Item 12 - Adoption of a Reso to Amend the Charter for the Budget Review CommitteeJanuary 19, 2021, Item #12>'(· ; ~ . ...:.
..'\ .... i...."""I\..\ --==-----DATE: TO: FROM: CONTACT: SUBJECT: Summary: AG EN DA REPORT City of Poway January 19, 2021 Honorable Mayor and Members of the City Council Aaron Beanan, Director of Finance #!:J Aaron Beanan, Director of Finance 858-668-4411 or abeanan@poway.org CITY COUNCIL Adoption of a Resolution to Amend the Charter for the Budget Review Committee The City of Poway established the Budget Review Committee (BRC) to recognize the importance of resident involvement and input in the development of the City budget and to improve the transparency and readability of the budget document. Staff is recommending an update to the BRC Charter to align the Charter with the City's Operating Budget and Capital Improvement Program and to refine the duties and structure of the committee. Recommended Action: It is recommended that the City Council adopt the attached resolution amending the Charter of the Budget Review Committee. Discussion: The City Council recognizes that the City has many residents who are experienced and knowledgeable business persons who can provide additional insight into the City's budget. The BRC plays an important role in providing communication with the community about the budget process and limitations within which the City operates. BRC members learn about all facets of the City budget, and with this knowledge they can educate other members of the community about the City's revenues and expenditures as well as budget priorities and limitations. BRC members participate in a series of meetings each spring to review the proposed Operating Budget and Capital Improvement Program to develop an understanding of revenue sources, expenditures, budget limitations, and provide input on budget proposals prior to presentation of the City Manager's recommended budget to the City Council. The BRC works under a compressed meeting schedule. They cannot begin meeting until the preliminary budget is developed for discussion and must complete work in time for the budget to go to the City Council for approval in June. 1 of 11
January 19, 2021, Item #12In recognition of the tight timeframe within which the BRC meets and must complete its work, staff is recommending two amendments to the BRC Charter. The BRC will continue to be responsible for reviewing the operating and capital budgets, making recommendations to improve the readability of the budget document, and making recommendations regarding strategies for revenues and expenditures. The two substantive changes involve the removal of a BRC duty no longer applicable to the current budget format and an adjustment to the membership term. Staff recommends removing the review of the budget activity goals and workload statistics as these are not included in the current budget format. Staff also recommends staggering the membership term to help with succession planning and knowledge transfer. This will help new members get up to speed more efficiently as the existing members can help train new appointees. If Council concurs with these recommendations, committee members will serve staggered two-year terms. In the inaugural year of this change, the chairperson and vice chairperson from the preceding year will continue in their roles for an additional one-year term, which will expire at the end of December 2021, and three members will be appointed for a two-year term, which will expire at the end of December 2022. After this change takes effect, committee members will continue to be appointed for two-year terms. If Council concurs with staffs proposal, there will be three vacancies on the Budget Review Committee. If Council approves the recommended changes to the Charter, the City Clerk will accept applications, (available on the City's website and in the City Clerk's office) from January 20, 2021 through February 18, 2021, from Poway residents wishing to serve on the Budget Review Committee. The City Council could then review the applications and make appointments to the Committee at the March 2, 2021 City Council meeting. Environmental Review: This action is not subject to review under the California Environmental Quality Act (CEQA). Fiscal Impact: None. Public Notification: A copy of the amended BRC Charter will be posted on the City's website contingent upon City Council approval. Attachments: A. Resolution to Amend the Charter for the Budget Review Committee B. Redline showing amendments to the Charter Reviewed/ Approved By: Wendy Kaserman Assistant City Manager 2 of 11 Reviewed By: Alan Fenstermacher City Attorney Approved By: ~ City Manager
January 19, 2021, Item #12RESOLUTION NO. 21-A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POWAY, CALIFORNIA, AMENDING AND ADOPTING THE CHARTER FOR THE BUDGET REVIEW COMMITTEE WHEREAS, on February 17, 1981, the City Council appointed five citizens to serve as a Budget Review Committee; WHEREAS, on August 5, 1986, this Committee was formally established, and a charter was adopted; WHEREAS, by Resolution No. 19-004, this charter was most recently amended; and WHEREAS, it is again desirable to revise the charter for this Committee. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Poway as follows: SECTION 1: Resolution No. 19-004 is rescinded. SECTION 2: The Budget Review Charter, attached hereto as "Exhibit A" is adopted. PASSED, ADOPTED AND APPROVED at a Regular Meeting of the City Council of the City of Poway, California on the 19th day of January, 2021 by the following vote, to wit: AYES: NOES: ABSENT: DISQUALIFIED: Steve Vaus, Mayor ATTEST: Vaida Pavolas, CMC, City Clerk 3 of 11 ATTACHMENT A
