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HomeMy WebLinkAbout2010-02-22 Packet - SpecialMonday February 22, 2010 5:30 a.m. WORK STUDY SESSION ROLL CALL 2. #1 WORK STUDY SESSION 1. Changes in City Organization 2. Adaptations 3. Budget Guidelines for FY 2010-2011 City of Ukiah Budget Process 3. PUBLIC COMMENT . ADJOURNMENT Please be advised that the City needs to be notified 24 hours in advance of a meeting if any specific accommodations or interpreter services are needed in order for you to attend. The City complies with ADA requirements and will attempt to reasonably accommodate individuals with disabilities upon request. Materials related to an item on this Agenda submitted to the City Council after distribution of the agenda packet are available for public inspection at the front counter at the Ukiah Civic Center, 300 Seminary Avenue, Ukiah, CA 95482, during normal business hours, Monday through Friday, 7:30 am to 5:00 pm I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the bulletin board at the main entrance of the City of Ukiah City Hall, located at 300 Seminary Avenue, Ukiah, California, not less than 24 hours prior to the meeting set forth on this agenda. Dated this 19th day of February, 2010. JoAnne M. Currie, City Clerk 2 2/22/2010 SUBJECT: Discussion of Changes, Adaptations, and Budget Guidelines for FY 2010-2011 City of Ukiah Budget Process Background: The City Council will meet in a work study session to discuss items related to the FY 2010-11 Budget process. The City Manager will present the following items for Council discussion and consideration. 1) Changes: The City Manager will discuss concepts (not details or specifics) of changes to the City's organizational structure and individual job duties that may be proposed as part of the FY 2010-11 Budget. These changes may be necessary in light of work force reductions that have already taken place, or may be proposed during the budget process in order for the City to reduce expenditures in line with revenue expectations. Proposed changes will be made with the idea of leveraging opportunities throughout the organization to improve organizational alignment, innovation, ownership, and collaboration. The goal of proposed changes will be to provide the highest and best use of limited personnel resources. 2) Adaptations: The City organization and operations will continue to need to adapt to reduced revenues and resulting reduced workforce allocations. These adaptations may not be directly related to changes in organizational structure and/or personnel. They may, for example, be the number of hours the City provides for walk-up counter services. 