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HomeMy WebLinkAboutApproved Minutes - April 12, 2018Finance Committee Meeting Minutes April 12, 2018 Page 1 of 12 CITY OF NEWPORT BEACH FINANCE COMMITTEE APRIL 12, 2018 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, 100Civic Center Drive, Newport Beach, California 92660. II.ROLL CALL PRESENT:Council Member Diane Dixon (Chair), Mayor Pro Tem Will O'Neill, Council Member Kevin Muldoon, Committee Member William Collopy, Committee Member Patti Gorczyca, Committee Member Joe Stapleton, and Committee Member Larry Tucker ABSENT: None. STAFF PRESENT: City Manager Dave Kiff, Assistant City Manager Carol Jacobs, Finance Director/Treasurer Dan Matusiewicz, Deputy Director/Finance Steve Montano, Budget Manager Susan Giangrande, Accounting Manager Rukshana Virany, Fire Chief Chip Duncan, Public Works Finance Administrative Manager Jamie Copeland, Fire Assistant Chief Jeff Boyles, Purchasing Agent Anthony Nguyen, Budget Analyst Amy Mayfield, Budget Analyst James Tai, Fire Administrative Manager Angela Crespi, Budget and Payroll Supervisor Shannon Espinoza, and Administrative Specialist to the Finance Director Marlene Burns. MEMBER OF THE PUBLIC: Jim Mosher III.PUBLIC COMMENTS Chair Dixon opened public comments. Noting there were no members of the public who elected to speak on this item, Chair Dixon closed public comments. IV.CONSENT CALENDAR A.MINUTES OF MARCH 15, 2018Recommended Action: Approve and file. MOTION: Committee Member Tucker moved, and Committee Member Gorczyca seconded,to approve the minutes, with changes on page 6 of 10 as proposed by Committee Member Gorczyca. The motion carried (6 – 0, Council Member Muldoon abstaining). V.CURRENT BUSINESS A.FISCAL YEAR 2018-2019 BUDGET BRIEF OVERVIEWSummary: Staff will prepare brief presentation of key initiatives proposed in the City Manager’s Fiscal Year2018-2019 Proposed Budget. Recommended Action:Receive and File Finance Committee Meeting Minutes April 12, 2018 Page 2 of 12 Finance Director/Treasurer Dan Matusiewicz displayed a PowerPoint Presentation providing a brief overview of the proposed 2018-2019 Fiscal Year Budget. Slides included Summary (All Funds), General Fund Sources and Uses, Proposed Use of 2016-2017 Surplus, General Fund Revenue, General Fund Expenditures, General Fund Transfers, Recurring Internal Service Charges, Pension Funding (All Funds), Level Dollar Payment Strategy, Staffing Changes, Budget Reductions, Program Enhancements (City Clerk, Community Development Department, Finance Department, Fire Department, Human Resource Department, Library Department, Municipal Operations Department, Police Department, Public Works Department, Recreation & Senior Services Department), Authorized Positions by ORG, Bargaining Unit Contract End Date, Budget Checklist, Upcoming Dates (Tentative), and Citizen Transparency Portal/Newport Beach Open Budget. Finance Director/Treasurer Matusiewicz provided a summary which noted the budget is balanced, revenues are still growing, but at a lower rate, expenditures remain relatively flat except for program enhancements which will be reviewed later on in this presentation, and the proposed budget adheres to Council guidance on Policy F-5 regarding the use of the Fiscal Year 2016-2017 budget surplus (50% for infrastructure and 50% to pay down existing obligations). In addition, there will continue to be an aggressive payment schedule toward the unfunded pension liability ($34.5 million across all funds, $8.8 million which is discretionary), staffing is proposed to be up 1.0 full time and 7.07 part-time, there will be a continued focus on enhancing the community’s quality of life and safety, and a continued funding of infrastructure master plans including the Harbor & Beaches Master Plan ($4 million) and Facilities Financial Plan ($8.5 million). The proposed budget across all funds is approximately $365 million, including $27 million of re-budgeted Capital Improvement Plan (CIP) projects. It is important to look at the unrestricted sources, which are used to fund expenditures (the beginning fund balance which includes the prior year’s surplus, revenues, and transfers-in). A deduction is made for restricted revenues (affordable housing, ocean-front encroachment). The uses, at a high level, include operating expenditures ($208 million) and the transfers out ($25.7 million), and increase to the contingency reserve ($2.2 million) required to maintain the reserve at 25% of operating expenditures. Committee Member Collopy inquired regarding the contingency reserve. Finance Director/Treasurer Matusiewicz detailed the calculation utilized to determine the 25%. The surplus in Fiscal Year 2015-2016 has been re-programmed with a two-year lag, so it is utilized in 2017-2018 and the 2016-2017 surplus is proposed for expenditures in the Fiscal Year 2018- 2019 budget. Proposed use of surplus will be for the Harbor & Beaches Master Plan ($4 million), Neighborhood Enhancement Projects ($1 million), Pensions ($3 million), General Liability Fund for upcoming claims ($3 million), and Contingency Reserve ($1.5 million). Committee Member Collopy inquired regarding funding related to payment of future claims. Finance Director/Treasurer Matusiewicz stated the General Fund pays