Measure S Oversight Committee Meeting

CITY OF CRESCENT CITY Chair Ernie Perry Vice Chair Dana Reno Committee Member Steve Shamblin Committee Member Candace Tinkler AGENDA SPECIAL MEASURE S OVERSIGHT COMMITTEE MEETING WASTEWATER TREATMENT FACILITY 210 BATTERY STREET CRESCENT CITY, CA 95531 WEDNESDAY MARCH 29, 2023 5:30 P.M. This meeting will be held in person at the location listed above. The City will provide alternative methods of participation for the convenience of the public. The City does not, however, guarantee that there will not be technological issues or interruptions. The public is hereby notified that if there is a technological issue with Zoom or YouTube, the meeting will continue in person as scheduled. The public may access and participate in the public meeting using one or more of the following methods: 1) The meeting will be streamed via Zoom (details below). The direct Zoom link will also be posted on the City of Crescent City website (www.crescentcity.org). During the meeting, public comment may be made by using the raise hand feature on Zoom; ZOOM PHONE NUMBER: 1 (253) 215-8782 ZOOM WEBINAR ID: 893 1829 7826 MUTE / UNMUTE PRESS *6 RAISE HAND PRESS *9 2) The meeting will also be streamed on YouTube (channel: City of Crescent City, California), public comment may be made by calling in to the meeting using the Zoom phone number; 3) Public comments may also be made in advance by submitting written comment via publiccomment@crescentcity.org or by filing it with the City Clerk at 377 J Street, Crescent City, California, 95531. All public comments (via email or mail) must be received by the City Clerk prior to 12:00 p.m. the day of the meeting. Please identify the meeting date and agenda item to which your comment pertains in the subject line. Public comments so received will be forwarded to the Measure S Oversight Committee and posted on the website next to the agenda. Written public comments will not be read aloud during the meeting. Notice regarding Americans with Disabilities Act: In compliance with the Americans with Disabilities Act, if you need special assistance to participate in the meeting, please contact the City Clerk’s office at (707)464-7483, ext. 223. Notification 48 hours before the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting [28 CFR 35.102- 35.104 ADA Title II]. For TTYDD use for speech and hearing impaired, please dial 711. A full agenda packet may be reviewed at City Hall, 377 J Street, Crescent City, CA or on our website: www.crescentcity.org OPEN SESSION Call to order Roll call Pledge of Allegiance PUBLIC COMMENT PERIOD 1|Page 3/29/23 MEASURE S AGENDA  Any member of the audience is invited to address the Measure S Oversight Committee on any matter that is within the jurisdiction of the City of Crescent City. Comments of public interest or on matters appearing on the agenda are accepted. Note, however, that the Committee is not able to undertake extended discussion or act on non-agendized items. All comments shall be directed toward the entire Committee. Any comments that are not at the microphone are out of order and will not be a part of the public record. After receiving recognition from the Chair, please state your name and city or county residency for the record. Public comment is limited to three (3) minutes. The public is additionally allotted three minutes each in which to speak on any item on the agenda prior to any action taken by the Committee. CONSENT CALENDAR 1. Meeting Minutes • Recommendation: Approve the March 1, 2023 Measure S Oversight Committee meeting minutes. NEW BUSINESS 2. Measure S Revenue and Expenditure Presentation • Recommendation: Review of Measure S 5-year revenue and expenditure Plan • Review of FY 22-23 expenditures and recommendations • Review of FY 23-24 Measure S budget requests • Technical questions from the Measure S Oversight Committee • Receive public comment • Further Measure S Oversight Committee discussion • Give direction to staff regarding FY 23-24 budget recommendations; take other action as necessary and appropriate MEASURE S OVERSIGHT COMMITTEE ITEMS ➢ City Manager Report – Update on Measure S Funded Projects ADJOURNMENT Adjourn to the next meeting of the Measure S Oversight Committee, 5:30 p.m., date to be determined, at the Wastewater Treatment Facility conference room, 210 Battery Street, Crescent City, CA. POSTED: March 27, 2023 /s/ Robin Altman City Clerk/Administrative Analyst Vision: The City of Crescent City will continue to stand the test of time and promote quality of life and community pride for our residents, businesses and visitors through leadership, diversity, and teamwork. Mission: The purpose of our city is to promote a high quality of life, leadership and services to the residents, businesses, and visitors we serve. The City is dedicated to providing the most efficient, innovative and