NOTICE AND CALL OF A SPECIAL MEETING MANTECA CITY COUNCIL TO THE MEMBERS OF THE MANTECA CITY COUNCIL AND TO THE CITY CLERK:

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1 NOTICE AND CALL OF A SPECIAL MEETING MANTECA CITY COUNCIL TO THE MEMBERS OF THE MANTECA CITY COUNCIL AND TO THE CITY CLERK: NOTICE IS HEREBY GIVEN that the Manteca City Council will conduct a special meeting on JUNE 3, 2015, at 2:00 p.m., in the City Council Chambers, 1001 W. Center St., Manteca, California. The purpose of the special meeting shall be for the Manteca City Council to: 1. Review, discuss, and take action on line items in the proposed Preliminary Municipal Budget and instruct the City Manager regarding the final budget. All persons having interest in viewing the Preliminary Municipal Budget may access it at: A.01 Preliminary Budget - Supporting 1 Preliminary Budget - Supporting 2 2. Receive public comment on Item 1 above. Members of the public are invited to attend the special meeting. DATE: May 28, 2015 STEPHEN F. DEBRUM MAYOR In compliance with the Americans With Disabilities Act, if you need special assistance to participate in this meeting, please call (209) Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting (28 CFR ADA Title II). This notice of a special meeting of the Manteca City Council was posted on the bulletin board at City Hall, 1001 W. Center St., Manteca, California, on May 28, JOANN TILTON, MMC CITY CLERK L:\DRAFTS\2015\JUNE 3, 2015\ CC BUDGET STUDY SESSION AGENDA NOTICE WEBPOST.DOC

2 City Council Agenda June 3, 2015 Staff Reports Agenda Item No. 01 Reviewed by City Mgr s office: /KLM Memo to: From: Manteca City Council Karen L. McLaughlin, City Manager Date: May 28, 2015 Subject: Receive Responses to Council Questions and Conduct Study Session for the Proposed City of Manteca Budget Recommendation: Receive responses to City Council questions and comments regarding the proposed budget; review, discuss and take action on items in the proposed Preliminary Municipal Budget; and instruct the City Manager regarding the final budget. Background: In preparation for the budget study session, staff has prepared the attached responses to several questions and comments raised by the Council members in their review of the proposed budget. The Finance Director will make a brief presentation on the overall budget and touch on the budget's impact on the Council's goals and priorities. Additionally, upon further evaluation and discussion of the proposed budget, staff is requesting three modifications to the Preliminary Municipal Budget as follows: 1. The creation of a CMMS/SCADA Manager position (Request #12); 2. The creation of a Water Maintenance Worker 1 position (Request #13); and 3. Modification of the description and expansion of the justification for proposed CIP #16005P. Information regarding the proposed modifications has been included for Council review and comment.

3 Fiscal Impact: Any changes in funding from the Preliminary Budget as a result of discussion at the budget study session or modifications proposed by staff will be reflected in the final budget to be presented for approval on June 16, 2015.

4 # Page Councilmember Fund/Program Question/Comment Staff Response 1 M-2 DeBrum General Fund The property tax assessment for grew by 13%. How does this compare with other communities in the county and major cities in the region? 2 A-8 Silverman CIP How long has the $25,000 minimum threshold been used to define a Capital project? Is there an advantage to setting that threshold at $50,000? The San Joaquin County Assessor s Office s website provides a six-year Assessed Values by Jurisdiction Comparison on its website. According to the website, the increase from to for San Joaquin County ranged from 6.0% (Lodi) to 33.1% (Mountain House). The overall increase in the County was 9.2%. Outside of Mountain House, Tracy (13.9%) and Manteca (13.4%) experienced the largest gains. The Fiscal Year budget was the first year that the City Council approved a formal Capital Improvement Program, including the policies that establish minimum thresholds. The $25,000 threshold only applies to non-public works projects and all purchases of equipment. Staff does not see an advantage to setting a higher threshold. 3 B-6 Silverman Financial Summaries What is Transfers Out? An operating transfer represents a permanent transfer of funds from one fund to another. A transfer out identifies the fund that is the source of the transfer. For example, the General Fund transfer out funds on an annual basis to the Recreation Fund. 4 C-2 Silverman Financial Summaries Why are the property tax revenues for less than The property tax revenues include $652,315 of receipts associated with the former redevelopment agency HSC 34183(a)(4) Residual Property Tax. The receipt of these revenues is solely dependent on the funds remaining after the California Department of Finance s approval of the enforceable obligations related to the Successor Agency to the Manteca Redevelopment Agency. As such, these funds are not budgeted until received. Additionally, per Council s Reserve Policy adopted on April 7, 2015, any revenues received in relation to HSC 34183(a)(4) have been designated to the Economic Revitalization Assigned Fund Balance.

