HomeMy WebLinkAboutFinance Committee Agenda Packet - May 31, 2023CITY OF NEWPORT BEACH
FINANCE COMMITTEE - SPECIAL MEETING AGENDA
Community Room - 100 Civic Center Drive
Wednesday, May 31, 2023 - 2:00 PM
Finance Committee - Special Meeting Members:
Will O'Neill, Chair
Noah Blom, Mayor
Joe Stapleton, Council Member
Allan Cashion, Committee Member
William Collopy, Committee Member
Keith Curry, Committee Member
Nancy Scarbrough, Committee Member
Staff Members:
Grace K. Leung, City Manager
Jason Al-Imam, Finance Director/Treasurer
Michael Gomez, Deputy Finance Director
Brittany Cleberg, Administrative Assistant
NOTICE REGARDING PRESENTATIONS REQUIRING USE OF CITY EQUIPMENT
Any presentation requiring the use of the City of Newport Beach’s equipment must be submitted to the Finance
Director/Treasurer 24 hours prior to the scheduled Finance Committee meeting.
NOTICE REGARDING PUBLIC PARTICIPATION
Questions and comments may also be submitted in writing for the Finance Committee’s consideration by sending them
to Jason Al-Imam, Finance Director/Treasurer, at jalimam@newportbeachca.gov. To give the Finance Committee
adequate time to review your questions and comments, please submit your written comments by no later than 5 p.m.
the day prior to the Finance Committee meeting. All correspondence will be made part of the record.
NOTICE TO THE PUBLIC
The Finance Committee meeting is subject to the Ralph M. Brown Act. Among other things, the Brown Act requires that
their agenda be posted at least twenty-four (24) hours in advance of each special meeting and that the public be allowed
to comment on agenda items before the Committee and items not on the agenda but are within the subject matter
jurisdiction of the Finance Committee. The Chair may limit public comments to a reasonable amount of time, generally
three (3) minutes per person.
It is the intention of the City of Newport Beach to comply with the Americans with Disabilities Act (“ADA”) in all respects.
If, as an attendee or a participant at this meeting, you will need special assistance beyond what is normally provided, the
City of Newport Beach will attempt to accommodate you in every reasonable manner. If requested, this agenda will be
made available in appropriate alternative formats to persons with a disability, as required by Section 202 of the
Americans with Disabilities Act of 1990 (42 U.S.C. Sec. 12132), and the federal rules and regulations adopted in
implementation thereof. Please contact the City Clerk’s Office at least forty-eight (48) hours prior to the meeting to
inform us of your particular needs and to determine if accommodation is feasible at (949) 644-3127 or
jalimam@newportbeachca.gov.
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Finance Committee - Special Meeting Meeting
I.CALL MEETING TO ORDER
II.ROLL CALL
III.PUBLIC COMMENTS ON CONSENT CALENDAR
Public comments are invited on agenda items. Speakers must limit comments to three (3)
minutes. Before speaking, we invite, but do not require, you to state your name for the record.
The [Board/Committee/Commission] has the discretion to extend or shorten the speakers’ time
limit on agenda items, provided the time limit adjustment is applied equally to all speakers. As
a courtesy, please turn cell phones off or set them in the silent mode.
IV.CONSENT CALENDAR
All matters listed under CONSENT CALENDAR are considered to be routine and will all be
enacted by one motion in the form listed below. [Board/Committee/Commission] Members
have received detailed staff reports on each of the items recommending an action. There will be
no separate discussion of these items prior to the time the [Board/Committee/Commission]
votes on the motion unless members of the [Board/Committee/Commission] request specific
items to be discussed and/or removed from the Consent Calendar for separate action.
Members of the public who wish to discuss a Consent Calendar item should come forward to
the lectern upon invitation by the Chair.
MINUTES OF APRIL 13, 2023A.
Recommended Action:
Approve and file.
2023-04-13 MINUTES DRAFT
V.CURRENT BUSINESS
FINANCE COMMITTEE RECOMMENDATION TO THE CITY COUNCIL FOR
THE FISCAL YEAR 2023-24 OPERATING BUDGET
A.
Summary:
The Finance Committee reviewed in detail the City Manager’s Proposed Operating
Budget for Fiscal Year 2023-24 and held multiple meetings to discuss the budget in
advance of the joint Study Session with the City Council on May 23, 2023. Pursuant
to City Council Policy F-3 and City Council Resolution No. 2018-71, the Finance
Committee is responsible for reviewing and recommending that the City Council
consider approval of the Proposed Operating Budget after the joint meeting.
Recommended Action:
It is recommended that the Finance Committee consider recommending that the City
Council consider approval of the Proposed Operating Budget for Fiscal Year
2023-24.
