BUDGET COMMITTEE RECAP OF MEETING OF JULY 1, 2024
==================================================================== COMMITTEE REQUESTED CLARIFICATION ON:
Vice Mayor Zollman commented:
Discussed earlier statements of $1.67 Million in deficit Would like reader digest explanation of why this changed. Would like explanation in transmittal letter.
Wanted explanation of reverse direction of the City moving towards the $3 Million deficit originally discussed Why the July 2026 time frame has been changed to a later date where the City would run out of money City Manager comments:
Belt tightening
Date not changed much
Revenues up for next year more than anticipated and helping to give more room to the City Discussed context of narrative/narrative not accurately portray where the City is going next year/Overstates reductions/Not articulated shifting of priorities and funding Councilmember Maurer commented:
Like to focus on questions of committee
Sign off on DRAFT budget then focus on narrative
Vice Mayor Zollman commented he would like to focus on department budgets first.
Councilmember Maurer commented:
Sent by email questions and comments on budget based on the emailed version of the budget Met with Vice Mayor Zollman on DRAFT budget
Discussed idea of funding SAFE program for $270,000
Questioned how to do that
Find reductions elsewhere if SAFE Can be included
Discussed CIP:
$85,000 master plan for community center
$50,000 Feasibility Study
Questioned if this would reduce the General Fund
Staff stated no as the funds would be coming from the Flood Mitigation Fund Councilmember Maurer commented:
Discussed changes to the new DRAFT budget than the one last year Columns changed
Increase/Decrease/Proposed versus estimated
Increase/Decrease/Proposed/versus adjusted budget
Questioned what has changed
Need to be consistent in budgets year to year
Questioned Transfers In.
Staff commented:
Transfers in :
$41,400 Ives Pool Heater
THIS IS A COMBINATION OF ALL BUDGET COMMITTEE REPORT OUTS as of July 2, 2024 July 1, 2024 Budget Committee Meeting Notes
June 26th 2024 - Canceled Due to Power Outage
June 25th 2024 Budget Committee Meeting Notes
June 24th 2024 Budget Committee Meeting Notes
June 13th 2024 Budget Committee Meeting Notes
June 6th 2024 Budget Committee Meeting Notes
$50,000 Monitoring for Ownership (low income/affordable housing) – Housing Land Trust $22,000 (was $11,000) Monitoring for Rental (low income/affordable housing) $60,000 Measure H for building assessment
Councilmember Maurer commented: Waste Water Fund Debt Transfer In? Does this budget include the pay back or not?
Staff commented: Pay back Next Fiscal Year – 25/26 to General Fund (Five year pay back period) 3% - about $240,000
Reflected in water/wastewater funds in FY 25 26
Cash Infusion to Sewer: FY 23-24
Councilmember Maurer commented: Building Fee revenue associated with Gravenstein Commons? Staff commented that it has not been built into the budget yet ($350,000) but will add that to the proposed budget Councilmember Maurer commented:
Add Relaunch’s prior work to City Manager budget title ($6000) Would like to discuss the $25,000 additional funding for management analytical work/would recommend $50,000 for the budget and not add the $25,000 at this time and use the $25,000 to fund SAFE Questioned if the $20,000 for Libby park fencing and $15,000 for Reflective poles Staff stated they will reach out to Rotary for grants for labor Both Committee members supported the costs for these two items.
Councilmember Maurer commented: Discussed funding for $100K in the Fire Department for CERT Program and Trip and Falls and would like to discuss further
Vice Mayor Zollman commented:
Stated the Fire Chief has stated that unhoused also affects the fire budget Vacant dispatch and officer position – contingent doing ad hoc for SAFE /Not have that money $123,000 and $99,000 be set aside specifically for dispatcher/officer positions Dedicate towards SAFE program $230-$250K co share
Reducing number for $100K for CERT program
Re-evaluate homeless outreach coordinator’s contract if we have funding for SAFE Councilmember Maurer suggested removing the $100K from the fire department budget.
City Manager Schwartz commented:
Discussed the fire department general fund
Measure H: Requirement to spend 10-11% of General Fund on Fire City needs to meet requirement of Measure H
Can make few if any reductions to the fire department budget to meet the General Fund MOE requirement Lose eligibility for Measure H
Not recommend removing that funding
Councilmember Maurer commented:
Need to hear more
Put towards something else rather than CERT
Previous chief gotten grants for CERT program
Questioned where is the best place to put that funding
Fire Chief commented:
Discussed bay doors
General Maintenance
Outstanding PPE /could order more
Current protective equipment
Additional radios
Councilmember Maurer recommended use of the $300K set aside for those expenses.