economically sound municipal services building on our diverse history, culture and unique natural resources. Values: Accountability Honesty & Integrity Excellent Customer Service Effective & Active Communication 2|Page 3/29/23 MEASURE S AGENDA  Teamwork Fiscally Responsible 3|Page 3/29/23 MEASURE S AGENDA  CITY OF CRESCENT CITY Chair Ernie Perry Vice Chair Dana Reno Committee Member Steve Shamblin Committee Member Candace Tinkler MINUTES SPECIAL MEASURE S OVERSIGHT COMMITTEE MEETING WASTEWATER TREATMENT FACILITY 210 BATTERY STREET CRESCENT CITY, CA 95531 WEDNESDAY MARCH 1, 2023 5:30 P.M. OPEN SESSION Call to order Chairman Perry called the meeting to order at 6:07 p.m. Roll call Committee Members present: Committee Member Steve Shamblin, Committee Member Candace Tinkler, Non-voting Committee Member Linda Leaver, Non-voting Committee Member Eric Wier, Vice-Chairman Dana Reno, and Chairman Ernie Perry Staff present: City Attorney Martha Rice, City Clerk/Administrative Analyst Robin Altman, Economic Development and Recreation Director Ashley Taylor, Fire Chief Kevin Carey, Public Works Director Dave Yeager, and Police Chief Richard Griffin Pledge of Allegiance led by Chairman Perry PUBLIC COMMENT PERIOD There were no comments from the public. CONSENT CALENDAR 1. Meeting Minutes • Recommendation: Consider and approve the December 21, 2022 Measure S Oversight Committee meeting minutes and the January 30, 2023 Joint City Council/Measure S Oversight Committee meeting minutes. On a motion by Vice-Chairman Reno, seconded by Committee Member Tinkler and carried on a 3-0-1 polled vote, with Committee Member Shamblin abstaining, the Measure S Oversight Committee approved the December 21, 2022 Measure S Oversight Committee meeting minutes and the January 30, 2023 Joint City Council/Measure S Oversight Committee meeting minutes. NEW BUSINESS 2. Measure S Oversight Committee Annual Report for Fiscal Year 2021/22 • Recommendation: Hear staff report • Technical questions from the Council • Receive public comment • Further Committee discussion 1|Page 3/1/23 MEASURE S AGENDA  • Approve and adopt Resolution No. MS2023-02, A RESOLUTION OF THE CRESCENT CITY MEASURE S OVERSIGHT COMMITTEE APPROVING A REPORT ON MEASURE S FUNDS FOR FISCAL YEAR 2021-22 City Manager Wier gave a PowerPoint Presentation on the audit of Measure S funds. The Facility Improvement Project for the police department as well as the HVAC improvement project for the pool. Committee Member Shamblin asked if during the HVAC project if the pool would be closed; City Manager Wier stated that it would and bids for the project go out tomorrow. Committee Member Shamblin asked if the problems with the HVAC has caused the pool to be closed; City Manager Wier stated it hadn’t and that staff will work to minimize any impacts of the closure to pool patrons. He gave a report on the Measure S Street Preservation Project that includes H Street, 9th Street, and Harding. The following has been accomplished: 460 tons of new pavement, 25,000 square feet of sidewalks and driveways, 500 linear feet of curbs and gutters, 13,500 linear feet of crack seal, and 5,500 linear feet of striping. There is $250k set aside for this project (H St, 9th, and Harding) and it was matched with another $250k. The Front Street – G Street to I Street project, which is funded by Measure S, is set to go out to bid next week. Regarding the Fire Captains hiring, it is on hold due to needing more information from PERS. City Manager Wier went over the FY 21/22 Budget-to-Actual; as of June 30, 2022 there are $405,485 of unallocated funds. The Fund Balance as of 6/30/21 was $332,467, FY 21/22 Revenue: Budget: $2million, Actual: $2,248,000; FY 21/22 Expenses: Budget: $2,335,878 – Actual: $2,175,182. Fire Department: Budget: $226,333 – Actual: $185,796 – funds were used for training, volunteer programs, and SCBAs. Fire Chief Carey stated that the fire department have brand new hoses and chainsaws that were greatly needed. City Manager Wier stated that there is a revenue share with the District for the Fire Captains positions. Police Department: Budget: $229,579 – Actual: $223,293 Streets: Budget: $981,233 – Actual: $929,419. Public Works Director Yeager went over the project list of the potholes and patchwork that has been done. H Street from 9th & 8th had ADA sidewalk work; H Street and 9th Street there has been streetlight work. The electrical work is being done by Northridge Electric. Committee Member Shamblin was impressed that the amount of money shown for streetlights was exactly what was used; Director Leaver explained that some of the budget needed for them came from the General Fund, what is shown is for Measure S funds. Committee Member Tinkler asked if insurance companies cover the damage to street lights caused by an automobile accident; Chief Griffin explained that they do. Additionally, CCPD