BUDGET COMMITTEE
Vice Mayor Zollman
Councilmember Maurer
City Manager
Don Schwartz
[email protected]
Assistant City Manager/City Clerk, MMC
Mary Gourley
[email protected]
MEMORANDUM TO: City Council
FROM: Budget Committee
DATE: June 14, 2024
SUBJECT: Status of Budget Committee Actions to Date
Please Note: This is a rolling update of the Budget Committee Actions and is meant for informational purposes only. It is intended to keep the City Council and public up to date on topics and recommendations of the Budget Committee.
As of the writing of this report, the Budget Committee has conducted the following meetings:
June 13th 2024
June 6th 2024
A Recap of each of the meetings is attached to this memo.
FUTURE MEETING DATES:
It is the goal of the Budget Committee to conduct Budget Hearings at the City Council Meeting of July 16, 2024.
Dates for Future Budget Committee Meetings are listed below and are unchanged as noticed at the last budget committee meeting:
June 24th 9:00
June 25th 9:00
June 26th 9:00
July 1st 9:00
July 2nd 9:00 This Meeting will be Cancelled
July 8th 9:00
Jul 9th 9:00
July 10th 10:00
The Budget Committee strongly encourages all council members to review this recap, all subsequent report outs, and when all associated budget documents are provided (such as the transmittal letter with the final proposed budget along with associated materials in detail) prior to the meetings to facilitate a thorough and informed discussion. Please pay particular attention to the 'Explanation and Impacts' column, as it outlines the reasons behind budget changes and their potential effects on city operations. Understanding these details is crucial for maintaining transparency and making informed decisions that best serve our community. If you have any questions or require further clarification on any section, please do not hesitate to contact Don Schwartz, City Manager and/or Mary and Ana Highlights of the meetings are listed below for easy reference (for any additional comments on the items, please refer to the Recaps attached to the cover memo) Date of Budget
Committee Meeting
Topic Recommendations from Budget Committee Budget Committee Consensus Staff Follow up /Responsible Department
if Any Action Taken
Status (THIS WILL BE
UPDATED AFTER EACH
BUDGET COMMITTEE
MEETING)
Update as of June 13th 2024
1 June 13th IT Equipment Detailed proposal for FY 24 25 of what IT equipment is proposed
(numbers/types) to include Cyber Security
and what funding source is proposed to fund
the IT
Both Councilmembers were in consensus Administrative Services 2 June 13th Cide Wide Assessment for
Workstations/Furniture
Provide narrative on how this will work to
meet CIRA goals/City good faith efforts to
have a plan in place to work to reduce claims
Both Councilmembers were in consensus City Management/Public Works (as Government
Buildings falls under PW)
CIRA to conduct City wide
assessment June 20th with a
report due back within two
weeks of the assessment
date
3 June 13th City Wide Staffing Assessment
Update
It was recommended to receive estimates to
conduct an update of the city wide staffing
assessment that was completed five years ago
Both Councilmembers were in consensus Administrative Services 4 June 13th Glossary of Terms It was recommended a glossary of terms be included in all documents so that the public
and Council understand the terms and what
they mean
Both Councilmembers were in consensus Administrative Services Department
5 June 13th Departmental Budgets for Next
Meeting
It was recommended that the police
department budget be discussed at the next
meeting as a priority discussion (in response
to the staffing situation)
Vice Mayor Zollman: I requested all
pending department budgets to be
presented on 6/24 at our last meeting. (6-
6-2024) Police can be presented first as it
is currently a priority for the city (needing
to minimize CIRA worker comp claims for
interims, etc.). From his perspective,
Department Heads have had plenty of
time to get their budgets in order.
City Manager
6 June 13th Roll Over Budget It was recommended that the roll over budget item be clear and understandable for the June
18th meeting
City Manager and
Administrative Services
Scheduled for June 18th
City Council Meeting
7 June 13th Pension Transfer 100 K It was recommended that this transfer NOT be made in this Fiscal Year
Budget Committee consensus that the city
not transfer $100,000 allocated in FY 23-
24 to the PERS reserve. Given the City’s
overall financial condition, we believe that
it is more appropriate to keep the funds
more readily available as part of the
unassigned General Fund balance. Bob
Leland of Baker Tilly, who serves as a
financial consultant, concurs with this
recommendation.
