Finance Commission

Name: Finance Commission — Los Gatos, CA
Start: 2021-06-14T17:00:00
End: 2021-06-14T19:00:00
Location: Los Gatos, CA

Regular Meeting

Los Gatos, CA · June 14, 2021

Agenda Packet Minutes

Minutes

TOWN OF LOS GATOS MEETING DATE: 7/12/2021 FINANCE COMMISSION ITEM NO: 1 AGENDA REPORT Minutes of the Finance Commission Meeting June 14, 2021 The Finance Commission of the Town of Los Gatos conducted a regular meeting via teleconference via COVID-19 Shelter in Place Guidelines on Monday, June 14, 2021, at 5:00 p.m. MEETING CALLED TO ORDER AT 5:00 P.M. ROLL CALL Present: Chair Ron Dickel, Vice Chair Kyle Park (joined at 5:10 p.m.), Commissioner Stacey Dell, Commissioner Loreen Huddleston, Commissioner Rick Tinsley, Vice Mayor Rob Rennie, and Council Member Matthew Hudes. (All participating remotely.) Absent: None Staff Present: Town Manager Laurel Prevetti, Town Attorney Rob Schultz, Assistant Town Manager Arn Andrews, Finance Director Stephen Conway, Police Chief Peter Decena, Finance and Budget Manager Gitta Ungvari. CONSENT ITEMS (TO BE ACTED UPON BY A SINGLE MOTION) 1. Approve Minutes of the May 10, 2021 Finance Commission Regular Meeting. 2. Receive the Third Quarter (January – March 2021) Investment Report. MOTION: Motion by Commissioner Tinsley to approve the consent items. Seconded by Commissioner Huddleston. VOTE: Motion passed 4/0. Commissioner Park was not yet present. VERBAL COMMUNICATIONS None. OTHER BUSINESS 3. Discuss Proposed Sub-Committee on Financial Practices and Processes. Commissioner Huddleston shared her ideas for a subcommittee. Opened Public Comment. None. 110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832 www.losgatosca.gov PAGE 2 OF 4 SUBJECT: Minutes of the Finance Commission Meeting of June 14, 2021 DATE: June 15, 2021 Other Business Item #3 - continued Closed Public Comment. Commissioners discussed the proposed subcommittee and its scope of work. MOTION: Motion by Commissioner Huddleston to form a Finance Practices and Processes Subcommittee to be chaired by Commissioner Huddleston and include Commissioner Dell and Council Member Hudes. Seconded by Commissioner Dickel. VOTE: Motion passed unanimously. 4. Report Out on Council Budget Actions. Arn Andrews, Assistant Town Manager, summarized the budget actions taken by the Town Council as compared to the recommendations of the Finance Commission. Council Member representatives shared that the Finance Commissioners’ work helped the full Council in its deliberations. Commissioners commented that the topic of the hiring freeze, while not adopted by Council, was constructive discussion. Commissioners also acknowledged the importance of community input through future community workshop and surveys. 5. Receive Preliminary “General Revenue” Calculation of the American Rescue Plan Act (ARPA) to Determine Revenue Loss. Arn Andrews, Assistant Town Manager, summarized the report. Finance Director and staff answered the Commissioners’ questions regarding the ARPA calculation. Staff explained that the Treasury Rule is not final and additional calculations will be made as additional Treasury guidance is provided. Staff also shared that the timing of the payment from the State is unknown at this time and that staff will periodically report back to both the Finance Commission and to the Town Council as new information is available. Opened Public Comment. None. Closed Public Comment. PAGE 3 OF 4 SUBJECT: Minutes of the Finance Commission Meeting of June 14, 2021 DATE: June 15, 2021 6. Receive and Discuss 2015 Analysis of Police Services Report. Arn Andrews, Assistant Town Manager, introduced the 2015 Analysis of Police Services Report Chair Dickel commented that he decided to agendize this item since the Department service delivery cost is a significant portion of the General Fund operating budget and it is important to understand the cost structure of the Police Department. Commissioners discussed the report, critiquing the analysis. Commissioners discussed that the preparation of an objective analysis of the cost of the Police Services, including a formal proposal from Santa Clara County, would be beneficial to the conversation. The Town Manager explained that the Town Council would need to direct such a study, and if it did, she recommended hiring an external independent consultant for this work. The Police Chief gave an update on the status of the current open positions. Opened Public Comment. None. Closed Public Comment. 7. Receive and Discuss the FY 2021/22 Auditor’s Engagement Letters. Arn Andrews, Assistant Town Manager, introduced the audit engagement letter and the Town’s independent auditor. Mr. Ahmed Badawi and staff answered the Commissioners’ questions regarding the typical elements of the contract, the type of auditor services provided, and the recent engagement. The Commission expressed interest in participating in the Town’s next auditor selection process. Opened Public Comment. None. Closed Public Comment. PAGE 4 OF 4 SUBJECT: Minutes of the Finance Commission Meeting of June 14, 2021 DATE: June 15, 2021 8. Discuss and Identify Key Performance Indicators. The Commission commented that it would like the staff to check in quarterly on key performance indicators during the fiscal year. Commissioners requested indicators/information related to major revenues and personnel metrics (such as number of average employees on the payroll, current filled positions, retirements and voluntary termination, number of employees out on Workers Compensation, and any extraordinary items). The Commission also requested staff to develop additional performance indicators in the longer term such as the processing time to issue a permit, etc. This discussion will continue at the July meeting. Opened Public Comment. None. Closed Public Comment. 9. Discuss Topics for Future Commission Agendas Commissioners identified the following topics: any additional information related to the ARPA funding, additional potential revenue sources, review of the Auditor Request for Proposal, and any other suggested items raised by the Commissioners or the subcommittee. ADJOURNMENT: The meeting adjourned at 7:28 p.m. This is to certify that the foregoing is a true and correct copy of the minutes of the June 14, 2021 meeting as approved by the Finance Commission. /s/Gitta Ungvari, Finance and Budget Manager

