Minutes 2017 05-15CITY OF POWAY, CALIFORNIA
MINUTES OF THE BUDGET REVIEW COMMITTEE
REGULAR MEETING
May 15, 2017
The May 15, 2017, Regular Meeting of the Budget Review Committee was called to order at 6:03
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
Robin Bettin, Director of Community Services
Belinda Romero, Community Services Manager
Mike Obermiller, Director of Public Works
Eric Heidemann, Assistant Director of Public Works for Maintenance Operations
PUBLIC ORAL COMMUNICATIONS
None.
COMMITTEE BUSINESS
1. Approval of Minutes — May 8, 2017 Meeting
A motion was made by Torrey to approve the minutes, seconded by Kevin and carried
unanimously.
2. Department Budget Review — Community Services
Robin distributed copies of the Community Services Department Overview handout and spoke
on the department's mission, division programs, and budget proposals for the new fiscal year.
Committee members and staff discussed the potential to increase City revenue, particularly
with existing subsidies and cost-sharing agreements. In response to Committee inquiry,
Robin described the process for field rentals and determining low -high priority users. Per
request, a matrix of sports field facility rental fees, and updated cost -recovery graph with prior
years' comparative data, will be provided by staff at the May 17 meeting.
3. Department Budget Review — Public Works
Copies of the department organization chart were distributed to Committee members and
staff. Mike provided an overview of the department divisions and participation in the Metro
Wastewater Joint Powers Authority. Committee members and staff discussed existing and
upcoming legislation that largely influence the department's operations.
Page 2 — BUDGET REVIEW COMMITTEE
Tina noted the possibility of a balloting process over a multi-year program that will either
increase or reduce the level of service within Landscape Maintenance Districts. Eric
described the use of cooperative -purchasing programs for anticipated capital equipment
replacements.
4. Budget Review — Fund Schedules
Peter distributed copies of the City's General Fund Reserve Policy and fund activity detail
schedules. Kevin commended staff on great forward planning reflected in the schedules. In
response to Marc's request for further details on the City's debt, Peter explained that most
debt is for former Redevelopment Agency (Successor Agency) bond issues for capital
improvements, with other debt comprised of the Sheriff's station COPS and City Hall.
S. Fiscal Forecast for the General Fund
Peter discussed the purpose of the long-term forecast for the General Fund, explaining that it
is used as a planning tool to ensure fiscal sustainability and continuity of operations supported
by the General Fund. The updated forecast, which will be provided to the Committee at their
meeting on May 17, will demonstrate that without continuous adjustments, operating
expenditures show the potential to exceed projected revenues in the out -years. Peter
explained that this is not an uncommon result for the forecast and adjustments to
expenditures, including staffing levels, have been made in the past as needed to prevent an
unbalanced fiscal year from ever occurring. Staff noted that the General Fund Reserve Policy,
together with Debt Policy, are consistent with the City's past practices, but formalized by
Council action in 2017 to ensure optimal rates when issuing debt. Committee members and
staff discussed the City's compensation history and employee benefit impacts to the budget.
6. Discussion — Annual Report of Recommendations to the City Council
Chairman Peter requested input from the Committee on whether the final scheduled
meeting will be sufficient to finalize the report to Council; members unanimously agreed to
keep the May 17 meeting on calendar, and that future meetings can be scheduled if needed.
In response to Committee inquiry, Peter confirmed that the members' discussions have
been consistent with the Committee's charterlmission, which includes providing valuable
input from a resident's perspective. Tina reminded the Committee that the formattreadability
of the budget materials also falls under their purview, and encouraged the Committee to
reinforce the General Fund Reserve Policy if members support it.
7. Chair and Committee Member Initiated Items
None.
ADJOURNMENT
Peter Murray adjourned the meeting at 9:35 p.m.
Je ny Paglinawan
Sr. Administrative Assistant