5 5 C-3 Silverman Financial Summaries CPR Classes Why is $0 budgeted for CPR class revenues for ? No more classes? The classes are slated to continue. The amount of revenue generated from the classes varies from year to year and continues to be relatively limited in comparison to other General Fund revenues (less than $250 for FY 14-15). As such, an annual amount was not budgeted for FY C-3 Moorhead Financial Summaries What is included in Other revenues? This accounts for miscellaneous revenues such as returned check fees, copying fees, etc. 7 C-6 Moorhead Financial Summaries Why are the no transfers for the General Fund (all zeros)? For FY , the General Fund does not require any transfers of funds in from other funds. 8 C-6 Morowit Financial Summaries Please explain transfers. Please see response to Question No D-7 Moorhead Personnel Summary Are these amounts just increases and is there a base salary added to these amounts? 10 D-14 Morowit Personnel Summary Is the increase in Police Officer positions related to the request for a creation of a Detective position? 11 E-5 Moorhead City Council Material and supplies went up $13, why? All requests include the total cost of the position including salaries and benefits. The financial impact for new position requests represents 100% of the cost of the position. The financial impact for reclassifications represents only the incremental increase in position cost. The position of Detective is a Police Officer special assignment similar to SWAT or EOD. All Police Officers are accounted for under Police Officers regardless of special assignment. The increase in proposed Police Officers is related to Personnel Request No. 1. The increase in materials and supplies is primarily related to the increase in the training budget for Council. The funding amount has been increased in the event that all Councilmembers attend all available training and travel including attendance at the SJCOG One Voice trip. Additional increases include the cost of internet service for electronic devices and for supplies related to certificates and proclamations.

6 12 E-9 Moorhead City Administration Material and supplies up $12,872? While the FY budget request is greater than FY actual expenditures, it is only greater than the FY approved budget by $1,380. The increase from the FY budget is primarily attributable to increases in utilities and insurance. In addition to increased utility and insurance costs, the increases from FY actual expenditures is primarily related to increased training expenditures. 13 E-11 Moorhead Economic Development Exactly how was the CVB assisted by the City staff? The following is a list of some of the assistance City staff has provided to the CVB: Provided direct referral to key staff at Yosemite National Park for possible partnership and volunteer park ranger scheduling. Obtained a pro-bono proposed redesign of the current or potential new CVB space to create more visitor-serving amenities. Obtained further commitments from the San Francisco Chamber of Commerce to partner with Manteca to promote visitor services and connection to the Central Valley and Southern Sierra via BART, ACE and SJRTD connections. Obtained pricing for potential charter express bus service from Manteca to Yosemite. Set up meetings with Yosemite Area Regional Transportation System (YARTS) to provide connecting service as an alternative. Met with Stockton Airport Manager and SJRTD staff to explore direct bus service from Manteca to Stockton Airport. Arranged meetings with Hertz and Enterprise to offer car rental service on demand at local hotels or via a kiosk at the CVB office location.