Agenda

TOWN OF LOS GATOS FINANCE COMMISSION AGENDA JUNE 14, 2021 110 EAST MAIN STREET LOS GATOS, CA 5:00 PM Ron Dickel, Chair Kyle Park, Vice Chair Stacey Dell, Commissioner Loreen Huddleston, Commissioner Rick Tinsley, Commissioner Rob Rennie, Vice Mayor Matthew Hudes, Council Member IMPORTANT NOTICE REGARDING THE JUNE 14, 2021 FINANCE COMMISSION MEETING This meeting is being conducted utilizing teleconferencing and electronic means consistent with State of California Executive Order N-29- 20 dated March 17, 2020, regarding the COVID- 19 pandemic. In accordance with Executive Order N-29- 20, the public may only view the meeting online and not in the Council Chamber. PARTICIPATION If you are interested in providing oral comments real-time during the meeting, you must join the Zoom webinar.  Join from a PC, Mac, iPad, iPhone or Android device: click this link to join: https://losgatosca- gov.zoom.us/j/81288159279?pwd=cllXU0xoZ21QLzl2K0tIa3ovb3FIdz09 Passcode: 382377. You can also type in 81288159279 in the “Join a Meeting” page on the Zoom website at https://zoom.us/join.  Join by Telephone: Dial: 877-336-1829 US Toll-free or USA 636 651 0002 US Toll  Conference code: 986172 During the meeting:  When the Chair announces the item for which you wish to speak, click the “raise hand” feature in Zoom. If you are participating by phone on the Zoom app, press *9 on your telephone keypad to raise your hand. If you are participating by calling in, press #2 on your telephone keypad to raise your hand.  When called to speak, please limit your comments to three (3) minutes, or such other time as the Chair may decide, consistent with the time limit for speakers at a Commission meeting. If you are unable to participate in real-time, you may email to PublicComment@losgatosca.gov with the subject line “Public Comment Item #__ ” (insert the item number relevant to your comment) or “Verbal Communications – Non Agenda Item.” Comments will be reviewed and distributed before the meeting if received by 11:00 a.m. on the day of the meeting. All comments received will become part of the record. Page 1 of 2 TOWN OF LOS GATOS FINANCE COMMISSION AGENDA JUNE 14, 2021 110 EAST MAIN STREET LOS GATOS, CA 5:00 PM MEETING CALLED TO ORDER The following Committee Members are listed to permit them to appear electronically or telephonically at the Finance Commission meeting: CHAIR RON DICKEL,VICE CHAIR KYLE PARK, COMMISSIONER STACEY DELL, COMMISSIONER LOREEN HUDDLESTON, COMMISSIONER RICK TINSLEY, VICE MAYOR ROB RENNIE, AND COUNCIL MEMBER MATTHEW HUDES. All votes during the teleconferencing session will be conducted by roll call vote. MEETING CALLED TO ORDER ROLL CALL CONSENT ITEMS (Items appearing on the Consent Items are considered routine and may be approved by one motion. Any member of the Finance Commission or public may request to have an item removed from the Consent Items for comment and action. A member of the public may request to remove an item from Consent by following the Participation Instructions contained on page 1 of this agenda. If an item is removed, the Chair has the sole discretion to determine when the item will be heard. Unless there are separate discussions and/or actions requested by the Finance Commission, staff, or a member of the public, it is requested that items under the Consent Items be acted on simultaneously.) 1. Approve Minutes of the May 10, 2021 Finance Commission Special Meeting. 2. Receive the Third Quarter (January – March 2021) Investment Report VERBAL COMMUNICATIONS (Members of the public are welcome to address the Commission on any matter that is not listed on the agenda consistent with the Participation Instructions contained on Page 1 of this agenda. To ensure all agenda items are heard and unless additional time is authorized by the Chair, this portion of the agenda is limited to 30 minutes and no more than three (3) minutes per speaker. In the event additional speakers were not able to be heard during the initial Verbal Communications portion of the agenda, an additional Verbal Communications will be opened prior to adjournment.) OTHER BUSINESS (Up to three minutes may be allotted to each speaker on any of the following items.) 3. Discuss Proposed Sub-Committee on Financial Practices and Processes 4. Report Out on Council Budget Actions 5. Receive Preliminary “General Revenue” Calculation of the American Rescue Plan Act (ARPA) to Determine Revenue Loss 6. Receive and Discuss 2015 Analysis of Police Services Report 7. Receive and Discuss the FY 2021/22 Auditor’s Engagement Letters 8. Discuss and Identify Key Performance Indicators 9. Discuss Topics for Future Commission Agendas ADJOURNMENT Page 2 of 2

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