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HomeMy WebLinkAboutApproved Minutes - April 25, 2019Finance Committee Meeting Minutes April 25, 2019 Page 1 of 9 CITY OF NEWPORT BEACH FINANCE COMMITTEE APRIL 25, 2019 MEETING MINUTES I.CALL MEETING TO ORDER The meeting was called to order at 3:00 p.m. in the Crystal Cove Conference Room, Bay 2D, 100 Civic Center Drive, Newport Beach, California 92660. II. ROLL CALL PRESENT:Mayor Pro Tem/Chair Will O’Neill, Mayor Diane Dixon, Council Member Joy Brenner (arrived at 3:03 p.m.) Committee Member William Collopy, Committee Member Joe Stapleton, and Committee Member Larry Tucker ABSENT: Committee Member John Reed (excused absence) STAFF PRESENT: City Manager Grace K. Leung, Finance Director/Treasurer Dan Matusiewicz, Deputy Director/Finance Steve Montano, Administrative Manager/PW Finance Jamie Copeland, Budget Manager/Finance Susan Giangrande, Management Assistant/Public Works Raymund Reyes, Budget and Payroll Supervisor/Finance Shannon Espinoza, Budget Analyst/Finance Amy Mayfield, Administrative Manager/Fire Angela Crespi, and Administrative Specialist to the Finance Director Marlene Burns OTHER ENTITIES: None MEMBERS OF THE PUBLIC: Jim Mosher and Jennifer MacDonald III.PUBLIC COMMENTS Chair O’Neill opened public comments. Noting there were no members of the public who elected to speak on this item, Chair O’Neill closed public comments. IV.CONSENT CALENDAR A.MINUTES OF MARCH 14, 2019 Recommended Action: Approve and file. MOTION: Committee Member Tucker moved, and Committee Member Collopy seconded, to approve the minutes. The motion carried 5 ayes – 0 noes, 2 absences (Reed, Brenner). V. CURRENT BUSINESS A.PROPOSED FY2019-20 BUDGET OVERVIEW Summary: Staff will provide an overview of the Proposed FY 2019-20 Operating Budget. Finance Committee Meeting Minutes April 25, 2019 Page 2 of 9 Recommended Action: Receive and File Council Member Brenner arrived at the meeting at this juncture (3:03 p.m.). Finance Director/Treasurer Dan Matusiewicz presented the proposed FY 2019-20 Operating Budget. He noted the budget is built around four pillars including Providing High Quality, Municipal Services that Residents Expect; Providing a Safe and Secure, Neighborhood; Keeping Newport Beach Looking Great; and Maintaining a Prosperous, Fiscally Sustainable, and Economically Viable City. Finance Director/Treasurer Matusiewicz reported the budget is balanced and assumes a strong property tax growth rate, while most other revenue is slowing. He advised that proposed expenditures remain relatively flat. He reported staff adhered to City Council guidance regarding the use of the FY 2017-18 budget surplus. Finance Director/Treasurer Matusiewicz advised the budget continues the aggressive payment schedule of the unfunded pension liability, focuses on enhancing the community’s quality of life and safety, and funding of infrastructure master plans and neighborhood enhancement projects. Finance Director/Treasurer Matusiewicz advised the General Plan Update is funded and efforts are being ramped up for Airport Growth Control. He advised there is now a robust internal and external audit program that has increased the Finance Contractual Services budget by $110,000. He presented the budget timeline that focused on items, which detailed the various expenditures. In response to Mayor Dixon’s inquiry regarding expenditure instructions, Budget Manager/Finance Susan Giangrande advised that program enhancement requests could be initiated by the various departments but each request would require an explanation of the benefit for the City. City Manager Grace Leung advised she would like to understand the budget process as it stands today. Her preference would be to retain a “flat” budget, assuming the Departments can provide expected service delivery given their current appropriations. Committee Member William Collopy urged the Finance team examine work volume indicators for functions that are easily achievable. City Manager Leung advised that although the City may not be in a position to focus on unit costs during this budget process, she is supportive that the budget evaluation process will evolve in that direction over time. Finance Director/Treasurer Matusiewicz continued the presentation and noted the Goal Setting Workshop and Long-Range Financial Forecast (LRFF) were completed with City Council in February. He reported City Manager budget meetings were held with the