Joint Special Meeting CITY COUNCIL and CITIZENS REVENUE ENHANCEMENT OVERSIGHT COMMISSION

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1 City of San Luis Obispo, Council Agenda, City Hall, 99 0 Palm Street, San Luis Obispo Agenda SPECIAL MEETING 6:00 p.m. 9:00 p.m. Veteran s Memorial Building Wednesday, January 23, Grand Ave San Luis Obispo, CA Joint Special Meeting CITY COUNCIL and CITIZENS REVENUE ENHANCEMENT OVERSIGHT COMMISSION CALL TO ORDER: Mayor Heidi Harmon ROLL CALL: Council Members Carlyn Christianson, Aaron Gomez and Erica A. Stewart, Vice Mayor Andy Pease, and Mayor Heidi Harmon Commissioners Jeannette McClure, Michael Multari, and Winston Newland, Vice Chair Ken Kienow, and Chair Christopher Coates PLEDGE OF ALLEGIANCE: Council Member Carlyn Christianson COMMUNITY FORUM 6:00-6:10 Welcome Don Maruska, Facilitator 6:10-6: Financial Plan Process and Fiscal Outlook Mayor Heidi Harmon Derek Johnson, City Manager Brigitte Elke, Finance Director 6:30-7:30 Open House/Workshop Facilitator 7:30-8:30 Public Comment 8:30-9:00 Closing Remarks Mayor & Facilitator

2 9:00 ADJOURNMENT A Special City Council Meeting is scheduled for Monday, February 4, 2019 at 5 p.m., to be held in the Council Chamber, 990 Palm Street, San Luis Obispo, California. The next Regular City Council Meeting is scheduled for Tuesday, February 5, 2019, to be held in the Council Chamber, 990 Palm Street, San Luis Obispo, California. LISTENING ASSISTIVE DEVICES are available for the hearing impaired--please see City Clerk. The City of San Luis Obispo wishes to make all of its public meetings accessible to the public. Upon request, this agenda will be made available in appropriate alternative formats to persons with disabilities. Any person with a disability who requires a modification or accommodation in order to participate in a meeting should direct such request to the City Clerk s Office at (805) at least 48 hours before the meeting, if possible. Telecommunications Device for the Deaf (805) City Council regular meetings are televised live on Charter Channel 20. Agenda related writings or documents provided to the City Council are available for public inspection in the City Clerk s Office located at 990 Palm Street, San Luis Obispo, California during normal business hours, and on the City s website Persons with questions concerning any agenda item may call the City Clerk s Office at (805) January 23, 2019 Joint Special Meeting Agenda City Council / Citizens Revenue Enhancement Oversite Committee Page 2

3 Department Name: Finance Cost Center: 2001 For Agenda of: January 23, 2019 Placement: Community Forum Estimated Time: 3 hours FROM: Prepared By: SUBJECT: Derek Johnson, City Manager Brigitte Elke, Finance Director FINANCIAL PLAN PROCESS: COMMUNITY FORUM DISCUSSION Background The City of San Luis Obispo utilizes a two-year financial planning process to create its budget appropriations. This process includes extensive public outreach to assist the City Council in establishing Major City Goals for the upcoming Financial Plan. The benefits of this process are two-fold: 1) it ensures that resources are allocated in the budget to accomplish the community s highest priority, most important objectives and 2) addresses the required financial support and maintenance of the City s current services and capital assets. It therefore provides a process for residents, decision makers, and City staff collaboration towards common goals. The public outreach efforts accompanying the process include a wide-reaching Community Priorities Survey, advisory body input, feedback from community groups, and a community forum to prepare the City Council for selecting community goals and priorities for the next financial plan during a goal-setting workshop scheduled on February 4, The opportunities to provide feedback are illustrated on the following chart: Packet Pg. 3

