Minutes 2017 05-01 CITY OF POWAY, CALIFORNIA
MINUTES OF THE BUDGET REVIEW COMMITTEE
REGULAR MEETING
May 1, 2017
The May 1, 2017, Regular Meeting of the Budget Review Committee was called to order at 6:04
p.m. by Peter Murray at the Poway City Council Chambers Observation Room, 13325 Civic
Center Drive, Poway, California.
COMMITTEE MEMBERS PRESENT
Richard Ball, Marc Hennen, Peter Murray, Kevin Ogden, Torrey Powers
COMMITTEE MEMBERS ABSENT
None.
STAFF MEMBERS PRESENTS
Tina White, City Manager
Wendy Kaserman, Assistant City Manager
Peter Moote, Acting Director of Finance
PUBLIC ORAL COMMUNICATIONS
None.
COMMITTEE BUSINESS
1. Approval of Minutes—April 24, 2017 Meeting
A motion was made by Kevin to approve the minutes, seconded by Marc and carried
unanimously.
2. 2015-2017 Biennium —Projected Revenues
Peter Moote provided an overview of the Budget Revenue Report. Peter will also provide the
members with a copy of the City's quarterly investment report, scheduled to be presented to
Council on May 16, 2017.
In discussions of the Community Services department fees, Richard introduced the concept
of a device for collecting visitor use fees/donations on an honor system basis, given the
volume of trail use during periods when the entry station is not staffed for fee collection.
3. Department Budget Review— Legislative and Administrative
Tina distributed copies of the department's organization chart and highlighted staffing
changes, including the elimination of the soon-to-be vacant Administrative Assistant III
position and conversion of the vacant Management Analyst position to Senior Management
Analyst. Tina also explained that the community contributions budget within the City Council
division operating budget reflected Council's policy change, which now limits the amount to
$15,000, leaving $10,850 available for unspecified, to-be-determined events/recipients after
funding support for the PUSD Grad Nite events. Tina also discussed the difference between
the 3140 line-item account, which is designated for mandatory trainings and certifications,
versus the 1430 line-item account, which is used for succession planning/employee
enrichment.
Page 2 — BUDGET REVIEW COMMITTEE
In discussions of the Economic Development division, Chairman Peter recommended an
annual report to reflect the accomplishments of this operation, such as retaining and bringing
businesses to the City, and to identify where possible the cost-offsetting benefits of the
program. Kevin agreed that public acknowledgment, such as a piece in the Poway Chieftain,
would help validate an important function.
4. Department Budget Review— Finance
Peter Moote reviewed some key projects and changes for the fiscal year. He noted the
upgrading of the vacant Management Assistant position to a Budget Administrator is being
recommended to meet succession planning needs. He also highlighted the Enterprise
Resource Planning (ERP) project and transition to the Tyler Munis software,which will require
consultant services to support implementation, and overtime and/or temporary staffing to
backfill positions involved in the project. Other major projects include the update of the
Customer Services online bill pay portal, and implementation of security
monitoring/assessment services by Information Technology.
5. Department Budget Review—Human Resources & Risk Management
Wendy distributed copies of the department's organization chart and discussed upcoming
activities for Human Resources, including labor negotiations and the update of the City's
Personnel Rules. Peter spoke on the Risk Management Division, noting that the City's
membership in the Joint Powers Insurance Authority (JPIA) provides a cost-effective risk
reduction program, training resource, and self-insurance pool for general liability and workers
compensation. For the all-risk program, an assessment is currently being conducted to
determine if there is an opportunity to reduce premium costs by using the capital equipment
replacement fund as the source for self-insuring vehicles and equipment that are nearing
replacement.
Chairman Peter asked if a document would be created to reflect the reshuffling of positions,
considering succession planning and preparation for the ERP. Staff confirmed that a schedule
of staffing changes that have occurred since adoption of the current budget and proposed for
FY 2017-18 will be provided to the Committee.
6. Chair and Committee Member Initiated Items
D. Marc Hennen stated that he will not be present at the next Committee meeting.
ADJOURNMENT
Peter Murray adjourned the meeting at 8:47 pm.
J aglinawan
Sr. Administrative Assistant