departments and adjustments were made accordingly. He reported staff took an early look at the Capital Improvement Project (CIP) budget and finalized proposed budget decisions in March. Last, he reported the City Council will conduct public hearings, related to the proposed operating budget and CIP, beginning in June. Committee Member Larry Tucker noted the May 28 City Council/Finance Committee Joint Study Session is a review of proposed CIP projects, which does not typically involve the Finance Committee. He stated it would be more appropriate to conduct the Joint Study Session during the Operating Budget Review. It was agreed to move the Joint Study Session from May 28, 2019, to May 14, 2019. Finance Director/Treasurer Matusiewicz advised the budget adoption is slated for June 11, 2019. Finance Committee Meeting Minutes April 25, 2019 Page 3 of 9 Finance Director/Treasurer Matusiewicz presented a summary of the overall Operating Budget and advised the overall budget had increased by 1.6%. He advised new CIP appropriations are down $7.8 million and the overall CIP budget appropriation is $96 million. The actual CIP throughput ranges between $30 and $50 million. Finance/Administrative Manager Jamie Copeland advised the actual expenditures in the FY 2018-19 Revised Expenditures are in the $30 - $50 million dollar range, which is why $50 million is projected to move forward. Chair O’Neill clarified the $399 million for the FY 2019-20 Total Operating Budget is comprised of years of savings being used as well as funds from sources such as Enterprise Funds and Internal Services Funds. He also clarified that a re-budget is a CIP project that being carried forward because it was not extended in the previous year, although it does not mean the funding would be spent in the following year. In response to Mayor Dixon’s inquiries, Finance Director/Treasurer Matusiewicz clarified that $5 million of the New Appropriations in the CIP Projects would come from General Fund and other sources such as gas tax and the Orange County Transportation Authority (OCTA). He also clarified that the amount from the General Fund naturally fluctuates from year to year. Committee Member Collopy inquired if the largest appropriation difference between FY 2018- 19 and FY 2019-20 Operating Budget was the Corona del Mar Library. Chair O’Neill clarified it is probably from a number of projects and some of the projects are still just “Carry Forwards.” Finance/Administrative Manager Copeland clarified there were a couple of large Facilities Financial Plan (FFP) Projects, such as Grant Howald Park, and large dredging projects, which comprised large portions of the difference. Committee Member Collopy inquired if “Carry Forwards” from FY 2019-20 were extended and Chair O’Neill stated his understanding was they were adopted in the CIP. Chair O’Neill used the Corona del Mar Library Project as an example and noted it was a “Carry Forward” for several years in the CIP. In theory, the City Council could adopt the CIP without the Corona del Mar Library Project and Fire Station. It can be removed from the CIP by the City Council if it is no longer a priority. Finance Director/Treasurer Matusiewicz shared the General Fund Revenue projection and advised Property Taxes comprise 49% of General Fund Revenues, with 80% of the Property Taxes coming from residential property. He added that Sales Tax and Transient Occupancy Tax (TOT) are a smaller component of the General Fund, but much more volatile with the economy. Finance Director/Treasurer Matusiewicz advised he expects strong growth in Property Taxes and the City has a long-term running average in the 5% range. He reported that Sales Tax shows a decrease due to delayed remittances from 2017-18 expected to be received in 2018- 19 due to software issues at the State Board of Equalization. Finance Director/Treasurer Matusiewicz reported TOT is expected to increase due to new inventory is coming back online for 2020. This includes remodels that are fully available for rent. Mayor Dixon noted that TOT is growing because the City is collecting the revenue more efficiently. Finance Director/Treasurer Matusiewicz reported home sharing has increased, and code enforcement efforts are helping to equal out the playing field for those renting legitimately. City Manager Leung noted more people are using AirBnB-type services and a proposed ordinance will be presented to City Council to assist with