Item 4.2 - Adoption of a Reso to Amend the Charter for the Budget Review Committee(ED
DATE:
TO:
FROM:
CONTACT:
SUBJECT:
Summary:
City of Poway
COUNCIL AGENDA REPORT
January 15, 2019
Honorable Mayor and Members of the City Council
Wendy Kaserman, Assistant City Manager
858-668-4502 or wkaserman@poway.org
APPROVED
APPROVED AS AMENDED ❑
(SEE MINUTES)
DENIED ❑
REMOVED ❑
CONTINUED
RESOLUTION NO. 1404
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 Financial Policy and to refine the duties 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 are able to 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
and Capital Improvement Program budgets to develop an understanding of revenue sources,
expenditures, and 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 because they cannot begin meeting until the preliminary budget
can be developed for discussion and must complete work in time for the budget to go to the City
Council for approval in June.
In recognition of the tight timeframe within which the BRC meets and must complete its work, staff
is recommending an amendment to the BRC Charter to refine the BRC's role. 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. To allow the BRC to focus
on these important tasks, the charter is being revised to exclude policy discussions and/or policy
recommendations to the City Council. The reference to the City's two-year budget cycle in Section
1 of 11 January 15, 2019, Item # 4.2
Amendment of the Charter for the Budget Review Committee
January 15, 2019
Page 2
III is removed since the City has returned to a single year budget cycle. The appointment cycle
and membership term itself for members of the BRC will remain unchanged. Additionally, Section
IX is amended to include requirements pertaining to the conduct and training requirements for
committee members in compliance with California Government Code or as assigned by the City.
The BRC meetings are subject to the Brown Act, and the charter is revised to reflect this
requirement in Section X.
There are five 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 16, 2019 through February 15, 2019,
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 5, 2019 City
Council meeting.
Environmental Review:
This item is not subject to CEQA Review.
Fiscal Impact:
None.
Public Notification:
A copy of the amended BRC Charter will be posted on the City's website 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
Reviewed By:
Alan Fenstermacher
City Attorney
Approved
By:
Tina M. White
City Manager
2 of 11 January 15, 2019, Item # 4.2
RESOLUTION NO. 19 -XXX
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 charterwas
adopted;
WHEREAS, by Resolution No. 02-039, this charter was 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:
Resolution No. 02-039 is rescinded.
The Budget Review Charter, attached as Exhibit "A" is adopted.
PASSED, ADOPTED AND APPROVED by the City Council of the City of Poway, California,
at a regular meeting this 15th day of JANUARY 2019.
Steve Vaus, Mayor
ATTEST:
A. Kay Vinson, Interim City Clerk
3 of 11 Attachment A January 15, 2019, Item # 4.2
Resolution No. 19 -
Page
STATE OF CALIFORNIA )
) SS
COUNTY OF SAN DIEGO )
I, A. Kay Vinson, Interim City Clerk of the City of Poway, California, do hereby certify under
penalty of perjury that the foregoing Resolution No. 19-*** was duly adopted by the City Council at a
meeting of said City Council held on the 15th day of January 2019, and that itwas so adopted by the
following vote:
AYES:
NOES:
ABSENT:
DISQUALIFIED:
A. Kay Vinson, Interim City Clerk
City of Poway
4 of 11 January 15, 2019, Item # 4.2
EXHIBIT A
Resolution No. 19 -
Page
CITY OF POWAY
BUDGET REVIEW COMMITTEE
SECTION I PURPOSE
The purpose of the Budget Review committee shall be to review the annual
Operating and Capital Improvement Budget as proposed by the City
Manager and report its findings to the City Council.
SECTION II DUTIES
The Budget Review committee shall have the following duties as determined
by the Poway City Council:
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.
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 objectives as well as the activity
workload statistics.
6. Prepare a final written report to be presented to the City Council at the
public hearing regarding the budget.
SECTION III 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.
Committee members shall be residents of the City of Poway.
2. The term of membership shall be for two years.
3. The City Manager or designee shall be an ex officio member of the
committee.
5 of 11 January 15, 2019, Item # 4.2
Resolution No. 19 -
Page
SECTION IV 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.
SECTION V. TERMINATION OF MEMBERSHIP
If a member misses more than three (3) consecutive meetings of the
committee, without prior authorization from the Mayor, such membershall 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.
SECTION VI. 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.
SECTION VII 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
The Chairperson shall preside at all committee meetings.
2. The Vice Chairperson shall assume all the duties and responsibilities
of the Chairperson in the Chairperson's absence.
3. The Secretary shall prepare agendas and shall give notice of regular
and special meetings of the committee.
SECTION IX 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
6 of 11 January 15, 2019, Item # 4.2
Resolution No. 19 -
Page
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.
2. Ethics Training. Committee members are required to obtain ethics
training as outlined in California Assembly Bill 1234, Government
Code Section 53234, et seq.
3. City's Code of Ethics. The City's Code of Ethics shall be upheld by all
Committee members.
4. 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.
5. Additional Requirements. Committee members may be required to
obtain additional training as assigned by the City or required by State
Government Code.
SECTION X 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)
SECTION XI. COMPENSATION
Members of the committee shall serve without compensation.
7 of 11 January 15, 2019, Item # 4.2
REDLINE
CITY OF POWAY
BUDGET REVIEW COMMITTEE
SECTION I PURPOSE
The purpose of the Budget Review committee shall be to review the annual
Operating and Capital Improvement Budget as proposed by the City
Manager and report its findings to the City Council.
SECTION II DUTIES
The Budget Review committee shall have the following duties as determined
by the Poway City Council:
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 pelisies pertaining to either revenues or expenditures.
5. Review the budget activity goals and objectives as well as the activity
workload statistics.
6. Prepare a final written report to be presented to the City Council at the
public hearing regarding the budget.
SECTION III 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.
Committee members shall be residents of the City of Poway.
8 of 11 Attachment B January 15, 2019, Item # 4.2
The City Manager or #+s designee shall be an ex officio member of
the committee.
SECTION IV 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.
SECTION V. TERMINATION OF MEMBERSHIP
If a member misses more than three (3) consecutive meetings of the
committee, without prior authorization from the Mayor, such membershall 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.
SECTION VI. 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.
2. Special meetings may be called at any time by the chairperson or
three (3) or more members.
SECTION VII OFFICERS
The officers of the committee shall be the chairperson and vice chairperson.
The City Manager or 4is designee, as an ex officio member of the committee,
shall serve as secretary to the committee.
SECTION VIII DUTIES OF OFFICERS
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.
9 of 11 January 15, 2019, Item # 4.2
SECTION IX 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.
2. Ethics Training. Committee members are required to obtain ethics
training as outlined in California Assembly Bill 1234, Government
Code Section 53234, et seq.
3. City's Code of Ethics. The City's Code of Ethics shall be upheld by all
Committee members.
4. 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.
5. Additional Requirements. Committee members may be required to
obtain additional training as assigned by the City or required by State
Government Code.
SECTION X 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
10 of 11 January 15, 2019, Item # 4.2
54956)
SECTION XI. COMPENSATION
Members of the committee shall serve without compensation. However,
mnmhnrc chn0 bA r mh r od for carryingout 4hnir
dutle&
11 of 11 January 15, 2019, Item # 4.2