City Manager and
Administrative Services
Scheduled for June 18th
City Council Meeting
Highlights of the meetings are listed below for easy reference (for any additional comments on the items, please refer to the Recaps attached to the cover memo) Date of Budget
Committee Meeting
Topic Recommendations from Budget Committee Budget Committee Consensus Staff Follow up /Responsible Department
if Any Action Taken
Status (THIS WILL BE
UPDATED AFTER EACH
BUDGET COMMITTEE
MEETING)
Update as of June 13th 2024
8 June 13th COUNCIL BUDGET RECOMMENDATIONS BELOW:
9 Explanation and Examples of Outreach
Coordinator budget (within scope of work and
items outside scope of work)
Both Councilmembers were in consensus City Management Staff working on getting thi information
10 Moving Park Village to City Council does not
make sense
Both Councilmembers are in consensus to
move it to another department
Vice Mayor Zollman would like
explanation why not in non-departmental
budget
Councilmember Maurer would like it in
the Public Works Budget
City Manager
11 Homeless Outreach Coordinator Vice Mayor Zollman: Does not agree with funding to be in the police department
budget; would like this item discussed at
the Council budget hearings
Councilmember Maurer – Funding okay
to be in the police department budget
City Manager
12 June 13th CITY ATTORNEY BUDGET RECOMMENDATIONS BELOW:
13 List of costs for litigation broken out
Explanation of routine services
Explanation of outside legal services
Range of current proposals
Both Councilmembers were in consensus Administrative
Services/Assistant City
Manager
Staff working on the
breakout as well as
narrative on what are
general counsel services
versus outside legal counse
services
14 Explanation of Accrual in Lieu spelled
out/Cash Pay Outs
Vice Mayor Zollman requested
information on payout for employee listed.
Councilmember Maurer does not want it
called out specifically for employee
Compromise was to have it spelled out in
the glossary as to explanation of accrual in
lieu
Administrative Services
15 June 13th Budget Narratives Narrative from the DRAFT memo should match the revised narratives from the
Departments
Use memo to have as a running log
Running log of budget committee’s work
What is new and what is previous
Beginning budget committee requested
ongoing rolling document; adding to in order
Both Councilmembers were in consensus Administrative
Services/City Manager
Highlights of the meetings are listed below for easy reference (for any additional comments on the items, please refer to the Recaps attached to the cover memo) Date of Budget
Committee Meeting
Topic Recommendations from Budget Committee Budget Committee Consensus Staff Follow up /Responsible Department
if Any Action Taken
Status (THIS WILL BE
UPDATED AFTER EACH
BUDGET COMMITTEE
MEETING)
Update as of June 13th 2024
to keep everyone informed and on same page
of everyone’s work
Rolling log
Refresher how committee got to this budget
Referring back to rolling memo
Not want public to be lost
Staff to send DRAFT Review of Rolling
Document to Budget Committee for Review
17 June 13th ASSISTANT CITY
MANAGER/CITY CLERK
BUDGET
Granicus Contract
Budget Committee recommended the
contract remain in the budget for this FY
Both Councilmembers were in consensus
to return funding to the budge for this
contract; but to have staff review
comments from users as to friendliness of
the program.
THIS BUDGET IS TENTATIVELY
APPROVED WITH THAT ONE
CHANGE
Assistant City
Manager/City Clerk
Funding returned to this
Budget/TENTATIVE
RECOMMENDATION
FOR APPROVAL OF
THIS BUDGET
18 June 13th Budget Matrix All matrixes should be consistent and alike such as:
Increases First
Decreases Second
Both Councilmembers were in consensus All Department
Directors
19 June 13th ADMINISTRATIVE
SERVICES DEPARTMENT
BUDGET
RECOMMENDATIONS BELOW
20 Requested
Goals/Roles/Accomplishments/Mission
statement for each department/Build In More
of Narrative
Discussed Funding for Leadership Training
Discussed Succession Planning/What is in
place for skilled personnel who are leaving
(attorney/police chief/public works)
Councilmember Maurer concern with
$3000 for training/Opposed to cost unless
specific person with specific need for this
training
Requested the City Manager to provide
more information on this and flush out
specifics.
