03/19/2013 - SPCITY OF GRAND TERRACE
CITY COUNCIL
AGENDA • MARCH 19, 2013
Council Chambers Special Meeting 6:00 PM
Grand Terrace Civic Center • 22795 Barton Road
City of Grand Terrace Page 1 Updated 3/14/2013 12:04 PM
The City of Grand Terrace complies with the Americans with Disabilities Act of 1990. If you require
special assistance to participate in this meeting, please call the City Clerk’s office at (909) 824-6621 at
least 48 hours prior to the meeting.
If you desire to address the City Council during the meeting with regard to an item on the agenda, please
complete a request to speak form available at the entrance and present it to the City Clerk. Speakers will
be called upon by the Mayor during public comment.
Any documents provided to a majority of the City Council regarding any item on this agenda will be made
available for public inspection in the City Clerk’s office at city hall located at 22795 Barton Road during
normal business hours. In addition, such documents will be posted on the City’s website at
www.cityofgrandterrace.org
CALL TO ORDER
Convene City Council and City Council as the Successor Agency to the Community Redevelopment
Agency
Pledge of Allegiance
Roll Call
Attendee Name Present Absent Late Arrived
Mayor Walt Stanckiewitz ¨¨¨
Mayor Pro Tem Bernardo Sandoval ¨¨¨
Council Member Darcy McNaboe ¨¨¨
Council Member Jackie Mitchell ¨¨¨
Council Member Sylvia Robles ¨¨¨
1.ITEMS TO DELETE
2.PUBLIC COMMENT
This is the opportunity for members of the public to comment on items on the agenda only. At a special
meeting of the City Council, pursuant to California law, the Council will only be taking public comment on
items listed on the agenda.
3.UNFINISHED BUSINESS
A.Ad Hoc Budget Advisory Committee
Agenda Grand Terrace City Council March 19, 2013
City of Grand Terrace Page 2 Updated 3/14/2013 12:04 PM
ADJOURN
The Next Regular City Council Meeting will be held on Tuesday, March 26, 2013 at 6:00 PM.
Agenda item requests must be submitted in writing to the City Clerk’s office no later than 14 calendar
days preceding the meeting.
AGENDA REPORT
MEETING DATE:March 19, 2013 Council Item
TITLE:Ad Hoc Budget Advisory Committee
PRESENTED BY:Betsy Adams, City Manager
RECOMMENDATION:1. Adopt a Resolution to establish an ad hoc Budget
Advisory Committee.
2. Approve the application for appointment to the Budget
Advisory Committee.
BACKGROUND:
At the Council Priorities Workshop on February 23, 2013, the idea of establishing a
Budget Advisory Committee was discussed. This item was brought forward for formal
consideration by the City Council at the Council Meeting of March 12, 2013. At this
meeting the Council provided direction to staff numerous items related to this
Committee (e.g. ad hoc status, number of committee members, residency requirement,
appointment process and timeline) and established a Special Meeting for March 19,
2013 to adopt a Resolution to establish an ad hoc Budget Advisory Committee.
DISCUSSION:
To establish the ad hoc Budget Advisory Committee the Council will need to adopt the
Resolution and then approve the application for appointment to the Committee. Both
these documents are included as attachments to this staff report.
Two items of note in the Resolution and the application for appointment to the Budget
Advisory Committee are summarized below:
Scope of Work
A detailed scope of work is included as an attachment to the Resolution and on the first
page of the narrative for the application.
Appointment Process
The Council’s process for selecting the applicants who will be appointed to the Budget
Advisory Committee has been defined in the Resolution and the application. A ranking
sheet has been included as an attachment to the Resolution for the Council to use to
make appointments without interviews at the Council Meeting on April 9, 2013. Such
appointments will occur when three (3) or more members of the Council have the same
applicant listed on his or her respective rating sheet. At this Council Meeting, the
members of the Council will provide their respective ranking sheet to the City Clerk who
will then report to the Council the applicants who meet the criteria to be appointed that
evening. Any openings on the Committee not filled on April 9th, will be filled by the
Council at a Special Meeting at 6:00 pm on April 11, 2013 where applicants will be
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interviewed prior to the appointments being made.
