATING COMPANY
PAGE 22
Rose Bowl Operating Company
(RBOC)
FY 2024 Recommended Budget
1 City of Pasadena Finance Committee
May 22, 2023
PAGE 23
Mission Statement
The mission of the Rose Bowl Operating
Company (RBOC) is to improve the quality of
life in Pasadena by providing top quality
entertainment and by generating revenue
through the operation of a world-class stadium
and a professional quality golf course complex.
2 PAGE 24
Fiscal 2023 Accomplishments
• The RBOC will pay its entire Debt Service obligation in FY 2023 with no General Fund support and is expected to do so for at least the next 5 years. • RBOC has reinvested in the stadium capital infrastructure and preventative maintenance; $2.8M in FY 2022 and $9.8M allocated for FY 2023. • The RBOC has quantified and prioritized the capital demands of the facility and presented it to the City of Pasadena.
• RBOC was able to improve the FY 2023 projected net income from Adopted budget by approximately $1.4M.
• Legacy Foundation generated Grant funding of $3.2M and planned transfer/project funding of an additional $750K (life to date transfers/funding $32.2M), and progress on SB96 and the Historic Stadium’s Caucus
• Music Festival contract year 1, of 5-years with AEG, was very successful and outperformed budget by $1.0M for a total net of $4.1M.
• UCLA announced their move to the Big10 in 2024 (FY 2025) PAGE 25
Fiscal 2023 Accomplishments
• Enterprise events projected to net $1.2M while stadium hosted 24 displacement events • Brookside golf complex continued to be an industry leader with a projected net complex income of $2.7M on a budget of $2.4M
• Facilitated Tourism Business Improvement District (TBID) renewal in partnership with the Pasadena Center Operating Company
• Negotiated and implemented new ticketing agreements for soccer and concerts • Flea Market agreement renegotiated resulting in ~$1.5M in annual revenues • Community Program Highlights: Americafest, Cinco de Mayo, Athletes in Schools program, Egg Bowl, PUSD commencement, Women’s Empowerment Symposium, and host to dozens of events supporting local community groups (including Union Station, First Tee of Pasadena, Ronald McDonald House, etc.) Continued growth trajectory of the Rose Bowl Institute’s free programs, due to funded donor support, within the community.
PAGE 26
Rose Bowl Operating Company
FY 2023 Adopted Budget and Forecast
5 FY2023 Forecast estimated Net Income improvement of $1.4M over FY2023 Adopted PAGE 27
Rose Bowl Operating Company
FY 2024 Forecast to Recommended Budget comparisons:
6 Recommended Net Income improved by $2.2M since June 2022 Proforma for FY2024 PAGE 28
Rose Bowl Operating Company
Budget Historical Events Statistics
7 PAGE 29
Rose Bowl Operating Company
8 Budget Historical Event Count and Net Event Income In thousands PAGE 30
Rose Bowl Operating Company
Budget Historical Operating Net Income/(Loss)
9 PAGE 31
Rose Bowl Operating Company
Budget History Revenues in thousands
10 PAGE 32
Rose Bowl Operating Company
Budget History Expenditures in thousands
11 PAGE 33
Rose Bowl Operating Company
Budget History By Division or Major Budget Area in thousands 12 PAGE 34
Rose Bowl Operating Company
Key Issues
• Identify incremental revenue
opportunities
• Focus on long term financial
structure and health for the complex
• Music Festival success
• Stabilize and grow golf course
property revenue
Strategies
• Focus on big picture thinking
around appropriate revenue
generating activities and uses on
the entire campus
• Work closely with the City in
forecasting revenue, expenses and
funding necessary for bond debt
service and capital improvements
• Recognize the importance of music
festivals and provide support to
help them succeed and achieve
revenue share above guarantee
• Refine efforts related to increasing
net golf course as well as food &
beverage revenue. Identify more
outdoor opportunities on golf
course including the Family Golf
initiative
13 FY 2024 Key Issues and Strategies
PAGE 35
Rose Bowl Operating Company