January 19, 2021, Item #12SECTION I SECTION II SECTION Ill 4 of 11 EXHIBIT A CITY OF POWAY BUDGET REVIEW COMMITTEE PURPOSE The purpose of the Budget Review committee shall be to review the annual Operating Budget and Capital Improvement Program as proposed by the City Manager and report its findings to the City Council. DUTIES The Budget Review committee shall have the following duties as determined by the Poway City Council: 1. 2. 3. 4. 5. With the assistance of staff, review the budget as prepared by the City Manager. As appropriate, suggest means of improving the format of the budget in order that it be easily read and comprehended. Review terminology used within the budget such that it may be easily understood by all interested readers. Suggest areas that the City Council may wish to establish specific strategies pertaining to either revenues or expenditures. Prepare a final written report to be presented to the City Council at the public hearing regarding the budget. MEMBERSHIP The Budget Review committee shall consist of five (5) members appointed by the Mayor with the concurrence of the City Council. Each Councilmember shall offer one nomination for appointment to the committee for Council consideration. 1. Committee members shall be residents of the City of Poway. 2. Committee members shall serve staggered two (2) year terms. In the inaugural year of this change, the chairperson and vice-chairperson from the preceding year shall continue their roles for an additional one (1) year term and three members shall be appointed for a two (2) year term. 3. Committee members may be appointed for additional two (2) year terms at the discretion of the City Council.
January 19, 2021, Item #12SECTION IV SECTION V. SECTION VI. SECTION VII 4. The City Manager or designee shall be an ex officio member of the committee. VOTING Each committee member shall be entitled to one vote. Approval of any matter requires an affirmative vote from the majority of the membership of the committee or three (3) votes. TERMINATION OF MEMBERSHIP If a member misses more than three (3) consecutive meetings of the committee, without prior authorization from the Mayor, such member shall be considered to have resigned from the Committee. In addition, any member of the Committee may be removed at any time and without cause by a majority vote of the City Council. 1. 2. MEETINGS OF MEMBERS Regular meetings of the committee shall be scheduled at a time and place agreed to by the committee which will facilitate the attendance and input of the public. Special meetings may be called at any time by the chairperson or three (3) or more members. OFFICERS The officers of the committee shall be the chairperson and vice chairperson. The City Manager or designee, as an ex officio member of the committee, shall serve as secretary to the committee. SECTION VIII DUTIES OF OFFICERS 5 of 11 1. 2. 3. The Chairperson shall preside at all committee meetings. The Vice Chairperson shall assume all the duties and responsibilities of the Chairperson in the Chairperson's absence. The Secretary shall prepare agendas and shall give notice of regular and special meetings of the committee.
January 19, 2021, Item #12SECTION IX SECTION X 6 of 11 1. 2. 3. 4. 5. CONDUCT Conflict of Interest. Upon becoming a Committee member, and annually thereafter, each Committee member shall file a Statement of Economic Interest (FPPC Form 700) with the City Clerk of the City of Poway in accordance with California Government Code and the City's Conflict of Interest Code. Additionally, Committee members are required to refrain from participation in matters where they have a potential conflict of interest. The Political Reform Act controls financial conflicts of interest of public officials and advisory boards. Ethics Training. Committee members are required to obtain ethics training as outlined in California Assembly Bill 1234, Government Code Section 53234, et seq. City's Code of Ethics. The City's Code of Ethics shall be upheld by all Committee members. Sexual Harassment Prevention Training and Education. Committee members are required to obtain sexual harassment prevention training and education as outlined in California Assembly Bill 1661, Government Code Section 53237, et seq. Additional Requirements. Committee members may be required to obtain additional training as assigned by the City or required by State Government Code. BROWN ACT COMPLIANCE All meetings of City committees and groups are to be open and public, and all persons are to be permitted to attend any meeting. Committee members shall comply with the Ralph M. Brown Act (California Government Code section 54590 et seq.). A written agenda must be prepared for each regular or special meeting of every legislative body. The agenda must contain a brief general description of each item of business to be transacted or discussed at the meeting and must specify the time and location of the meeting. No action shall be taken on any item not appearing on the posted agenda. (Sections 54954.2 and 54956) The agenda must be posted at least 72 hours before a regular meeting and 24 hours before a special meeting, in a location that is freely accessible to members of the public and on the City's website. (Sections 54954.2 and 54956)
January 19, 2021, Item #12SECTION XI. COMPENSATION Members of the committee shall serve without compensation. Rev. January 19, 2021 7 of 11