In addition to these two items, the timeline for the formation of the Budget Advisory
Committee and the FY 2013-14 budget process has been updated and is discussed
further below.
Timeline
There are two important dates included in the updated timeline for the formation of the
Budget Advisory Committee and the FY 2013-14 budget process. The date of May 30,
2013 has been included as the deadline for the Budget Advisory Committee to provide
its written recommendation to City staff so that it can included in the staff report for
budget deliberation at the Council Meeting on June 11, 2013. In addition, staff
recommends that the Council consider keeping June 18, 2013 available for a Special
Meeting devoted to additional budget deliberation.
Date Activity
March 19 (Tues)Council adopts Resolution establishing Budget Advisory Committee and
approves application for appointment to Committee
March 20 (Wed)City Clerks advertizes for Budget Advisory Committee vacancies
March 28 (Thurs)Applications due to City Clerk
April 9 (Tues)Council appoints applicants who are on 3 or more ranking sheets to
Budget Advisory Committee
April 11 (Thurs)Council interviews remaining applicants and completes appointments to
Budget Advisory Committee
April 22 (Mon)FY 2013-14 Budget Workshop (mandatory for Budget Advisory
Committee members and alternate members to attend)
April 25 (Thurs)First Budget Advisory Committee meeting (frequency of subsequent
meetings in to be determined by the Committee)
May 14 (Tues)Proposed FY 2013-14 budget introduced at Council Meeting
May 28 (Tues)First meeting for Council deliberation on proposed FY 2013-14 budget
May 30 (Thurs)Deadline for Budget Advisory Committee to provide its written
recommendation to City staff for inclusion in staff report for Council
budget deliberation on June 11
June 11 (Tues)Second meeting for Council deliberation on proposed FY 2013-14 budget
June 18 (Tues)Possible Special Meeting for additional budget deliberation by
Council
June 25 (Tues)Council adoption of FY 2013-14 budget
While not listed on the timeline above, it should be noted that City Hall will close early at
4:00 pm on April 17, 2013 so that employees can be briefed on the Budget Stabilization
Plan prior to its public release. It is anticipated that several positions at City Hall could
be impacted by one or more of the options for balancing the City’s budget. The
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Oversight Board meeting scheduled for that afternoon will either be cancelled or
rescheduled.
FISCAL IMPACT:
There is no fiscal impact to the City in establishing an ad hoc Budget Advisory
Committee.
Members of the Budget Advisory Committee will be required to complete a Statement of
Economic Interest (Form 700) and provide it to the City Clerk to remain of file in Grand
Terrace as a public record.
ATTACHMENTS:
·Budget Advisory Committee Application_revised final
·Resolution Establishing Budget Advisory Committee
APPROVALS:
Betsy Adams Completed 03/14/2013 10:16 AM
Finance Completed 03/14/2013 10:43 AM
City Attorney Completed 03/15/2013 12:20 PM
City Manager Completed 03/18/2013 9:12 AM
City Council Pending
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BUDGET ADVISORY COMMITTEE
On March 19, 2013, the City Council established the ad hoc Budget Advisory Committee to
assist the Council in evaluating alternatives to maintain a balanced budget through budget
reductions, revenue enhancements, or a combination of both. The Committee will consist
of up to 11 members plus 2 alternate members. The Council desires to have
representation from a wide range of community stakeholders on the Budget Advisory
Committee. Individuals interested in being appointed to the Committee by the City Council
need to complete and submit the attached application to the City Clerk by 5:00 pm on
March 28, 2013. The Grand Terrace residency requirement will be waived for any business
committee appointee as long as the business is physically located in Grand Terrace and
has a current business license on file with the City. The Council will review all applications
at the Council Meeting on April 9, 2013. Appointments will be made to the Budget Advisory
Committee for all applicants who are on the ranking sheet of three (3) or more members of
the Council.To fill any remaining Committee vacancies, the Council will interview
applicants at a Special Meeting on April 11, 2013.
All Budget Advisory Committee members and alternate members, dues to the fiscal
focus and advisory nature of the Committee, are required to complete a Statement of
Economic Interests (Form 700) and provide it to the City Clerk to remain on file with
the City as a public record.