code enforcement. In response to Committee Member Collopy’s inquiry, Finance Director/Treasurer Matusiewicz advised Sales Tax Revenue has been underestimated in the past, more so than overestimated. He noted that Mr. Mosher suggested several years ago it would be beneficial to see the original projection and the final projection so it can be fine-tuned, but did note Sales Tax Revenue is budgeted conservatively. Finance Committee Meeting Minutes April 25, 2019 Page 4 of 9 Committee Member Collopy inquired why Sales Tax Revenue increased greatly in 2016 and came back in 2017. Deputy Director/Finance Steve Montano advised this was a result of the Triple Flip. Finance Director/Treasurer Matusiewicz clarified that the State of California ended an archaic budgeting program which created a windfall in the numbers for 2016. In response to Committee Member Collopy’s inquiry, Finance Director/Treasurer Matusiewicz noted 2019 Sales Tax Revenues were overstated based from collections from the State Board of Equalization which then reflects as a decrease in the 2020 Sales Tax Revenue projections. Finance Director/Treasurer Matusiewicz presented General Fund Sources and Uses and noted the FY 2016-17 Surplus was appropriated in FY 2018-19. The FY 2017-18 Surplus is proposed for appropriation in the FY 2019-20 Proposed Budget. He noted $1.4 million of the FY 2017- 18 Surplus was used to purchase credits for utility undergrounding from the City of Lynwood. He reported that unallocated Unrestricted Funds are $1.9 million; however, there have been adjustments since the budget was printed. Chair O’Neill advised that City Council can choose to roll those funds forward. Finance Director/Treasurer Matusiewicz estimates those numbers will be larger than projected. In response to Chair O’Neill’s inquiry, Budget Manager/Finance Giangrande reported in FY 2018-19, employment was funded at 100%, but budget credit was not given to the Fire or Police Departments. Other department savings will cover that overage. She also advised that in FY 2019-20 there are no vacancies and very few Bargaining Unit Memorandum of Understanding (MOUs) that remain open. City Manager Leung reported that the Police Department is fully staffed. Finance Director/Treasurer Matusiewicz reported that the gap has been significantly closed in vacancies at the Police Department; however, there will be fewer dollars from salary savings in the next fiscal year. Finance Director/Treasurer Matusiewicz presented the Proposed General Fund Surplus Allocation. Chair O’Neill reported City Council Policy F-5, General Fund Surplus Utilization, can be reviewed by City Council after the budget is adopted. In response to Chair O’Neill’s inquiry, Finance Director/Treasurer Matusiewicz clarified that Neighborhood Enhancement Projects was $6.5 million, less the $1.4 million used in FY 2018- 19. In response to Mayor Dixon’s inquiry, Finance Director/Treasurer Matusiewicz confirmed approximately $2.5 million, in addition to the scheduled payment per the Master Plan of $3.5 million, was spent on seawalls. In response to Committee Member Collopy’s inquiry, Finance Director/Treasurer Matusiewicz advised that 50% of the $13 million is not being applied to Pensions because there is a program now to pay Unfunded Liabilities. Mayor Dixon advised that paying down Unfunded Liabilities is a line item in the budget. Chair O’Neill clarified the policy does not require the item to be Pensions but applies to Long-Term Liabilities. Mayor Dixon noted she prefers the policy as the item can be waived and helps frame the discussion of where Surplus Funds should be allocated. Committee Member Collopy advised he understands the policy but depending on what happens with the portfolio and CalPERS, he would like to see the $9 million become $13 million for a year if necessary. Mayor Dixon advised the amount can be increased. Finance Director/Treasurer Matusiewicz advised the Finance Committee can redirect the item to City Council per a suggestion from City Manager Leung. Finance Committee Meeting Minutes April 25, 2019 Page 5 of 9 Chair O’Neill clarified the process, noting City Manager Leung will present the Proposed Budget to City Council per the Charter, and advised the Finance Committee does not modify the Proposed Budget. Finance Director/Treasurer Matusiewicz advised the Finance Committee that there is an Interactive Budget Portal where the budget can be viewed in different