City Council Special Meeting / Budget

AGENDA PLACERVILLE CITY COUNCIL SPECIAL MEETING WEDNESDAY, SEPTEMBER 2, 2020 5:00 P.M. Open Session CITY COUNCIL CHAMBERS – TOWN HALL 549 MAIN STREET, PLACERVILLE, CA 95667 PUBLIC ADVISORY: THE CITY COUNCIL CHAMBERS WILL NOT BE OPEN TO THE PUBLIC Consistent with Executive Orders No. N-25-20 and No. N-29-20 from the Executive Department of the State of California and the El Dorado County Health Official’s March 19, 2020 Shelter in Place Order, the City Council Chamber will not be physically open to the public. All public will be teleconferencing into the meeting via Zoom Video Communications. Access the live-stream video feed on the City’s website at: www.cityofplacerville.org If you would like to speak on an agenda item, you can access the meeting remotely: Join from a PC, Mac, iPad, iPhone, or Android device: Please CLICK HERE If you do not wish for your name to appear on the screen, use the drop down menu and click on “rename” to rename yourself with a unique name. Or join by phone: 1-669-900-9128 or 1-253-215-8782 or 1-346-248-7799 or 1-312-626-6799 or 1-646-558-8656 or 1-301-715-8592 Enter Meeting ID: 872-2181-2426 Password: 398574 If you want to provide public comment on an agenda item for this meeting, Press *9 when the item is called and we will select you from the meeting cue using the last 3 digits of your phone number. NOTE: Your phone number will appear on the screen unless you first dial *67 before dialing the numbers as shown above. The City wants you to know that you can also submit your comments by e-mail to roconnell@cityofplacerville.org. To give the City Clerk adequate time to forward your comments to the City Council or print out your comments for consideration at the meeting, please submit your written comments prior to 3:00 p.m.the day of the ________________________________________________________________________ Special Meeting of the City Council of September 2, 2020 1 Visit us on “The Web” at www.cityofplacerville.org meeting; or if you are unable to email, you can deliver a hard copy of the comment to City Hall by 3:00 p.m. the day of the meeting. Written comments will be distributed to the Council prior to the meeting. Pursuant to the Executive Order, and in compliance with the Americans with Disabilities Act, if you need special assistance to participate in the Council meeting, please contact the City Clerk’s Office (530)642-5531 within 48 hours of the meeting. The City of Placerville thanks you in advance for taking all precautions to prevent spreading the COVID-19 virus. CITY COUNCIL MEMBERS MICHAEL SARAGOSA, MAYOR DENNIS THOMAS, VICE-MAYOR MARK ACUNA PATRICIA BORELLI KARA TAYLOR M. CLEVE MORRIS JOHN DRISCOLL REGINA O’CONNELL CITY MANAGER CITY ATTORNEY CITY CLERK ____________________________________________________________________________________ 5:00 P.M. OPEN SESSION 1. CALL TO ORDER & PLEDGE OF ALLEGIANCE TO THE FLAG 2. ROLL CALL: Saragosa, Thomas, Acuna, Borelli, Taylor 3. ANNOUNCEMENTS TO THE PUBLIC 4. ADOPTION OF AGENDA 5. PUBLIC COMMENT Public Comments for Non Agenda Items will not be taken at this Special Meeting. Public Comments on Agenda items will be taken during that agenda item. The Mayor reserves the right to limit the speaker’s time to three minutes. You are not allowed to make personal attacks on individuals or make comments which are slanderous or which may invade an individual’s personal privacy. 