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Finance Committee - Special Meeting Meeting
WORK PLAN REVIEWB.
Summary:
Staff will report on the upcoming Finance Committee items.
Recommended Action:
Receive and file.
ATTACHMENT A
VI.ADJOURNMENT
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Finance Committee Meeting Minutes April 13, 2023
Page 1 of 7
CITY OF NEWPORT BEACH FINANCE COMMITTEE APRIL 13, 2023 MEETING MINUTES I. CALL MEETING TO ORDER The meeting was called to order at 3:00 p.m. II. ROLL CALL PRESENT: Noah Blom, Mayor
Allen Cashion, Committee Member William Collopy, Committee Member Keith Curry, Committee Member Nancy Scarbrough, Committee Member
ABSENT: Will O’Neill, Chair (excused)
Joe Stapleton, Council Member (excused) STAFF PRESENT: City Manager Grace K. Leung, Finance Director Jason Al-Imam, Deputy Finance Director Michael Gomez, Administrative Assistant Amy Byrne,
Budget Manager Shelby Burguan, Budget Analyst Eric Wilson, Budget Analyst Jessica Nguyen, Contracts and Purchasing Manager Sander
Huang, Community Development Director Seimone Jurjis, Public Works Director Dave Webb, Deputy Public Works Director Micah Martin, Deputy
Director of Support Services/Police Department Jonathan Stafford, Fire Chief Jeff Boyles, Assistant Fire Chief Justin Carr, EMS Chief Kristin
Thomas, Training Battalion Chief Phil Puhek, Battalion Chief Brian McDonough, Fire Marshal James Gillespie, Administrative Manager/Fire
Department Raymund Reyes, Harbormaster Paul Blank
MEMBERS OF THE PUBLIC: Jim Mosher, Resident; Charles Klobe, Resident
OTHER ENTITIES: Terry Madsen, Clear Source
III. PUBLIC COMMENTS
Mayor Blom opened public comments.
Jim Mosher inquired whether staff provided the Commission answers as to whether CalPERS has
been impacted by recent bank failures and why residential piers were omitted from list of top ten revenue sources. He inquired whether the City Council’s recent decision to not declare a state of
emergency as related to recent storms will impact the City’s ability to access relief funding.
Finance Director Al-Imam responded that CalPERS has approximately 0.02% in exposure due to investment holdings with Silicon Valley Bank and Signature Bank. He also confirmed that the revenue from residential piers is deposited into the Tidelands Fund and split between the operating and capital funds, respectively.
City Manager Leung responded the City is able to seek reimbursement for storm-related damages
under the County’s emergency declaration. She also confirmed damages to residences may also qualify for reimbursement under the County’s emergency declaration. Seeing no others, Mayor Blom closed public comments.
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IV. CONSENT CALENDAR A. MINUTES OF MARCH 16, 2023 Recommended Action: Approve and file.
Mayor Blom opened public comments. Resident Jim Mosher and Committee Member Scarbrough requested amendments to the subject minutes. Seeing no other public comments, Mayor Blom closed public comments.
MOTION: Curry moved to approve the minutes of March 16, 2023, as amended, seconded by Collopy. The motion carried as follows:
AYES: Blom, Cashion, Collopy, Curry, Scarbrough NOES: None
ABSENT: O’Neill, Stapleton ABSTAIN: None V. CURRENT BUSINESS A. 2023 FEE STUDY UPDATE Summary: Staff will present the Master Fee Schedule to the Finance Committee prior to presenting it to the City Council Recommended Action: Receive and file.
Deputy Finance Director Gomez provided a staff report. The PowerPoint presentation displayed focused on Community Development, Fire Department, and Police Department fees.
The majority of fees presented are “cost-recovery” based, as there is a maximum amount to provide the service which the established fee cannot exceed. The City has the authority to
charge fees pursuant to its Municipal Code, with some fees designated as a subsidy. The majority of fees are set to achieve 100% cost recovery. The purpose of the fee study is to
confirm the costs for providing certain City services.
Terry Madsen, City consultant, presented information about the fee study, and noted the proposed changes in fees are small scale incremental adjustments, which are more feasible to
manage over time. In response to an inquiry from Committee Member Collopy, Mr. Madsen confirmed the fees charged can only cover the cost of providing the service and can only be
adjusted accordingly.
Mr. Madsen detailed the two major categories of Community Development fees, building permit-related and planning-related. There are no new fees proposed in the building permit
category. The building permit proposed fee adjustments are set to increase by 3% to reflect cost of providing the service. There are two new proposed fees in the planning category, the
first of which is a General Plan Maintenance Fee, which is allowed by the California Government Code. The proposed amount is 5% of each building permit fee. Mr. Madsen confirmed that the fee study involved identifying other cities that charge a similar fee and how the City’s proposed fee compares regionally.