Key Issues (continued)
• Continued focus on event
operations, including security and
outside the fence line management
• Prepare for 2028 Olympics
• Identify long-term annual capital
funding sources
• Success of existing tenants
Strategies (continued)
• Work and communicate closely
with public safety officials, event
promoters and stakeholders
• Collaborate with Los Angeles
leaders and put forth an effort
based on Stadium’s history and
brand to provide Pasadena a
global platform
• Legacy 2.0 will likely be focused on
collaboration with City, State and
Federal Governments as it relates
to grants, rebates and awards
• Leverage existing agreements and
create new public/private
partnerships that increase revenue
and capital funding for all parties
14 FY 2024 Key Issues and Strategies
PAGE 36
NEW BUSINESS
ITEM 4 B
BUDGE
T WORKSHOP FY 2024 RECOMMENDED
OPERATING BUDGET
4. OPERAT
ING BUDGET PRESENTATIONS:
(B) CITY MANAGER’S OFFICE - ADMINSTRATION SECTION
PAGE 37
City Manager Department
FY 2024 Recommended
Operating Budget
Finance Committee
May 22, 2023
PAGE 38
City Manager Department
FY 2023 Accomplishments
• Successfully completed relinquishment of 710 freeway right-of-wa y > $5M for required maintenance from Caltrans
> Secured an allocation of $230.5M in Metro Measure R funding for mobility improvements along the corr
idor ($181.4M for projects approved by Metro; $49.1M for future consideration and approval by Metro)
• 3rd Assistant City Manager position created to address Office workload • Reorganized CM Office to add Deputy City Manager to manage City’s enterp
rise risk management program
• New City Manager appointed two Assistant City Managers, Deputy City Manager
, Police Chief, General Manager of Water and Power, Human Resources Director, Planning and Community Development Director • Provided leadership in ending COVID-19 Public Health Emergency • Internal Audit completed the citywide risk assessment, annual audit plan and hi
gh risk inventory audit
• Public Affairs expanded communications efforts through the use of social medi
a platforms and video content while coordinating communications across departments
2 PAGE 39
City Manager Department
Appropriations by Category
3 Category
FY 2020
Actuals
FY 2021
Actuals
FY 2022
Actuals
FY 2023
Adopted
FY 2024
Recommended
%
Change
Personnel 5,615,363 6,040,183 5,479,921 6,487,209 7,391,525 13.9% Services & Supplies 1,735,400 2,445,134 2,043,528 3,836,316 3,738,625 -2.5% Internal Srvc Chrg 574,285 572,281 542,816 613,523 655,867 6.9% Grand Total 7,925,048 9,057,598 8,066,265 10,937,048 11,786,018 7.8% FTE 39.50 42.00 2.50
PAGE 40
City Manager Department
Appropriations by Division
4 PAGE 41
City Manager Department
Significant Changes from FY 2023
Budget
• Personnel increases $904,317 due to:
> Addition of 1.0 FTE Assistant City Manager & 1.0 FTE
Sen
ior Project Manager position approved mid-
year FY 2023
> Reclassification of existing 0.5 FTE Admin Intern to
1.0 FTE Public Information Specialist
> Reclassification of Risk Manager position to Deputy
City M
anager
5 PAGE 42
City Manager Department
FY 2024 Priorities
• Six major issues requiring immediate
atten
tion include:
> Street pavement maintenance
> Homelessness
> Affordable housing
> Drugs (especially fentanyl) and guns on our
str
eets
> Properly maintaining aging facilities
> Planning for a zero emission citywide fleet
6 PAGE 43
City Manager Department
FY 2024 Priorities
• Public Affairs
> Streamline City Social Media Accounts
> Create more video content to help promote
Cit
y programs, projects, initiatives and events on
social media
• Internal Audit
> Complete projects in approved Audit Plan
> Complete annual citywide risk assessment &
updat
e audit plan
> Monitor & report on Open Audit
Recom
mendations
7 PAGE 44
City Manager Department
FY 2024 Priorities
• Risk Management
> Promote culture of risk awareness, mitigation &
str
ategic risk taking across City departments
> Proactively identify potential safety issues &
res
pond to employee safety concerns
8 PAGE 45