HomeMy WebLinkAbout2008-06-25 PacketCITY OF UKIAH
CITY COUNCIL AGENDA
Adjourned Regular Meeting
CIVIC CENTER COUNCIL CHAMBERS
300 Seminary Avenue
Ukiah, CA 95482
June 25, 2008
1:00 p.m.
1. ROLL CALL
2. PLEDGE OF ALLEGIANCE
3. AUDIENCE COMMENTS ON NON-AGENDA ITEMS
The City Council welcomes input from the audience. If there is a matter of business on the agenda that you are
interested in, you may address the Council when this matter is considered. If you wish to speak on a matter that is not
on this agenda, you may do so at this time. In order for everyone to be heard, please limit your comments to three (3)
minutes per person and not more than ten (10) minutes per subject. The Brown Act regulations do not allow action to be
taken on audience comments in which the subject is not listed on the agenda.
4. CONSENT CALENDAR
The following items listed are considered routine and will be enacted by a single motion and roll call vote by the City
Council. Items may be removed from the Consent Calendar upon request of a Councilmember or a citizen in which event
the item will be considered at the completion of all other items on the agenda. The motion by the City Council on [he
Consent Calendar will approve and make findings in accordance wish Administrative Staff and/or Planning Commission
recommendations.
a. Resolution Of The City Council Of The City Of Ukiah Authorizing Continued Municipal
Operations Pending Adoption Of The Fiscal Year 2008-2009 Budget
5. UNFINISHED BUSINESS
a. Establish Dates For City Council Workshops On Water And Sewer Utilities; Establish Date
For Proposed Joint Meeting With Ukiah Sanitation District Board On Proposed Fiscal Year
08/09 Sewer Budget
b. Provide Direction on General Fund Budget for 08!09
6. NEW BUSINESS
7. 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 72 hours prior to the meeting set forth on this agenda.
Dated this 20th day of June, 2008.
Linda C. Brown, City Clerk
ITEM NO: _
MEETING DATE:
June 25, 2008
AGENDA SUMMARY REPORT
SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH
AUTHORIZING CONTINUED MUNICIPAL OPERATIONS PENDING ADOPTION OF
THE FISCAL YEAR 2008-2009 BUDGET
On June 18, 2008, the City Council approved rescheduling budget hearings to
Wednesday, July 30, 2008 due to the recent hiring of a new City Manager during a critical
portion of the budget preparation process and the complexity of issues surrounding the
fiscal year 2008/09.
The attached Resolution needs to be adopted in order to continue basic staff salaries and
operations. Equipment and capital expenditures will not be approved by the City Manager
until the budget has been adopted by the City Council.
RECOMMENDED ACTION: Adopt the Resolution
ALTERNATIVE COUNCIL OPTIONS: N/A
Citizens Advised: N/A
Requested by: Jane Chambers, City Manager
Prepared by: Sue Goodrick, Risk Manager/Budget Officer
Coordinated with: Jane Chambers, City Manager; Gordon Elton, Finance Director
Attachments: 1. Resolution to Authorize Continued Municipal Operations
Approved: :._ emu, ~ ,:lam ~~~_ .
ane Chambers, City Manager
4a
Attachment 1
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
UKIAH AUTHORIZING CONTINUED MUNICIPAL OPERATIONS
PENDING ADOPTION OF FISCAL YEAR 2008-2009
WHEREAS,
1. Traditionally, the City Council conducts hearings on its Budget for the fiscal year
in June in order to approve the Budget before the beginning of the fiscal year on July 1; and
2. Due to the recent hiring of a new City Manager during a critical portion of the
budget preparation process, the complexity of issues surrounding the fiscal year 2008/09
budget and the City Manager's need to thoroughly review the budget, the City cannot schedule
Budget Hearings prior to the beginning of the fiscal year; and
3. The approved schedule should result in approval of the 2008-2009 Fiscal year
Budget in July 2008; and
4. Pending approval of the Budget for the 2008-09 Fiscal Year, City staff may
continue to process warrants and issue checks for the conduct of City functions;
NOW, THEREFORE, BE IT RESOLVED:
City staff shall continue to process warrants in accordance with law.
2. In certifying the availability of funds to pay demands, the official submitting the
demands may rely on the financial information developed in preparing the proposed Budget for
City Council consideration in July.
3. The Finance Director may draw warrants or checks in payment of certified payroll
and other demands and certify that they comply with the proposed Budget, subject to final
ratification by the City Council after the final Budget is adopted for Fiscal Year 2008-2009. As
so certified, said warrants and checks shall be deemed to comply with Government Code
Section 37208 and may be presented to the City Council for ratification after they have been
issued.
4. This resolution shall terminate upon adoption of an approved Budget for Fiscal
Year 2008-09.