5.1 Written Communication 5.2 Oral Communication ________________________________________________________________________ Special Meeting of the City Council of September 2, 2020 2 Visit us on “The Web” at www.cityofplacerville.org  Materials related to an item on this Agenda, submitted to the City Council either with or after distribution of the agenda packet, are available for public inspection in the City Clerk’s Office at City Hall, 3101 Center Street during normal business hours. 6. DISCUSSION/ACTION ITEMS 6.1 Fiscal Year 2020/2021 Operating Budget and Capital Improvement Program Budget Review and Discussion This Budget Workshop is for informational purposes only. No action will be taken on any item at this Workshop. Additional budgetary information will be presented during the meeting. 7. ADJOURNMENT The next regularly scheduled Council meeting will be held on September 8, 2020, 5:30 P.M. Closed Session, 6:00 P.M. Regular Meeting. Government Code 54950 (The Brown Act) requires that a brief description of each item to be transacted or discussed be posted at least 72 hours prior to a regular meeting. The City posts the Agenda on the City Hall window and on the City’s website: www.cityofplacerville.org. ________________________________________________________________ CERTIFICATION OF AGENDA POSTING I, Regina O’Connell, City Clerk of the City of Placerville, declare that the foregoing Agenda for the September 2, 2020, Special Meeting of the Placerville City Council was posted and available for review on August 28, 2020 at the City Hall of the City of Placerville, 3101 Center Street, Placerville, CA 95667. The Agenda is also available on the City website at www.cityofplacerville.org Attest: __________________________________ Regina O’Connell, City Clerk ________________________________________________________________________ Special Meeting of the City Council of September 2, 2020 3 Visit us on “The Web” at www.cityofplacerville.org Draft Operating Budget and Capital Improvement Program Budget Proposals Fiscal Year 2020/2021 City of Placerville, California September 2, 2020 Overview • Operating Budget assumptions • CIP Budget Assumptions • Budget adoption process 2 General Fund Budget Assumptions • Began with a status quo budget • $1,640,845 budget deficit • Department budget adjustments • Minimal capital outlay items • Health and safety training only • 70.84% of the General Fund is Personnel • Cost saving ASL requests only • Established Voluntary Separation Incentive Program 3 General Fund Budget Assumptions (Continued) • Anticipate 9 VSIP related retirements on or around 09/30/20 – $391,326 annual ongoing savings before one time costs • No cannabis permit revenue • Retiree medical insurance costs on the pay-as-you-go basis (no GASB 75 pre- funding included) 4 Bradley Burns Sales Tax Update • 2nd Quarter 2020 Forecast year of year decrease by $373,088 or 36.01% • Increased year over year by $225,393 or 18.95% as of quarter ended 06/30/20 (with adjustments) • Increased year over year by $106,201 or 10.25% as of quarter ended 06/30/20 (without adjustments) 5 Bradley Burns Sales Tax Update (Continued) • Fiscal Year 2019/2020 total = $5,482,507 • HDL forecasts statewide -1.1% in Fiscal Year 2020/2021 • Fiscal Year 2020/2021 Draft Budget = $5,422,200 6 Add On Sales Tax Update • Measures H, J, and L Funds • Increased year over year by approximately 7% quarter ended 06/30/20 (with adjustments) • Decreased year over year by approximately 9% quarter ended 06/30/20 (without adjustments) • HDL forecasts statewide -1.1% in Fiscal Year 2020/2021 7 Draft CIP Budget • 1 Parking Fund project • Measures H/L