Committee Member Collopy inquired whether the costs to update the City’s General Plan would
meet or exceed the funds that would be collected if the General Plan Maintenance Fee was approved. City Manager Leung confirmed the City currently has $1 million budgeted for the General Plan Update. Community Development Director Jurjis provided additional detail regarding the elements involved in updating the City’s General Plan, including the recent
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$500,000 expenditure to updating just the Housing Element. An update to each General Plan element has a different cost associated. Committee Member Collopy inquired whether the proposed fees are covering City staff time, which is already included in the City budget. Community Development Director Jurjis responded that the update to the elements include review of large-scale multi-family
developments which impacts taxpayers and staff is identifying measures to offset the resulting costs to incorporate them into the General Plan. The City also utilizes consultant services for General Plan updates. Additionally, City Manager Leung confirmed the City will accrue the General Plan Maintenance Fees in a separate fund and apply them to offset the costs for General Plan-required updates as they are incurred.
In response to Committee Member Collopy’s inquiry, Mr. Madsen stated the litigation defense fee is proposed as a method to formally document in the fee schedule, that the City will pass-through the full costs of project-related legal fees to the applicant. He also confirmed staff proactively reached out to the Building Industry Association (BIA), the primary stakeholder
association for development-related matters, and walked them through the proposed fee. The BIA had no opposition.
Mr. Madsen continued with the presentation on Fire Department fees, categorized under fire prevention and EMS. Under fire prevention, only minor changes were proposed to reflect increased cost of service. Two fee modifications were proposed to enhance correlation
between service provided and fee collected. Fee restructuring enables scaling of fees for fire alarm system review and fire sprinkler system review for buildings in excess of two stories.
Regarding EMS fees, the emergency transport fees will increase by 2% and the paramedic subscription fees will increase by $2 per month effective January 2024.
Committee Member Scarbrough inquired whether the proposed fees take into consideration
the salaries and benefits of employees hired at increased rates. Mr. Madsen and City Manager Leung confirmed the proposed fees are based upon hours to perform services, not vacancies.
Mr. Madsen continued with the presentation of Police Department fees, noting they are
primarily tax funded. There are no new fees proposed. Minor incremental adjustments were proposed for Police administrative fees. Several updates are proposed for animal regulation
fees and Mr. Madsen provided details on those items.
In response to an inquiry from Committee Member Collopy, Deputy Director/Police Department Stafford confirmed the costs related to police reports are for a copy of an official report, not a
cost for taking an incident report. Mr. Stafford provided detail on the City’s policy for cost recovery, particularly as related to lowering fees for copies of incident reports requested by
crime victims.
In response to an inquiry from Committee Member Cashion, Deputy Finance Director Gomez responded the City is working toward 100% cost recovery on fees for services provided.
In response to an inquiry from Committee Member Collopy, Deputy Finance Director Gomez
responded the fee study incorporates salaries, benefits, and the direct cost for providing services. Committee Member Scarbrough inquired regarding the rounding of numbers to account for
incremental percentage increases in proposed fees. Deputy Finance Director Gomez does have a policy for rounding for small numbers and it will capture the increases over time.
Mr. Madsen concluded the report by noting the fee study includes memorialization of pass-through fees for vendor payment processing costs for payments made via cell phone applications. There is no net revenue to the City for these fees.
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Committee discussion ensued regarding the fees and costs for parking tickets and citations. In response to Committee inquiries, Deputy Director/Police Department Stafford responded the State controls moving violation fines and the revenue comes back to the City in an amount and proportion determined by the State. Parking violations include involvement of the Coastal Commission on certain parking items. The City’s municipal codes sets standards for citations. City Manager Leung noted staff would provide additional information on fines as related to
parking. The presentation continued with information provided on the annual subsidies proposed for Community Development, Fire Department, and Police Department fees. In response to an inquiry from Committee Member Scarbrough, City Manager Leung confirmed
the City does not differentiate between residents and non-residents as related to Fire Department response fees. Committee discussion ensued on the rationale for the 40% increase in Fire Department fees
and whether it will incentivize individuals to sign up for the Paramedic subscription program. Administrative Manager/Fire Department Reyes responded noting the City attempts to charge
the insurance company regardless of whether the resident is subscribed to the program. The remainder, if not reimbursed by insurance, is charged to the individual who received services. Staff spoke regarding their efforts to market the program.
Mayor Blom opened public comments.
