HomeMy WebLinkAboutFC_2015-04-15_MinutesFinance Committee Meeting Notes
April 15, 2015
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City of Atascadero
FINANCE COMMITTEE
NOTES
Wednesday, April 15, 2015
3:00 p.m.
Atascadero City Hall – Conference Room 106
6500 Palma Avenue, Atascadero, California
CALL TO ORDER:
Chairperson Moreno called the meeting to order at 3:03pm
Members Present: Council Member Kelley, Mayor Pro Tem Moreno, Administrative Services
Director Jeri Rangel, City Manager Rachelle Rickard
City Treasurer Gere Sibbach joined the meeting at 3:10pm
Absent: None
Staff Present: Deputy Administrative Services Director Cindy Chavez and Deputy City Clerk
Lori Mlynczak
PUBLIC COMMENT: None
RULES OF PUBLIC PARTICIPATION:
BUSINESS:
1. Review of the Budget Process
There was discussion on the budget process, how strategic planning sets the
stage for priorities. Staff develops action plans and will meet with Council on April
27th.
Department Heads initially budget so as to maintain current service levels.
Revenue projections are still being worked on. May is anticipated timeline when
the revenue projections will be shared with the Finance Committee.
There was a brief discussion of where CFD funds can be spent.
Finance Committee Meeting Notes
April 15, 2015
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Director Rangel shared that departments prepare budgets based on prior years,
with updates that are anticipated. These numbers will be refined and gone o ver
with the Finance Committee and then ultimately the budget will go to City Council
in June.
The process of Supplemental Requests was explained. Departments are to stay
within target or submit supplemental requests. This budget cycle the target is 4%
(over prior year) for the first year and then 2% in the 2nd year of the budget.
Question regarding how often the City is comparing actuals to budget. Director
Rangel explained that she meets individually with department heads each month to
review actual numbers and how they compare to the budget.
Question regarding contingency funds. City Manager Rickard explained that it
varies by department. It was pointed out that everyone (city staff) is watching
expenditures and monitoring each other. Treasurer Sibbach asked for clarification
that the Citywide contingency is only $100,000 and City Manager Rickard
confirmed.
Discussion regarding gasoline usage and whether or not it is worthwhile to look
into City having their own tanks. Liability issue was mentioned – would need to
determine if it’s worth the risk involved. City Manager Rickard explained that the
City looks into these options and will to continue to look for opportunities.
Concern regarding reserve spending was mentioned and addressed.
Question and brief discussion regarding when the City expects the Property Tax
estimate.
There was a brief discussion regarding sales tax revenues and spending trends.
Discussion regarding restrictions on money the City receives. There are 45+
separate funds to monitor these restrictions.
Director Rangel reviewed the prior budget document with the committee,
explaining each section.
Page B-11 is the 7 year projection for General Fund, showing the reserve amount
at the bottom. Director Rangel mentioned that Council policy is not go below a 20%
reserve.
Discussion regarding general fund, proprietary funds and internal service funds.
Brief discussion regarding transit fund and cash flow of the transit fund.
Department budget section was reviewed.
Capital projects section of budget document includes unfunded projects.
Finance Committee Meeting Notes
April 15, 2015
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Question regarding ½ cent sales tax which is a general sales tax – how will this be
tracked? City Manager Rickard and Director Rangel explained that t he City will be
able to track using the accounting software. A spe cial fund will be created
internally. This special fund will be combined with general fund during the audit
process but internally will remain separate.
A brief overview of the section showing funding sources for projects.
The 5 year capital improvement plan section pointed out.
Discussion regarding other funds, which include assessment districts, TBID, CFD.
2. Review of Debt Service Funds
Discussion regarding Debt Service Funds –
2010 Bond Debt Service Fund – to pay interest and principal on the bond.
City issued bonds for Redevelopment Agency with reimbursement
agreement to the City. These remain a legal obligation of the RDA.
Discussion regarding Successor Agency/RDA and how it relates to Walmart.
Brief discussion regarding Fund 492 – 1992 Street Improvement Assessments
Fund – Las Encinas & 3F Meadows.
Brief discussion regarding Fund 404 – Assessment District #4 Debt Service Fund –
Seperado/Cayucos Assessment Bonds
Brief discussion regarding Fund 409 – Assessment District #9 Debt Service Fund –
This fund has been closed out now.
Finance Committee Meeting Notes
April 15, 2015
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The next meeting date is scheduled for Friday, April 24, 2015. At the next meeting
Other Funds will be discussed. Treasurer Sibbach will not be able to attend.
At the May 13th meeting Capital Projects will be discussed.
At the May 27th meeting the Operating Section will be discussed.
There was a discussion of the Finance Committee receiving estimated revenue
projections prior to the May 27th meeting – possibly meet between May 13 and
May 27.
The meeting was adjourned at 4:10pm.
NOTES PREPARED BY:
____________________________________________
Lori Mlynczak, Deputy City Clerk