Sales Tax Committee recommended: – 5 new projects – Additional funding for 5 existing projects – Construction reserves – Draft policy in progress – Measure L Fund Operating Reserve restoration 8 Budget Adoption Process • City Council adopted a 25% continuing budget appropriation that expires September 30th • Open Hearing scheduled for September 8th • Budget adoption scheduled for September 22nd 9 Conclusion • Questions? • Comments? • Thank you! 10  City of Placerville Draft Capital Improvement Program Budget Fiscal Year 2020/2021 As of September 2, 2020 Ridge at Orchard Hill Total Projected Cost Downtown Parking General Fund Measure H Fund Measure L Fund District Fund BAD Project Public Safety Building Renovation $ 4,193,508 $ - $ - $ - $ - $ 4,193,508 Building Permit Software 5,335 - - - - 5,335 City Pool Filter Sand Replacement 16,058 - - - - 16,058 Town Hall Re-carpeting 32,800 - - - - 32,800 Winesap Circle Slurry Seal - - 20,000 20,000 Town Hall Parking Lot Resurfacing - 60,000 - - - 60,000 WRF MTU #1 Servicing and Underdrain - - - 190,000 190,000 380,000 Replacement WRF Secondary Clarifier #1 Mechanism Replacement - - - - 85,000 85,000 WRF Digester #2 Servicing - - - 70,000 - 70,000 Benham Street Repaving - - - - 150,000 150,000 Lead Waterline Replacements (Various) - - - - 150,000 150,000 Total $ - $ 60,000 $ 20,000 $ 260,000 $ 575,000 $ 915,000 DRW/9/2/2020, 1:18 PM CIP Book FY 20-21 as of 09-02-20  CITY OF PLACERVILLE PROPOSED MEASURES H/L CAPITAL IMPROVEMENT PROGRAM BUDGET FISCAL YEAR 2020/2021 AS OF AUGUST 31, 2020 PROJECT TOTAL FUNDING PROJECT NAME CIP NO. MEASURE H FUND MEASURE L FUND CONSTRUCTION SCHEDULE NOTES ID REQUEST 1 WRF MTU #1 Servicing and Underdrain Replacement TBD $ 380,000 $ 190,000 $ 190,000 Summer 2021 MTU #2 was completed in 2020 and now we need to do the same serving and underdrain replacement for MTU #1. 2 WRF Secondary Clarifier #1 Mechanism TBD 85,000 - 85,000 Spring 2021 Replacement of sweeping mechanism in Secondary Clarifier #1. 3 WRF Digester #2 Servicing TBD 70,000 70,000 - Spring/Summer 2021 Digester #1 was completed 2020. 4 Benham Street Repaving TBD 150,000 - 150,000 Spring 2021 Repaving of the road from Pacific Street to Big Cut Road. 5 Lead Waterline Replacements (Various) TBD 150,000 - 150,000 Ongoing Replacement of lead service lines. 6 Mosquito Road Stabilization-Clay Street to City Limits^ 41819 647,937 - 647,937 Summer/Fall 2020 Construction Contract Awarded 8/25/20. 7 Broadway Maintenance Project-From Mosquito Road to Schnell School Road 42003 250,000 - 250,000 Bidding Spring 2021 Combining with Broadway Sidewalks Project (CIP#41606) for complete street rehabilitation from Mosquito Road/Main Street to Wiltse Road. 8 Upper Broadway Bike Lanes-Schnell School Road to Point View Drive 41508 140,000 - 140,000 Under Construction City would like take an opportunity to complete additional road (Maintenance Paving) through December 2020 maintenance paving from the Wiltse Road/Broadway intersection to the Schnell School Road intersection at Broadway, capitalizing on the good unit prices and the benefit of having a contractor already mobilized on site as an overall savings to the work. 9 Cedar Ravine Road Sewer Line Replacement 41825 100,000 100,000 Design and grant writing costs. 10 Sewer Line Relocation-Clay Street to Locust Street 41202 100,000 100,000 Design and grant writing costs. 11 Sewer Enterprise Fund Debt Service N/A 516,070 516,070 - Annual Debt Service for the Wastewater Reclamation Facility. 