ways and, by consensus the Finance Committee declined a demonstration, as they had previously viewed it. He illustrated the viewer in the presentation. Finance Director/Treasurer Matusiewicz reported on General Fund Expenditures and noted that roughly 53% of the expenditures are locked up by Salaries and Benefits. Transfers is where the most flexibility can be seen. City Manager Leung noted that 53% is a low number in comparison to other cities. Committee Member Collopy reported other cities, such as Santa Ana, Mission Viejo, Laguna Niguel, all pay over 50% of their General Fund into the Police services so it may not be wise to compare Newport Beach with other cities. City Manager Leung noted it would be difficult to compare Newport Beach to other cities given the high level of tourism in Newport Beach. It was discovered during the discussion that Slide No. 19. of the presentation is representing the entire Operating Budget and not just the General Fund. Chair O’Neill requested a new slide showing the General Fund Expenditures be created and added to the record; also, to be included in the presentation for City Council. Finance Director/Treasurer Matusiewicz presented General Fund Expenditures by Department and noted, such events as, re-alignment of the election cycle and City Council shifting some Airport Expenditures to the City Manager’s Office, resulting in a change in the numbers. In response to Mayor Dixon’s inquiry, City Manager Leung advised the slide represented Salaries, Benefits and Worker’s Compensation Claims. In response to Mayor Dixon’s inquiry, Finance Director/Treasurer Matusiewicz advised he did not have a specific slide for the Harbor Department. Chair O’Neill advised that the Harbor Department can be discussed at City Council. In response to Mayor Dixon’s inquiry, Budget Manager/Finance Giangrande advised the increase in Harbor Expenditures from $1.1 million to $1.3 million was for funding of the full-year contract for the management of the Balboa Yacht Basin when the Harbor Department was developed. Mayor Dixon suggested there be a footnote available for City Council review in the presentation as a question on the item is likely. In response to Mayor Dixon’s inquiry, City Manager Leung confirmed the City Manager’s Office increase is due to the Airport Contract Expenditures. Finance Director/Treasurer Matusiewicz presented General Fund Transfers ,which showed a mix of regular transfers as well as one-time transfers. He noted the Harbor & Beaches Capital Plan assumes a planned transfer per the Master Plan of $3.5 million but an additional transfer of $2 million of prior year surplus is also proposed to be transferred to this fund. In response to Chair O’Neill’s inquiry, Finance Director/Treasurer Matusiewicz reported that funding was set aside for the 800 MHz radio fund replacement and Budget Manager/Finance Giangrande confirmed it is part of the Equipment Fund. Finance Director/Treasurer Matusiewicz clarified most of the Workers’ Compensation Funding is statutory. City Manager Leung feels the City is being aggressive with the Workers’ Finance Committee Meeting Minutes April 25, 2019 Page 6 of 9 Compensation Program and noted she works closely with Human Resources to manage the claims. Committee Member Collopy believes the City has an aggressive Workers’ Compensation safety program as he discussed the issue with the Risk Management representative. Finance Director/Treasurer Matusiewicz advised that there is proposed legislation, which would extend the coverage to miscellaneous employees who support Police and Fire Safety services. Finance Director/Treasurer Matusiewicz presented the Internal Service Fund Charges, a history of what is charged to the various Departments. In response to Committee Member Collopy’s inquiry, Finance Director/Treasurer Matusiewicz advised the Worker’s Compensation charge would be spread across departments in a manner that considers department payroll and risks associated with those functions. In response to Mayor Dixon’s inquiry, Finance Director/Treasurer Matusiewicz advised that proposed vehicle purchases were larger than usual as a result of the ebb and flow of heavy equipment purchases and the life cycle of vehicles. Budget Manager/Finance Giangrande advised that the City completed a “True-Up” this year as the IT charge was not accurately capturing the full cost of some of the strategic purchases of the ERP and other large software