All Budget Advisory Committee members and alternate members will be required to
attend the Fiscal Year 2013-14 Budget Workshop Meeting scheduled for 6:00 pm on
April 22, 2013.
Scope of Work for Budget Advisory Committee
A Budget Workshop will be held April 22, 2013, to present comprehensive financial
information and a Budget Stabilization Plan to the City Council, which will include the
following components:
§Projected revenues, expenditures and fund balance for the City’s major funds for the
next five years based on current service levels.
§Additional budgetary considerations that are needed to mitigate financial risk and/or
fund future liabilities.
§Options for balancing the budget and addressing any ongoing structural deficit
assuming no new revenues are available; i.e., expenditure reductions only.
§Incremental revenues needed to: (1) fund current operations (level 1 funding); (2)
fund current operations and mitigate risk (level 2 funding); and (3) fund current
operations, mitigate risk and enhance services to the community based on identified
Council priorities (level 3 funding).
§Local tax measures that could be utilized to generate additional revenue at the three
funding levels identified.
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BUDGET ADVISORY COMMITTEE
§Action plan leading to adoption of the FY 2013-14 budget in June and potential
November ballot measure.
The work scope for the Budget Advisory Committee will be to evaluate the expenditure
reduction and revenue enhancement options as presented in the Budget Stabilization Plan
and submit a recommendation to the City Council regarding the option(s) that will be best
for the community.
The Committee will be required to provide its written recommendation to City staff
by May 30, 2013 so that it can be included in the staff report for Council budget
deliberations scheduled for June 11, 2013.
Budget Information
In response to the economic recession, the City has implemented numerous budget and
service level reductions in order to maintain a balanced budget. The most significant of
these reductions includes the following:
§Removed Traffic Deputy from law enforcement services agreement.
§Removed Sheriff’s Service Specialist from law enforcement services agreement.
§Eliminated Crossing Guard Program.
§Outsourced Parks Maintenance and 2/3 of Finance Department staff.
§Defunded 17.5 non Child Care positions reducing the City employee workforce at
City Hall from 29 positions in FY 2009/10 to 11.5 positions in FY 2012/13 (60.3%
reduction).
§Suspended employee cost of living adjustments (6 years) and merit increases (5
years); reduced City Hall employee work week from 40 to 36 hours (3 years, 10%
reduction in wages); and reduced employee cafeteria benefit by 10% (3 years, City
Hall and Child Care employees).
On December 29, 2011, the California State Supreme Court upheld the dissolution of
redevelopment agencies. The rapid wind-down of the former redevelopment agency
placed additional stress upon the City’s budget along with adding extensive reporting
requirements and an additional appointed governing body (Oversight Board of the
Successor Agency of the City of Grand Terrace Redevelopment Agency) which must
review and approve all wind-down activity. The Oversight Board’s actions are then
reviewed by the State of California’s Department of Finance (DOF) and the State
Controller’s Office. The DOF rejected items in the Successor Agency’s Recognized
Obligation Payment Schedule (ROPS) for the period of January 1 through June 30, 2013
which negatively impact the City’s General Fund budget by $737,848 on an on-going basis.
The General Fund is the source of funds for all governmental services except those for
which special revenue sources are available. The General Fund budget for Fiscal Year
(FY)2012-13 is $3.67 million.
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BUDGET ADVISORY COMMITTEE
General Information
There are several items which the Budget Advisory Committee will need to keep in mind as
it assists the City Council in evaluating various budget solutions:
¡The Committee will be required select a Chairperson to conduct committee meetings.
¡All committee meetings will be open to the public and conducted in a manner consistent
with the Ralph M. Brown Act. Training will be provided to committee members on this.
¡Members of the City Council or City Staff may attend the Committee meetings.
¡The Committee will be required to prepare minutes from its meetings to be submitted to
the City Clerk for inclusion on the City Council’s agenda.
¡The City is a legal sub entity of the State (not the County) and must follow all applicable
State and Federal laws/regulations which apply to municipalities including governmental
accounting standards which differ significantly from the private sector.