4 Community Priorities Survey Many of the efforts mentioned are already under way. In addition to encouraging participation in the budget workshops, the community survey asks the City s residents to share their priorities for the City to accomplish over the next two years. Additionally, it asks for feedback on possible trade-offs unless they can generate offsetting revenue. The Community Priorities Survey (Attachment A) was mailed out via Utility bills in October and November and was posted online at the City s website with a deadline for submittal by December 16, Per Council s direction at the December 4, 2018 City Council meeting, staff extended the deadline to January 16, Additionally, hard copies were disseminated at the Senior Center and various City public counters. Notice has also been sent to over 200 community groups and individuals inviting their input and participation (Attachment B). It is important to point out that this is not a scientific survey and as such caution should be used when interpreting the results. Nonetheless, this has been the historic practice and the results are useful, especially when viewed in conjunction with the other forms of feedback the Council will receive in this process, in gaining additional insight into the wishes, views, and concerns of the community. The City has received over 1500 responses through the survey with the following emerging as the top priorities: Packet Pg. 4

5 Additionally, the City asked how current projects and services could be adjusted to accomplish any new priorities. A variety of responses were received and the top themes were: The complete, verbatim responses and additional analysis will be included in the agenda packet for the Goal Setting Workshop on February 4, A summary of survey responses will be included at the various stations at the Community Forum. Packet Pg. 5

6 Community Forum A cornerstone of the community engagement process is the Community Forum (Forum) where the community has the opportunity to engage in person and give voice to the desired programs and initiatives for the City Council to consider. It is intended to solicit suggestions from residents, community groups, stakeholders and interested individuals on City goals and various project and service ideas within those goals for the upcoming Financial Plan. In previous years, the Forum was held at the Ludwick Center and was designed to receive community input through public comment and a dot exercise. This format limited interaction and dialogue with fellow community members, elected officials, and staff, but yet was helpful for the City Council to receive insight as to the issues and topics the community wanted addressed in the upcoming Financial Plan. Several improvement are panned for this year s Forum increase opportunities for interaction and engagement. Format Changes Based on the growing number of participants and feedback received from various community members, the format and location of the Forum was changed for the Financial Plan development process. To ensure that adequate space is available to accommodate all participants comfortably, it will be held at the San Luis Obispo Veterans Hall on Grand Avenue on January 23, 2019, at 6:00 p.m. In addition, dots will be handed to each participant upon arrival and can be placed at any time during the event. Workshop Component For the first time, the Forum will afford participants the opportunity to interact with both, the City Council and the Revenue Enhancement Oversight Commission (REOC), during an interactive workshop. Information will be provided on current Major City Goals, core services, and the City s financial condition. Also, ten different stations will provide information on the following topics: Input Stations (7) a. Housing b. Multi-Modal Transportation c. Climate Action d. Fiscal Health and Sustainability e. Downtown Vitality f. Local Revenue Measure g. New Ideas Information Stations (3) h. Budget / Core Services i. Fiscal Health Response Plan j. Funding the Future Packet Pg. 6