PASSED AND ADOPTED this 25T" day of June, 2008, by the following roll call vote:
AYES:
NOES;
ABSTAIN:
ABSENT:
ATTEST:
Douglas Crane, Mayor
Linda C. Brown, City Clerk
ITEM NO: 5a
MEETING DATE: June 25, 2008
AGENDA SUMMARY REPORT
SUBJECT: ESTABLISH DATES FOR CITY COUNCIL WORKSHOPS ON WATER
AND SEWER UTILITIES; ESTABLISH DATE FOR PROPOSED JOINT MEETING WITH
UKIAH SANITATION DISTRICT BOARD ON PROPOSED FISCAL YEAR 08/09 SEWEF
BUDGET
Staff is requesting Council establish a date for future workshops on the sewer utilities.
Staff proposes the following option:
Date: July 15, 2008 (Tuesday)
Time: 4:00 pm to 6:00 pm
Staff is requesting Council establish a date for future workshops on the water utilities.
Staff proposes the following option:
Date: July 22, 2008 (Tuesday)
Time: 4:00 pm to 6:00 pm
In addition, staff is requesting Council tentatively schedule, dependent upon the Ukiah
Valley Sanitation District Board's availability, a date and time to meet jointly with the Board
on the proposed Fiscal Year 2008/09 sewer budget. Staff proposes the following option:
Date: July 23, 2008 (Wednesday) Time: 2:30 pm
RECOMMENDED ACTION: 1) Establish dates/times for City Council water and
sewer utilities workshops; 2) Establish tentative dates/times for joint meeting with
the Ukiah Valley Sanitation District Board on the proposed Fiscal Year 2008.09
sewer budget.
ALTERNATIVE COUNCIL OPTIONS: N/A
Requested by: Jane Chambers, City Manager
Prepared by: Sue Goodrick, Risk Manager/Budget Officer
Coordinated with: Jane Chambers, City Manager
Approved: ~ a (%~ ' w..~it_ ~.
~} ne Chambers, City Manager
ITEM NUMBER: 5b
DATE: June 25, 2008
AGENDA SUMMARY REPORT
SUBJECT: PROVIDE DIRECTION ON THE GENERAL FUND BUDGET FOR 08/09
SUMMARY:
Background
In order to give the City Council an opportunity to review and discuss concerns relating to the financial
situation in the Ukiah Combined Public Safety and General Fund, the meeting for June 25, 2008 will be
devoted to discussion of the general fund, both present and future. The City's budget complete with all
funds, will be presented to the Council for review on or about July 16, 2008, and reviewed at a July 30,
2008 Council meeting.
City staff has been working on the budget document for several months, the initial planning for this
year's budget process and document was done with the assistance of former Interim City Manager Pat
Thompson.
Reviews and development of the budget at the staff level were nearing completion when I began my
tenure in mid May. At that time, and after detailed staff and department analysis and preparation had
already been completed, the City's general fund budget was in deficit at about $1.9M. This sum was
substantially more than some earlier estimates, but within the amount that the Finance Director was
concerned could be reached for this 2008/2009 year. At the same time as the 2008/2009 budget draft
had the deficit; it showed that expenditures for the current 2007/2008 year would be some $1 M less
than budgeted.
Continued on page 2
Recommended Action(s): Provide Direction on the General Fund Budget for 08-09
Alternative Council Policy Option(s): N/A
Citizens advised:
Requested by:
Prepared by: Jane Chambers, City Manager
Coordinated with: Gordon Elton, Director of Finance
Attachments: 1) General Fund Changes
2) Combined Public Safety and General Fund Summary Fiscal Year 2008-2009
~~j ~ /
Approved: i7, lhl ~~~~'-'"~Lti~-----
~~ Chambers, City Manager
Discussion
Working with staff, the following factors affecting the 2008/2009 budget have been identified:
Page 2 of 3
On the Revenue Side:
• A down-turn in Sales Tax Revenue due to current economic conditions. This downturn affects
both sales tax, and measure "S" sales tax revenues
• A downturn in revenue sources tied to development and charges for services, again as a result
of current economic conditions
On the Expenditure Side:
• The 2007/2008 expenditures through June 30, 2008, are estimated to be $1.1 M less than the
Amended 2007/2008 budget. Staff has identified the largest of the items contributing to this
difference as vacancies throughout the general fund departments, but most significantly in
police staffing, and withholding of purchase of some equipment and/or project items.
• General Government expenditures for 2008/2009 are projected to be $53,000 over 2007/2008,
or an increase of 2%.
• Public Safety expenditures for 2008/2009 are projected to be $1,000,000 over 2007/2008, or an
increase of 14%. If Public Safety expenditures for 2007/2008 had met the amended budget for
2007/2008, the increase for the coming year would be 5%.
• Public Works expenditures for 2008/2009 are projected to be $30,000 over 2007/2008, or an
increase of 2%.
• Community Services expenditures for 2008/2009 are projected to be $83,000 over 2007/2008,
or an increase of 4%.
The initial deficit amount of $1.9M has been reduced by staff to the current projection of $1.2M due
largely to two adjustments in the budget. The first was an adjustment to a 3% loss of sales tax
revenue, rather than the initial 10% loss factored into the budget. It is a difficult year to estimate sales
tax, as so many factors, particularly the price of gasoline, are at play in the market place in a way that
has no recent precedent from which to make predictions. The conservative 10% loss has been
adjusted to 3% as a more optimistic, yet still, conservative approach.