12 Construction Reserve (Recommended Measure H Projects Only-To Balance) N/A 185,512 185,512 - This reserve will be used for the construction of existing Measure H sewer system CIP projects. 13 Construction Reserve (Recommended Measure L Projects Only-To Balance) N/A 475,685 - 475,685 This reserve will be used for the construction of the backlog of existing Measure L CIP projects such as the Broadway Maintenance Project, various water and storm drain projects, the Canal Street project, and related local matching requirements for Federal and State grants. 14 Operating Reserve Restoration N/A 200,000 - 200,000 TOTAL CIP PROJECTS FOR FY 20120/2021 $ 3,450,204 $ 1,161,582 $ 2,288,622 ^The Measures H/L Sales Tax Committee recommended this at their meeting held on August 17, 2020, and the City Council approved the recommendation at its meeting held on August 25, 2020.  City of Placerville ASL Request Summary (Version #3) Fiscal Year 2020/2021 As of September 1, 2020 a b c d e f g h i j k l m n o p i-p Sum (j:o) Offsetting Downtown Revenues Salary Parking Water Sewer /Savings/ Adj. New General District Grant Enterprise Enterprise Cost Department/Division Request Reclass Position Addition Deletion Expansion Net Cost Total Cost Fund Fund Funds Measure J Fund Fund Recovery PD/Patrol Freeze Community Services Officer X $ (21,959) $ (21,959) $ (21,959) $ - $ - $ - $ - $ - $ - Position (0.48 FTE) ED/Engineering Freeze Engineering Technician X (41,933) (41,933) (41,933) - - - - - - Position (1.00 FTE)^ ED/Engineering Freeze Engineering Specialist X 4,941 (43,317) (43,317) - - - - - (48,258) Position 1.00 FTE^ ED/Engineering Add Development Project X 29,819 29,819 29,819 - - - - - - Inspection Contract ED/Engineering Add CIP Project Inspection X 18,439 18,439 18,439 - - - - - - Contract ED/Engineering Add GIS Contract X 11,250 11,250 11,250 - - - - - - Administration/IT Freeze Information Technology X (93,818) (93,818) (36,590) (938) - - (28,145) (28,145) - Analyst Position (1.00 FTE) Administration/IT Add IT Contract Services X 5,000 5,000 1,700 300 - - 1,500 1,500 - Administration/Parking Enforcement Freeze Parking Enforcement Officer X (12,798) (12,798) - (12,798) - - - - - I Position (0.45 FTE) Finance/Financial Management Freeze Accounting Assistant II X (6,838) (6,838) (2,735) - - - (2,051) (2,052) - Position (1.00 FTE)^ Finance/Financial Management Add Accounting Assistant I Position X 58,942 58,942 22,397 1,179 - - 17,683 17,683 - (1.00 FTE) DRW/9/2/2020,1:19 PM 1 ASL Summary FY 20-21 as of 09-01-20 (Version #3)  City of Placerville ASL Request Summary (Version #3) Fiscal Year 2020/2021 As of September 1, 2020 a b c d e f g h i j k l m n o p i-p Sum (j:o) Offsetting Downtown Revenues Salary Parking Water Sewer /Savings/ Adj. New General District Grant Enterprise Enterprise Cost Department/Division Request Reclass Position Addition Deletion Expansion Net Cost Total Cost Fund Fund Funds Measure J Fund Fund Recovery Finance/Financial Management Freeze Accounting Supervisor X (4,268) (4,268) (1,708) - - - (1,280) (1,280) - Position (0.18 FTE) Total $ (53,223) $ (101,481) $ (64,637) $ (12,257) $ - $ - $ (12,293) $ (12,294) $ (48,258) ^Assumes Voluntary Separation Incentive Program pay and estimated leave bank cash out costs. DRW/9/2/2020,1:19 PM 2 ASL Summary FY 20-21 as of 09-01-20 (Version #3)  City of Placerville Revised Draft Operating Budget Summary Fiscal Year 2020/2021 As of September 2, 2020 Downtown Parking SRO AB 3229 State Coronavir General Gas Tax Measure L District Grant COPS OTS BVP Tobacco us Relief Measure J Orchard Hill Cottonwood