for general liability claims in two ways, first, via a Department charge, which is recurring, and second, through periodic one-time transfers. Mayor Pro Tem O’Neill provided input related to transfers to Internal Service Funds. Discussion ensued regarding costs related to liability claims. It was determined that some of the Fiscal Year 2016-2017 surplus is proposed to be a one-time transfer to the General Liability fund to bolster claims-related reserves. Committee Member Collopy affirmed Policy F-5 states the surplus will be used “50/50” to pay down liabilities and inquired whether there is flexibility within the policy to utilize the entire surplus to pay liabilities. Mayor Pro Tem O’Neill responded there was flexibility depending on circumstances and they can be waived or modified, and the reserve policy dictates the percentage of the budget, which must be held in reserve. The slide related to use of the Fiscal Year surplus is always presented to the City Council as they make the final determination for allocation of surplus funds. Finance Committee Meeting Minutes April 12, 2018 Page 3 of 12 Finance Director/Treasurer Matusiewicz stated the policy allows flexibility to consider and address reserve deficiencies before allocating the remaining surplus on a “50/50” basis. Discussion ensued related to the declaration of surplus funds and how/when, they would or could be allocated. Committee Member Gorczyca noted the budget is constructed to maintain an underestimation of revenues. She understood the “50/50” surplus distribution was 50% allocated to infrastructure and the remainder going toward pensions. City Manager Kiff stated the surplus is typically used toward long-term obligations, which could include a variety of items, such as, but not limited to, general liability, compensated absences, pensions, and debt. Chair Dixon read an excerpt from Council Policy F-5. Discussion ensued related to the use of surplus funds. Committee Member Collopy stated his understanding of the Council Policy F-5 is that if the surplus is not otherwise distributed, then the “50/50” distribution would apply. Further discussion ensued as to how staff was able to determine the City had $8.8 million of discretionary funds to pay toward the City’s unfunded pension liability. City Manager Kiff stated the use of $3 million from the Fiscal Year 2016-2017 surplus allows the City to get to $8.8 million towards the unfunded pension liability. It would be $5.8 if not for the $3 million from surplus. The surplus is allowing the higher discretionary payment. Alternatively, the City would have to trim the budget in another area to make the payment. Finance Director/Treasurer Matusiewicz noted that the Finance Committee should focus less on discretionary payments and more on the total payment toward unfunded liability. The minimum payment will continue to creep upwards unless the City takes proactive steps to keep the minimum payment from growing as scheduled. Chair Dixon stated the benefits of having the surplus available and continuing the extra payments toward the unfunded liability. Finance Director/Treasurer Matusiewicz wants to achieve a level payment so that inevitably $34-$35 million per year should cover the City’s obligation so that pension contribution does not continue increasing every year, assuming no large market losses. The change in the amortization policy allows the City to avoid having to take extraordinary measures related to the unfunded liability. Finance Director/Treasurer Matusiewicz stated, in the future, new losses will be amortized over a twenty-year period on a level-dollar basis. Committee Member Gorczyca inquired whether the method the City utilizes to prepare the budget creates an annual surplus largely by underestimating revenues, staffing vacancies, and managing maintenance costs. She understood the City is using $3 million in surplus to pay toward the unfunded liability. Finance Director/Treasurer Matusiewicz confirmed this was accurate. Budget Manager Giangrande stated the surplus generated in the current year is carried forward and allocated in the following budget year (a two-year cycle). Finance Director/Treasurer Matusiewicz reviewed the General Fund Revenues including growth and improvements over prior years. There are good prospects for growth with the Transient Occupancy Tax (TOT), although there will be competition from neighboring cities. He reviewed various hotels coming on-line in the area, which will impact inventories available for generation of TOT in Newport Beach. Discussion ensued regarding revenues generated through TOT and other hospitality/tourism improvement districts. Finance Committee Meeting Minutes April 12, 2018 Page 4 of 12 Committee Member Collopy inquired whether there was any desire by the City to pursue raising the TOT. Chair Dixon noted that even though the TOT does not typically impact residents directly, in her opinion there is no desire in the community to raise taxes. Finance Director/Treasurer Matusiewicz stated there was a drop in Intergovernmental funds related to Medicare reimbursements of paramedic transfers. Contributions from other sources, such as from “Friends of the Library,” are not immediately programmed into the budget. He continued to review other