Jim Mosher commented the City’s charge for copies is three cents per page, noted there is no amount for Police Department cost recovery on page 55 of the agenda report, and inquired as
to whether it is the labor charge. He inquired if fees could be waived for nonprofit organizations, such as for pet adoptions. He suggested removing redundancy throughout the proposed fee
document. He also requested clarification of the proposed Planning fees listed on pages 54 and 55 of the subject document. In closing, he suggested the appeals fee may be too high and
inquired as to how the appeals fee is being justified.
It was confirmed the appeals fee was changed to reimburse appeals fees to appellants whose appeals were successful.
Seeing no other speakers, Mayor Blom closed public comments. MOTION: Curry moved to receive and file the report, seconded by Collopy. The motion carried
as follows: AYES: Blom, Cashion, Collopy, Curry, Scarbrough NOES: None
ABSENT: O’Neill, Stapleton ABSTAIN: None
B. PROPOSED FY 2023-24 BUDGET OVERVIEW Summary: Staff will present to the Committee an overview of the expenditure budget for FY 2023-24 that will be presented to the City Council in May. Recommended Action: Receive and file. Finance Director Al-Imam and various Finance Department staff provided a staff report and PowerPoint presentation. Mr. Al-Imam highlighted the City’s dedication to providing high quality
services and programs throughout the community. The City has an accelerated pension plan, with the goal of paying off pension debt liability by 2032. The budget development timeline and
City Council/public review schedule was presented. A snapshot of the current fiscal year financial position was presented, including a recap of the second quarter financials.
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Budget Manager Burguan presented the proposed budget information for Fiscal Year 2023-24, including display of a chart with a five-year history of the City’s entire budget and a summary of all expenditures and revenues. In response to an inquiry from Committee Member Collopy, City staff reported that early in the pandemic, the City suspended certain capital improvement projects (CIP) which may explain
the ebbs and flows of the CIP fund over the past few years. In response to an inquiry from Committee Member Collopy, City staff responded the adopted budget is what is approved and goes into effect on July 1st (start of each Fiscal Year). Budget Manager Burguan provided detail as to the reasons for the anticipated Fiscal Year
2023-24 budget growth of 6.2% over the previous Fiscal Year. Slide 19 of the PowerPoint presentation provided the costs and percent change for significant factors involved in the increase. City Manager Leung supplied detail on the additional position in Human Resources and overfilling to cover anticipated retirements. Ms. Leung expanded on the City’s recruitment and retention efforts.
In response to an inquiry from Committee Member Collopy, it was confirmed the “additional top step” is an added 5% for employees that have been at their top step for at least one year. Budget Manager Burguan provided detail related to general fund expenditures by Department.
In response to an inquiry from Committee Member Collopy, Ms. Burguan confirmed the City
Manager’s budget is proposed to increase by 11.6% due to anticipated homeless services programs and projects. Budget Manager Burguan provided detail related to general fund transfers for various projects.
An additional PowerPoint slide was presented which detailed general fund internal service fund charges for various items.
In response to an inquiry from Committee Member Scarbrough, City Manager Leung confirmed
the proposed Parks Specific CIP projects has commenced to provide a placeholder for various parks projects, as an assessment of the parks is planned utilizing the services of a consultant.
In response to an inquiry from Committee Member Collopy, staff confirmed the plan to place
the OPEB 115 trust fund back on the books. General Committee discussion ensued on this item. City Manager Leung reported additional information will be provided to the Committee on
valuation.
Budget Manager Burguan provided detail related to proposed program enhancements and staffing changes.
Committee Member Scarbrough inquired as whether there would be a benefit to documenting
Fire Department services provided to residents versus tourists. City Manager Leung responded there are several data points to consider and that it may be quite challenging to raise parking
fees in the coastal area.
Committee discussion ensued on the various program enhancements and staffing changes that are proposed for the new Fiscal Year. Fire Chief Boyles confirmed the Department will be
able to hire six additional staff and will be ready to bring them on in October. Fire Chief Boyles confirmed there are currently approximately 111-112 sworn staff.
In response to an inquiry from Committee Member Collopy, City Manager Leung confirmed Human Resources has been working at anexceedingly high pace to handle recruitments and additional staff is proposed to assist with those efforts. Ms. Leung is committed to have a
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positive workplace culture in the City’s organization and to developing a world-class training program. Finance Director Al-Imam provided detail on general fund reserves and surplus, including sources and uses, recent changes to the City’s pension liability, historical investment returns and the City’s funded status, turnover of employees into Tiers 2 and 3, and the adjusted
unfunded liability paydown strategy. In response to an inquiry from Committee Member Collopy, Finance Director Al-Imam stated the required contribution is about 30, which is 10 to 15 times greater than what is required on indebtedness. Additionally, City Manager Leung comment that the City does not have a budget right not for long-term forecasts for significant development agreement revenue.