7 A layout of the event is provided in Attachment C. Community members will be able to engage in conversation with City Council, REOC Commissioners, and City staff at each stations and provide their feedback. The input stations will feature a general description of the goal, examples of projects/services and results from the community survey. Community members will be able to place their prioritization dots in support of the goal, identify new initiatives under that goal, or identify new goals. One of the primary purposes of the Input Stations is to emphasize City Council comments during the financial planning process that many of the Major City Goals and Other Important Objectives are likely to continue to be priorities and thus the Forum is designed to help educate and identify new tasks within those areas. There will also be the opportunity for community member to suggest new goals at the New Ideas station. Community members will receive their dots in the beginning of the Forum with the flexibility to place their dots throughout the event. Public Comment Component The workshop will be followed by an optional public comment session where community members have an opportunity to further address the City Council and the REOC. For those community members that stay for the public comment period and have kept their dots, there will be another opportunity at the conclusion of the public comment to place their dots at the stations. The entire workshop will be facilitated by Don Maruska who will guide the community members through the agenda and indicate when the scheduled activities are taking place. As in previous years, the Community Forum will be live streamed on Channel 20. Local Revenue Measure Annual Citizen Oversight Meeting The Forum is also intended to meet the requirements regarding the City s half-percent local sales tax, by providing an opportunity for the Revenue Enhancement Oversight Committee (REOC) to review and discuss the use of the revenue generated by the Local Revenue Measure. 1. Integration of the Local Revenue Measure into the City's budget and goal-setting process. The estimated revenue and proposed use of funds generated by the Local Revenue Measure shall be an integral part of the City's budget and goal-setting process, and significant opportunities will be provided for meaningful participation by citizens in determining priority uses of these funds. 2. Annual Citizen Oversight Meeting. The Community Forum will also serve as the Annual Citizen Oversight Meeting for the Local Revenue Measure by providing a summary of revenues and expenses as well as an opportunity to provide feedback on future services and projects. Local Revenue Measure Priorities Open Space Preservation Bicycle and Pedestrian Improvements Traffic Congestion Relief/Safety Improvements Public Safety Neighborhood Street Paving Code Enforcement Flood Protection Parks and Recreation/Senior Programs and Facilities Packet Pg. 7

8 It is important to know that the Local Revenue Measure is a general-purpose measure, and the proceeds are not restricted to specific purposes. However, the language on the ballot measure approved by voters in 2014 provides the types of uses that would be funded. The language on the ballot was: To protect and maintain essential services and facilities such as open space preservation; bike lanes and sidewalks; public safety; neighborhood street paving and code enforcement; flood protection; senior programs; and other vital services and capital improvement projects shall the City s Municipal Code be amended to extend the current one-half percent local sales tax for eight years, with independent annual audits, public goal-setting and budgeting, and a Citizens Oversight Commission? Goal Setting Workshop The input provided by the community during the Forum will be summarized and made available to the City Council in preparation of the Goal Setting Workshop on February 4, The report with all the input from the community survey, the advisory body goals, and the community group feedback will be published on January 22, 2019, with the information from the Community Forum provided as agenda correspondence on January 25, Public Engagement In order to reach as many residents as possible, the City utilized a broad range of public engagement and outreach efforts leading up to the Community Forum. Those efforts included: 1) Community Priorities Survey available on the City s website since October 2018 and hardcopies mailed in utility bills in October and November 2) Press releases and news items sent in October, December and January 3) Social media posts and video on Facebook and Instagram 4) Frequently Asked Questions (FAQ) posted on the City s website 5) Four print and digital ads that ran in the Tribune 6) Invitations mailed to 200+ community groups and interested parties 7) Invitations available at public counters and Senior Center CONCURRENCES This item is an interactive Council workshop to gain community feedback for the goal setting process. It has been an integral part of the budget process and involves the entire City organization. ENVIRONMENTAL IMPACT The California Environmental Quality Act does not apply to the recommended action in this report, because the action does not constitute a Project under CEQA Guidelines Sec Packet Pg. 8

9 FISCAL IMPACT Budgeted: Yes Budget Year: Funding Identified: Yes Fiscal Analysis: Funding Sources Total Budget Available Current Funding Request Remaining Balance Annual Ongoing Cost General Fund $17,600 $18,559 -$959 0 State Federal Fees Other: Total The Community Forum is part of the bi-annual budget process and is integrated into the annual budget appropriation for the second year of the financial plan. The efforts for staff and other resources to facilitate the community forum are part of various departmental budgets. Specific costs are made in Finance Department s Budget division for printing, video recording, and meeting facilitation for an estimated cost of $18,559. Due to the Community Forum being held at the Vets Hall, the actual cost will be slightly over the budgeted amount. However, the $959 can be absorbed within exciting resources in the Finance Department. In previous years, the Community Forum was held at the Ludwick Center which is a City owned property and came at no cost to the City. For public outreach efforts, the work was absorbed into the City s existing communications contract with AMF Media Group. Attachments: a - Community Survey b - Community Group Notice Flyer c - Community Forum Layout Packet Pg. 9