City Manager commented the bay doors are included for $12,000 Vice Mayor Zollman commented:
Suggested a check goes to CERT/Helps with calls
Suggested allocating funding for working and development of relationship with health care providers win/win situation
If find money for SAFE – help with Fire and Police
Benefits to both city and providers
Supports upgrade to doors
Fire Chief commented:
Not all items are completely funded that is listed in the proposed budget Will give more thought to prioritize items
Hard to put dollar amount on CERT and Fall Prevention
Not know what are the true costs
Effort to maintain MOE on fire budget
Councilmember Maurer commented: Supports giving $100K from the $300 asset to the fire department City Manager commented the funding set aside was an attempt to include what staff heard from the last budget committee meeting.
Councilmember Maurer commented she did not sign off on that.
City Manager commented:
Not expect SAFE program to reduce savings for police (money) Not have officers on street
Same applies to fire
No budget or personnel to respond
Not anticipated reducing fire fighters in station
Want sufficient fire fighters to respond
Programs have merits
No direct costs savings
Vice Mayor Zollman commented:
For SAFE; expecting to see numbers for number of homeless/unsheltered related calls/mental health dispensation calls
Some degree what do we want as a community
Have all calls responded to or review our policies
Not understanding how this relates to fire/policy wanting full staffing Fire Chief commented:
Stated it is similar to insurance; can have it but may not need it Discussed reduction in exposures
Discussed reduction in injuries
Ability to analyze may be difficult
May see trend over the years
Suggested reviewing at mid year budget review but recommended that there needs to be three fire fighters on duty every day regardless of one or ten calls
Councilmember Maurer questioned if the fire department has adequate staffing.
Fire Chief commented
No, but Measure H will take care of that
Need full time firefighters
6 employee (full time) as a minimum
Vice Mayor Zollman commented:
Data is missing
Collecting of data
Discussed slip and falls
Not hit radar of health partners
Need data
Police not know numbers either
Invest in money for SAFE
Generate system/data
Justify not having full staffing as it exists now
May justify that with data
Not enough to back up policy
Applying surgeon to situation that requires band aid
Scarce resources
Getting best bang
Fire Chief commented:
Change how get data
Cooperation with EMS provider
Can hone down those numbers
Better picture
Contract with reporting system/Showing call types as occurs Vice Mayor Zollman commented:
Need some dedication of staff
Part to get systems discussed (Heat map/recording where attending to on more frequent basis) Kaiser not doing proper discharge planning
Not evaluating homes/Draws on our budget/Wear and tear on safety Allocate funding system implemented into this budget
Even if need more staff/Want that to be end goal
Councilmember Maurer commented:
Track certain amount of information now
Use system to add information
Add check box to system (fall, location, etc.)
Fire Chief commented:
Enhancing what currently doing
Will increase staff time to do this reporting
Coordinating with all parties involved
End of day data is collected
Get it to one spot (software needed to do this)
Vice Mayor Zollman commented:
Support allocating money to have sit down with Kaiser, Sutter, Memorial Have meetings/What data is needed
Software to get data
They need to pony up too
Contribute funding, grants
Fire Chief commented:
Can spend $100K
Spend in this general area between CERT and fall prevention Without foundation staff hard to expand on what do already Struggling to do base line
Measure H address that
Sooner get to robust staffed fire station can we can expand Councilmember Maurer commented:
Not in agreement
Understand need for $100K support
Not put to collecting data
Support items not in budget
Maintenance of Effort
Adjusting $300K for asset preservation
Using $100K for fire department asset
City Manager commented:
MOE requirement spend 10-11% of general fund on fire
If took out of building infrastructure fund, could do, leave $100K in fire budget and put $200K aside Councilmember Maurer commented:
Supports affording SAFE program and maintain police staffing – goal Where could we reduce ff not reduce $100K
Complication of MYN contract
Looking at asset preservation
Reduce $300K to $200K
$100K to SAFE program
City Manager commented:
Suggested leaving the fire department budget out of this discussion $100K less into asset protection
Councilmember Maurer commented: Not sure how CERT fits into the $100K City Manager commented:
Discussed fire department budget
Raise issue with this committee
Will have it discussed at the fire ad hoc committee
Suggested anything financial to fire department be addressed by the ad hoc committee Suggested budgeting $100K to fire department
Shifting fire financial issues to ad hoc
Vice Mayor Zollman commented:
Not agree with that
End goal is for fire and police to have a SAFE program and support funding $275K If fire ad hoc wants to review that is fine
SAFE applies to Fire and Police
City Manager commented:
Do not believe SAFE qualifies under Measure H
Fire Chief commented: He does not think so either
City Manager commented:
If want to put into SAFE; suggested reducing $100K in asset preservation Not look to fire department to do that
Vice Mayor Zollman commented:
Not put measure H in jeopardy
Set on $250K set aside for SAFE
May affect other items in the public safety budget
Discussed potential formation of ad hoc committee with City Manager, Assistant City Manager, Police and Fire Chiefs
Need money set aside for this program (SAFE)
The Budget Committee was divided on this issue.