Finance Director Al-Imam concluded the staff report and noted the budget will be presented to the City Council for their review and consideration at upcoming public meetings.
Mayor Blom opened public comments.
Jim Mosher commented that he and many others were confused by the recent “additional top step” increase of 5% and interpreted it as being an across the board 5% increase in all staff salary ranges. He requested clarification regarding the cost-of-living adjustments that have been actually approved.
Staff confirmed the cost-of-living adjustments on slide 19 of the PowerPoint presentation
represent 1.7% of the projected 6.2% budget growth anticipated in the upcoming Fiscal Year.
Seeing no other speakers, Mayor Blom closed public comments.
There was no further action taken on this item. C. BUDGET AMENDMENTS FOR QUARTER ENDING MARCH 31, 2023 Summary: Staff will report on the budget amendments from the prior quarter. Recommended Action: Receive and file.
Mayor Blom opened public comments.
Jim Mosher requested clarification on the $20,000 for employee luncheon, which he understood was previously paid for by the Chamber of Commerce and not the City. He also
requested clarification as to the $7,000 for the City website refresh.
City Manager Leung responded the City is responsible for the cost of the employee luncheon and the Chamber of Commerce supplements the program through various in-kind services.
She also confirmed the importance of ensuring the City’s website is updated consistently for public transparency and that mobile device users can access and view the website.
Seeing no other speakers, Mayor Blom closed public comments.
There was no further action taken on this item. D. WORK PLAN REVIEW Summary: Staff will report on the upcoming Finance Committee items. Recommended Action: Receive and file.
Mayor Blom opened public comments. Seeing none, Mayor Blom closed public comments. Committee Member Scarbrough requested to have the budget update report in advance. City
Manager Leung confirmed the report will be transmitted to the Committee accordingly.
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Committee Member Collopy reported he will not be in attendance at the May 23 and 25, 2023 meetings. VI. ADJOURNMENT
The Finance Committee adjourned at 5:00 p.m. to the next regular meeting of the Finance Committee. The agenda for the Regular Meeting was posted on April 7, 2023, at 2:25 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.
Attest:
___________________________________ _____________________ Will O’Neill, Chair Date Finance Committee
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ITEM NO. 4A1 PUBLIC COMMENTS ON
CONSENT CALENDAR
ATTACHMENT A
PUBLIC COMMENTS – ADDITIONAL MATERIALS RECEIVED
May 31, 2023, Finance Committee Comments
These comments on an item on the Newport Beach Finance Committee agenda are submitted by: Jim
Mosher ( jimmosher@yahoo.com ), 2210 Private Road, Newport Beach 92660 (949-548-6229)
Item IV.A. MINUTES OF APRIL13, 2023
Changes to the draft minutes passages shown in italics are suggested in strikeout underline format.
Page 1, Item III, paragraph 2: “Jim Mosher inquired whether staff provided the Commission
answers as to whether CalPERS has been impacted by recent bank failures and why residential
piers were omitted from the list of top ten revenue sources.”
Page 3, last paragraph: “Mr. Madsen concluded the report by noting the fee study includes
memorialization of pass-through fees for vendor payment processing costs for parking
payments made via cell phone applications.” [?]
Page 4, paragraph 4: “Committee discussion ensued on the rationale for the 40% increase in
Fire Department fees and whether it will de-incentivize individuals to sign up for the Paramedic
subscription program.” [?]
Page 5, last paragraph: “In response to an inquiry from Committee Member Collopy, City
Manager Leung confirmed Human Resources has been working at anexceedingly an
exceedingly high pace to handle recruitments and additional staff is proposed to assist with
those efforts.”
Page 6, full paragraph 2: “In response to an inquiry from Committee Member Collopy, Finance
Director Al-Imam stated the required contribution is about $30 million, which is 10 to 15 times
greater than what is required on indebtedness. Additionally, City Manager Leung comment that
the City does not have a budget right not now for long-term forecasts for significant
development agreement revenue.” [?]
Item V.A. FINANCE COMMITTEE RECOMMENDATION TO THE CITY
COUNCIL FOR THE FISCAL YEAR 2023-24 OPERATING BUDGET
Although the City budget continues to be publicly reviewed by the Finance Committee and the
City Council, public awareness and input to it is significantly less extensive than it was once
expected to be.
Although City Charter Section 701 still says “The City Council shall include in its annual budget
such appropriations of funds as in its opinion shall be sufficient for the efficient and proper
functioning of [such] boards and commissions,” the original City Charter, approved by voters in
1954, envisioned a more active role for those boards and commissions. Most of the budget-
preparation provisions ensuring that were deleted by Measure EE in 2012.