3) Guidelines: The City Manager will facilitate discussion regarding proposed FY 2010-11 Budget Guidelines. These guidelines will provide the overall policy direction for assembly of the FY 2010-2011 budget document. Council may recall that it adopted guidelines for last year's budget process that proved to be of assistance to both staff and Council as the budget developed. It is suggested that the Council can take the opportunity of this workshop time to discuss the guidelines that it would like to see for the FY 2010-11 budget, and then give the City Manager direction to bring the guidelines forward for adoption at a future Council meeting. To stay on Continued on Page 2 Recommended Action(s): No action of Council is anticipated other than discussion of the three budget related topics Alternative Council Option(s): Citizens advised: Requested by: Prepared by: Jane A. Chambers, City Manager Coordinated with: Attachments: Approved Janhambers, City Manager schedule with budget development, the guidelines should be adopted by the City Council at one of the March regular meetings. Discussion: Proposed guidelines for the preparation of the FY 2010-2011 budget are: Budget to support core competencies and organizational skills necessary to deliver the priority objectives established by the City Council o City Council and staff work together to create more responsive and effective workplace environment o Maintain downtown Ukiah's historic place as regional civic and economic center o Develop prioritized plan for maintaining and improving public infrastructure o Valley wide planning takes place based on sound planning principles ® Budget to control the growth of expenditures through organizational alignment that makes use of employee skill sets across department boundaries, and allows for organizational back-up and succession planning. ® Budget for core competencies and establish contract, shared services, and other support systems that can expand and contract ( in other words, begin to build organization flexibility in the face of uncertain revenue resources) ® Budget towards balanced revenues and expenditures in all funds, with any proposed use of reserves strategic towards achieving that balance within the next budget cycle ® Limit the use of one-time funds to achieve specific goals rather than to support on-going and routine expenditures that otherwise exceed anticipated revenues ® Recommend fee increases where necessary to recover full cost of services, or identify areas where subsidy of services to public is recommended in order to achieve the City Council's priority objectives 0 Budget to provide at least a 10% reserve in the General Fund ® Others as may be identified through Council and staff discussion As preparation for this workshop, the FY 2009-2010 City Manager's Budget letter has been attached for the Council's review prior to the meeting. This document provides an overall picture