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Home My WebLink About2011-12-19 PacketCITY OF UKIAH CITY COUNCIL AGENDA Special Meeting Grace Hudson Museum Public Room 431 S. Main Street Ukiah, CA 95482 December 19, 2011 5:30 p.m. WORKSHOP ROLL CALL 2. WORK STUDY SESSION a. Journey Map Presentation b. Strategic Planning: Continuation of Decision Matrix Discussion C. Other Strategic Discussion as Desired by Council 3. PUBLIC COMMENT 4. ADJOURNMENT Please be advised that the City needs to be notified 72 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 15th day of December, 2011 JoAnne M. Currie, City Clerk Strat /30al Laws Avenue Ukiah, California 95482 707.468.5139 11 -tY t--~€--1(__, 3`'+ www.strategiesbydesignco.com December 12, 2011 COU 4-YEAR JOURNEY MAP TIMELINE NARRATIVE Background: July 2007 - June 2008 City Council established strategic priorities: 1. The City Council and staff work together to create a more responsive and effective workplace environment. 2. Maintain downtown Ukiah's historic place as a regional center for civic and economic activity. 3. Develop a prioritized plan for maintaining and improving public infrastructure. 4. Valley-wide planning takes place based on sound planning principles. City Council started process to hire a new City Manager; City Manager hired 5/08. Prior fiscal years balanced. Year 1: July 2008 -June 2009 Prior to stock market collapse, City had structural deficit of $13M. 10/08 - Stock market collapse. 1/09 - City Council authorized 7-year financial forecast. Forecast indicated that the City faced an estimated shortfall exceeding $15M in the General Fund over the 7 years between 2008 and 2015. 1/09 - 3/09 City Council acted to reduce General Fund expenditures: Layoffs and eliminated vacant jobs. Golden handshakes. Salary reduction April through June (final quarter of fiscal year) 0 5% furloughs for miscellaneous and management labor groups o 5% salary reductions for City Council, Senior Executives, and Police and Fire Units Year 2: July 2009 - June 2010 7/09 - City Council authorized establishment of a new General Fund Strategic Reserve. 7/09 - City Council adopted FY 2009/10 General Fund budget preserving full range of services, estimating use of over $1M in reserves in face of $1M projected loss in revenues due to recession. FY 2009/10 General Fund Budget included extensive reorganization/reclassification of staff to lower expenditures: o Senior management positions eliminated/reorganized o Consolidated Redevelopment and Economic Development work o Police Department Community Service Officers absorbed Animal Control, Parking Enforcement and Code Enforcement o Reorganized City Administration 1/10 - Due to continuing concerns regarding falling revenues, and to reduce deficit General Fund spending, Police, Fire, Senior Executives, and City Council members all agree to 5% salary reductions for 18 months in effort to continue full service levels and preserve City work force. All employees experienced the affects of earlier work force reductions throughout various departments and contribute to re-assignments and new work production methods. 6/10 -A combination of revenue growth, salary reductions, and operations cost reductions results in closing the year without deficit spending, strengthening strategic reserve balance to meet further anticipated revenue shortfalls. Enterprise Funds that continue to be self-sustaining: golf course, convention center, water, sewer and electric. Recreation fees in the General Fund largely cover recreation programs. With the economic recession, City Council pursued long planned projects to provide local stimulus (these projects were grant funded or relied on previously approved funding): Assembled parcel to attract major retailer [i.e., Costco] 2. Rehabilitation of Rail Road Depot 3. Adoption of Downtown Streetscape plan 4. Construction of Skate Park Use of staff resources to pursue two downtown sites for new Mendocino County Courthouse Continued Anton Stadium project planning Conducted $800,000 home renovation grant 5. Completion of Orchard Street Bridge 9. Improved electric services by replacing worn equipment 10. Reduced electric weather-related outages by clearing lines 11. Initiated pilot project for solar installation training program 12. Continued business facade improvement program 13. Police Department acquired new capabilities through low-cost canine program 14. Police Department received federal grant to fund 1 officer position 15. Established new five-year fees for wastewater and water services Collaborated with County of Mendocino, Ukiah Unified School District, and Boys and Girls Club to obtain completion funds for Alex Rorabaugh Gymnasium Year 3: July 2010-June 2011 Budget reflects impacts of reorganization/consolidation. Workforce changes- reduced or reassigned positions since 2008 - result in reduced labor costs. City Council adopts a General Fund FY 2010/11 budget with deficit spending again anticipated at just under $1M. Salary reduction of 5% continues throughout year for Police, Fire, Senior Executives, and City Council members Capital Projects continue: Reclaiming/ cleanup plan for railroad site developed 2. Skate Park finished 3. Anton Stadium nears completion 4. Swimming pool is completed 5. New electric substation nears completion 6. Gobbi Babcock Street project completed 7. Clara Court Street sidewalk and gutter project completed 8. Housing projects 9. Sewer pipe lining project and manhole repairs are completed Year 4: July 2011- June 2012 7/11- City Council adopts a balanced General Fund FY 2011/12 budget. Balanced budget based on: One-time GF cost reductions nearing $500,000 Reducing labor costs by lowering salaries by 10% Reduction requires negotiations with all labor units o Negotiations result in 10% reduction for Senior Executives, all non-safety personnel 0 10% reduction achieved by 36-hour workweek o Safety personnel reduced by 5%, continue working full hours As of the FY 2011/12 forecasted shortfall, $15M has been addressed as a result of City County and city employee actions such that less than $800,000 of reserves have been used! Additional options for reducing expenditures, such as work force reduction, are deferred for future consideration. City Council enters strategic planning effort to identify priorities for future FY 2012/13 budget planning, all services are to be evaluated, process begins August 2011. Ukiah City Council - Possible Principles 1. We continually adjust rates and fees to reflect changes in economy. 2. Whenever possible we adjust fees in away that is proportional to usage. Those who use the service pay a greater proportion of the fee. 3. Whenever possible we look to partner with our communities so that they take greater ownership and involvement in their services. 4. We look for strategies that increase efficiencies while enhancing customer service. 5. Our strategies and approaches to financial sustainability maintain or enhance the unique positive characteristics of our community. 6. Our strategies and approaches to strategic planning enhance and fast-track our efforts towards annexation.