Among the original provisions in the original Charter:
Section 1101 required “each board or commission” (as well as “each department”), by a date
and in a form set by the City Manager, to “furnish to the City Manager estimates of revenue
and expenditures for his department or for such board or commission for the ensuing fiscal
year.”
Item No. 4A1
Public CommentsAdditional Materials Received
May 31, 2023
May 31, 2023, Finance Committee comments - Jim Mosher Page 2 of 4
Subsection 708(c) required the Board of Library Trustees to “Consider the annual budget for
library purposes during the process of its preparation and make recommendations with
respect thereto to the City Council and City Manager.”
Subsection 709(b) required the Parks, Beaches and Recreation Commission to “Consider
the annual budget for parks, beaches, recreation, parkways and street tree purposes during
the process of its preparation and make recommendations with respect thereto to the City
Council and the City Manager.”
Subsection 707(c) required the Planning Commission to “Make recommendations to the
City Council concerning proposed public works and for the clearance and rebuilding of
blighted or substandard areas within the City” (presumably including consideration of their
cost).
Of these, only the Board of Library Trustees’ role in budgeting survived Measure EE, and they
are presented only with a single-page summary of anticipated systemwide library expenditures
compressed into broad categories (seen, this year at their February 21 meeting, where they saw
staff’s proposed requests, and again at their May 15 meeting, where they saw a similarly-
summarized version of the City Manager’s proposal to the Council). To the best of my
knowledge, they never reviewed anticipated library revenues, even at that summarized high
level.
At the Trustees’ May 15 meeting, I pointed out the recent posting of the City Manger’s proposed
Budget Detail book, with its much richer listing of actual and anticipated expenses. Had they
had a chance to reviewed it, they might have wondered about such anomalies as the Central
Library and new Corona del Mar Branch anticipating utilities expenses for water, electricity and
gas (pages 136 and 133), while the Mariners Branch expects no expenses for water (page 134)
and the Balboa Branch none for electricity or gas (page 137).
The Trustees did not ask, and staff did not explain, if still more detail exists in preparing the
anticipated Budget Detail line items. For example, is there a list of specific anticipated travel and
training, or professional services, needed in the coming year used to justify the requested line
items for those sub-categories?
In that regard, the Finance Committee will remember I have attempted to call attention to the
City’s Fiscal Sustainability Plan, adopted in 2010 and revised in 2015, Provision 8 of which says
“The City will initiate a "results-based budgeting" approach that allows the public and the City
Council to prioritize City expenditures strategically rather than simply adjusting legacy
expenditures to reflect inflation.”
At the Committee’s May 11 meeting I was assured the City had made considerable progress in
that regard. However, as I pointed out at the May 23 Joint Meeting of the Committee and
Council, in reviewing the departmental budgets, the most common variance one sees in the
comparisons of proposed to previous line items is “0.00%.” This suggests not only that legacy
expenditures continue to be carried forward, but that many are not even being adjusted for
inflation. This is particularly surprising in the “Supplies & Materials” sub-category, since one
would expect those to rise.
May 31, 2023, Finance Committee comments - Jim Mosher Page 3 of 4
Regarding “Utilities” charges, it seems strange that water, electricity and gas costs are expected
to increase at most facilities but not all (for example, only electricity going up at the Central
Library, page 136, but across the board increases as OASIS, page 208).
And I find it strange that sewer bills (including the OC Sanitation District property tax levy)
appear under “Maintenance & Repair” rather than “Utilities.”1
I also find it frustrating that I have no idea where in the Budget Detail I should look to find the
anticipated utility expenses for operating the City Center facility: I find the expenses for several
community centers listed starting on page 199 under the “Recreation” tab, but what department
would Civic Center expenses be under?2
Likewise, someone asked me over the weekend how much the City budgets for insurance and
self-insurance costs. I did not know where to look. Since Risk Management falls in the Human
Resources Department, I thought I might find those there, but didn’t. I think I am finding them on
pages 226 and 227, but guessing from the cryptic titles what expenses appear under what title
is a challenge.
Part of that uncertainty may be because the Budget Detail book is linked to from the City
website as a standalone document with little additional explanation beyond what can be gleaned
from the printout of the “Budget Adoption and Administration Policy” printed out starting on page
11 of the Budget Book.
To follow-up on my comments at the May 23 joint meeting, without further guidance, I truly don’t
understand how one is supposed to read the “Other Activities” section, starting on page 225.