Vice Mayor Zollman requested this be
researched as grant for funding.
Councilmember Maurer suggested shared
costs.
City Manager
21 IT Equipment Both Councilmembers were in consensus
to put the expenditures into this budget as
IT falls under Administrative Services and
to transfer in funding from the Technology
Reserve Account
Administrative Services See Item Line Number 1
above.
Highlights of the meetings are listed below for easy reference (for any additional comments on the items, please refer to the Recaps attached to the cover memo) Date of Budget
Committee Meeting
Topic Recommendations from Budget Committee Budget Committee Consensus Staff Follow up /Responsible Department
if Any Action Taken
Status (THIS WILL BE
UPDATED AFTER EACH
BUDGET COMMITTEE
MEETING)
Update as of June 13th 2024
22 TENTATIVE APPROVAL OF
ADMINISTRATIVE SERVICES
DEPARTMENT
With the recommended changes, both
Councilmembers were in consensus that
Administrative Services Department
Budget was completed for
recommendation of approval.
TENTATIVE
RECOMMENDATION
FOR APPROVAL OF
THIS BUDGET WITH
CHANGES AS
RECOMMENDED
23 June 13th PLANNING DEPARTMENT
BUDGET
RECOMMENDATIONS LISTED BELOW
24 Update on Status of Planning Commission,
Design Review Board, Climate Action
Committee, Public Arts Committee
Councilmember Maurer not in support of
combining of DRB/PC
Planning and City
Manager to bring back
recommendations from
all
boards/committees/co
mmission
25 June 13th NON DEPARTMENTAL Non Departmental Budget (This budget falls under the Administrative Services Director)
Councilmember Maurer not okay with
general catch all
Administrative
Services/City Manager
26 June 6th Assessment Assets such as: Office
Furniture/Computers/Fixed Monitors for
Meetings – Request was to review and create
a plan similar to capital asset plan
Both Councilmembers were in consensus City Management/Public Works
See Line 2 Above for
updated information.
27 June 6th Public Works/Engineering
Reorganization
Both committee members support the
creation of the Public Works/City Engineer
Job Description.
Both Councilmembers were in consensus City Manager Item to come to City Council either Jul 16th or
August 6th with job
description and salary
range
28 June 6th Community Center Budget
Request: $53,800 bridge
request and $70,000 for
building repair
See Recommendations in next column from
budget committee.
Vice Mayor Zollman recommended this
be part of the overall budget discussion
Councilmember Maurer supported the
request and recommended the Council
hear the item earlier than overall budget
discussion
City Manager/Public
Works
29 June 6th New Budget Form Format Committee members requested a memo from City Manager outlining the reasons for the
new memo
•Committee members requested additional
narratives/explanations for each line item
describing the item; and more detailed
information
Both Councilmembers were in consensus City Manager
Highlights of the meetings are listed below for easy reference (for any additional comments on the items, please refer to the Recaps attached to the cover memo) Date of Budget
Committee Meeting
Topic Recommendations from Budget Committee Budget Committee Consensus Staff Follow up /Responsible Department
if Any Action Taken
Status (THIS WILL BE
UPDATED AFTER EACH
BUDGET COMMITTEE
MEETING)
Update as of June 13th 2024
30 June 6th City Council Goals Both Committee members were not supportive of $25,000 for goals setting as
discussed by City Manager (it is currently
proposed in the budget for $10,000)
Recommended a mini goals session
Requested the City Manager provide
information as to what would not be
accomplished with a mini goals setting
session
Both Councilmembers were in consensus City Manager Council budget to remain at $10000 for mini goals
session. City has received
an agenda item report for
Council discussion for a
goals setting meeting.
31 June 6th Park Village and other
Contracts:
Recommended explanation/narrative for
movement of contracts
Committee members requested if
contracts were moved from one
department to another (such as Park
Village from non-departmental to a
specific department (such as council) why
was this change made; what is the merit in
making this change; why is recommended
to be in the Council budget; requires more
narrative for items such as this
Both Councilmembers were in consensus
City Manager
32 June 6th City Council Conferences: See Comments from Committee in Next Column
Vice Mayor Zollman recommended all
five councilmembers be funded for
conferences; additional narrative as to the
cost for each conference per person;
•Councilmember Maurer was supportive
of three councilmembers to attend the
League Conference for New Mayors and
Councilmembers
City Administration Budget to remain as is for
further discussion by entire
Council at budget hearings
in July.