7 14 E-12 Moorhead Economic Development Exactly which businesses are being contacted for expansion and relocation? What City staff member is responsible for this job? 15 E-16 DeBrum Non-Departmental Where in the budget is the proposed funding for the Convention and Visitors Bureau (CVB)? What s the difference between in the amount proposed for compared to ? In light of recent request by the CVB for the City Council to delay action on a new contract, I would recommend the amount set aside for the CVB instead by earmarked for other Economic Development opportunities. Staff can then present options for the use of those funds for E-20 Moorhead Human Resources The amounts for personnel and professional services are lower. Why? Firms that have shown an increase in employment, gross sales or other similar indicators are primary targets, along with direct referrals from sources both inside and outside of City Hall. The objective is to intercept these firms early when they are growing and begin to consider on-site expansion or relocation options, with the intent of keeping them in Manteca. Relocation leads are circulated universally to our local real estate brokers for site selection and further follow up. Economic Development Manager Don Smail is the lead point of contact for this outreach service, with assistance from Community Development staff for fee estimates and review of planning and building issues. The proposed funding for the CVB is part of the non-departmental budget as outlined on Page E-16. Based on 20% of the transient occupancy tax (TOT) for the most-recent fiscal year, the FY budget is proposed at $135,530 compared to the FY budget of $118,770. The current contract with the CVB expires on June 30, Any additional funding beyond that, including what is included in the budget, would need to be approved by Council in a subsequent agreement. Personnel costs are lower as a result of the reassignment of the Administrative Assistant III position from Human Resources to Police Administration. In FY 14-15, Council approved a one-time budget appropriation for professional services for labor relations/negotiations.

8 17 E-20 Morowit Human Resources Why has the budget request for materials and supplies increased to $43,770? Actual expenditures for FY were $20,819. While the FY budget request is greater than FY actual expenditures, it is less than the FY approved budget by $670. The increase from FY actual expenditures is primarily related to the rent for office space at Cherry Lane. The initial five-year lease for this office space was originally funded via the Development Fee Fund. 18 E-26 Moorhead Revenue Management Why is this amount going up? The budget for personnel expenditures includes funding in the amount of $83,325 for an additional Customer Service Representative as outlined on Page D-12. All other increases to personnel expenditures are related to the implementation of the existing Memoranda of Understanding and projected expenditures related to new Memoranda of Understanding currently being negotiated with all bargaining units. 19 E-47 Morowit Fire Administration Why is there an increased request in Materials & Supplies? 20 E-51 Morowit Fire Operations Why is there an increased request in Professional Services and Materials & Supplies? The request for Materials and Supplies includes $12,000 in one-time requests for arson supplies and furniture replacements. A one-time request for $10,500 has been included for recruitment expenses. All other increases are attributable to increases in utilities and insurance. A total of $138,400 of the increase in Professional Services is attributable to increased dispatching costs. This includes $15,000 for additional professional services related to the South County Dispatch Joint Powers Agreement. Requests for Material and Supplies include a one-time request of $23,715 for breathing apparatus supplies, and a onetime request for $10,500 has been included for recruitment expenses. All other increases are attributable to increases in utilities and insurance.

9 21 E-69 Morowit Development Review and Planning Why is there an increased request for Personnel Services? 22 E-71 Morowit Building Safety Why is there an increased request for Personnel Services and Professional Services? 23 E-77 Morowit Water Customer Service Why is there an increased request for Materials and Supplies? 24 E-98 Morowit Traffic Control Maintenance Why is there an increased request for Materials and Supplies? The budget for personnel expenditures includes the reallocation of personnel expenditures related to engineering development review. These expenditures had previously been accounted for under the Public Works Administration program. Staff has determined that these costs are more closely aligned with the Development Review and Planning program. All other increases to personnel expenditures are related to the implementation of the existing Memoranda of Understanding and projected expenditures related to new Memoranda of Understanding currently being negotiated with all bargaining units. Proposed expenses include an appropriation of $72,000 for part-time inspection assistance. This mirrors the approved budget for FY All other increases to personnel expenditures are related to the implementation of the existing Memoranda of Understanding and projected expenditures related to new Memoranda of Understanding currently being negotiated with all bargaining units. The increase is attributable to an increased request for the purchase of meters related to new development. The increase from projected expenditures for FY is attributable to the maintenance agreement for traffic control. The annual budget of $265,000 is equal to the authorized contract amount, which includes an allowance for repairs and knockdowns. The number of repairs varies from year to year. There have been fewer repairs required in FY , resulting in a lower projected year-end expenditure.