General Fund expenditures, including reductions made in the City Council and City Manager’s budgets. Total operating expenditures are only projected to go up $1.5%; however, bargaining unit contracts in flux have not been included. To mitigate the lack of a specific budget for bargaining unit contracts, he did not reduce the budget for anticipated position vacancies and related salary savings. Finance Director/Treasurer Matusiewicz detailed the General Fund Transfers that include the Capital Improvement Program, Facilities Financing Plan, and Facility Maintenance Plan, which has been underfunded by approximately $500,000 per year. He recommended raising the contribution to the Facility Maintenance Plan when feasible. Committee Member Tucker inquired whether certain facilities are behind in their maintenance upkeep. Finance Director/Treasurer Matusiewicz stated the Facility Maintenance Plan is an inventory related to maintenance required at various facilities. Chair Dixon inquired whether there are cutbacks in maintenance. Finance Director/Treasurer Matusiewicz stated that the cutbacks are not affecting maintenance today; however, the plan accommodates upcoming maintenance matters, such as replacing HVAC systems and other major building maintenance. Public Works Finance Administrative Manager Jamie Copeland noted as long as there was not a long-term maintenance deficit created by deferring maintenance projects for consecutive years, the Facilities Financial Plan is adequate for long-term planning purposes. Committee Member Tucker stated there is a difference for him between funding aesthetic improvements and funding deeper level maintenance matters that could create financial liabilities. Committee Member Gorczyca inquired whether the City has the flexibility to utilize surplus funds toward infrastructure maintenance. Staff confirmed the funds could be utilized for this purpose, as the City Council determines each year the final utilization of the surplus funding. Council Member Muldoon left the room at 3:40 p.m. to recuse himself from discussion on the 800-megahertz emergency communications topic. City Manager Kiff spoke regarding the proprietary standards and funding for (megahertz) infrastructure. Chair Dixon inquired regarding the small-cell program and inquired as to the continued relevance of the 800-megahertz system. City Manager Kiff noted the County runs the Motorola hand-held radio program, which is utilized in extreme emergency/urgent situations to communicate for public safety purposes. Council Member Muldoon returned to the room and meeting at 3:42 p.m. after being notified that the discussion of the megahertz topic had concluded. Finance Director/Treasurer Matusiewicz detailed the Department charges for general liability, workers compensation, and compensated absences, which are in place to smooth variations in each Department’s annual expenditures. Committee Member Collopy inquired regarding the nature of general liability expenses and Finance Director/Treasurer Matusiewicz responded that the increase in the amount of set-aside funds for liability is based upon actuarial review of Finance Committee Meeting Minutes April 12, 2018 Page 5 of 12 actual claims. There are two fundamental reasons the number has increased, one being higher claims experience and second, the charge-back to Departments for the cost of the insurance itself. Discussion ensued regarding the increase in worker’s compensation, which is slightly below the recommended rate suggested by the actuary. He explained presumptive public safety liability as related to worker’s compensation; however, he noted the City has more time to address worker’s compensation funding at this time. He also stated the City funding goal is to achieve a 75% confidence level that there will be sufficient funds on hand to pay out future claims incurred through the current operating period. Chair Dixon inquired if there was interest in subcommittee to discuss insurance costs. Committee Member Collopy requested clarification at the next meeting relative to the increase in costs related to general liability and insurance. Discussion ensued among staff and the Committee regarding the funding level and increase in payments related to insurance and liability coverage. Staff confirmed the funding of the general liability and insurance accounts has been low. They are recommending a larger contribution in the proposed budget, which will result in a steadier annual funding rate. Committee Member Gorczyca inquired regarding the amount the City is paying toward their Other Post-Employment Benefits (OPEB) related costs. Finance Director/Treasurer Matusiewicz stated the City has ten years remaining to pay off the unfunded liability at a conservative discount rate of 6.5%. The current methodology of asset smoothing is based on an actuarial value of assets compared to market value of assets and he is making a recommendation that future valuations utilize direct smoothing asset smoothing based on the market value of assets. Committee Member Gorczyca’s understanding was the City was at less than, or just at, a 40% funding status. She informed that other cities, such as Huntington Beach, who are paying down their unfunded OPEB liability as a higher priority