City Manager commented:
Need to understand what to put into the system
Reduce $100K for asse preservation
Put into police department towards SAFE
Councilmember Maurer commented:
Make other cuts to afford SAFE
Put $100K to contractual obligations
Not clear with MYN program and how CERT relates to that Support full police staffing
Not support $100K to CERT/Fall program
Committee: Difference of Opinion on this item
City Manager commented:
$100K asset preservation
Fleet vehicle budget
Put into police budget for SAFE
Reduce $150,000 from asset to police
Vice Mayor Zollman commented:
$1.1M start up is not realistic
Can share van with other SAFE program
Police Chief commented:
$1.1M = 24/7 full time team
Only way participate is shared service such as with Sheriff office Sheriff has shown desire to provide service to west county area 40 hour week team= $270K
Councilmember Maurer questioned other costs for SAFE.
Police Chief commented:
$175K
Purchase of an
Insurance
Discussed other funding options
Measure O mental health funds
Could off set costs
Vice Mayor Zollman commented:
Discussed federal funding
PPSC got started/Started with federal funding
Bringing in health care providers
Councilmember Maurer commented:
Review SAFE as part of ad hoc budget committee duties
Could be new ad hoc
Was not aware of additional start up costs for SAFE
City Manager commented:
Hard to find additional funds in the budget
Count on additional building revenues for this Fiscal Year/can use those funds for the start up costs Vice Mayor Zollman commented:
Either we start this or not
Understand the high hopes with Supreme Court decision
Urged people to read the Sebastopol Times on the interview with ACLU/Spoke with Lead counsel Investing now appropriate
Moving from building fund $150K (current set aside) will get us close to $300K Not exceeded $275K for SAFE program for operating costs Councilmember Maurer commented:
Not see having the additional money for start up costs
Not recommend it at this time
Need to review SAFE costs in closer detail
Support ad hoc committee to flush out issues and bring back for SAFE Vice Mayor Zollman commented:
Support $150K from asset protection account
Supports use of funds for the police and dispatcher positions o be used for SAFE and not fill those positions Councilmember Maurer commented: Wants to support keeping both police positions in the budget Vice Mayor Zollman commented:
This is an issue of our time
Not going away
Discussed Petaluma Police Chiefs comments
If had SAFE – have to worry less of unhoused in our business district Cannot build a wall and keep them all out
Build services
No Consensus
Councilmember Maurer commented:
Typo on page 2
Council appoints Mayor and Vice Mayor
General Comment:/Titles got lost/Header to reflect Department Remove system footnotes
Questioned if Clerk was okay with budget for three Mayors and Councilmembers Meetings (Clerk stated yes) Discussed page 40: desk phone costs (Administrative Services Director commented those are phone costs for the Administrative Services phone system)
Questioned removal of flood gage discussed at last meeting (Building Official commented it will need to stay until such time from Federal government is okay with removal/No answer yet})
the other; need better analysis; Need reporting to justify (measurables); $110000 for MYN has value; Appropriate to keep in; discussed engagement and reporting/Measure what is being accomplished Vice Mayor Zollman commented:
MYN - Fine with keeping funding in the budget right now for that expenditure Need more data of MYN compared to CERT
Not fine with just delineating it for MYN
Fire Chief agreed to contact Long Beach
Once have analysis get report back
Councilmember Maurer commented:
EV charging station
Match costs with charges
(Public Works Superintendent commented: Charged rate based on Council directive/Can be looked at Councilmember Maurer commented:
Community Center funding for assessment (Staff stated this will be discussed during the CIP) Councilmember Maurer commented:
Downtown Assessment District (Building Official commented this is a legal lot description) (City staff commented they will explain it in better detail and provide a map associated with the description) Councilmember Maurer commented:
Optico contract in Planning (Interim Planning Director commented this is for the objective design standards for community)
Councilmember Maurer commented:
Land use study
Downtown Core (Interim Planning Director commented this is for the PDA study) Councilmember Maurer commented:
Ragle expense
Discussed monitoring program (Interim Planning Director commented this is consistent with housing element and state requirements/Monitoring of affordable housing/Costs may be subsidized) City Manager commented: Discussed issue with use of funding sources identified/Should be general fund costs Councilmember Maurer commented: Is $72,000 in budget. City Manager commented yes and explained the two funds. Using housing linkage fees – not ongoing source of revenue. How strict is the requirement we have to do this.
