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Home My WebLink About5/15/2017 Town of Los Altos Hills City Council and Finance and Investment Committee Special Meeting Minutes Monday, May 15, 2017 Council Chambers, 26379 Fremont Road, Los Altos Hills, California Mayor Waldeck called the meeting to order at 4:05 p.m. CALL TO ORDER(4:00 P.M.) A. Roll Call of the City Council and Finance and Investment Committee Members Present: City Council Members Present Mayor Waldeck, Vice Mayor Radford, Councilmember Corrigan, Councilmember Spreen, Councilmember Wu Finance and Investment Committee Members Present Chair Roddy Sloss, Committee Member Bill Silver(arrived at 4:50 p.m.), Committee Member Kjell Karlsson, Committee Member Allan Epstein, Committee Member Susan Mason, Committee Member Betty Kayton, Committee Member Stan Mok Absent: Committee Member Chris Wellborn and Committee Member Christopher Nam Staff: City Manager Carl Cahill,Administrative Services Director Pak Lin, Planning Director Suzanne Avila, Public Works Director/City Engineer Allen Chen, Finance Manager Karen Huang, Senior Engineer Tina Tseng, Community Services Supervisor Sarah Robustelli, Management Analyst Frances Reed, City Clerk Deborah Padovan B. Pledge of Allegiance L AGENDA REVIEW There were no changes to the agenda. 2. PUBLIC COMMENT (PUBLIC COMMENT IS LIMITED TO ITEMS WHICH ARE THE SUBJECT OF THE SPECIAL MEETING) There was no public comment. ( r 1 Special Joint Meeting Minutes of the Town of Los Altos Hills City Council and the Finance and Investment Committee May 15,2017 3. NEW BUSINESS A. Study Session Regarding Proposed FY 2017-18 Operating and Capital Budget and 2017-2022 Five-Year Capital Plan for the Town of Los Altos Hills (Staff: P. Lin) Administrative Services Director Pak Lin presented the proposed 2017-18 Operating and Capital Budget. Finance and Investment Committee Members expressed comments and concerns about the budget. Council discussion ensued. The Council meeting went into recess at 6:00 p.m. The meeting reconvened to open session at 6:26 p.m. Continued discussion ensued between the Council and Committee. Santa Clara County Sheriff's Captain Rich Urena provided a basis for maintain current policing levels. Council and Committee discussion ensued regarding annual road rehabilitation. The Finance and Investment Committee recommended budgeting additional funds for road repairs. Public Works Director Allen Chen confirmed that with additional staff assistance, staff could handle a two million dollar road rehabilitation project. MOTION MADE AND SECONDED: Vice Mayor Radford moved to up the forecasted spending to two million; between now and June we confirm that to the best of our ability we are capable of delivering that and then it is put into the budget and either it is spent or it is not. The motion was seconded by Councilmember Wu. Motion Carried 3 - 2 AYES: Mayor Waldeck, Vice Mayor Radford, Councilmember Wu NOES: Councilmember Corrigan,Councilmember Spreen ABSENT: None ABSTAIN: None After a line by line review of the Request Summary and Priority Setting Worksheet, the Council DIRECTED as follows: 2 Special Joint Meeting Minutes of the Town of Los Altos Hills City Council and the Finance and Investment Committee May 15,2017 Town of Los Altos Hills Beginning Fund Change in Fund Ending Fund 2017-18 Budget Request Fund Type Balance Balance Balance Summary&Priority Setting Worksheet Town-wide 14,059,654 1,526,749 15,586,403' One-Time Total Approved Service Enhancement O_ ngoing Cost Cost Total Request Ongoing Cost One-time 1.Merit Increase(011-1200) 104,300 0 104,300 , 104,300 0 2.Increase Salary Range by 3.3%CPI 0 0 0 : 0 0 3.City Council Salary Increase(011-1100) 1,825 0 1,825 ' - ' 0 4.Pension Prefunding Study(011-1400) 0 • 10,000 10,000 ' 0 10,000 5.Cost Allocation Plan Update(011-1400) 0 25,000 25,000 i 0 25,000 6. Financial Reporting Module(011-1400) 12,000 5,000 17,000 , 12,000 5,000 7.Planning Consultant Services(011-3100) 86,400 86,400 -86,400 0 8.Building Division Reorganization(011-3300) 88,867 0 88,867 88,867 0 9.Additional Assistant Engineer (011-3100) 91,000 0 91,000 • 91,000 0 10.Town-wide Creek Maintenance Permit(011-3100) 0 52,000 52,000 . 