10 25 E-101 Morowit Transit Services Why are there increased requests in all categories? 26 F-7 Silverman Conducted Electrical Weapon Taser (CIP 15015) What is Conducted Electrical Weapon (TASER) x26p and why was the total amount expended so high over budget? The projected year-end personnel expenditures for FY are lower than normal as the position of Project Analyst was vacant from July to September. All other increases to personnel expenditures in FY are related to the implementation of the existing Memoranda of Understanding and projected expenditures related to new Memoranda of Understanding currently being negotiated with all bargaining units. The increase in Professional Services is primarily related to an increase in the contract with MV Transit, due to the implementation of expanded routes as identified in the Short-Range Transit Plan approved by Council. Additional professional services include funding for security. The Federal Transit Administration requires a portion of our funding be dedicated to security. The increase in Materials and Supplies is, in part, related to funds designated for on-call maintenance. Since the Transit Center is a new building, initial maintenance in FY was minimal. Staff anticipates increased maintenance needs in FY , including health and safetyrelated issues and the mitigation of vandalism/graffiti. Additionally, with staff transitions, not all anticipated training opportunities were attended in FY Due to the use of Federal grants to support the transit system, staff training in FY will be critical to meet compliance requirements. The budget was incorrectly listed on the summary of completed projects. The actual budget appropriation was $74,600.

11 27 F-8 Silverman CIP Gas Tax - why is this one year only? The Gas Tax Fund is primarily used for the ongoing expenditures related to our Streets Division, including streets personnel, minor repairs, street light maintenance agreements and traffic control maintenance. Capital projects are primarily funded from other funding sources, including Measure K and Local Transportation Funds (LTF). One capital project (CIP 17001) for the rehab of Main Street from Yosemite Avenue to Atherton Drive is proposed to be funded in FY with a combination of Gas Tax funds and federal Regional Surface Transportation Program (RSTP) funds. 28 F-9/ F-24 DeBrum Dog Park (CIP 15019) Prior budget $38,270, proposed 15/16 $40,000 (F-9). Page F-24 FY 15/16 proposed budget of $240,000. Please explain the difference. 29 F-10 Moorhead Body Worn Camera Package (CIP 14031) 30 F-11 Moorhead Card key Access Control System for City Hall (CIP 15017) 31 F-30/ F-199 Silverman 2015 Annual Pavement Maintenance (CIP 15007) Do all officers have body cams now? If so is there a replacement amount for future needs? When will the card key system be implemented? Why is there not a request for an annual pavement maintenance project for FY 15/16? The Dog Park (CIP 15019) is proposed to be funded from two funding sources Development Agreement Fees/Recreational Amenities Fee and Parks Fees. Page F-9 is a Projects by Fund Source report and lists the $40,000 budget request for Development Agreement Fees. Page F-12 of the same report details the $200,000 appropriation from Park Fees. Page F-24 is a Program Project Summary report that lists the entire FY budget request of $240,000. More details on this project can be found on Page F-60. All uniformed Officers have body cameras assigned to them (Patrol, Traffic and School Resource Officers). We have approximately eight cameras in reserve and our cloud storage is paid through FY17. The life expectancy of the body cameras is approximately five 5 years. The Card key Access Control System (CIP #15017) will begin in the fall of 2015, with completion approximately two months after contract approval. Staff had originally proposed a project for FY 15/16, but the funding had incorrectly been listed for FY 16/17. However, upon further discussion, staff proposes delaying a funding request for FY 15/16 until staff can bring forward an update on the Pavement Maintenance Program. An update is anticipated in the near future.