Interim Planning Director commented:
Implementation of monitoring varies by community
Healdsburg/Petaluma rental and ownership housing
Communities required to look at affordable housing monitoring State housing element law
Certificate and updates/HCD looking at what doing to ensure RHNA numbers hold Some use in house staff
Other communities use contractors
Important when applying for State grant
Every year do a review
How RHNA housing units being preserved
Point to monitoring program
Vice Mayor Zollman commented:
Agrees
Easiest way ad cheapest way is to be housed and remain housed Not realize HE reviewed every year
Good way to point to this
During mid year what is practical what is sustainable – may shift this In favor of full expense
Councilmember Maurer commented:
Is this done by in house staff now
Interim Planning Director commented:
Annual progress report in house/HE is contracted out
Discussed monitoring
Owners informed
Review of resale agreements
Education
Monitoring
Check in
Property well maintained
Councilmember Maurer commented: Is this the first year paying for this service (Staff stated yes) Councilmember Maurer commented:
Deed restricted
Hybrid Programs
Discussed rental monitoring by contract and owner monitoring in house Save $50000
Questioned what trigger alert
Discussed CIP project for bike path
Support not parking zone and crosswalks
Concept first year
Conflicted
Staff stated it will be discussed during the CIP hearing tomorrow night.
Vice Mayor Zollan commented:
Transmittal Letter/More about diversity/Do more than just lip service Join GARE - Government Alliance on Race and Equity
Not just for employees/also student interns as a whole
Walk the walk
Not get better than the competition in this room
Want allocations of certain amount/$1000 for joining various memberships NAACP
Other Service Providers
Councilmember Maurer commented:
Not know enough about this
Support - $3K
Vice Mayor Zollman commented:
Tasers
Costs of bean bags
Police Chief commented:
Only cost for bean bag is annual training/consist of ammunition to buy ($800 yearly) training conducted in house Costs in Misc supply and services in ammunition line
Vice Mayor Zollman commented:
RV tows
Who is this contracted with
Police Chief commented:
Issue to enforce RV ordinance/health and safety issues
Marked for removal
Use Sebastopol Tow
Not have contract
Working on process
Only two companies that use that service – utilize those firms for tows Vice Mayor Zollman commented:
Amount allocated regarding ruling
Not come short
Fast and furious emails of community members
Police Chief commented:
$2500-$500 depending on size and issues
Bare bones included in budget
Realistically may fall short if tow 5-6
See compliance (hope) when persons know their RV is set for towing Vice Mayor Zollman commented:
Sonoma County Information system department internal justice access online Police Chief commented:
CAD
Records
Need decided line
Vice Mayor Zollman commented:
Discussed traffic engineer contract
City staff commented: This saves costs/Municipal Code Police Chief designated Traffic engineer Vice Mayor Zollman commented:
KW cleaning
Why specific to police
Police Chief commented:
Facility is separate
24/7
City staff commented it will be removed from Police and placed under government building with other cleaning contract.
Vice Mayor Zollman commented:
Body cam annual maintenance
Police Chief commented:
Contract
Majority of cost is for cloud storage
PRAs
Vice Mayor Zollman commented:
Animal contract
Police Chief commented:
Contract for animal control
Vicious dog/Loose dog
Find owner or house
Used to contract with Humane Society
Save each year by contracting with Petaluma
Not sure if 5013C or for profit
Vice Mayor Zollman commented:
If not non profit not okay with funding with Petaluma
Would like to see other local non profits who can do this IT expenses
Is there combined savings if moved into Marin IT overall contract City Manager requested keeping separate as there are dedicated public safety programs.
Vice Mayor Zollman commented:
Vehicle Maintenance Cost assessment for all vehicles
City Manager commented: Part of the $25,000 pulled from the City Manager budget was for analytic support for vehicle assessment study
Vice Mayor Zollman commented: Recruitment for Police Chief and Captain Recruitments Police Chief commented HR identified costs ($25,000 for Police Chief) Vice Mayor Zollman commented: What is miscellaneous funds.
Police Chief commented: Specifics are listed on the Object Details Page Vice Mayor Zollman commented: Trainings/POST Required/Deescalating Training Police Chief commented: Majority is required or recommended.
Deescalating/Liability based trainings/use of force/required to have de escalation training incorporated into them
Vice Mayor Zollman commented:
Retired military gear
Police Chief commented: Not making any requests for equipment that applies under that Councilmember Maurer commented:
Grass in front of police
Replace grass with drought tolerant native plants
Savings in water bill and maintenance
Police Chief commented he would look into that.
Vice Mayor Zollman concurred.