platforms, which drove up the rate. Finance Director/Treasurer Matusiewicz advised this is reflected in the $1.1 million increase in IT Operations & Equipment. Mayor Dixon stated the policy was reviewed to increase mileage and usage requirement and Budget Manager/Finance Giangrande clarified it was not a typical expenditure. Finance Director/Treasurer Matusiewicz presented the Accelerated PERS Payment History (All Funds) and noted with the change in the Discount Rate reflected in an increase of 6.7% of normal cost. He also noted the Total Annual PERS Cost is only increasing by 3.6% where other cities are facing much larger increases. Chair O’Neill recommends adding a slide to show the City’s increase compared to other cities when presenting to City Council. Mayor Dixon noted that in FY 2017 the City paid $21 million in UAL compared to $34.5 million in FY 2019, which is helping the City in the long-run. Finance Director/Treasurer Matusiewicz presented the Funded Status and reported the numbers to reflect CalPERS Projection assuming a 7.0% annual return and no further Additional Discretionary Payments (ADPs). In response to Committee Member Collopy’s inquiry, Finance Director/Treasurer Matusiewicz advised that CalPERS rate of return is currently trending at 3% and does not believe they will hit 7% based on a conversation he had with CalPERS representatives. Finance Director/Treasurer Matusiewicz presented the 15–year-pay-down of Unfunded Pension Liability. He reported the balance going down is predicated on a 7% return. He cautioned in the event the return rate average near 6%, the City will need to ramp-up contributions. This would result in a $10 million loss per year based on his example. Committee Member Tucker noted the change in the discount rate from 7.5% to 7% cost the City $65 million. Finance Director/Treasurer Matusiewicz noted that the better funded the City is, the more volatility to expect. Finance Director/Treasurer Matusiewicz presented the CalPERS benefit Tier Summary that shows a trend from classic employees, which are the most expensive, to California Public Employees' Pension Reform Act (PEPRA) employees, representing a turnover of approximately 5% per year. Finance Committee Meeting Minutes April 25, 2019 Page 7 of 9 Finance Director/Treasurer Matusiewicz presented the three-year comparison of full-time and FTE positions and noted there would be one additional full-time position and 5.52 full-time equivalent part-time employees. City Manager Leung noted the additional position will be added to Streetlights thus reducing the high contract costs. Finance Director/Treasurer Matusiewicz presented the Changes in Full-Time Staffing from 2009-2020, Bargaining Unit Dates and Program Enhancements. He noted approximately $400,000 of the $1.3 million in General increases are one-time increases. In response to Committee Member Tucker’s inquiry, Finance Director/Treasurer Matusiewicz clarified Program Enhancement are adjustments in service levels. Finance Director/Treasurer Matusiewicz presented General Fund Sources and Uses and noted there will be over $1 million in Unrestricted Resources even if all the budget adjustments are adopted. City Manager Leung feels the City’s Revenues and Reserves are strong with proposed expenditures increasing modestly. She also reported agreements have been with reached with almost all bargaining units. She supports the continuation of an aggressive pension payment plan. She noted there is a full list of CIPs funded, and last, advised there was funding for City priorities including homelessness, $400,000 for the Airport, and the General Plan Update. In response to Mayor Dixon’s inquiry, City Manager Leung advised the $100,000 reduction entry to professional & technical services budget was to make a correction. In response to Committee Member Collopy’s inquiry, Finance Director/Treasurer Matusiewicz advised there was not a one-time buy out of pension contributions for those positions that were eliminated. Finance Director/Treasurer Matusiewicz advised the City cannot change pension contributions. In response to Mayor Dixon’s inquiry, City Manager Leung advised employees who transfer to other agencies or from other agencies start out pro-rata, however CalPERS reserves the right to charge other agencies. City Manager Leung advised the City needs to continue to watch Sales Tax and TOT trends closely. She also expressed concern regarding aging