12 32 F-37 DeBrum New World System (CIP 11105) 33 F-43 DeBrum Emergency Operations Center (CIP ) 34 F-46 Hernandez Library Flooring (CIP16017) 35 F-53 DeBrum Parks Master Plan (CIP 08101) 36 F-77 DeBrum Fire Station#1 Repairs (11054) 37 F-94 F-99 DeBrum 2014 Transit Vehicles (CIP 14028) Transit Replacement Buses (CIP 16063P) 38 F-103 DeBrum 3 Automated Side Loaders (CIP 15035) IT is requesting $45,000. Does this cover all aspects of what is required to complete this project? Does the $450,000 include the annual lease? Explain in detail how the $450,000 will be expended. I support the replacement of the flooring and would like to propose options for branch libraries.. Please provide an update as to when this project is to be completed. How many years has this project been in our annual budget requests? Please explain both requests. CIP (page F-94) is for 2 light duty ADA compliant buses and CIP 16063P (page F- 99) speaks to the purchase of 6 units. Are we purchasing a total of 8 ADA compliant units? What is the timeline for the Solid Waste Master Plan? The $45,000 is for final training expenses associated with full implementation. No anticipated additional software expenses are anticipated for project completion. The $450,000 request is for the five-year lease and additional one-time costs for building improvements, network cabling, telephones and licensing. The rent is anticipated to be $70,200 a 3% annual increase. See #41 for additional information regarding branch libraries. Staff and the consultant are currently gathering internal data and processing information recently collected from stakeholder interviews, phone surveys and community workshops. We are currently on schedule to have a Draft Master Plan available for review in the fall of 2015, with adoption scheduled for December or January. This project was originally requested as a CIP in It has been delayed and changed numerous times. The project is now moving forward and will be completed during the 2015 calendar year. The funds designated in CIP #14028 are to purchase two ADA-compliant buses. The funds designated in CIP #16063 are designated to purchase an additional six ADA-compliant buses. The transit system currently has seven buses that have met or are nearing the useful life. Through the implementation of these two CIP projects, all seven buses will be replaced. An additional bus is being purchased in order to expand the fleet to accommodate the expanded route as identified in the Short-Range Transit Plan. This addition will bring the total fleet to eight ADA-compliant buses. Staff intends to present the plan to Council before the end of July.

13 39 F-104/ F-105 DeBrum Front Loader (CIP 16048P) 4 Side Loaders (CIP 16049P) 40 F-156 DeBrum Park Irrigation Wells (CIP 13035) 41 Hernandez Branch Libraries Future CIP Will the five year time period allow the City to be in full compliance with Air Resource Board (CARB) requirements? How many wells are needed? What is the expected cost of each well? What is the complete cost of wells, pumps, fencing, etc?) I propose the staff begin to work with developers - one south of Highway 120 and one in northwest Manteca to identify proper acreage for branch libraries instead of constructing full park improvements. Branch libraries would relieve foot traffic to the main library. Consider option to have Developers build the branch libraries in lieu of paying development agreement fees, or use development agreement fees for the specific projects in those areas toward the construction of branch library buildings. The CARB deadline has been extended to In order to remain in compliance, the City needs to replace an average of three trucks per year. Staff doesn t expect to install any further park irrigation wells in existing parks. In the future, we will utilize reclaimed water to irrigate parks. The cost of the reclaimed water system will be quantified in the master plan currently under way. The designation of development agreement fees for specific purposes is a policy decision the Council could choose to adopt. Development agreement fees could certainly be earmarked for the construction of library facilities. As for ongoing costs, in speaking with representatives from the Stockton-San Joaquin County Library system, the cost to staff a smaller, branch-type library is approximately $400,000 per year. This would provide staffing, supplies and utilities for 25 hours of library service per week.

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