ACTIONS/COMMENTS FROM BUDGET COMMITTEE
Both committee members support SAFE; however
Sandi supports creation of an ad hoc committee to flush out issues and bring back for SAFE Stephen supports :
$150K from asset protection account
Supports the funding currently for police and dispatcher funds be used for the SAFE program Sandi does not concur and supports funding both positions for police
NO CONSENSUS
MYN
Both support the program for $11,000; with:
Information presented to the budget committee on associated analysis, reporting, information from Long Beach
CONSENSUS
Describe Improvement Business District and Provide Map
CONSENSUS
Monitoring for Rental for Affordable Housing $22,000 Inclusionary Housing Fund Monitoring for Ownership for Affordable Housing $50,000 To be funded through Housing Linkage Fund
Councilmember Maurer - Support $22000 for rental
Support In House Staffing for Ownership
Vice Mayor supports funding for both
NO CONSENSUS
Government Alliance on Race and Equity (GARE)
And Other Memberships such as NAACP
$4000
CONSENSUS
Towing $16,000 (increased budget by $8000)
CONSENSUS
Animal Control Contract:
Vice Mayor Zollman would like to see this for non profit organization/would like more information Pull from vehicle reserve fund for analysis of Fleet/equipment/technology fund $23,000 (Remove $23,000 from City Manager budget (Keep $52,000 in CM budget)
CONSENSUS
Landscape design for Police Department – Daily Acts
Funding
$20,000
CONSENSUS
$30,000 (estimate) for IT from IT Fund for Marin IT
CONSENSUS
Building Fees
Gravenstein Commons
$100,000 in building permit fees Addition
CONSENSUS
City Manger to prepare memo to Councilmembers on Budget Timeline of 5:00 pm July 8th Discussed Narrative:
Discussed projections:
No consensus on paragraph indicating taking budget to zero Councilmember Maurer /not keep it in/fear mongering
Vice Mayor Zollman / keep in/not gloss over/based upon Study conduced City Manager/would like to keep in/transparent
No agreement in funding for SAFE
Councilmember Maurer: Not in agreement (SAFE) from asset protection/keep at $300K and start ad hoc committee for SAFE program
Vice Mayor Zollman: Want delineated for SAFE from asset protection /reduce amount of $100K for SAFE program
No agreement for paragraph on retaining positions:
Vice Mayor Zollman: Police/Dispatcher funding needs to be preserved but allocated towards SAFE program Councilmember Maurer: Disagrees – wants to retain both positions in the police department Councilmember Maurer: Discussed recurring revenues/recurring expenditures need to be worded to be truth of budget
City Manager: Recurring revenues not kept up with recurring expenses/one time revenues (COVID)/accurate Councilmember Maurer: Reduce years out of charts where hotel might come in on line/Be more accurate/not go out to 2033
City Manager: Not assume hotel revenue at this time/do not count on money until ribbon cutting
Vice Mayor Zollman: Agree with paragraph/agree with charts to 2033/project out ten years Engineering Department: Include essential services only will be responded to/Not for private property Fire Explain in better detail the $40,000 from retention is shifted to volunteer fire services expansion and request for additional $40,000
$100K for contract services
Police Discuss endowment and uses of endowment
Public Works Explain reimbursement from grants such as ADA Line Item for government buildings such as Library: What done in past What invested in building versus library administration investment
Revenue from library administration
City Manager commented it could be a supplemental memo.
Vice Mayor Zollman commented it needs to be in the budget book and not email.
Make clear in the explanation the shifting of position (laborer) to enterprise and how that impacts government buildings.
Councilmember Maurer discussed bike racks in the city.
City staff commented he will work with the bike coalition and downtown businesses Discussed commitment for Mid year Budget Review
Discussed commitment/goal for reporting (monthly or quarterly) Next Steps:
Take a while to update numbers/Model
Make revisions
Welcome further comments
Aim for getting this completed Monday July 8
Vice Mayor Zollman commented:
Messaging of not sustainable
Do preventative
Mitigation
Insurance
Wrap up timeline
Send timeline to Council for release of budget
Councilmember Maurer commented: Would like to review the narrative prior to release/ensure new version reflects what was discussed
Set potential budget meeting for Monday July 8th
Budget Meetings to Date:
6 meetings on budget- total 15.5 hours
May 30 10-12:30 (2.5 hours)
June 6 1-2:00 (1 hour)
June 13 10-1 (3 hours)
June 24 9-noon (3 hours)
June 25 9-noon (3 hours)
July 1 9:30-12:30 (3 hours)
BUDGET COMMITTEE RECAP OF MEETING OF JUNE 25, 2024
The Budget Committee discussed having one document that listed all the proposed reductions in one document. =================================================================== The Committee discussed the following budgets:
Engineering
Public Works Reorganization
Discussed: Adding $5000 for Garbage Franchise Proposal review by GHD Adding information to the matrix of potential for reduction of engineering services for routine items due to budget reduction
Staff (GHD) stated the proposal staffing structure is sustainable Staff also discussed the potential for a job title/job description change to be reviewed in the future for staffing for the engineering department
Of Note: The Committee discussed Baker Tilly and stated they want to ensure that the budget proposed contains the same information in the presentation model.