The second factor contributing to reduction of the original estimate was detailed review of PERS
calculations for each employee, which resulted in a reduction of cost overall in the general fund.
Both the revenue and expenditure sides of the General Fund exhibit trends that are of concern going
forward:
• The General fund's largest revenue source is Sales Tax, with a substantial portion of that being
tied to Measure "S", which has a sunset provision. Growth in sales tax revenues has been 1%
and 2% over the past two year period, with an actual reduction in revenues projected for
2008/2009.
• A significant source of revenue for the General Fund, the triple flip property tax in lieu funds,
could be subject to taking by the State should the decision be made in Sacramento to change
allocation of these funds in order to address the State's serious budget shortfall. The proposed
revenue reflects only the 3% reduction used for sales tax.
• The cost of General Government, Public Works, and Community Services increases for
2008/2009 are between 2% and 4% for the 2008/2009 year, which are in keeping with current
cost increases for materials and personnel, and yet, exceed revenue growth.
• Public safety's cost increase reflect salary and personnel increases related to retention and
recruitment of an adequate sworn force of officers, as well as expenditures for equipment to
Page 3 of 3
provide adequate fire and police response for increasing demands placed upon public safety
services.
The budget as presented includes two major organizational changes, which were discussed with the
City Council at earlier meetings. These are the placing the Water and Sewer functions under Public
Works and that of combining Police and Fire into a Public Safety department under direction of the
Police Chief. These changes produced personnel savings that have been incorporated into the budget
document.
The Fire Fighters MOU expires September, 2008. This budget includes no additional funding for the
outcome of negotiations with this unit.
In order to balance this budget fully, significant program reductions would need to be made. This
budget cannot be balanced by cutting of materials, travel, or training costs, and it could only be
marginally affected by furloughs and/or service hour cutbacks.
The General Fund as presented would leave an estimated year end fund balance in June 30, 2009, of
$1,400,000. This is a 10% reserve in Fund #100.
Options for the City Council to Consider
The 2008/2009 Budget deficit could be reduced further by the following 3 options:
• Provide for a higher Franchise Fee from the Electric Utility to the general fund. Staff will outline
this option for the Council at the meeting.
• Provide for a higher estimate of Sales Tax Revenue. Staff will outline this option for the Council
at the meeting.
• Provide for smoothing of PERS cost over time. Staff is meeting with a PERS representative and
will outline this option for the Council at the meeting.
• Provide for use of Redevelopment Agency funding to off-set General Fund expenditures. Staff
will outline this option for the Council at the meeting.
As of this writing, it is estimated that these four options could improve the financial picture by $300,000
to $600,000 for the 2008/2009 year. Staff is continuing to develop these options and gather information
for presentation at the meeting.
Recommendations
My opportunity to work on the General Fund issues has been limited by my short tenure of six weeks. I
would not want to attempt, at this juncture, the significant programming cuts necessary to balance this
General Fund budget. Also, I think such an effort would compromise a number of significant projects
and programs that the City Council and the community have worked to put into place. Instead, I would
recommend that the following course of action be followed:
• Instruct staff to continue development of the 2008/2009 General Fund budget, adjusted by use
of any of the optional measures.
• Over the course of the 2008/2009 year, I will work with Council and staff towards a "program"
based understanding and prioritization of services provided in the General Fund
• This "program" based budgeting will provide the basis upon which Council can make choices
about service levels in the 2009/2010 budget process.
• The City Manager will provide amulti-year estimate of expenditures and revenues for the
Council consideration in the 2009/2010 budget process with the view towards achieving a
revenue and expenditures balance in the General Fund.
City of Ukiah
General Fund Changes
t341ax C#iange,
im`ro PN'6~riex~x f~g8
Fis~zat:'Y!ear Ra~uenue~ ' Yeah ! Gunge
2004/2005 $ 9,548,637 $ -
19
2005/2006 $ 11,345,490 $ 1,796,853
2006/2007 $ 13,846,984 $ 2,501,494 22%
2007/2008 Proected $ 13,701,325 $ 145,659 -1%
2008/20091nitial $ 13,418,149 $ 283,176 -2%
Do#Iar Gh~ange
Fes: Oue PancBnt~tge
Fiji lf'rrlar itures' Year Gha
2004/2005 $ 9,411,777
2005/2006 $ 10,752,281 $ 1,340,504 14%
2006/2007 $ 12,730,497 $ 1,978,216 18%
2007/2008 Proected $ 13,235,305 $ 504,808 4%
2008/20091nitial $ 14,448,510 $ 1,213,205 9%
.' III` Ct1l#e
'
Frem +Di1s Pe!"Get~tage
Flsca# Y+r~r irund 9E~tanae Yaar Gha e
2004/2005 $ 2,145,869
2005/2006 $ 1,174,486 $ 971,383 -45%
2006/2007 $ 2,095,261 $ 920,775 78%
2007/2008 Proected $ 2,646,280 $ 551,019 26%
2008/20091nitial $ 1,415,920 $ 1,230,360 -46%
6/20/2008
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