of the City's budget document for the current fiscal year and touches on many of the same issues that will be discussed for FY 2010-2011. Fiscal Impact: H Budgeted FY 09/10 F] New Appropriation 7 Not Applicable ❑ Budget Amendment Required Amount Budgeted Source of Funds (title and Account Number Addit. Appropriation Requested .O a~ c J a) Q f0 in a) N m m c co U O rn O O N U- ° > 3 OL m ° = c V U \ o Q a) c CD o O c O C 0 .E O m > o L a, U 4- a) W- tO U 0 O U a.' O 4- O -0 Q) 0 c ,O 0 O 4- > U a, E > c 3 -a ns ° O p O N N Q c V fC CD C E On a) f + cu ay c M O c fa .O .Q m CD L O +.r O 1- U O _ u N (V -0 O _ = c O m = aj f0 -O •U N U p 4' N N ' = = ~ r "O c U O O o u c > L 0 _ O . O E Q fC 4' 'O c ai u c 70- Q E - = 41 O ° o Q v a m• 3 v co a c v 1 W ° m m vi a: X CL m Ln (U N w o c c v 4- c M v .c 4~ Q s o O m o m B X C CL -a w m (V cu a~ c N a~ c ° c E N c M c c _Q -c O E - o #A R ° O N M m U cu L 0 4; 41 O 41 m vi = 1 a. ET L- O 0 m V N tw c 3 4- U Q L L O a N t0 O O ° LO 3 v Q w tC E: m U c C O 'U -C . 41 -0 _ -W O CU Y L N ~ c c m m m u U 'a f 0 41 c cD aNi E a a i 4- .L O CD Q a; o W o CL o L s Ln v o u L E - Q .o cu E c w O 3 CD o c a a " N O O _ ca c aJ a L N m L c .3 U N m m U N 4- N m = 4-1 Ln N vi N ' O V) N v 'a -F L a~ v .N L H v 0 4= 3 O d- v U > 4 _ N O c N n H m O U M m N U L D to U 000 0 - , C iD 3 (O 0 (U O 0 N 41 N 41 +J V O Q p a1 0 s E E o Q 4 W aa) ~ c m >-1 FE L Ln U v c t0 u Q (1) U CL . on N 00 N 0 Q Q N O c c X O 11 N Ln m m .O f0 a1 N 4°- N 0 h u g Q1 c 3 v Cad N .N M (6 U N N vi U O U O COD .N O Q 0 +L-+ O N i c 'O tC O 3 E 'E o (U 0 a, to m CL -o 0 ° m ~ O a1 ri C1D L N + L O O v CL N M c V) N z M O N ~ COD N a c N -0 !r N ° Q! > > O 4- 0 m v m as Q ai c 4~ U di :t C ,c LO 2 O 4- v E o LO N > r4 L cu N (U 0 c Q ~ CU t E > U O c t a) ~O O O -0 t0 cr) O O 7 Ol O in cn L L a~ ,°1.,i W 1 w [L (U L c U c _o0 a o -0 00 E (n a r_ = H O W O u 00 c 3 0 O +N vi N c C O O LL E Oi u O M M a~ v Q- a! f6 Q E o Nis O c U c Q .N O O O O c :r., L > E > c 4° u w 0 0 0 L 'O U O 4- a) L to 0 ° O c a co O Q m to m 0. O cO-i N c U_ E \ N Ln ~.o os rn V Q. CL 4Z 4- e~-i c c i =S m 0 ai n > c c6 .c ° 0 m kn C) CL > N O N O - C :3 0 O 4- L L O H ~ V C. U 4- Q U CU M 4 U 4_ h _ -O O 3 Q CD G > .N OL m .fC E J3 y- O N O O M s .c u tw c U c N E N c M c O 1 O 'O a E m N E > v L c m a~ ° 0 c L v o c' Q +r CO M m -a c a~ N c a) > ° m E m 0 °n' .G a +r 'O w c w c ~O > Q) -Oa E O 1 (U O U C O Q N N E a, :Q o E -CD m 'a Q CD t o o c a) L > O a~+ vi Q aJ O c ~ t O O O N a -a .Fr_ -0 N c O O c a~ L ~ N N CL w -te 41 O a O a7 .a L 3 ° E W O 3 O > CcD i , = O O Q -2 3 E aci s -0 V `N^ 'O m 0 w O O O N .Q > t•+1-+ 0 O V) 4~ IN N L > i c O M O O O N U M N M m 4- L y O Ln U- O w QOco it u O 0 3 Cp ~ a1 L m s- c Q O C aJ +.r U _ fD E cu Ln a c c > > 3 ° Q ° c = E