Committee Requested:
Breakdown /explanation of impacts/costs for:
All City owned Buildings
Requested a snapshot in the grid of City buildings and what we provide for maintenance (staffing costs/materials, etc.)
Requested Need definition of preventative maintenance versus maintenance, such as:
High weed mowing – maintenance
Resealing bench – preventative maintenance
Costs of Staff time for preventative/hours and dollar amounts Costs of staff time for Maintenance/hours and dollar amounts Councilmember Maurer discussed: Staff stated no shortage of staff time needed for PW Vice Mayor Zollman discussed:
Running list/log of staff time/hours on various items such as:
Unhoused
Vandalism
Would like to see this data
Discussed having SAFE included in this budget and that this data and information affects the bottom line Councilmember Maurer discussed:
• Like the idea of a balanced budget
• Losing one position to the water/sewer fund
• Propose not to freeze maintenance worker II position
• Keep City bright/clean
• People upset of degradation of City
• Visual issue
• Goes beyond safety
• Not see City degrade
• If lose maintenance worker position City further degrades • Plaza fountain needs repairs
Vice Mayor Zollman discussed:
• Concurs
• Hears from downtown business of cleanliness such as cleaning of sidewalks • If unpleasant -no one wants to be there
• Revisit the idea returning this position to the budget • Need more people to come into the City
• Need more people on Main Street
Councilmember Maurer discussed: If the position is unfrozen, the Maintenance Worker can takes care of things in plaza/park/make Sebastopol beautiful
Vice Mayor Zollman discussed:
• Consider a contract with Becoming Independent again
• Relook at that
Councilmember Maurer discussed:
• Libby Pond
• Ives Park
• Fencing
• Questioned if this was in the budget? Staff stated no sand discussed need for Special Engineering/Army Corp/Environmental review
Councilmember Maurer discussed:
• Applying to Rotary for grants
• Discussed dark sky lighting
• Receiving complaints about some bright street lights
• Advocated for PGE to give lowest K lights (2700)
• Move in direction of lower K lighting
• Get covers for lights
• Exploring options to reduce brightness of the street lights Staff commented: Will look into/different style/downward facing/different K (meet illumination requirements); look at modification
Councilmember Maurer commented: When PGE replace do they replace with 2700 K? Staff stated eyes.
Councilmember Maurer discussed costs for pet waste bags. Staff staed that is for a year supply of pet waste bags as well as a buffer to accommodate dispensers.
Councilmember Maurer discussed: EV Charging Station and maintenance; Does City make money off EC charging stations? Staff stated the City breaks even.
Vice Mayor Zollman questioned if the income offsets the costs. Staff stated yes. Staff stated:
EV not fast chargers – being utilized less and less
Infrastructure hugest cost
Vice Mayor Zollman requested staff:
Reach out to SCP and discuss an assessment City wide
Councilmember Maurer discussed:
• Infrastructure
• Street markings/paint/thermoplastic
• Florescent flashing on bottom of stop signs and cross walks • Invest in more of those (especially on Main routes)
Vice Mayor Zollman discussed: Tie this into Caltrans Grant Councilmember Maurer discussed suggestion to have plastic bollards to protect bikers.
The Committee discussed:
Senior Center
Ives Pool
Community Center
Vice Mayor Zollman discussed:
• Parity
• Disagree with SCCC assuming title of parks and recreation department • Value Community Center as much as Senior Center, Sebastopol World Friends, Center for the Arts • If asking Senior Center to take deduction, will be asking others to do the same • All non-profits need to be sustainable
• Not thrilled with reduction to Senior Center but all non-profits need to be a sustainable partner • This applies to Ives Pool as well
• Not like seeing this reduction
• Will not support the reduction if not see other proposes cuts for other non-profits Councilmember Maurer discussed: Supports funding SCCC for $58,300 to end of year Vice Mayor Zollman discussed: He did not support that contribution; Stated the City funded SCCC $353,000 last year; Stated could make funding with fundraiser and be sustainable Councilmember Maurer discussed: SCCC has done a lot of outreach; Comfortable with budget for SCCC; hard to go from receiving $353,000 to nothing; supported funding for half a year; hope they become sustainable; If maintenance is funding for other buildings – okay to fund maintenance for this SCCC City Manager Schwartz discussed: fire protection improvements and that SCCC could close in 90 days if not completed Vice Mayor Zollman discussed: Requested SCCC have a good explanation to explain to other non-profits why they should get this proposed funding and why they need more help than other non-profits IVES POOL:
Vice Mayor Zollman discussed: Same emphasis for all non-profits; Service on behalf of City; Work to be self sufficient Increasing rates of swimmers; Good faith promise and effort Councilmember Maurer discussed: Update of outdoor shower area; Painting; Pool deck Staff stated it is in the budget.
