Loading...
HomeMy WebLinkAbout04.22.2021 Finance Committee Agenda Packet CITY OF SARATOGA COUNCIL FINANCE COMMITTEE APRIL 22, 2021 Teleconference/Public Participation Information to Mitigate the Spread of COVID ‐19 This meeting will be entirely by teleconference. All Council members and staff will only participate via the Zoom platform using the process described below. The meeting is being conducted in compliance with the Governor’s Executive Order N‐29‐20 suspending certain teleconference rules required by the Ralph M. Brown Act. The purpose of this order was to provide the safest environment for the public, elected officials, and staff while allowing for continued operation of the government and public participation during the COVID‐19 pandemic. Members of the public can view and participate in the me eting by: Using the Zoom website https://us02web.zoom.us/j/81969474150 or App Webinar ID: 819 6947 4150 and raising their hand to speak on an agenda item when directed by the Mayor. 1. Calling 1.669.900.6833 or 1.408.638.0968 and pressing *9 to raise their hand to speak on an agenda item when directed by the Mayor. The public will not be able to participate in the meeting in person. As always, members of the public can send written comments prior to the meeting by commenting online at www.saratoga.ca.us/fc prior to the start of the meeting. These emails will be provided to the members of the Council and will become part of the official record of the meeting. During the meeting the Mayor will explain the process for members of the public to be recognized to offer public comment. In accordance with the Americans with Disabilities Act and the Governor’s Executive Order, if you need assistance to participate in this meeting due to a disability, please contact the City Clerk at debbieb@saratoga.ca.us or calling 408.868.1216 as soon as possible before the meeting. The City will use its best efforts to provide reasonable accommodations to provide as much accessibility as possible while also maintaining public safety. TIME 3:00 p.m. LOCATION Linda Callon Conference Room Saratoga City Hall 13777 Fruitvale Avenue Saratoga, CA 95070 1. CALL TO ORDER Mayor Zhao 2. ROLL CALL Council Members: Bernald, Fitzsimmons, Kumar, Walia, Zhao 3. REPORT ON POSTING OF THE AGENDA: Pursuant to Government Code Section 54954.2, the agenda for this meeting was properly posted on: April 19, 2021. 4. ORAL & WRITTEN COMMUNICATION Any member of the public may address the Committee about any matter not on the agenda for this meeting for up to three minutes. Committee members may not comment on the matter but may choose to place the topic on a future agenda. 5. APPROVAL OF FINANCE COMMITTEE MEETING MINUTES FOR March 25, 2021 03.25.2021 Finance Committee Minutes 6. OLD BUSINESS A. None 7. NEW BUSINESS A. Use of Hillside Reserve Pierce Road Repair Memo B. Budget Study Session Budget Study Session Memo 8. ADJOURNMENT CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT I, Mary Furey, Administrative Services Director for the City of Sa ratoga, declare that the foregoing agenda for the meeting of the Council Standing Finance Committee of the City of Saratoga was posted and available for public review on April 19, 2021 at the City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070, and on the City’s website at www.saratoga.ca.us. Signed this 19th day of April 2021 at Saratoga, California. Mary Furey, Administrative Services Director In compliance with the Americans with Disabilities Act, if you are a disabled person and need a disability-related modification or accommodation to participate in this meeting, please contact the City Clerk’s Office at (408) 868-1216 or by email at debbieb@saratoga.ca.us. Requests must be made as early as possible and at least one full business day before the start of the meeting. In accordance with the Ralph M. Brown Act, staff reports and other materials provided to the members of the legislative body will be made available following removal of State and local shelter in place orders in the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. [28 CFR 35.102-35.104 ADA title II] CITY OF SARATOGA ACTION MINUTES COUNCIL FINANCE COMMITTEE MARCH 25, 2021 TIME 3:00 p.m. LOCATION Virtual Meeting via Zoom PRESENT Council Members: Zhao, Walia, Bernald, Fitzsimmons ALSO PRESENT Staff Members: Lindsay, Furey, Jaw, Bothelio, Scott 1. APPROVAL OF PRIOR FINANCE COMMITTEE MEETING MINUTES A. February 25, 2021 Meeting Minutes – approved 2. ORAL & WRITTEN COMMUNICATIONS A. None 3. OLD BUSINESS A. Finance Policies Review • Action Item: Finance Committee recommendation: All Public Art leases, purchases, and donations are to be brought to City Council for approval. 4. NEW BUSINESS A. American Rescue Plan Funding Strategies • Action Item: Finance Committee recommendation: Staff to incorporate proposed funding strategy into budget development for review by City Council at the Budget Study Session. B. Proposed User Fee Schedule Update • Action Item: none 5. ADJOURNMENT @ 4:17 PM Memorandum 1 DATE: April 22, 2021 TO: Finance Committee FROM: John Cherbone, Public Works Director SUBJECT: Use of Hillside Reserve It was recently discovered a section of Pierce Road, near Chalet Clotilde, failed along the steep bank of Saratoga Creek; shown in photo below. The City Geologist recommends that repairs begin as soon as possible. To move forward with repairs, it is necessary to amend the current fiscal year budget using funds from the Hillside Reserve. A repair estimate is unknown at this time, but from previous projects, the cost is anticipated to be between $250,000 to $400,000. Staff is working on a budget for the project that will be completed soon. Memorandum 2 The following is the policy for use of the Hillside Reserve Fund: Use of the reserve requires an analysis be prepared and presented to Council for approval, or in the event of a landslide requiring immediate emergency work, the Public Works Director may direct use of up to 10% of the reserve to make emergency repairs and mitigate further damage until Council takes action. Reserve funding is to be used for emergency work which exceeds operational funding provided for in the Operations Budget. Upon use, refunding of the reserve shall be provided from year- end net operations, in full if funding is available, or at minimum in the amount of $100,000 each fiscal year until the $1,000,000 reserve cap is reached. Memorandum DATE: April 19, 2021 TO: Finance Committee FROM: Mary Furey, Administrative Services Director SUBJECT: Budget Study Session The FY 2021/22 Budget Study Session will be broken into two sections this year. The first meeting on April 27, 2021 will cover a proposed CIP change, and several budget topics: 1) Beauchamps Park Playground Replacement a. State Park Grant / Youth Commission Fundraising 2) School Resource Officer Funding 3) Overview of Program Expenditures 4) Discussion of Additional Revenue Measures 5) FY 2020/21 Five Year Forecast Review / American Rescue Plan 6) Fiscal Policy Statement review The second FY 2021/22 Budget Study Session, tentatively scheduled for May 19, 2021, will present the draft proposed Operating and Capital Budget as an informal financial review. This informal budget presentation review provides Council the opportunity to ask for clarifications and detail questions in preparation of the June 2, 2021 formal budget hearing that is structured as a high-level financial presentation for the Saratoga community.