Measure P Committee Meeting

Measure P Oversight Committee Meeting Minutes February 9, 2010 The Measure P Oversight Committee Meeting was called to order by Fire Chief Guintini at the hour of 5:40 p.m. at Los Banos Fire Station No. 1, 333 7th Street, Los Banos, CA. Committee Members and staff present: Hoang (Ichabod) Nguyen; Mark Bodley; Alvin Marques; Roger Pruitt; Andrea Brandt; Gary Caropreso; Bill Marchese; Chet Guintini, Fire Chief; Mark B. Knapp, Police Chief; Tim Marrison, Assistant Fire Chief; Gary Brizzee, Police Commander; Rosemarie Souto, Staff Accountant; Kim Tomas, Staff Accountant; Martha Brazil, Staff Accountant; Brent Kuhn, Consultant; and Mary Lou Gilardi, Fire Department Administrative Assistant. Committee Members Absent: James Valentine and Diana Ingram New Committee Members Ichabod Nguyen and Mark Bodley introduced themselves to staff and other committee members. Chief Guintini advised that Committee Member James Valentine wanted some information and concerns that he had passed out to the committee members to review. Agenda Item I New committee members were updated on their role as a committee member regarding Measure P and the actions taken to assure that money is spent correctly. 1. Oversight Committee formed. 2. Expenditure Plan prepared that shows how money can be spent. 3. Require Committee Approval for anything different then originally estimated (i.e. purchase price). Chief Guintini explained about the expenditure plan fund and the verbage put into place. In regard to Measure A, we had to get approval from the voters to move Building Fund monies to support personnel during this budgetary crisis. The Oversight Committee is the “watchdog” for the entire community, and their job is to assure that the voters’ wishes are fulfilled. Chief Knapp advised that this group is not a “rubberstamp” group. This oversight committee is a working group and they should question anything that they are uncertain of. That is why they are on the committee. Chief Guintini added that Gary Caropreso and Bill Marchese were invited to attend this last meeting since it finished off the 4th quarter for 2008-09. Mark Bodley had questions regarding the length of the expenditure plan and Measure P. Staff explained the expenditure plan was for 20 years – Measure P indefinitely. A new expenditure plan will have to be done at the end of the 20 years. Agenda Item II Chief Guintini advised the committee that Ichabod noticed that the 4th Qtr report was not complete. Since this was brought to our attention, we notified the Finance Department and handed out the new 4th Qtr reports for 08-09. Ichabod reviewed and had a question regarding $70,000 transfer that was on the 4th Qtr report as well as the 1st Qtr report for 09-10. Martha Brazil, Staff Accountant, explained what that entry was for. Brent Kuhn, Finance Department Consultant, advised that he would research and find out exactly how everything was posted. He advised that he would e-mail his findings to Ichabod directly. Mark Bodley inquired as to why August & July accrued back to the June (4 th Qtr) report. It was explained that it is a modified accrual for 60 days. Chief Guintini asked that any correspondence be sent to Mary Lou Gilardi with copies to both Chiefs. The staff will then get any information out to the Measure P Committee Members. Chief Guintini asked if there were any questions regarding the 1 st Qtr 09-10 Measure P Report. There were no questions. Chief Guintini asked if there were any questions regarding the 2 nd Qtr 09-10 Report. Mark Bodley inquired about the income being split 50/50 between Police and Fire. That was confirmed – it is split 50/50. Ichabod asked for a brief summary of Prop 172. Brent Kuhn explained that it was a state issue. . . . Revenue grabbed by the state in order to balance the state’s budget. Prop 172 allows county government to determine how the funds would be split (1/6 of 1% to the City). There was a lengthy discussion regarding Prop 172. It was mentioned that 172 is based on population, not sales tax. Mark Bodley commented that revenues are not going to meet for expenditures. Andrea Brandt inquired as to why the 9/09 sales tax was so high. Brent Kuhn explained the process with the state. Ichabod Hoang touched on Jim Valentine’s comments which were distributed at the beginning of the meeting. Brent Kuhn explained and advised that he would alleviate some of Jim’s concerns later into the meeting. Agenda Item III Commander Brizzee addressed the committee by advising that the Police Department was awarded a grant for $100,000 for MDCs. Now, we want them to do more. Brizzee explained that we want to purchase air cards to enable larger capacity in order to transfer data to the computers. After 3 years, Measure P will have to pick up costs associated with air cards – approximately $600/month for cards $7,200/yr for software service for a total cost of $11,200 per year. Ichabod asked about