FIRE DEPARTMETNT
Vice Mayor Zollman discussed:
• Medical Calls
• 60% Trip and Falls
• Like to reduce that number
• Discussed with Steve Thibodeau who stated these calls are secondary repeats/discharged patients • Communication with Kaiser/wants more data/slip and falls/City • Would like that data
• How much to pay to get that data
• How to assist County to get data
• Discussed SAFE Team/How it can help the Fire Department • Discussed potential SAFE Ad hoc/how much staff time (hours and costs if Fire on Ad Hoc Committee) • CERT Program/Discussed Chief from Long Beach Analysis of CERT and requested the Fire Chief reach out to the Long Beach Chief
Councilmember Maurer discussed:
Funding for Fire station building/thought this was from the Measure H funds ($5M) Fire Chief commented: That figure was from 2020/way behind the curve City Manager Schwartz commented: Discussed deb payment for the fie truck using Measure H revenue Councilmember Maurer discussed: Questioned need for $15000 outreach for consolidation Fire Chief commented: Nuance and messaging/strategic/need for Professional consultant/mailers/informational sheet Councilmember Maurer discussed:
MYN
Fire Assessment Study – does this cost $60,000?
Fire Chief commented: Need to decide what is wanted/ where we want to be in the timeline/be shovel ready/want to be prepared and not delay the process
City Manager Schwartz discussed bonds.
City staff discussed LAFCO requirements/contributions of city Councilmember Maurer discussed: Can there be temporary /portable buildings Fire Chief commented: Discussed different stages/staggered project Vice Mayor Zollman discussed:
• Requested explanation of bond issuance in matrix
• Requested LAFCO requirements in Matrix
• Not supportive of Map Your Neighborhood funding unless there is an analysis done • Requested the Fire Chief call Long Beach Fire Chief/getting analysis of continue MYN or slow down and bring back CERT program
Fire Chief commented:
• Discussed liability/good Samaritan
• Analysis of effectiveness of CERT and MYN
• Both have merits
• Start pursuing CERT
• MYN has merit
• Do we want to include or not include funding is the question Councilmember Maurer asked costs for landline for 9-1-1.
Fire Chief commented the calls go to Police Department first.
Vice Mayor Zollman discussed:
• Prevention
• CIRA Ratings for claims
• SAFE
• Saves wear and tear on fire personnel
Dive in with Kaiser/Sutter for potential funding
ACTION ITEMS:
Engineering Include Funding of $5000 for GHD - Review of Garbage Franchise Agreement Describe in matrix Engineering limited services to the public Describe how proposed staffing for consolidation is sustainable Public Works Unfreeze Maintenance Worker 2 Position currently frozen Review of Becoming Independent Contract
List of City Buildings that we provide maintenance for into the Matrix Explanation/Descriptions/Examples of Preventative Maintenance What is staff time needed for preventative maintenance – hours and dollars What is staff time needed for maintenance -hours and dollars Explanation of Issues of Fencing at Libby and Ives Park (Engineering/Environmental/Look for grants)
Work with Sonoma Clean Power to see about conducting an assessment of the City/partner with City
Review costs for reflectors/signs – include estimate for dollars/staff time/maintenance and supplies (safety)
Senior Center Staff to bring back Revised Budget with Correct Allocations for Senior Center/Ives Pool/SCCC (ensure cost allocation is correct)
SCCC Sandra Maurer – supports funding for half year
Stephen Zollman – does not support funding
Fire Department Amount of Staff Time (Hours and Dollars) to have Fire be on ad hoc committee (SAFE) if created by Council
Would like to see information on funding/costs for CERT Program Clarification on Payment of Fire Engine (How will this be paid for – debt service? Fire department)?