L 4=1 L U w m M f9 a .a a~ ° c c O a) aS O N a~ O) (0 C m U _O O N LL O O C 0 4~ _ ° O bLo Q. d tr f~6 41 -0 m a) 4- C O L U o O CU A N N m m C:L m E c a~ E -O a) 0 CU E ~ N U h > O -a a) a o 3 t O L c O ° v s V L o m L U M E a, N 0 41 ° L d0 v a 3 0 O Y V 0 M a j> m ~ N c O ,S C U E v- E c a O CL U N M 4- N a N ' = L a) O M O m :3 r L N U 0 U O cL 1 0 V) L g x O L A O M U j E a) m E 0 a' w m H o E u O Ln M C 4 M C > to aJ O 4- a7 C CU :3 GO 4- 4~ Q 'D to ° a U > Q. L L V m E m O O+~+ _ E E m L O v (n i E 0 rOa c 4- U ,O to E Q _ O N a) cu C O 471 -(CV C L 4' C r .0 .L2O C N m H m i N u Ln ~ +J vi o .a 'o ~ 'a n E o M a) fl 4- C u V) 'n aJ v CU E L O 0 3 0 O Q; 45 ~ Y +m+ C 1 a~ C N i, tF N C .OC .O Ln c C (U c E -2 o O C m u M cu Ln -0 C 0 a L- a~ C9 M u ate' ° a. vt a N M E m O L s O O 4- 4 s m N v v as s C m m CU Y 3G L O D C 4- JO - b o a v a ~y FS- F L a) C -a i= C O M O -Fo II s - 'U N U m O .C vi vs C t' vs C O N a) m -Q u E m L C v 0 > = C N O D O L co rn > i= 00 ? ~ ~ .s-+ O aJ = m o o s m L o v a Q. v O x a7 am+ 0 i- O N a o o a, O O. h0 O Is->, a. E a N CU 0 _a CU O CcAv E E O M 4- a E +1 3 O U > (A M 41 O ? 4- aJ N N m = 4. 0 c a o m c o L L aJ 'a m Q E a 41 o a -0 O E E w ° E C '°as > (V C O o too o M do o E o M ti0 (V U a3 4~O O = M c to o r. L- c > 'Co a m E 3 d°o O m E O F, @ V C i U -O "O L O o L O a > a~ a C ,a N tw M N L h > o t = tOe + C + O Q- o 0 C m E E a m M rn O +n' m E o as x 4- s }J c c N cu cu E o a E 0 4c aa, v o c E ° V Q 3 ~ C 4+ 3 O M "O 4- OL O O L .0 m Q) O O U 00 O -0 (U 41 W x E ° 41 4- y 4, E 5.0 s OL L .M (v C C v ~ ° a, 3 N 'O O w 'n 7 N t m of C O O .1 4 +1 > i 0 C O O N _ O N N 4 _ P M U AR N 41 a E C M cu in CU E o° M ? V) 0 w to 4 m a n. 3 N cn > m O F a) ~ ~ Ln N .C 3 ai C 3 C) a' :3 s- In o -a N ~ ~ N a~ m ~ a1 Oti ~ +O+ ~ L O = sm. a 41 m .O m y O O O 4O NO si-+ - C 1 O a, 4- CL ° O > " E c,4 O L. M O 3: OL r- c-Oo 00 = 0 U LL 4i (V a~ c ,c ~a to , O u m O O c 4~ fl 'f6 O O S M m O L in N 3 E v ate,' w m O 41 t]0 N N in c .o m m a y a1 y w 'L 41 > j a L L 41 cu 4~ `FO O C C N a, 0 3 CU CU O (A 'n 41 m -0 m a) (1) x s m aVj a 41 L L O aJ a) M - 41 O C 4° -a 0 =o v Q M U 0.0 N v w W O O y x -@ Q.s to m v cu Ln 4- c i m L- `n m m 4' tko -0 O L CU O 4- M 4Z 'o m u 3 4- m a -a O •i O d 7 Cl) c U in p m a1 L CL), Qj r 4- :t L- 0 4~ U f° O 4= m m .E - 4 O O N O M -tio -a > 3 c c m O C v 4- (U CL) N > M u (L) CU H O O O L a) ' O O U Vf 4- lo- L- 41 h Y v) M CL a ,Q O 41 a) 'n to 'y Q_ 4- a) a) 3 = = o C ° 4- o N o +1 In C 0 w aA+ ° cLa Qj cu V a) E -c U •a m :C s H N in N N~ O C-0 N N 41 0 O to m vs > ° m 41 = O Ln Q a) 0 i- W 41 O O C y m s a) L C C 4~ C C 0~ W 0) V) C O O am, '3 (A O Z5 Q) 4- U U 4 R CJ " U F- m O N W m m 16 a v c v O O U) O v ca r - cu 75 U o_ rn O O N LL t~ GJ F=- v c v x m H aj m N O O O 00 tD 00 N e-i VI m 41 v On .a O .Q v CU t) •w C4 E0 - L GA N 4- 'a O v v N = m 41 C O v > E to O an v v o n O o m a=i to (V M c = 4• o ° n x coo O E > aNi v °o o •a 4- 0 v -a v m V U 'c U v o m N m n LO E N Ov i6 d 4~ n t~Ji N 4- v v on 4.