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HomeMy WebLinkAbout03.20.2018 SP Minutes @3:00MINUTES SPECIAL MEETING BUDGET STANDING R COMMITTEE c�LIFC OF THE CITY OF SOUTH SAN FRANCISCO P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, California 94083 Meeting to be held at: CITY HALL, CITY MANAGER'S CONFERENCE ROOM 400 GRAND AVENUE SOUTH SAN FRANCISCO, CA TUESDAY, MARCH 20, 2018 3:00 p.m. Call to Order. Time: 3:00 p.m. Roll Call. PRESENT: Mayor Normandy and Councilmember Gupta PUBLIC COMMENTS — None. MATTERS FOR CONSIDERATION 1. Motion to approve the Minutes from the meeting of October 25, 2017. Motion — Councilmember Gupta / Second - Mayor Normandy: to approve the minutes. The motion carried unanimously. 2. Report regarding Fiscal Year 2017 -18 mid -year budget (Karen Miller, Financial Services Manager) Financial Services Manager Miller discussed the requested mid -year budget adjustments including General Fund summary, expenditures, revenues, budget requests and mid -year requests from other funds. Councilmember Gupta asked about the reduction of $655,000 for parking ticket revenue. Director of Finance Lee stated the past due amount was $565,000 for previous years and the total of $655,000 included the current fiscal year. He explained the change in Police Department Administrative staff and that the process had not been transmitted to new staff. He confirmed that there were no penalties. Councilmember Gupta asked about the ERAF refund and addition of $327,000. Director of Finance Lee explained the previously anticipated reduction in revenue but that San Mateo County had excess ERAF due to some of the school districts not needing additional ERAF funds. He stated the County had not provide an estimate for FY 2018 -19. Financial Services Manager Miller summarized the mid -year adjustments including $43,600 for the after - school summer program. Parks Supervisor Cullinan stated the School District had changed the days of operation, therefore, the total cost was increased by $1,000. Financial Services Manager Miller explained the split between two fiscal years. She stated the only funding source available for capital projects was the General Fund. Parks Supervisor Cullinan explained the costs associated with the after - school summer program. Councilmember Gupta asked if the program would be net neutral. Parks Supervisor Cullinan stated it was dependent on the number of students enrolled. Parks Supervisor Cullinan stated the cost for elementary school was $470 and middle school was $616. Mayor Normandy asked if there were concerns that minimum would not be met. Parks Supervisor Cullinan stated she was concerned and there was a potential of running in the deficit. Councilmember Gupta asked about the Airport Noise Insulation Fund. Director of Finance Lee stated $700,000 was available. Councilmember Gupta asked about the Childcare Impact Fee Fund and $100,000 to study the Orange Library Feasibility Study for a childcare facility. Assistant City Manager Lee discussed the interest for a licensed preschool and study to assess the potential use of the Orange Library. Mayor Normandy asked about use of other funds for a new Downtown parking garage. Director of Finance Lee stated other reserves could be funded with excess monies. Mayor Normandy asked about the suggestion of TOT revenue going into PERS. Director of Finance Lee stated Mayor Pro Tem Matsumoto had discussed that at a previous meeting but the challenge the revenue source being for a specific purpose. Mayor Normandy discussed the need to be thoughtful in use of the excess funds. She suggested an explanation of the unpaid parking ticket revenue. Director of Finance Lee stated the matter was disclosed at a prior Council meeting. Mayor Normandy suggested articulating the issue. Councilmember Gupta concurred that it should be brought to the Council's attention. Mayor Normandy asked about plan check services. Acting Fire Chief Magallanes explained that fire plan check was done by the Fire Marshall who had retired and therefore, transitioned to contract plan check. Mayor Normandy suggested staff be prepared to respond to questions regarding the new shuttle and reduced seats. Public Works Administrator Lovell explained the use for overflow. Councilmember Gupta asked about use of the second shuttle during non -peak time. Public Works Administrator Lovell stated the second shuttle operated one hour per day. He discussed the plan for a second shuttle operating 12 hours per day. BUDGET COMMITTEE MEETING MARCH 20, 2018 MINUTES PAGE 2 Mayor Normandy asked about the funding for the shuttle. Financial Services Manager Miller responded that it was two $250,000 payments. Mayor Normandy asked about the proposed speed bump installation in the Brentwood Avalon Neighborhood and requested a map and information on outreach. Public Works Administrator Lovell stated the speed bumps would be permanent. Councilmember Gupta asked if the speed bumps would be close to the roundabout. Public Works Administrator Lovell explained traffic calming efforts. Councilmember Gupta suggested consideration of other areas. Public Works Administrator Lovell stated staff was working on a policy. Mayor Normandy asked about extension of Oak Avenue. Director of Finance Lee stated staff would be withdrawing the request. 3. Report regarding a justification for the elimination of a vacant Administrative Assistant II position, and replacing it with a higher -level position of Public Works Administrator (working title Business Services Manager) in the Park and Recreation Department. (Sharon Ranals, Director of Parks and Recreation) Parks Manager Mediati requested consideration of removal of an existing position with a higher - level position of Public Works Administrator. Councilmember Gupta questioned the addition of a fourth division head and differences in salary. Parks Supervisor Cullinan stated the difference, including benefits, was $69,000. Councilmember Gupta asked who would report to the new division head. Parks Manager Mediati stated the administrative staff and part time staff would fall under the division head. Councilmember Gupta asked if additional positions would be .requested. Parks Manager Mediati confirmed that no positions would be added in the division. Mayor Normandy asked if the other administrative staff would have to pick up additional tasks. Parks Supervisor Cullinan explained that increased projects needed to be managed. Mayor Normandy suggested preparing the current and proposed organizational chart. Councilmember Gupta discussed the work of the Public Works and Parks and Recreation Departments and interaction with the community. He asked the recruitment strategy. Assistant City Manager Lee stated they looked towards succession planning as well as outside resources. Mayor Normandy asked about position forecasting. Assistant City Manager Lee stated Police, Fire, Park and Recreation and Library were reviewing increased services necessary with the new community center. Mayor Normandy suggested review of all departments. Assistant City Manager Lee stated she would discuss the matter with City Manager Futrell. In response to Mayor Normandy, Assistant City Manager Lee explained the request for $20,000 for performance management tracking software. Councilmember Gupta indicated support for metrics. Director of Finance Lee discussed the City's efforts to receive budget awards. BUDGET COMMITTEE MEETING MARCH 20, 2018 MINUTES PAGE 3 Mayor Normandy asked about the $90,000 for Squire. Director of Finance Lee explained the original letter of engagement and cost of $7500 per month. He stated the contract would be presented to the Council at its upcoming meeting. ADJOURNMENT Being no further business, Mayor Normandy adjourned the meeting at 3:50 p.m. Submitt Gabriel ez, Deputy City Clerk City of South San Francisco BUDGET COMMITTEE MEETING MINUTES Approved by: Liza Normandy, Mayor City of South San Francisco MARCH 20, 2018 PAGE 4