0 52,000 11.Sewer Division Reorganization(051-4800) 200,000 0 200,000 ' 0 ' 0 Add CSG Consultant 200,000 200,000 0 0 Reallocate FT Assoc Engr to VW Housen-$0 impact 0 0 0 , 0 0 Modify PW Director and Senior Engr distribution- Sewer Impact Reduction of$5,287.No impact overall. 0 0 0 ` 0 0 City Council directed Staff to work with FIC on the Sewer Cash Flow Analysis prior to budget consideration. Subtotal 584,392 92 000 676 392 382,567 92 000 Spending Available Prior 2017-18 Total Capital Program thru Mar'17 Budget Appropriation_ Request Approved 1.Annual Road Rehabilitation(Street CIP-046) 911,233 251,407 90,000 1,322,000 2,000,000 2016 Pavement Rehab-Fund release-$40k carryover for Summerhill Ave (161,407) (161,407) Drainage Portion of the project-$50k carryover from Newbridge Drainage project (60,200) (60,200) General Fund Transfer (813,393), (1,491,393) 2.Annual Sewer Rehabilitation(Sewer CIP-048) 312,699 1,787,376 2,040,0.00 1,100,000 0 City Council directed Staff to work with FIC on the Sewer Cash Flow Analysis prior to budget consideration. 3.Barron Creek Restoration 98,649 171,351 270,000 0 ; - 0 4.Byrne Preserve Restoration 19,320 21,619 40,939 42,167 ' 42,167 5.Building Permit System Upgrade 131,185 33,665 164,850 0 • 0 6.Cable Service Expansion Program 21,141 78,859 100,000 0 0 7.Council Chamber Carpet Replacement 0 20,000 20,000 0 0 8.Geographical Information System(GIS)Acquisition 0 0 0 27,400 27,400 9. Magdalena/Bob Stutz Connector 22 141,978 142,000 0 ' ' 0 10.Matadero Creek Erosion 431,873 652,417 1,084,290 0 0 11.Page Mill/I-280 Safety Bicycle Improvement 20,000 0 20,000 0 • 0 12.Page Mill/Moon Lane Pedesstrian Bridge Crossing 0 110,000 110,000 0 0 13.Pathway Inventory GIS 0 23,650 23,650 0 0 14.Pump Replacement @ Purissima Pump Station 0 0 0 25,000 50,000 City Council directed Public Works Director to evaluate the cost of replacing both pumps in 2017/18,rather than one in 2017/18 and one in 2018/19. 15. Purissima Park Playground Canopy 0 0 0 35,000 0 16. Purissima Park Outdoor Fitness Equipment 0 40,000 . 40,000 17.Sanitary Sewer Master Plan 9,336 185,664 195,000 0 0 18.Summerhill Pathway Project 0 30,000 30,000 25,000 0 City Council directed for the budget approval to wait until Bod Elson's design model is completed before consideration for budget approval. • 19.Westwind Barn Improvements 11,776 38,224 35,000 140,000 140,000 Subtotal 1 967 234 3 546 210 4,365 729 2 756,567 2 299 567 Reserve Reserve Balance @ 2017-18 Balance @ Fund Balance Strategy 6/30/2017 Reserve'Plan 6/30/2018 J1, Risk Management Reserve-Gen Liab,Unemployment,Workers Comp 8.0,000 _ _ 0 80,000 0 Set aside annually budgeted deductible for claim settlement - . J2. Private/Public Road Funding(Gen'I Fund Designated Balance) 200,00.0 0 200,000 0 Set aside of$200,000 for the.public/private road program. . • I J3. Pension Reserve(Current Balance-$500,000)__ _ 57.0,0.00 _ 1,000,000 1,570,0.00 1,000,000 Continue-to set aside for pension liability and contribution - 3 Special Joint Meeting Minutes of the Town of Los Altos Hills City Council and the Finance and Investment Committee May 15,2017 J4__Disaster Contingency(Current Balance-$1,250,000) _�1,250,000_ w _ 0 _ 1,250,000 0 Set aside funds for use during a natural disaster.Per FEMA, J5 IT_Equipment Replacement Reserve(Current Balance 1$15,000) _2 ,000 __ � 5,000 25,000 ' 5,000 Set aside funds to rebuild the Town's technology J6. Operating Contingency_20%of Operating Budget 350,000 0 350,000_ 0 Best practice for financial health is to designate operating • General Fund Unassigned Balance 9,210,826 8,898,980 Subtotal 11,680,826 1,005,000 12,373,980 1,005,000 4. ADJOURNMENT OF THE SPECIAL JOINT MEETING OF THE CITY COUNCIL AND FINANCE AND INVESTMENT COMMITTEE The meeting adjourned at 8:15 p.m. Respectfully submitted, 06/6/tfY4a6(1,--- Deborah Padovan City Clerk The minutes of the May 15, 2017 special joint City Council and Finance and Investment Committee meeting were approved as presented at the July 20, 2017 regular City Council meeting. 4 Special Joint Meeting Minutes of the Town of Los Altos Hills City Council and the Finance and Investment Committee May 15,2017