¡The City Council is legally required to adopt a balanced budget prior to the start of the
fiscal year (July 1).
¡Funds legally designated for a specific use cannot be expended other than for that
purpose. The General Fund is the only fund for which there is much discretion in how
the funds can been expended.
¡The proposed budget for FY 2013-14 to be presented at the Budget Workshop meeting
on April 22, 2013 will include multiple budget alternatives along with recommendations
for establishing reserves. With the dissolution of the City’s former redevelopment
agency, creating and funding reserves will be a critical component in the fiscal
sustainability of the City.
¡The DOF is currently reviewing the Successor Agency’s ROPS for the period of July 1
through December 31, 2013 and the Due Diligence Review (DDR) for the Successor
Agency’s funds other than its affordable housing funds. The DOF is legally required to
make its determinations on these items in April. It is possible that the DOF may make
determinations which could include additional impacts to the General Fund beyond the
$737,848 already identified.
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CITY OF GRAND TERRACE
APPLICATION FOR BUDGET ADVISORY COMMITTEE
Please complete and submit your application to the City Clerk’s Department by 5:00 pm
on March 28, 2013.
Indicate in the boxes below if you are applying for appointment to the Committee as a
Grand Terrace resident and/or representative of a Grand Terrace business:
Resident ¨ Business ¨
Name:________________________________________________________________
Business Name (if applicable):_____________________________________________
Business License Number (if applicable):____________________________________
Address:______________________________________________________________
Telephone Numbers (home, business, cell):__________________________________
Email Address:_________________________________________________________
Occupation:___________________________________________________________
Education (list highest year completed and all degrees):
Indicate in the boxes below the evenings you are available for Committee meetings:
Monday ¨ Tuesday ¨ Wednesday ¨ Thursday ¨
Indicate below why you are interested in being appointed to the Committee:
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CITY OF GRAND TERRACE
APPLICATION FOR BUDGET ADVISORY COMMITTEE
Indicate below what you consider to be your major qualifications to serve on the
Committee:
Provide below there references, indicate whether they are personal or professional
references, along with contact information.
1._________________________________________________________________
2._________________________________________________________________
3._________________________________________________________________
Please feel free to provide a written statement containing any additional information you
feel would be helpful for the City Council when the Committee appointments are
considered.
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CITY OF GRAND TERRACE
APPLICATION FOR BUDGET ADVISORY COMMITTEE
Supplemental written statement:
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RESOLUTION 2013 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND
TERRACE TO ESTABLISH AN AD HOC BUDGET ADVISORY
COMMITTEE.
WHEREAS,the City Council is legally required to adopt a balanced budget for the
subsequent fiscal year by June 30th of the current fiscal year;
WHEREAS,the City Council intends to adopt a balance budget for Fiscal Year 2013-14
on June 25, 2013;
WHEREAS,the City Council desires to establish a Budget Advisory Committee to assist
the Council in evaluating alternatives to maintain a balanced budget for Fiscal Year
2013-14 and subsequent fiscal years through budget reductions, revenue
enhancements, or a combination of both;
WHEREAS,the City Council desires to establish the Budget Advisory Committee as an
ad hoc committee in order to include representatives from the Grand Terrace business
community who may not be residents of Grand Terrace;
WHEREAS,the term of the ad hoc committee will be from April 11, 2013 through
November 6, 2013;
WHEREAS,the size of the Budget Advisory Committee will be an odd number of not
less than seven (7) members and not greater than eleven (11) members plus two (2)
alternate members;
WHEREAS,the City Clerk will begin advertising the vacancies on the Budget Advisory
Committee on March 20, 2013;
WHEREAS,completed applications for the Budget Advisory Committee are due to the
City Clerk at 5:00 pm on March 28, 2013;
WHEREAS,the City Council will use the attached ranking sheet to appoint applicants to
the Budget Advisory Committee on April 9, 2013 who are listed on ranking sheets of
three (3) or more members of the Council;
WHEREAS,the City Council will interview applicants and appoint any remaining
members of the Budget Advisory Committee at a Special Meeting on April 11, 2013;
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WHEREAS,the Budget Advisory Committee members and alternate members must