Fund Fund Fund Fund Fund Fund Grant Grant Grant Fund Fund LLMD LLMD Fund Revenues Before Adjustments $ 9,155,358 $ 480,475 $ 2,233,012 $ 307,998 $ 76,918 $ 170,811 $ 7,995 $ 5,400 $ 103,254 $ 81,877 $ 1,086,735 $ 20,215 $ 14,561 Expenditures Before Adjustments 9,351,145 30,000 - 233,474 76,918 160,526 - - 103,254 81,877 1,490,484 20,215 14,561 Revenues Over/(Under) Expenditures (195,787) 450,475 2,233,012 74,524 - 10,285 7,995 5,400 - - (403,749) - - Other Financing Sources/(Uses) Transfers In 291,573 - - 8,656 - - - - - - 415,941 - - Transfer Out (574,612) (291,573) - (8,395) - - - - - - - - - Total Other Financing Sources/(Uses) (283,039) (291,573) - 261 - - - - - - 415,941 - - Revenues and Other Financing Sources Over/(Under) Expenditures (478,826) 158,902 2,233,012 74,785 - 10,285 7,995 5,400 - - 12,192 - - and Other Financing Uses Before Other Budget Requests Other Budget Adjustments and Requests Other Budget Adjustments #1 (623,253) - - - - - - - - - (1,500) - - ASL Requests (Net of Cost Recovery) (16,379) - - (12,257) - - - - - - - - - Other Budget Adjustments #2 (Additional Personnel Changes) 132,573 - - 2,216 - - - - - - 13,692 - - Computer Equipment 63,408 - - - - - - - - - - - - Other Capital Outlay Requests 6,500 - - - - - 7,995 5,400 - - - - - CIP Requests - - 575,000 60,000 - - - - - - - - - Conference, Training, & Travel Requests (Net of POST Reimbursements) 7,708 - - - - - - - - - - - - Subtotal Other Budget Requests (492,851) - 575,000 49,959 - - 7,995 5,400 - - 12,192 - - Revenues and Other Financing Sources Over/(Under) Expenditures $ 14,025 $ 158,902 $ 1,658,012 $ 24,826 $ - $ 10,285 $ - $ - $ - $ - $ - $ - $ - and Other Financing Uses After Other Budget Adjustments and Requests DRW/9/2/2020, 1:17 PM 1 Budget Summary FY 20-21 as of 09-02-20  City of Placerville Revised Draft Operating Budget Summary Fiscal Year 2020/2021 As of September 2, 2020 Ridge At Reserve for Orchard Hill- Water Sewer General Economic Zones 1 & 1A Enterprise Enterprise Measure H Liability Uncertainties Funds Fund Fund Fund Fund Fund Total Revenues Before Adjustments $ 46,943 $ 2,199,971 $ 6,376,555 $ 1,101,735 $ 1,000 $ - $ 23,470,813 Expenditures Before Adjustments 46,943 1,948,361 6,866,147 - 450,046 - 20,873,951 Revenues Over/(Under) Expenditures - 251,610 (489,592) 1,101,735 (449,046) - 2,596,862 Other Financing Sources/(Uses) Transfers In - - 1,101,735 - 450,046 8,395 2,276,346 Transfer Out - (150,015) (150,016) (1,101,735) - - (2,276,346) Total Other Financing Sources/(Uses) - (150,015) 951,719 (1,101,735) 450,046 8,395 - Revenues and Other Financing Sources Over/(Under) Expenditures - 101,595 462,127 - 1,000 8,395 2,596,862 and Other Financing Uses Before Other Budget Requests Other Budget Adjustments and Requests Other Budget Adjustments #1 - (18,650) (149,182) - - - (792,585) ASL Requests (Net of Cost Recovery) - (12,293) (12,294) - - - (53,223) Other Budget Adjustments #2 (Additional Personnel Changes) - 56,080 56,081 - - - 260,642 Computer Equipment - 2,785 4,231 - - - 70,424 Other Capital Outlay Requests - 1,100 1,100 - - - 22,095 CIP Requests 20,000 - 260,000 - - - 915,000 Conference, Training, & Travel Requests (Net of POST Reimbursements) - 1,400 11,725 - - - 20,833 Subtotal Other Budget Requests 20,000 27,637 167,430 - - - 372,762 Revenues and Other Financing Sources Over/(Under) Expenditures $ (20,000) $ 73,958 $ 294,697 $ - $ 1,000 $ 8,395 $ 2,224,100 and Other Financing Uses After Other Budget Adjustments and Requests DRW/9/2/2020, 1:17 PM 2 Budget Summary FY 20-21 as of 09-02-20