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HomeMy WebLinkAbout02-16-2018 City Council Retreat MinutesMINUTES FRIDAY, FEBRUARY 16, 2018 SARATOGA CITY COUNCIL SPECIAL MEETING CITY COUNCIL RETREAT CALL TO ORDER Mayor Mary -Lynne Bemald called the meeting to order at 9:03 a.m. in the Saratoga Foothill Club at 20399 Park Place in Saratoga, CA. ROLL CALL PRESENT: Mayor Mary -Lynne Bernald, Vice Mayor Manny Cappello, Council Members Howard Miller, Rishi Kumar ABSENT: Emily Lo ALSO PRESENT: James Lindsay, City Manager Richard Taylor, City Attorney Crystal Bothelio, Deputy City Manager Debbie Pedro, Community Development Director John Cherbone, Public Works Director Michael Taylor, Recreation & Facilities Director Mary Furey, Finance & Administrative Services Director Captain Rich Urena, Santa Clara County Sheriff's Office Nora Pimentel, City Clerk Monica LaBossiere, Human Resources Manager Tony McFarlane, Finance Manager Lauren Pettipiece, Administrative Analyst ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS None AGENDA ITEMS Finance Review: Fiscal Policies, Mid -Year Budget Status, and Five Year Forecast Finance and Administrative Services Director Mary Furey provided a report on the fiscal policies, which are adopted as part of the budget. If the City Council would like to request revisions to existing policies, she requested submittal of those requests to staff by March 1. Finance and Administrative Services Director Mary Furey then reported on the Mid -Year Budget Status. She provided information about estimated expenditures and revenues, noting the current projections for different taxes and fees and operational expenditures. She also provided an overview on several proposed mid -year budget adjustments. Finance and Administrative Services Director Mary Furey shared the five-year forecast with the City Council, explaining some of the assumptions used to prepare the forecast and their impact on the resulting projections. Saratoga City Council Minutes— Page 1 of 3 Finance and Administrative Services Director Mary Furey then discussed the California Public Employees' Retirement System (CalPERS) and reported that the discount rate went up. COUNCIL CONSENSUS: The City Council agreed to place the proposed Mid Year Budget Adjustments for Fiscal Year 2017/18 on the March 7, 2018 City Council Agenda, including: an amendment to the expenditure budget appropriations for Internal Service Fund, Facility Replacement Fund; change in scope for the Electric Vehicle Fast Charge Station project in the current year Capital Improvement Plan (CIP) budget; additional funding allocation in the amount of $100,000 for the Saratoga Village to Quarry Park Walkway in the current year CIP budget; and additional funding allocation in the amount of $160,000 to the Prospect Road Improvements project in the current year CIP budget. The City Council requested that staff provide an update to the Five Year Forecast with the best available data from Ca1PERS. The Finance Committee was also directed to review the current Ca1PERS payment policy and pros/cons of early retirement versus late retirement. Mayor Bernald called for a recess at 10:18 a.m. and reconvened the meeting at 10:29 a.m. FY 2018/19 Capital Improvement Plan (CIP) Budget Preview Tony McFarlane, Finance Manager, presented a preview of the Fiscal Year 2018/19 CIP, including updates on projects in the Fiscal Year 2017/18 CIP. COUNCIL CONSENSUS: The City Council requested that staff provide the parks replacement schedule and additional information about funding of parks maintenance through the Operating and Capital Budget at the CIP Prioritization Study Session. The City Council also requested an update to the scope and cost of the nominated Senior Center Exterior Remodel Project to include facade improvements and noted that the project will be done in coordination with the interior remodel. Staff was asked to provide the balance of the City Council Discretionary fund and also to provide the total cost of proposed projects which is to include the amount committed to priority projects and additional funding requests. Mayor Bernald called for a break at 11:27 a.m. and reconvened the meeting at 11:37 a.m. Staffing & Service Levels City Manager James Lindsay reported that staff is not recommending changes to the Sheriff's Office staffing levels or service levels. He then described organizational changes in several departments and potential employee retention strategies. COUNCIL CONSENSUS: The City Council agreed that staff would bring forward the following draft programs to the Budget Study Session: Down Payment Assistance Program, including a risk assessment of the program; and Rental Assistance Program for home sharing in Saratoga. Saratoga City Council Minutes— Page 2 of 3 Public Health Initiatives & Santa Clara County Healthy Cities Campaign Crystal Bothelio, Deputy City Manager, reported on the Healthy Cities Initiatives and provided an overview of the various strategies, including new strategies recommended to be pursued in 2018. COUNCIL CONSENSUS: The City Council directed staff to move forward with the proposed new strategies. As part of the ordinance prohibiting sale of tobacco products at pharmacies, staff should review the definition of pharmacy in the City Code. Staff was also asked to recommend that the Santa Clara County Public Health Department include electric vehicle charging stations and biking during work hours as Healthy Cities strategies. Additionally, staff was directed to present an informational report on flavored tobacco sales at a future City Council Meeting. Staff was Report on 2017 Housing Legislation Richard Taylor, City Attorney reported on the housing legislation approved by the State in 2017 that would have the biggest effect on Saratoga. COUNCIL CONSENSUS: The City Council directed staff to look at the City's objective standards and bring forward any City Code updates that may be needed. Mayor Bernald called for a break at 2:23 p.m. and reconvened the meeting at 2:33 p.m. Retreat Wrap Up City Manager James Lindsay reviewed Council Consensus and direction for each agenda item. The City Council agreed on the consensus without changes. ADJOURNMENT Mayor Bernald adjourned the meeting at 3:50 p.m. Min r ctfu itted: ora amen , rty Clerk City of Saratoga Saratoga City Council Minutes— Page 3 of 3