attend the City Council’s Budget Workshop on April 22, 2013;
WHEREAS,the City Council desires to establish that the scope of work for the Budget
Advisory Committee will be to evaluate the expenditure reduction and revenue
enhancement options as presented in the Budget Stabilization Plan at the Budget
Workshop on April 22, 2013 and submit a recommendation to the City Council regarding
the option(s) that will be best for the community, and as further defined in the scope of
work attached to this Resolution;
WHEREAS,the Budget Advisory Committee will submit its written recommendation on
the expenditure reduction and revenue enhancement options as presented in the
Budget Stabilization Plan to City staff by May 30, 2013 for inclusion in the staff report for
Council budget deliberation at the Council Meeting of June 11, 2013;
WHEREAS,the Budget Advisory Committee will hold its first meeting on April 25, 2013
at 6:30 pm at City Hall in the Community Room and then have the discretion to
determine the schedule for all subsequent meetings of the Committee;
WHEREAS,the Budget Advisory Committee will elect a Chairperson, Vice Chairperson
and Secretary at its first meeting;
WHEREAS,all Budget Advisory Committee meetings will be open to the public and
conducted in a manner consistent with the Ralph M. Brown Act;
WHEREAS,the Secretary of the Budget Advisory Committee will prepare minutes for
each meeting and submit a copy to the City Clerk for inclusion in the next Council
agenda packet;
WHEREAS,the members of the Budget Advisory Committee are encouraged to attend
Council Meetings scheduled for deliberation on the budget;
NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF
GRAND TERRACE DOES RESOLVE, DETERMINE, FIND AND ORDER AS
FOLLOWS:
Section 1.The City Council hereby finds that all of the above recitals are true and
correct and are incorporated herein by reference.
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Section 2.The City Council hereby determines and resolves to establish an ad hoc
Budget Advisory Committee with a term from April 11, 2013 through November 6, 2013.
Section 3.The City Council hereby authorizes the City Manager to take all actions
necessary and required to carry out this Resolution.
PASSED, APPROVED AND ADOPTED by the City Council of the City of Grand
Terrace at a Special Meeting held on the 19th day of March, 2013.
____________________________
Mayor of the City of Grand Terrace
and of the City Council thereof.
ATTEST:
______________________________
City Clerk of the City of Grand Terrace
I TRACEY R. MARTINEZ, CITY CLERK of the City of grand Terrace, do hereby certify
that the foregoing Resolution was introduced and adopted at a Special Meeting of the
City Council of the City of Grand Terrace held on the 19th day of March, 2013 by the
following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
________________________
Tracey R. Martinez, City Clerk
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APPROVED AS TO FORM
______________________________
City Attorney
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City Council Ranking Sheet
Budget Advisory Committee Applicants
Committee Member Appointments
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Alternate Committee Member Appointments
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Signature:__________________________________________
Date: __________________________
This document is a public record and will be kept on file with the City Clerk.
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Scope of Work for Budget Advisory Committee
A Budget Workshop will be held April 22, 2013, to present comprehensive financial
information and a Budget Stabilization Plan to the City Council, which will include the
following components:
·Projected revenues, expenditures and fund balance for the City’s major funds for
the next five years based on current service levels.
·Additional budgetary considerations that are needed to mitigate financial risk
and/or fund future liabilities.
·Options for balancing the budget and addressing any ongoing structural deficit
assuming no new revenues are available; i.e., expenditure reductions only.
·Incremental revenues needed to: (1) fund current operations (level 1 funding); (2)
fund current operations and mitigate risk (level 2 funding); and (3) fund current
operations, mitigate risk and enhance services to the community based on
identified Council priorities (level 3 funding).
·Local tax measures that could be utilized to generate additional revenue at the
three funding levels identified.
·Action plan leading to adoption of the FY 2013-14 budget in June and potential
November ballot measure.
The work scope for the Budget Advisory Committee will be to evaluate the expenditure
reduction and revenue enhancement options as presented in the Budget Stabilization
Plan and submit a recommendation to the City Council regarding the option(s) that will
be best for the community.
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