33 June 6th Request for Budget Committee All budgets to return to the budget committee for final review
Budgets reviewed today are not finalized by
the committee and need to return for
additional review
Additional and detailed narratives requires
Memo explaining format required in advance
of the next budget committee meeting
Request cover sheet on the agenda that lists:
•Item
•List of the backup documentation
•Grid with detailed narratives
•Attachments labeled
Both Councilmembers were in consensus Department Directors City Manager
All budgets to be finalized
for the budget meetings
starting June 24th
BUDGET COMMITTEE RECAP OF MEETING OF JUNE 13, 2024
CITY MANAGER SCHWARTZ PROVIDED AN OVERVIEW OF THE BUDGET (HIGH LEVEL PERSPECTIVE) ==================================================================================== • Ensuring clarity of IT and what is proposed / how it is proposed to be funded o Both Councilmembers in consensus
• Statement of importance/value of ensuring City is making good faith efforts to meet CIRA goals to reduce WC/liability claims
o Such as: Office Furniture for Staff
• IT Cyber Security
o Both Councilmembers in consensus
• Explanation of how this affects the City’s premiums and costs o Both Councilmembers concurred with explanation of costs/premiums • Update Staffing Assessment – Estimate
o Vice Mayor Zollman – would like request one estimate
o Councilmember Maurer – Look into costs – concurred
Estimate not to be put into the budget at this time
• Glossary of Terms:
o Both Councilmembers concurred with creating a glossary of terms • Roll over of Budget: Clarity deferred to City Manager for explanation/staff report • Police Department Budget is a Priority for discussion o Both Councilmembers in consensus
• $100 Transfer - Not make transfer this Fiscal Year
o Both Councilmembers in consensus
Council Budget:
• Explanation and Examples of Outreach Coordinator budget (within scope of work and items outside scope of work)
o Both Councilmembers are in consensus to have detailed information presented • Moving Park Village to City Council does not make sense o Both Councilmembers are in consensus to move it to another department o Vice Mayor Zollman would like explanation why not in non departmental budget o Councilmember Maurer would like it in the Public Works Budget Homeless Outreach Coordinator:
o Vice Mayor Zollman: Does not agree with funding to be in the police department budget; would like this item discussed at the Council budget hearings
o Councilmember Maurer – Funding okay to be in the police department budget City Attorney Budget:
List of costs for litigation broken out
Explanation of routine services
Explanation of outside legal services
Range of current proposals
Clarity of increase for cash pay out – vacation – Vice Mayor Zollman requested information Councilmember Maurer does not want it called out specifically for employee Accrual in lieu explanation in glossary
Narratives
o Narrative from the DRAFT memo should match the revised narratives from the Departments o Use memo to have as a running log
o Running log of budget committee’s work
o What is new and what is previous
o Beginning budget committee requested ongoing rolling document; adding to in order to keep everyone informed and on same page of everyone’s work
o Rolling log
o Refresher how committee got to this budget
o Referring back to rolling memo
o Not want public to be lost
Prior Memo of June 10th
Put that memo attached to new June 13th Memo Discussed
City Manager:
Summary of Meetings
Recap in rolling document
City Manager Envisions:
Budget Memo for Book
Overview in Memo
Final version of matrix in budget
Staff to send DRAFT Review of Rolling Document to Budget Committee for Review o Both Councilmembers were in consensus
UAL
$1.3 Fixed Plus Normal Costs
Clerk Budget
Leave in Granicus
Both Councilmembers were in consensus for tentative approval of budget Budget Matrix
Have them be consistent
Increase First
Decrease Second
Vice Mayor Zollman requested:
Why HR and IT fall under Administrative Services/Reasons? Goals/Roles/Accomplishments/Mission statement for each department Build in more of a narrative
Succession planning
Liability skilled personnel leave/police chief/attorney Who is being positioned for next in command
Councilmember Maurer no opinion on that but concern with $3000 for training - Opposed to cost unless specific person with specific need for this training City Manager to flush out
Vice Mayor Zollman requested this be researched as grant.