Budget Manager Burguan was kind enough to point out that the list of “proposed interfund
transfers,” which page 225 says can be found “at the end of this section,” is actually on page 57
(at the end of the “Fund Balance” section).
What I don’t understand is the tab says it is used to report “Internal Services and Other
Activities,” which one might take to mean anticipated expenses not allocated to the individual
departments listed in the sections that precede it.
But much of it seems to duplicate expenses previously reported under those departments. For
example, “Equipment Maintenance,” starting on page 227, appears to repeat the same
expenses listed under Public Works, starting on page 182, and that heading itself contains
“Interval Svc Charge” costs, reported as positive on both page 184 and page 228. Similarly,
“City Mgr Informtn Technology,” starting on page 231, appears to repeat expenses that were
previously listed as a departmental expense under City Manager on page 77.
1 It is a mystery to me why water bills would be in one category and sewer bills in another. Yet paying into
the City’s Water and Wastewater Enterprise Funds is an improvement over years in the not-to-distant
past where City facilities did not pay at all for their use of City-supplied water and sewer services.
2 Pages 202-203 list expenses associated with the program for renting the Community Room, which
include $1,500 for “maintenance and repair.” I would guess Civic Center utility expenses might fall in the
Public Works’ “Facility Maintenance” budget starting on page 173, but I don’t know what else that might
reflect.
May 31, 2023, Finance Committee comments - Jim Mosher Page 4 of 4
Exactly what it means is unclear to me, and the “Grand Total” of $40,800,023 at the end of the
Internal Service Funds category on page 233 doesn’t seem to correlate with anything listed in
the expenditure summaries on page 43 or the following pages.
Adding to my confusion about this section, a note at the bottom of page 225 says “The category
listed as “Other Activities” this fiscal year includes Debt Service Estimates, the Environmental
Liability Fund, and the Ackerman Fund appropriations for a City Scholarship and Library
Equipment.”
But of those, all I can find is the Debt Service Estimates on page 234 – which, if I am reading
them correctly, suggests that after 13 years of paying nearly $10 million a year, and with 18
years to go, we have only managed to reduce $106,575,000 of debt incurred in 2010 to
$91,190,000
Item V. C. WORK PLAN REVIEW
Regarding the City’s Fiscal Sustainability Plan, scheduled to come back for review by the
Committee in October, I would like to call the Committee members’ attention to the staff report
presented to the Council on January 12, 2010, as Item 20, when it was originally adopted. That
contains strategies the City hoped to follow to implement each of its recommendations.
For “results -based budgeting," the hope was to “Begin a practice of building departmental
budgets from the base up, with a more detailed discussion of programs within each budget unit
including examining where the City should position itself 3 -5 years from now.”
And as part of the goal to “implement a Performance Measurement/ Management Strategy,” the
idea was “Incorporate performance measurements into the City' s budget documents and City
management, and report back to the Council accordingly.” I am not sure I see performance
measurements in the City' s current budget documents.
In addition to the City’s long-neglected Fiscal Sustainability Plan, I believe I had time to mention
(see page 2 of my previous comments) at the Joint Meeting that the City also has an equally-
neglected separate Strategic Plan for Fiscal and Economic Sustainability which the Finance
Committee may also wish to review.
This Strategic Plan, which was first adopted on July 24, 2007, deals mostly with fostering
business development in the city, and is an implementing program of the still-current 2006
General Plan.
I have heard it said Newport Beach is so inherently attractive to business that it has one of the
few city governments in Orange County without an Economic Development Department. But it
does still have an Economic Development Division within the City Manager’s Office, the
proposed FY24 budget for which is found starting at the bottom of page 75 of the Budget book.
What is missing is the Economic Development Committee that existed at the time of the Plan’s
adoption: in 2011, the EDC was sunset, with its functions subsumed into two no longer existing
Council committees, and the work of the EDD personnel was contracted out.
To the best of my knowledge, the Strategic Plan is still active, but the annual reviews have been
neglected since the first in 2009.
ITEM NO. 5A1 FINANCE COMMITTEE
RECOMMENDATION TO THE CITY COUNCIL
FOR THE FISCAL YEAR 2023-24 OPERATING
BUDGET
ATTACHMENT A
STAFF PRESENTATION – ADDITIONAL MATERIALS RECEIVED
City of Newport Beach –Finance Department
Finance Committee
Special Meeting
May 31, 2023
1
Item No. 5A1
Finance Committee Recommendation to the City
Council for the Fiscal Year 2023-24 Operating Budget
Additional Materials Received
May 31, 2023
City of Newport Beach –Finance Department 2
Summary of All Funds –Expenditures
•6.3% growth in operating budget, primarily due to:
•Additional step added to all classifications
•Continuation of 1.5% pension holiday/increase to cafeteria allowance
•Higher volume year for routine vehicle replacement
•Proposed Program Enhancement Requests
•FY 2022-23 includes capital project funding from prior surpluses and ARPA
Note: Prior year amounts have been restated to align with the current accounting
for Tideland expenditures.