Vice Mayor Zollman – Include funding; however, not supportive of Map your Neighborhood at this time unless there is an analysis (see analysis from Long Beach Chief) Councilmember Maurer – See Contract/Requires reporting/assessment of work doing/see benchmarks/what are we paying for/Not seen much outreach/strategies/what new neighborhoods brought on/accounting
CERT – training for individuals/neighborhoods
Review of Best Approach for Citizen Engagement for MYN or CERT Building Explore terminating Flood Gauge Contract
Explore other avenues to assist in paying
City Attorney Re-allocation of Budget costs for city attorney and outside legal services; details to be included in matrix
City Manager Shifting $10,000 from Council budget to City Manager Budget Detailed information as to scope of work/projects/what is outside scope of work Councilmember Maurer – Supports funding to analytic support Vice Mayor Zollman – spell out analytic support; if want more - put in more but tell why want more; tie to specific example
Break down costs for facilitator
$6000 for Laura Hagar invoice; need detailed information; complying with contract
LIST OF PROPOSED CUTS INTO ONE CONSOLIDATED DOCUMENT
BUDGET COMMITTEE RECAP OF MEETING OF JUNE 24, 2024
CITY MANAGER SCHWARTZ PROVIDED AN OVERVIEW OF THE BUDGET (HIGH LEVEL
PERSPECTIVE)
Current Snapshot as of today:
• Budget general fund net surplus $123,519 (however, this is based on one time building fees of $860,000; does not include $300,000 preserving asset maintenance, drawing down reserves from tech fund, holding positions vacant, cutting contracts and that any additions or restorations will change that net figure as we go through the budget process. • Discussed reversal of Unfunded Allocated Liability from Non Departmental to Departmental Budgets for Transparency and Consistency
• Discussed reversal of Pension Funding from Non Departmental back to Departmental Budgets ============================================================== =====
The Committee discussed the following budgets:
Planning
Police
Capital Improvement Program (CIP)
Committee General Comments:
Consensus: Support returning Unfunded Allocation Liabilities to each Department
Consensus: Support returning Pension Liabilities to each Department Consensus: Support City Manager to consult with Bob Leland for presentation (City Manager to kick off presentation with Bob Leland’s presentation to incorporate the proposed budget as recommended by the Budget Committee
Consensus: All Documents to contain the “Revised Date” at the top of the document
Consensus: All Reductions Need to be in “Red” Color for Easy Reference/Identification
Update of Glossary Terms – Include all Acronyms and
Explanations
Committee Department Comments:
PLANNING DEPARTMENT:
Consensus: Requested Planning Director providing funding costs for Boards, Commission and Committees as discussed at budget committee and post to the City web site
Discussion of leveraging the Caltrans Grant
Requested Break Down of Affordable Housing Costs/Registry (Recommended): $___________ to be placed back into the Planning Department budget as a place holder to be reviewed at later time); Requested Planning Director to broaden the language as discussed
POLICE DEPARTMENT:
Consensus: SAFE Program – Requested the Police Chief do a deeper dive into statistics; understand that it would not impact this year’s budget as it will take at least a year if implemented; Requested the Police Chief to return with how this would impact staff time if a City Council Ad Hoc Committee were created
Support funding the one Officer Position and One Dispatch Position (both currently vacant) – Total Amount:
$_______________________(Total for both positions)
$____________________ Reduction in Overtime
(Requested narrative with staffing modes/national policy for staffing for best practices for police departments;
Recommendation for funding positions contingent on the
creation of ab Ad Hoc Committee for SAFE with numbers to be reviewed next year
Review of Homeless Outreach Coordinator contract if SAFE in place
Support Funding of Emergency Operations Center (EOC)
assessment for emergency operations; Vice Mayor Zollman requested the CERT program to be reviewed; Vice Mayor Zollman requested a presentation on EMS Response (how is new
ambulance provider meeting their requirements)
Police Chief to provided detailed narrative on how the assessment will benefit the City operations emergency plans; and also how the EMS is helpful to the Police Department
Of Note: EMS is not under the purview of the City; EMS will be providing a presentation at a future City Council Meeting Per Police Chief: County OES (Office of Emergency Services) agreed to soft opening of EOC for assessment in next few months
CAPITAL IMPROVEMENT PROGRAM (CIP):
Consensus: Memo Part of CIP when returned for final review (include retention payments for projects/Which Fiscal year will these be paid)
Grid for CIP – New Projects – Explanation why not see a Grid that is similar to all departments): Staff will put that in the memo as well as in the agenda report
SCCC
Fire Safety: $70,000 Councilmember Maurer supports funding for the Community Center safety repairs for Fire/recommended this be funded through the flood mitigation funds
Vice Mayor Zollman stated he does not support and is not prepared to sign off on this request. He stated he does not want to shut down any non profit, but does not support currently where it exists; stated if SCCC wants to keep the lights open; to consider merging such at the Veterans / Center for the Arts building, and there is an open invitation from the Center for the Arts to join their location
Would support an ad hoc committee to discuss further the SCCC building
Not in favor of $85,000 for assessment
Discussed the Barlow hotel and their analysis/study to address flooding
Suggested the City review that report to see what they are doing for flooding
Members Divided on spending for fire related items
City Manager discussed an agenda item for the entire Council to address this policy question of future of the SCCC
CIP PROJECTS: Would like the bicycle committee to weigh in on the Bodega/Valley View bike lanes/not sure if they are needed there Committee Consensus: Need more information
Requested the information be included in the agenda item report for July 2nd
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 OF JUNE 6, 2024
REPORT OUT FOR: CITY COUNCIL MEETING OF JUNE 18, 2024
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