Neighborhood and Community Improvement Program Committee Meeting

Name: Neighborhood and Community Improvement Program Committee Meeting — Monterey, CA
Start: 2019-04-03T17:00:00
End: 2019-04-03T19:00:00
Location: Monterey, CA

Regular Meeting

Monterey, CA · April 3, 2019

Agenda Minutes Packet

Minutes

MINUTES NEIGHBORHOOD IMPROVEMENT PROGRAM COMMITTEE NIP FINANCE SUBCOMMITTEE MEETING WEDNESDAY, APRIL 3, 2019 5:00 PM 735 PACIFIC STREET ORCA CONFERENCE ROOM MONTEREY, CALIFORNIA NIP Finance Rick Heuer, NIP Rep. Alta Mesa Subcommittee Members Jayme Fields, NIP Rep. Del Monte Beach Present: Dennis Duke, NIP Rep. Skyline Forest Staff Members Present: Jeff Krebs, NIP Staff Coordinator Alyssa Huerta, Administrative Assistant II Lauren Lai, Finance Director Carol Bouchard, Assistant Finance Director Wendy Davies, Senior Accountant CALL TO ORDER Mr. Krebs called the meeting to order at 5:01 p.m. ROLL CALL All three (3) members of the NIP Finance Subcommittee were in attendance. PUBLIC COMMENTS A member of the public was present at the meeting, she introduced herself as a student from California State University, Monterey Bay, but did not provide her name. She said she was in attendance to observe the meeting as part of her Public Administration studies. INFORMATIONAL REPORTS & STAFF COMMENTS Mr. Krebs had nothing to report. PUBLIC APPEARANCE 1. NIP Finance Subcommittee Review of Fiscal Years 2016/17 and 2017/18 General and Departmental Overhead Costs to Conduct the Neighborhood Improvement Program (NIP) (Not a project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Ms. Lai provided her slideshow presentation for NIP fiscal years 16-17 and 17-18. Ms. Fields asked about the administration and overhead costs, and said they seem low. Mr. Heuer said asked where the number came from. Ms. Lai said she will look at it one more time. Mr. Heuer asked for a true-up on the FY 17/18 overhead amount and Ms. Lai said it has not been completed yet. Mr. Duke referred to the staff time and asked Mr. Krebs if he had less staff this last year. Neighborhood Improvement Program Committee Minutes Wednesday, April 3, 2019 Mr. Krebs said yes, that they were in a transition time. Ms. Lai said that based on past presentations it looks like the true-ups are in arrears. Ms. Fields asked if the revenue now includes interest. Ms. Bouchard said in actuals it does. Mr. Krebs said it does now, as it was corrected years ago. Mr. Duke asked for the number. Ms. Bouchard said she will get the number. Ms. Lai said it can be added to the presentation for next year, to add revenue line items for each fiscal year. Mr. Heuer asked, other than the true-up, why NIP is overextended. He asked if NIP spent money it did not have or if the actual Transient Occupancy Tax (TOT) amount changed. Mr. Krebs said it was a combination of both. He said it was found that some projects did not have account codes assigned to them. Mr. Heuer asked for the projected revenue point at the time of the last allocation, and said it was overcommitted. Ms. Fields said NIP has not overspent this year. She said she does not believe the presentation numbers are correct. She said NIP should always have a fund balance greater than the sum of all of the numbers. Mr. Heuer asked where the over $700,000 in the red came from. Ms. Lai said the fund balance is an audited number. Ms. Lai suggested analyzing the finances further to provide variances. Ms. Fields agreed and requested the detail. Ms. Lai said she would like to provide both fiscal year spreadsheets to conduct some analytics and then provide it to the committee to show how the amounts were derived. Mr. Heuer said grant funds can potentially be shown in the project cost. Ms. Fields said it needs to be offset. Mr. Heuer said he thinks NIP is being charged the expense piece of the grants which are actually funded by other sources. Mr. Krebs discussed some of the CDBG grants over recent years. Ms. Lai said the negative numbers are not costs incurred. She said it could be a presentation discrepancy. Ms. Lai said she will add titles and year-over-year comparisons to overhead staff time slides in future. Ms. Lai said she would like a couple of weeks to do internal analytics before getting back to the Committee. She requested the meeting to be continued. The subcommittee all agreed to continue the meeting to April 24, 2019 at 5 pm in the Orca Conference Room at 735 Pacific Street. Mr. Krebs confirmed the meeting continuation to April 24 at 5 pm in the Orca Conference Room at 735 Pacific Street. COMMITTEE MEMBER COMMENTS Rick Heuer had no comment. Dennis Duke said he looks forward to the next meeting. Jayme Fields thanked the Finance staff for their time and getting together with the NIP Neighborhood Improvement Program Committee Meeting Minutes Wednesday, April 3, 2019 2 Neighborhood Improvement Program Committee Minutes Wednesday, April 3, 2019 Finance Subcommittee. NEXT MEETING April 24, 2019 at 5:00 pm. (Orca Conference Room at 735 Pacific St.) – continuation of April 3, 2019 meeting. ADJOURNMENT Mr. Krebs adjourned the meeting at 5:51 p.m. Respectfully Submitted, Approved, NIP Staff Coordinator Neighborhood Improvement Program Committee Meeting Minutes Wednesday, April 3, 2019 3