infrastructure, which will continue to require additional investment. Mayor Dixon noted the wear and tear on City streets due to construction is not being accounted for in the permitting process and believed an analysis needs to be completed for infrastructure. Committee Member Tucker suggested a fee for using the roads during a construction project. Finance Director/Treasurer Matusiewicz advised a fee study would need to be completed to assess its viability. Chair O’Neill inquired about the difference between today's presentation and what will be presented on May 16 Finance Committee meeting. Finance Director/Treasurer Matusiewicz advised that he is looking to the Finance Committee to provide feedback to determine what to present at the next meeting. Chair O’Neill does not recommend a deep-dive at the next meeting, however suggests the Harbor Department budget be considered. Committee Member Tucker suggested they dive into some of the details. In response to Committee Member Collopy’s inquiries, City Manager Leung advised the Human Resources Program Enhancements are for Workers’ Compensation payments premiums. She also believes the Workers’ Compensation management is adequate. Finance Committee Meeting Minutes April 25, 2019 Page 8 of 9 In response to Committee Member Collopy’s inquiries regarding the $500,000 reduction in funding for the Helicopter budget, City Manager Leung advised the budget was over-funded when the City contracted with Huntington Beach. She also reported the City does deploy drones for GIS mapping. Chair O’Neill will work with Finance Director/Treasurer Matusiewicz to ensure the larger expenditures are highlighted at the May 16 Finance Committee meeting. He also requested that a Fund Balances discussion take place. Chair O’Neill also requested water and utility rate increases be discussed. Chair O’Neill opened public comments. Jim Mosher suggested improvements for the presentation on May 16 and believes the current presentation is too long. He inquired about employees’ salaries and questioned if the budget accommodates room for salary increases that may not occur on July 1 of each year, but happen during different dates. Finance Director/Treasurer Matusiewicz advised the salary is blended to accommodate for the total amount to be paid for the year. Mr. Mosher inquired about Council Compensation and feels it should be capped at 5%, not 6.1%. Additionally, he noted Item D2 (City Council Budget) lists no employees. Chair O’Neill asked Finance Director/Treasurer Matusiewicz to investigate. Chair O’Neill closed public comments. There was no further action taken on this item. B.BUDGET AMENDMENTS FOR QUARTER ENDING MARCH 31, 2019 Summary: Staff will report on the budget amendments for the prior quarter. Recommended Action: Receive and file. Chair O’Neill opened public comments. Noting there were no other members of the public who elected to speak on this item, Chair O’Neill closed public comments. There was no further action taken on this item. C. WORK PLAN REVIEW Summary: Staff will review with the Committee the agenda topics scheduled for the remainder of the calendar year. Recommended Action: Receive and file. Chair O’Neill requested a subcommittee update on the Beacon Bay revenue model, with the opportunity to discuss process and scope, and a City budget overview, for the purpose of formulating recommendations, be placed on the agenda for May 16, 2019. If a final budget recommendation can be made, the meeting of May 30, 2019, may be canceled. Chair O’Neill requested the City Council/Finance Committee Joint Study Session take place on May 14, 2019. Chair O’Neill opened public comments. Noting there were no members of the public who elected to speak on this item, Chair O’Neill closed public comments. There was no further action taken on this item. Finance Committee Meeting Minutes April 25, 2019 Attest VI. FINANCE COMMITTEE ANNOUNCEMENTS ON MA TIERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON­ DISCUSSION ITEM) None VII.ADJOURNMENT The Finance Committee adjourned at 4:45 p.m. to the next regular meeting of the Finance Committee. Filed with these minutes are copies of all materials distributed at the meeting. The agenda for the Regular Meeting was posted on April 18, 2019, at 5:42 p.m., in the binder and on the City Hall Electronic Board located in the entrance of the Council Chambers at 100 Civic Center Drive. Will O'Neill, Chair Finance Committee Date Page 9 of 9