FY 20
Adopted
FY 21
Adopted
FY 22
Adopted
FY 23
Adopted
FY 24
Proposed
%
Variance
Operating Budget 287,812,218 290,407,369 291,523,400 330,919,923 351,870,115 6.3%
Transfers Out 47,637,351 27,979,154 39,075,536 53,035,836 58,859,125 11.0%
CIP New Appropriations 45,686,890 31,377,224 35,506,078 71,030,292 29,375,044 -58.6%
Total Budget 381,136,459 349,763,747 366,105,014 454,986,051 440,104,284 -3.3%
City of Newport Beach –Finance Department 3
General Fund Sources and Uses
2022-23
Projected
2023-24
Projected
Beginning Unrestricted Fund Balance $24,093,441 $ -
Operating Revenues & Transfers In 295,800,140 304,058,704
Operating Expenditures & Transfers Out (282,326,545)(293,917,485)
Repayment of Advances 1,250,000 1,250,000
Prior Year Resources Carried Forward 4,429,573 -
Non-Operating Transfers Out (27,457,903)-
Preliminary Ending Unrestricted Fund Balance 15,788,706 11,391,219
Increase in Contingency Reserve (estimated)(3,146,237)-
Repayment of FFP & GF CIP for Dove St (5,206,562)-
Additional CalPERS UAL Payment ($40m to $45m)-(5,000,000)
Final Ending Unrestricted Fund Balance $7,435,907 $6,391,219
ITEM NO. 5B WORK PLAN REVIEW
ATTACHMENT A
11
5/5/23
Scheduled Date Agenda Title Report Type Agenda Description
Wednesday, July 26, 2023
Special Meeting
Utility Rate Primer Presentation Utilities Director Mark Vukojevic will present the results of the Water and
Wastewater Utilities rate study .
Rescheduled from May Financial Statement Auditor's Communication with the Finance Committee acting
as the City's Audit Committee Presentation
The City's external auditors, Davis Farr LLP, will provide an overview
presentation regarding the audit process and request feedback from the
Committee regarding any information that may assist them in their audit of the City's financial statements.
Workplan Review Receive and File Staff will report on the upcoming Finance Committee items.
Thursday, September 14, 2023
Annual Review of Investment Performance Presentation
The City's investment advisor, Chandler Asset Management, will report on the
performance of the City's investment portfolio for the fiscal year ending June 30, 2023.
Annual Review of Investment Policy Presentation Staff will provide a presentation regarding any changes proposed to the City's Investment Policy by staff or the City's investment advisor prior to the Investment Policy being approved by the City Council.
Rescheduled from May Internal Audit Program Update Presentation Presentation of reports, findings, and recommendations from the FY 2022-23 audit program.
Budget Amendments for Quarter Ending June 30, 2023 Receive and File Staff will report on the budget amendments from the prior quarter.
Workplan Review Receive and File Staff will report on the upcoming Finance Committee items.
Thursday, October 12, 2023
Budget Amendments for Quarter Ending September 30, 2023 Receive and File Staff will report on the budget amendments from the prior quarter.
Fiscal Sustainability Plan Review
OPEB Actuarial Valuation Report Update Presentation Staff will provide the Committee with an overview of the Fiscal Year 2022-23 actuarial valuation report prepared by the City's actuary.
Workplan Review Receive and File Staff will report on the upcoming Finance Committee items.
Thursday, November 16, 2023
Rescheduled from October Year-End Budget Results and Surplus Allocation Presentation Staff will provide a presentation regarding the year-end budget results for FY 2022-23 and recommendations for allocation of any year-end budget surplus.
Newport Beach Finance Committee Work Plan
June 2023
Committee Recess
August 2023
September 2023 Committee Recess
July 2023
October 2023
November 2023
1
12
5/5/23
Scheduled Date Agenda Title Report Type Agenda Description
Newport Beach Finance Committee Work Plan
First Quarter Budget Update Presentation Staff will provide a presentation regarding the year-to-date and projected FY 2023-24 budget performance.
CalPERS Update Presentation
Staff will provide the Committee with an overview of the data from the latest
actuarial reports from CalPERS as well as their impact on prior projections of
the paydown of the City's unfunded pension liability.
Long Range Financial Forecast (LRFF) Update Presentation Staff will brief the Committee regarding the results of the updated LRFF analysis.
December 2023
Committee Recess
2
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