10 What are the most important priorities for the City in ? Item 1 Every two years the City establishes the top priorities to make San Luis Obispo an even better place to live, work, and play. The City Council then matches the resources necessary to achieve these priorities through adopting the budget in June. The adopted budget sets the City s course of action for the next two years and helps the City to continue to provide highquality services that maintain an excellent quality of life for the community. This year, the City implemented the Fiscal Health Response Plan to address significant financial challenges due to increased pension costs. Continuing this progress toward long-term fiscal health, the Financial Plan will emphasize maintaining existing City infrastructure, providing core services, and advancing the Fiscal Health Response Plan objectives (employee concessions, new ways of doing business, operating reductions and new revenues). Given this, it is critical we have an effective process for setting the most important, highest priority things for the City to accomplish in the next two years and this survey is the first step! Complete the survey by visiting or fill out the survey below and mail it back or drop it by any City office. Should the current Major City Goals & Other Important Objective continue, or should the City Council consider other priorities during the next two years? (Please choose 5 priorities) Current Major City Goals: Housing (Facilitate increased production of all housing types designed to be economically accessible to the area workforce and low and very low-income residents) Multi-Modal Transportation (Prioritize implementation of the Bicycle Master Plan, pedestrian safety, and the Short-Range Transit Plan) Climate Action (Implement the Climate Action Plan, carbon neutral by 2035 target, and complete a Green House Gas emissions update) Fiscal Sustainability & Responsibility (Continue implementing the Fiscal Health Response Plan in addition to focusing on economic development and infrastructure financing) Current Other Important Objective: Downtown Vitality (Continue to improve safety, infrastructure investment, and maintenance in the Downtown) Neighborhood Wellness Open Space Preservation Traffic Reduction Addressing Homelessness Growth Management Infrastructure Maintenance (Roads, sidewalks, and bike paths) Public Safety Water Management Economic Development Other: Other: Other: Other: Other: All surveys must be completed and returned to the City by December 16, City staff will then compile feedback for the council to review ahead of the community forum (Jan. 23) and goal-setting workshop (Feb. 9). If you have any questions about the City s goal-setting and budget process, please contact Alex Ferreira Budget Manager, at (805) or aferreir@slocity.org. Packet Pg. 10

11 Given the current fiscal constraints, new projects or services will require prioritization and potential trade-offs unless they can generate offsetting revenue. How might the City adjust current projects or services to accomplish any new priorities? (optional): Providing your will enable you to view your statement online and see statements from others. Your address will not be included with your statement and the City will not share it FOLD BUSINESS REPLY MAIL FIRST-CLASS MAIL PERMIT NO. 369 SAN LUIS OBISPO, CA POSTAGE WILL BE PAID BY ADDRESSEE NO POSTAGE NECESSARY IF MAILED IN THE UNITED STATES CITY ADMINISTRATIVE OFFICER CITY OF SAN LUIS OBISPO 990 PALM ST SAN LUIS OBISPO CA FOLD Your voice matters! Also, attend our Community Forum on Wednesday, January 23, 2019 from 6 to 9 p.m. at the SLO Vets Hall, 801 Grand Avenue, where you ll have an opportunity to present your ideas to the Council and discuss them with other community members. Packet Pg. 11