January 19, 2021, Item #12SECTION I SECTION II CITY OF POWAY BUDGET REVIEW COMMITTEE PURPOSE The purpose of the Budget Review committee shall be to review the annual Operating Budget and Capital Improvement Program Budget as proposed by the City Manager and report its findings to the City Council. DUTIES The Budget Review committee shall have the following duties as determined by the Poway City Council: 1. With the assistance of staff, review the budget as prepared by the City Manager. 2. As appropriate, suggest means of improving the format of the budget in order that it be easily read and comprehended. 3. Review terminology used within the budget such that it may be easily understood by all interested readers. 4. Suggest areas that the City Council may wish to establish specific strategies pertaining to either revenues or expenditures. 5. Review the budget activity goals and objecti1,es as well as the activity workload statistics. §.e. Prepare a final written report to be presented to the City Council at the public hearing regarding the budget. SECTION Ill MEMBERSHIP 8 of 11 The Budget Review committee shall consist of five (5) members appointed by the Mayor with the concurrence of the City Council. Each Councilmember shall offer one nomination for appointment to the committee for Council consideration. 1. 2. Committee members shall be residents of the City of Poway. Committee members shall serve staggered two (2) year terms. +he term of membership shall be for t1110 years. In the inaugural year of this change, the chairperson and vice-chairperson from the preceding year shall continue their roles for an additional one (1) year term and three members shall be appointed for a two (2) year term. ATTACHMENT B
January 19, 2021, Item #123. Committee members may be appointed for additional two (2) year terms at the discretion of the City Council. 1~-The City Manager or designee shall be an ex officio member of the committee. SECTION IV VOTING SECTION V. SECTION VI. SECTION VII Each committee member shall be entitled to one vote. Approval of any matter requires an affirmative vote from the majority of the membership of the committee or three (3) votes. TERMINATION OF MEMBERSHIP If a member misses more than three (3) consecutive meetings of the committee, without prior authorization from the Mayor, such member shall be considered to have resigned from the Committee. In addition, any member of the Committee may be removed at any time and without cause by a majority vote of the City Council. 1. 2. MEETINGS OF MEMBERS Regular meetings of the committee shall be scheduled at a time and place agreed to by the committee which will facilitate the attendance and input of the public. Special meetings may be called at any time by the chairperson or three (3) or more members. OFFICERS The officers of the committee shall be the chairperson and vice chairperson. The City Manager or designee, as an ex officio member of the committee, shall serve as secretary to the committee. SECTION VIII DUTIES OF OFFICERS 9 of 11 1. 2. 3. The Chairperson shall preside at all committee meetings. The Vice Chairperson shall assume all the duties and responsibilities of the Chairperson in the Chairperson's absence. The Secretary shall prepare agendas and shall give notice of regular and special meetings of the committee.
January 19, 2021, Item #12SECTION IX SECTION X 10 of 11 1. 2. 3. 4. 5. CONDUCT Conflict of Interest. Upon becoming a Committee member, and annually thereafter, each Committee member shall file a Statement of Economic Interest (FPPC Form 700) with the City Clerk of the City of Poway in accordance with California Government Code and the City's Conflict of Interest Code. Additionally, Committee members are required to refrain from participation in matters where they have a potential conflict of interest. The Political Reform Act controls financial conflicts of interest of public officials and advisory boards. Ethics Training. Committee members are required to obtain ethics training as outlined in California Assembly Bill 1234, Government Code Section 53234, et seq. City's Code of Ethics. The City's Code of Ethics shall be upheld by all Committee members. Sexual Harassment Prevention Training and Education. Committee members are required to obtain sexual harassment prevention training and education as outlined in California Assembly Bill 1661, Government Code Section 53237, et seq. Additional Requirements. Committee members may be required to obtain additional training as assigned by the City or required by State Government Code. BROWN ACT COMPLIANCE All meetings of City committees and groups are to be open and public, and all persons are to be permitted to attend any meeting. Committee members shall comply with the Ralph M. Brown Act (California Government Code section 54590 et seq.). A written agenda must be prepared for each regular or special meeting of every legislative body. The agenda must contain a brief general description of each item of business to be transacted or discussed at the meeting and must specify the time and location of the meeting. No action shall be taken on any item not appearing on the posted agenda. (Sections 54954.2 and 54956) The agenda must be posted at least 72 hours before a regular meeting and 24 hours before a special meeting, in a location that is freely accessible to members of the public and on the City's website. (Sections 54954.2 and 54956)
January 19, 2021, Item #12SECTION XI. COMPENSATION Members of the committee shall serve without compensation. Rev. January 1.§!a, 20.fl.49 11 of 11