when the mobile units go down, who is responsible for getting them repaired? Commander Brizzee replied that Measure P covers those expenses. Bill Marchese inquired if other departments were already using this type of system. Commander Brizzee advised that many departments use these air cards. Andrea Brandt asked about excess injuries to officers if they are going to be typing in their cars on the MDCs. Commander Brizzee said that he would look into that. Commander Brizzee reiterated that the grant they received was $100,000; It will cost $44,000 to purchase the field base module with an annual fee of $11,200/yr for maintenance. After much discussion, it was moved and seconded by Roger Pruitt and Ichabod Huang to approve (5-0) the purchase of the air cards for the Police Department. Agenda Item IV In regard to the transfer of seven police officers from the General Fund to Measure P Funding, Jim Valentine had major concerns over this issue. His concerns were expressed in his memo. At this point, Chief Guintini passed out information w/ bank statements and copies of checks. Brent Kuhn explained about the journal entries since we don’t have a specific bank account for each fund. Roger Pruitt asked if funds are segregated as to the ledger. Brent Kuhn explained that there are audits done to confirm that monies are in the appropriate accounts. There were many concerns regarding what kind of guarantees the committee has to guarantee that the money is in those funds. It was explained that remittance comes in, coded to specific funds, and then expenditures are coded to funds as well. The City can give the committee members cash balances; yearly audits will be done. Mr. Pruitt asked if the committee members could get quarterly ledger balances. Brent Kuhn advised that they do get a quarterly report, that’s what they are sent to review for their quarterly committee meetings. Mr. Kuhn advised that the staff report he submitted for the meeting was a little unclear. The amount that is needed to fund the seven police officers is only for the remaining five months for this year. There is a gap in this year’s (09-10) budget. The City is trying to bridge the gap that we currently have. Ichabod asked about how these officers will be paid beginning in July. It was mentioned that they will probably have to keep the officers in Measure P. Mark Bodley indicated that Measure A was voted on to protect police and fire. If revenues continue to spiral down, we will deplete Measure P funds. Ichabod indicated that 1.6 million in reserves will not be able to maintain status quo. There was a lengthy discussion regarding the reserves and depleting all money if we continue to fund officers for the next 5 years. There was concern about what guarantee does the committee have once they move police/firefighters into Measure P that general fund will continue to fund the same percentage of employees that have been funding. After a lengthy discussion, Police Chief Knapp advised the committee that they need to make their motion accordingly to fulfill this current fiscal year. Committee members want to guarantee that the percentage received from Public Safety remains the same as it has been. Brent Kuhn indicated that the City is asking for less on the ratio. Andrea Brandt would like to know percentage of public safety that is funded today. Chief Knapp stated that it is important to advise Measure P Committee Members and be sure that they are invited to attend budget workshops and sessions. Both Chief Knapp and Guintini agree with this option of funding these seven officers for the remainder of this fiscal year. Roger Pruitt asked as to what kind of reserves the City is trying to maintain in the general fund. Kuhn indicated 3% of budget would be great, but more realistically 1 ½%. Assistant Chief Marrison summarized what he believed the committee wants to get us through the remainder of this fiscal year (through June), but not commit without seeing documentation. Roger Pruitt moved that the committee fund the seven police officers out of Measure A for the remaining five months of this fiscal year and be presented information before next budget. This motion was seconded by Mark Bodley and passed with 5-0 vote. Assistant Chief Marrison suggested that the committee make a list of items that they want to see. Ichabod stated that he would like to see $1.4 million reserves before next fiscal budget. ????? Agenda Item V There were no staff reports. Agenda Item VI Committee Member Reports Andrea Brandt mentioned sales tax. State of California can draw from special sales tax if they need to. There were no other committee member reports. Chief Guintini advised that a letter would be drafted for signature and then presented to City Council on what the committee has agreed on at this meeting. There being no further business, the meeting was adjourned at 7:50 p.m. Respectfully submitted, Mary Lou Gilardi Administrative Assistant