Councilmember Maurer – share costs
IT
Not in this budget
Transfer in need to IT
Councilmember Maurer – transfer in of IT funds
Vice Mayor Zollman – transfer in fund
o Both Councilmembers in consensus
Administrative Services Department: Tentative approval with recommendation for IT increase o Both Councilmembers in consensus
Update on discussion of :
o Planning Commission
o DRB
o Public Arts
Planning and City Manager to bring back recommendations from all boards/committees/commission Better explanation/narratives
Recap
City Council
City Manager
City attorney
City Clerk
Administrative Services
Non departmental -Councilmember Maurer not okay with general catch all Next Meetings
June 24th
9:00 am
June 25th
9:00 am
June 26th
9:00 am
BUDGET COMMITTEE MEETING OF JUNE 6, 2024 RECAP
Below is a recap of items discussed, recommendations, follow up and next meeting dates:
Discussed consideration for funding for:
• Assets such as: Office Furniture/Computers/Fixed Monitors for Meetings – Request was to review and create a plan similar to capital asset plan
• Next Steps: Staff to review/assess assets (Responsible Department: City Manager) Public Works/Engineering Reorganization:
• Both committee members support the creation of the Public Works/City Engineer Job Description.
• Next Steps: Item to be forwarded to full Council for review (Responsible Department: City Manager/Assistant City Manager)
Community Center Budget Request: $53,800 bridge request and $70,000 for building repair • Vice Mayor Zollman recommended this be part of the overall budget discussion • Councilmember Maurer supported the request and recommended the Council hear the item earlier than overall budget discussion
• Next Steps: No Consensus from Committee Members; City Staff to bring the request forward to the agenda review committee (Responsible Department: City Manager and Public Works) New Budget Form Format:
• Committee members requested a memo from City Manager outlining the reasons for the new memo
• Committee members requested additional narratives/explanations for each line item describing the item; and more detailed information
City Council Goals – City Manager stated that although he was not including additional funding for goals setting, a typical cost for goal setting may cost upwards to $25,000 • Both Committee members were not supportive of $25,000 for goals setting (it is currently proposed in the budget for $10,000)
• Recommended a mini goals session
• Requested the City Manager provide information as to what would not be accomplished with a mini goals setting session
Park Village and other Contracts:
• Committee members requested if contracts were moved from one department to another (such as Park Village from non-departmental to a specific department (such as council) why was this change made; what is the merit in making this change; why is recommended to be in the Council budget; requires more narrative for items such as this
City Council conferences:
• Vice Mayor Zollman recommended all five councilmembers be funded for conferences; additional narrative as to the cost for each conference per person; • Councilmember Maurer was supportive of three councilmembers to attend the League Conference for New Mayors and Councilmembers
Requests from Budget Committee:
All budgets to return to the budget committee for final review Budgets reviewed today are not finalized by the committee and need to return for additional review Additional and detailed narratives requires
Memo explaining format required in advance of the next budget committee meeting Request cover sheet on the agenda that lists:
• Item
• List of the backup documentation
• Grid with detailed narratives
• Attachments labeled
It is the goal of the Budget Committee to conduct Budget Hearings at the City Council Meeting of July 16, 2024.
Dates for Future Budget Committee Meetings:
June 13th 10:00
June 24th 9:00
June 25th 9:00
June 26th 9:00
July 1st 9:00
July 2nd 9:00
July 8th 9:00
Jul 9th 9:00
July 10th 10:00
Moving Forward; the City Budget Committee will provide a Written Recap of the Budget Meetings at each City Council Meeting
The Budget Committee strongly encourages all council members to review this recap, all subsequent report outs, and when all associated budget documents are provided (such as the transmittal letter with the final proposed budget along with associated materials in detail) prior to the meetings to facilitate a thorough and informed discussion. Please pay particular attention to the 'Explanation and Impacts' column, as it outlines the reasons behind budget changes and their potential effects on city operations. Understanding these details is crucial for maintaining transparency and making informed decisions that best serve our community.
If you have any questions or require further clarification on any section, please do not hesitate to contact Don Schwartz, City Manager and/or Mary and Ana