12 Key Dates Feedback from both the survey and Community Forum will be compiled for the City Council to review in advance of its goal-setting workshop on Monday, February 4, 2019, at 5:00 p.m. During this public workshop, the Council will deliberate to set the Major City Goals and Other Important Objectives for the next two years Financial Plan Meetings Community Forum Wednesday, January 23, :00 p.m. to 9:00 p.m. San Luis Obispo Veterans Memorial Building (SLO Vets Hall) Goal-Setting Workshop Monday, February 4, :00 p.m. City Hall Mid-Year Budget Review Tuesday, February 5, 2019, 6:00 p.m. Strategic Budget Direction & Major City Goal Program Review Tuesday, April 16, 2019, 6:00 p.m. Preliminary Budget Review Tuesday, June 4, 2019, 6:00 p.m Budget Adoption Tuesday, June 18, 2019, 6:00 p.m. Contact Information Submit comments online at the City s Open Government site: If you are submitting comments on behalf of a community group, business or organization, please include your organization s name within your response. Submit comments by mail: Alex Ferreira, Budget Manager 990 Palm Street San Luis Obispo, CA Fax: (805) Citygoals@slocity.org For more information on the goal-setting and budget process, contact the Finance Department at (805) For additional information on the City s Financial Plan and Goal-Setting process visit: The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities. Telecommunications device for the deaf: (805) Item Financial Plan What are the most important priorities facing the City of San Luis Obispo? The City Council wants to hear from you about what is truly important for the community. Of all the things that can be done to make the City an even better place to live, work and play, which are the most important? Packet Pg. 12

13 What are the Most Important Priorities for the City Over the Next Two Years? Item 1 The City Wants Your Input Every two years the City establishes the top priorities to make San Luis Obispo an even better place to live, work, and play. The City Council then matches the resources necessary to achieve these priorities through adopting the budget in June. The adopted Financial Plan sets the City s course of action for the next two years and helps the City to continue to provide high-quality services that maintain an excellent quality of life for the community. In 2018, the City implemented the Fiscal Health Response Plan to address significant financial challenges. Continuing this progress toward long-term fiscal health, the Financial Plan will focus on maintaining existing infrastructure, core services and advancing the Fiscal Health Response Plan objectives such as employee concessions, new ways of doing business and new revenues, and operating reductions. All of these factors are likely to lead to complex and competing budget decisions. Regardless of the specific fiscal circumstances, it is critical that we have an effective process for setting the most important, highest priority goals for the City to accomplish in the next two years. That s where you can help! Major City Goals The City Council needs to know your thoughts on what the community s priorities should be so that available resources can be best allocated to achieve them. Now it s time for you to share your ideas for priorities. Major City Goals are identified as the most important, highest priority goals for the City to accomplish over the next two years. Current Major City Goals Housing Multi-Modal Transportation Climate Action Fiscal Sustainability & Responsibility Other Important Objective: Downtown Vitality Share Your Thoughts on the City s Priorities! You have the opportunity to tell the Council: Should the current Major City Goals and Other Important Objectives continue, or should the City Council consider other priorities during the next two years? Given the current fiscal constraints, new projects or services will require prioritization and potential trade-offs unless they can generate offsetting revenue. How might the City adjust current projects and services to accomplish any new priorities? Your Important Role in this Process The City needs the help of the community in two important ways: 1. Complete the Community Priorities Survey. Community members can help by completing a survey online at or by filling out the printed survey sent to utility customers in October and November. Printed surveys can be dropped off or mailed to City Hall, 990 Palm Street, All surveys received before January 16, 2019 will be summarized and presented to the City Council at the Community Forum. 2. Attend the Community Forum on January 23, 2019 from 6:00 to 9:00 p.m. at the SLO Vets Hall, 801 Grand Avenue. This forum is an opportunity to learn about major city goals, core services and feedback from the community priorities survey in a workshop setting with stations staffed by City employees. There will also be information stations about the Fiscal Health Response Plan, Local Revenue Measure, and Funding the Future of capital improvement projects. City staff will compile the community feedback for the Council to review in advance of its goalsetting workshop on M o n d a y, F e b r u a r y 4, During this public workshop, the Council will deliberate to set the Major City Goals and Other Important Council Objectives for the next two years. Packet Pg. 13

14 STAGE Item 1 Local Revenue Measure Housing Downtown Vitality Camera Podium Camera Climate Action Multi-Modal Transportation Fiscal Health Response Plan Budget Wheel/ Core Services Fiscal Sustainability and Responsibility New Ideas Camera Funding the Future Packet Pg. 14