Agenda

Neighborhood Improvement NIP Committee Member listing at Program Committee Agenda http://monterey.org/nip NIP Finance Subcommittee NIP Spokesperson Meeting Rick Heuer Sharon Dwight (Alternate) NIP Finance Subcommittee Richard Ruccello (Alternate) Meeting Wednesday, April 3, 2019 735 Pacific Street NIP Staff Coordinator Orca Conference Room 5:00 PM Jeff Krebs Monterey, California CALL TO ORDER ROLL CALL PUBLIC COMMENTS PUBLIC COMMENTS. At this time, the public may speak for a maximum of one to three minutes on any subject which is within the jurisdiction of the Monterey Neighborhood Improvement Program Committee and which is not on the agenda. Any person or group desiring to bring an item to the attention of the Neighborhood Improvement Program Committee may do so during Public Comments or by addressing a letter of explanation to: NIP Coordinator, Public Works, Engineering Division, City Hall, Monterey CA 93940. INFORMATIONAL REPORTS & STAFF COMMENTS INFORMATIONAL REPORTS & STAFF COMMENTS supply the Committee with written or oral information that they may wish to take action by placing the item on a future agenda. PUBLIC APPEARANCE PUBLIC APPEARANCE items are reports on action or informational issues that might stimulate public discussion, but that do not require formal noticing. You are welcome to offer your comments after being recognized by the NIP Staff Coordinator. The Coordinator may limit the time allocated to each speaker. 1. NIP Finance Subcommittee Review of Fiscal Years 2016/17 and 2017/18 General and Departmental Overhead Costs to Conduct the Neighborhood Improvement Program (NIP) (Not a project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) COMMITTEE MEMBER COMMENTS COMMITTEE MEMBERS may ask a question for clarification, make a brief announcement or make a brief report on his or her activities. In addition, a Committee member may provide a referral to staff or other resources for factual information, request staff to report back to the body at a subsequent meeting concerning any NIP matter, or direct staff to place a request to agendize a matter of business on a future agenda. (G.C. 54954.2) NEXT MEETING ADJOURNMENT Agenda packets may be reviewed by the public in the Engineering Office or on the web at http://www.monterey.org beginning 72 hours prior to the date of the meeting. Members of the public have the right to address the Committee on any Agenda items. The Staff Coordinator will formally open the floor for public comment. However, if you wish to speak to items during "Consent Agenda" or "Staff Informational Report," please advise the staff or the Coordinator prior to the action on that item and you will be recognized. Notification, as much in advance as possible, is appreciated. Information distributed to the Committee at the meeting becomes part of the public record. A copy of written material, pictures, etc. should be provided to the Secretary for this purpose. For more agenda information, call the Engineering Office at 831-646-3921. CITY OF MONTEREY'S 24-HOUR SUGGESTION HOTLINES: Voicemail: 831-646-3799 FAX: 831-646-3793 Email: suggest@monterey.org WebPage: http://www.monterey.org The City of Monterey is committed to including the disabled in all of its services, programs and activities. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk’s Office at (831) 646- 3935. Notification 30 hours prior to 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]. Later requests will be accommodated to the extent feasible. For communication-related assistance, dial 711 to use the California Relay Service (CRS) to speak to City offices. CRS offers free text-to-speech, speech-to-speech, and Spanish-language services 24 hours a day, 7 days a week. If you require a hearing amplification device to attend a meeting, dial 711 to use CRS to talk to the City Clerk's Office at (831) 646-3935 to coordinate use of a device. UPCOMING MEETINGS AT CITY HALL Apr 4 Neighborhood Improvement Program Committee Meeting, Council Chamber - 7:00 PM Apr 4 Zoning Administrator Meeting Cancellation Notice, Council Chamber - 4:00 pm Apr 9 Planning Commission Meeting, Council Chamber - 4:00 pm Apr 10 Parks and Recreation Commission Meeting, Council Chamber - 05:30 PM Apr 10 Council Subcommittee BCC, Council Chamber - 10:00 AM Apr 11 Historic Preservation Commission Meeting, Council Chamber - 4:00 pm Apr 11 MP Regional Water Authority Meeting, TBD - 7:00 PM Apr 16 Council Regular Meeting, Council Chamber - 4:00 PM Apr 17 Architectural Review Committee Meeting, Council Chamber - 4:00 pm Apr 18 Zoning Administrator Meeting, Council Chamber - 4:00 pm Apr 18 Neighborhood Improvement Program Committee Meeting, City Hall - Dutra Street Parking Lot - 2:00 PM Apr 18 Neighborhood Improvement Program Committee Meeting, Hilltop Park Center - 6:30 PM Apr 22 Museums and Cultural Arts Commission Meeting, Council Chamber - 4:00 pm Apr 23 Planning Commission Meeting, Council Chamber - 4:00 pm NIP Committee Agenda Wednesday, April 3, 2019 2 Apr 24 Council Study Session, Council Chamber - 4:00 PM Apr 24 Library Board Meeting, Library Community Room - 5:00 PM May 1 Architectural Review Committee Meeting, Council Chamber - 4:00 pm May 2 Zoning Administrator Meeting, Council Chamber - 4:00 pm May 2 Neighborhood Improvement Program Committee Meeting, Scholze Park Center - 6:30 PM May 7 Council Regular Meeting, Council Chamber - 4:00 PM MORE INFORMATION IS AVAILABLE BY CALLING 646-3921 NIP Committee Agenda Wednesday, April 3, 2019 3

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