night patrol will note when lights are out when there is a budget for replacement. Pool: Budget: $891,233 – Actual: $832,375 – funds used for staff hiring, parts and supplies ending CIP project. There is the HVAC project that has $516k Measure S funds allocated for it, and this project will not be an annual occurrence, so the numbers presented won’t be this high next time. City Manager Wier explained to the Committee that what will be considered for approval tonight is similar to what was done last year and he gave a breakdown on the budget items for Measure S funding for the fire department, police department, pool, and streets which is found as an attachment to Resolution No. MS2022-02. Director Leaver explained that the tax consultant we use, HDL, does an independent analysis of the anticipated tax revenue from Measure S. . City Manager Wier went over the detailed report for the FY 21/22 revenues and expenditures that outlined each expense for the fire department, police department, pool, streets and Finance Department. The actual expenses are as follows: 2|Page 3/1/23 MEASURE S AGENDA Fire (net of reimbursements from District) Volunteer programs: Budget: $28,333 Actual: $8,188 Training: Budget: $12,500 Actual: $5,375 Transfer to apparatus and vehicle replacement fund: $98k Equipment: Budget: $47,500 Actual: $34,233 Facility improvements (transfer to CIP fund): $40k Police Police officers/recruits Budget: $12,329 Lieutenant promotion Budget: $5,000 Actual: $11,043 Body cameras and tasers Budget: $47,250 Actual: $47,250 Facility improvements (transfer to CIP fund): $50k Streets Pothole, crack seal, minor repairs Budget: $50k Actual: $50,953 Sidewalk repairs Budget: $50k Actual: $48,996 Striping Budget: $25k Actual: $24,607 Design & pavement management Budget: $70k Actual: $18,629 Street preservation project (transfer to CIP fund): $250k Street lights Budget: $20k Actual: $20k Front Street (G to I St) (transfer to CIP fund) $516,233 Pool Operations (personnel, utilities, etc) Budget : $274k Actual : $248,333 Parts, supplies, equipment, repairs Budget: $100k Actual: $67,809 HVAC/dehumidification project (transfer to CIP fund): $516,233 Finance Sales tax consultant (auditing and projections) Budget: $5,000 Actual: $1,800 Independent annual audit Budget: $2,500 Actual: $2,500 Director Leaver explained that the sales tax consultant not only does the auditing and projections for the City, they also make sure that businesses are reporting correctly and the City is getting the money it should. Since this is only the first full year, there wasn’t a lot of data, but there will be in the future. For the independent annual audit, the City always knows how much they will charge, so the budget matched the actual. City Manager Wier stated that the ending fund balance on June 30, 2022 is $405,485. Chairman Perry stated that the good news about Front Street is that we’ll be able to get a good portion of it done. Chairman Perry asked about the construction on Front Street – the City has purchased the materials and will they be used for the current bid; Director Yeager explained that the materials will be used for the project. Chairman Perry explained to the new Committee Members that Measure S funds stay in Measure S and rollover. City Manager Wier went over the audit of the Measure S funds for 21/22 and the report was that they were being used properly. Director Leaver gave an overview of our auditor, Badawi & Associates and the services they provide for the independent audit. Vice-Chairman Reno asked if they also independently audit local businesses; Director Leaver stated that they do, however it is not associated with Measure S. Committee Member Shamblin asked about the language “internal controls” within the audit; Director Leaver explained that it is required. There were no comments from the public. 3|Page 3/1/23 MEASURE S AGENDA On a motion by Vice-Chairman Reno, seconded by Committee Member Tinkler, and carried on a 4-0 polled vote the Measure S Oversight Committee approved and adopt Resolution No. MS2023- 02, A RESOLUTION OF THE CRESCENT CITY MEASURE S OVERSIGHT COMMITTEE APPROVING A REPORT ON MEASURE S FUNDS FOR FISCAL YEAR 2021-22 MEASURE S OVERSIGHT COMMITTEE ITEMS ➢ City Manager Report – City Manager Wier stated that since the Resolution has been approved, Chairman Perry will be presenting the report along with the Resolution to the City Council at the next meeting. ADJOURNMENT There being no further business to come before the Measure S Oversight Committee, Chairman Peery adjourned the meeting at 6:38 p.m. to the next meeting of the Measure S Oversight Committee, 5:30 p.m., Wednesday, March 29, 2023, Wastewater Treatment Facility conference room, 210 Battery Street, Crescent City, CA. ATTEST: ______________________ Robin Altman City Clerk/Administrative Analyst 4|Page 3/1/23 MEASURE S AGENDA