- v 4- "O O C i L ) 4- O C C O c O C = .Q O e-i O U O O v O a=+ > L O CL) :3 Ln r, O cn \ = 4- c O O U -p m v 4- O+ 01 > _ N N E a_O+ tin O C U O O L r- M L- .41 {,J 00 L m ~ N O m m L ~ fl. ~ ~ O = O {J v L °N C :2 C) cu w t 4- > m m N 4~ i v 4O- 41 O m CL m= bD O O U ° o° c Y u a oN v 3 m = 00 o v 0) (n CL 0 m 41 OD (u ca. u M 16 O• 40-. E v~ p~ co u O O "a m y 4Ln-_ a) (V •p u E O O O o C Q m L N }J O = = L' l~ Q7 L3 L = L v U M O 4- O = m 0 40- O 01 00 v LL O v m '_n :2 L O C) 4- E a) r- 41 •p v A F- _ N O 'a aj v O m O OU 3 U 0) -0 C of Q ~n C O° 01 Op ° H O 4- 3 O 00 C:) of on m 0 4-1 = v U = O N C O CU 'In L O O L. of m - Q O N om= Q M N ~ N s .v .p 41 In H N N M 'n C 0 c LL 0 0 = C H= L `m^ X' C •o v 4+ m N 41 4' 4~ e-i v C v _ N uj E o V} U p . m -0 41 cu c o n nc c a 4- o o CL aj o .O c o W W Ln L- bp a) 4- C = a v v v m c-0 o o f o m O v v 'a O` A LZ v O o m LaJ E 0 v v O 0) Y v 4+ M N O -0 N m O O N} 0 C Q E = v ` G v d N O O E v = O N •a v v .c 4- c tom/! oo O v In _ > t/} O U 41 o O O 4- c laO 4- 0 (v p fn uri v -a vu'i _ 12 ,n ~ L- 4m- O O N ~ N C 00 j..r 4- F- 4- = m O v = H = on v c N U O m o ~ cu (U m O O v t O =O O t L O aj in Oti 1 O E O -c 4, 41 v ~ O 4- v O a y t0 L M C .Q L, N= CD r l- -p m vy ~n O O L 4- m v :M v O v 00 0 L- O N W, C v o E c o CL ro :3 o O E v p= U m v L = x O m v 0 m v v m O~ v 5 _ v v tri- c a>i °O o °o E m w v y O Ln W .Ln L v a' _ O v on oo U E U v E o- 00 o Ln a) o m r- = v > m •E c c v a O ii:.. O m m 'L m W O X N 4- 4- v L. u.. 00 o -a y L v Ln o m 0 c v m e c 4- %a v 'a v m= o N O V "O _ 4- 'W M O O v M O m = N O O N 41 4N = Q it O 'n v 4- -0 p E i m m C O H N ui dO C a-1 O O N L p E ei m cu U) 4- tis v ° v E US O = m cu f- O WE C i Ol O O o v O C= c pp M OU v w v= O m 0 3C O ~ O on v N = o v" m E O Q 'd Eo v 4- a C7 > v (V 0 41 ?r > t=o th E c a N m L' v1 C3) ~ oO f- v " 3 -0 v U L 4i m m u Vf O C° N O r- .C2 N L N N Lr~ .c O N N N O = A m 0 0 a-+ p L r-j L N v m E U 4- o o 41 m= c o u .a m 4O- c E 4- U .0 i U m p _C f=0 -a 4O vQ-•I •~-a t6 o U v v i+= m C O v ice!}. f6 (V U U> C a A cm ° cn m omn C~ S' a cu E U v > c - _ > O c U C U N v v L~ O C= °O O C LL v E m cu i> m a O "O i O a M 91 va°°o .c > (U CU N°oN > E4-oo0' n n am v-D H = O\ v O Q1 i-1 cru E C U O N i 0 L- u -a v-0 v -C M 75 0- 00 (D L' 0-° 6 a aL .g u o 0 H CL LL °c m 3 v m co w a a c J a D] t6 N N a aL) rn m _ m U O rn 0 0 N tL _ m us a Ln V) et 'a LL C C O m if} y p o +a+ U U 0 4- c N A V p p 0 = V V th tp O 0 N a O 0_ p O L O. + (U In (D m CU .Q iC3) . + Q U a a) a) [6 • O LO O e~-i . O ~ G •Q ca U G \ vl • m m m L 0 a L= . i~+ _ a m co a s a m O 2 N a 0 v a ca 4_- LL C y " N O W W p 0 f6 Q a a c.r LL O a i a C G a"' 7 V - = = = V - ~ a C ~ O i N L 4- L U 7 >o -0 w a t O u a m U to ao N > L 'Q M = .5 a c m a N v a o ~c o 4- 3 " _ 41 0 a "O a a L c v v - a Q m Cu ca a C 0 ED = w CA w 41 w U W FS d O ~ y a a U L = v 0 4 L {.r a _ V = a a 0 t.0 N o M M M 3 V V1 Ln rH a t6 a 0 W O L CL H pp M M r a = a o M 4- a a CU r Ln M - L a w O Q CU Q CU V) a a > = O ~ L O a m = 4. X cu V) L p a+ (v L a t0 N C3 00 a > .Q a m O 4- E Ln m a 'a o O a L a v 0 v n t O ut a a, VV) o = L O = p v p a O p er a E iN L -r . o a + + a O " Ln ; ate, M L a V 0 j M ao In C r vs M u ) 4 - V) • E 41 +1 m 'a u O m 3 p 4:3 = Q a X (U 'a c a v L > _ a O 4~ a 41 V) _ Q 7 a Z a) qA V1 Ccu - N a n V a X 4~ • ° C X w a • 3 a a Q- 'a C a U m a ~ Q a = u y M Vr CL _ - m GO ' 4- a a CU 0 a a S p a p a L a u fO o 4, a +V,,, L U OA a ^ Q L ~ -a a m U c O 41 4- O a p ~ N LL m Q 0_ p Q' pp v X G m +p m -a _ _ p t 0 y CU L> m= 00 = u = a o O Q N cu 0 a L) U 4- to S x C) p d N = U'' a M O W T-q 'u} ro m .O a N .a CL > O CL) a 4= a O a Q a a p 4 ' i (L) a+ o (U - m a) ~ a a o m a - a v CO 0) 4 o V c ~ m 1 . - 0 ~ ~ cu l6 O Q- E C V .g of v > a N 'v a a s • U O a+ W m D +j p > (U ' t L p cu faa m L_ 1 4= _ a L m a >0 1 w E cu o Lo 00 4- u CL o O Q y 4. (D N Lr) = n W U ct (U > 41 a V a 'a a N , L a ® a V). ~4- o 0 w P _ . 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' 0 LL N a c O O En Cu -0 t m p aJ > -p m o C C L L aj L O O -p NO N C C m O C3 W O O m O to L CL -0 CJ m L- 41 > m O bD C a) OL C N Q .a p N cu 4- (L, iJ - O O y S > p L I- C N N "0 p V) cu +1 * O ° a7 • L j L 41 a) i+ a a; 41 V) L ° U C 0 ` C C L ` U m `6 m L 0 O y 4 - V, L Q U (0 o C = N m ° O • ~ rn 1 m > O 3 4-1 tW c N ° 4 p C v s Lu 'O a) O 4:E O 0 a U o _ O _ a3 'a Q N > !n C C to v ° N N L a~ a) L_ +1 a) ° s U O - 41 +1 m (U U R N 'p L M = c c E W CL m O -C w m G OD .C X CU Co Y m m Ln -0 O CL U N p C p to C m 'C m .C .C m Y v LL 4- C N ' m i O c E S O u rw _ 5 O O 3 m N t ai ~n O w Q i a) 2 > N m . N Q U (U N (A A ' (U O ~ O v C a) M M Q C A N O U L C ~ a) O +J qp N .a O -p U E C N G N O v O ~ C v i aJ p LCL E O a 2 +J ` N C O m O av W a7 ;a Y a) m C Q w L > t 4+ 41 ~ ~ E cu 3 Q CL m 4- r .5 E o _ O O N m ` N L ' m O E m U = . c 0 cu °A a 3 _ = CU m L- N CU C N t ~ O c O O C m O L- L ° a) O O N .a M O 4- a) 4, 4 - N j o N m f 6 w O E Q 'C N Q U 0 O a a J aU ~ N Q ° u U ' o r O Ln c_ N > ° Q aJ C L N a~ o +J W M L a) ° CO U c O 4N C a~ L 'o L~ = 4- o - m w > ' 1 m m 4 e O :3 Q 0 41 U m OD O - 2 a - m E CU 41 - s . 4- o W c a o . M a 41 (U m O O L- H U O N Y M O C C ~ 'A a) m i1 C C L w m f 0 L t (L6 u ° 4- as O Q. E O 'CF, N ;a -p w 41 m CU L- cu C E L 2 A- u ~ - 3 t7 O N 0 y ? = O LL 4 - m - E a~ as ca d~ V N cn w a~ ro a