than paying down pensions. Finance Director/Treasurer Matusiewicz stated there are two components to the unfunded OPEB liability. One is a direct obligation and the other is an implied subsidy. Committee Member Gorczyca inquired as to when the new GASB requirements for OPEB would commence. Finance Director/Treasurer Matusiewicz responded the new GASB 75 would be effective for fiscal year ended 2017-18. Finance Director/Treasurer Matusiewicz detailed the information related to pension funding. The City initiated a “fresh start,” and during the 2014-2015 Fiscal Year, he received direction to make an additional discretionary payment in that year as if the Fresh Start was already effective. After the “fresh start,” the City’s payment went from $14 million per year to $21 million. Currently, the City is paying more because it shortened its amortization schedule under 20 years. After Fiscal Year 2018-2019 there will be approximately 16 years remaining to pay-off the unfunded liability. Chair Dixon inquired as to the total discretionary payments made toward the unfunded pension liability. Finance Director/Treasurer Matusiewicz stated that a fresh start was similar to a refinancing to a shorter amortization period and the required minimum payment was increased accordingly. The City is paying approximately $20 Million more than would be required to under the former amortization schedule. This effort is getting the City to a responsible repayment level. Chair Dixon stated and Finance Director/Treasurer Matusiewicz confirmed that there are 16 more years of remaining payment time left. Chair Dixon stated most cities are not as aggressive as Newport Beach in addressing their unfunded pension liability and the City is in a good position. She also referenced the new Public Employees' Pension Reform Act (PEPRA) rules will more adequately cover new and future employee pension obligations. Finance Director/Treasurer Matusiewicz stated there are opportunities to early implement legacy Finance Committee Meeting Minutes April 12, 2018 Page 6 of 12 amortization schedules to a twenty-year, level-dollar amortization schedule but this decision would likely be brought back for the Finance Committee’s review in the fall of this year. Committee Member Collopy inquired why the City would not elect to continue with the extra discretionary payment and reduce the amortization schedule. Finance Director/Treasurer Matusiewicz stated he would like to increase the unfunded liability payment. Committee Member Collopy stated he is in favor of continuing to pay down the unfunded liability as quickly as possible. City Manager Kiff stated the determination for the continuation of discretionary payments and the requisite amount requires an annual balancing of budget priorities by the City Council. Finance Director/Treasurer Matusiewicz stated they will re-evaluate the discretionary payments again next year; however, he would like to get to a unfunded pension liability payment up to $35 million per year should be sufficient to stay on track to fully amortize the existing liability within 16 years. Chair Dixon noted that the City should continue to accept the pay-down of the unfunded liability as part of the annual budget process. Committee Member Tucker is hopeful the market will assist the City by increasing the amount of interest, which would be available to pay-down the pension liability. Finance Director/Treasurer Matusiewicz noted the more well- funded the City is, the more volatile the payments will likely be. Finance Director/Treasurer Matusiewicz discussed proposed staffing included in the Fiscal Year 2018-2019 budget. The total proposed full-time staffing is 726 positions and part-time staffing equating to 147.86 full-time equivalent (FTE) positions. He discussed how some positions were eliminated and other positions were added, resulting in an overall net increase of 1 full-time equivalent position. City Manager Kiff stated it has become harder for the City to justify the hiring of contract staff. The regulations are so challenging and CalPERS is getting very strict about cities hiring contractors and treating them as employees. Hiring an employee under PEPRA is less expensive, at least preliminary, instead of a contractor. It does grow the employee staffing numbers, but he can show savings as compared to hiring contract staff. It will be a challenging conversation for the City Council and community, as it appears to be more financially viable to hire employees rather than contractors. Discussion ensued regarding the City and School District’s partnership and cost-sharing on school safety personnel. Committee Member Tucker inquired as to how many employees of the 726 were hired under the new PEPRA rules. The information will be provided at the next meeting. Committee Member Collopy inquired as to the City Council bargaining unit discussion and how the City knows that 138 sworn officers is the right complement of staff for a City of Newport Beach’s size and economic structure. City Manager Kiff stated he relies on the expertise of the Police Chief to ensure the City and its residents are appropriately protected. It is more of an art than a science; however, the Police Chief makes the professional recommendation on the staffing and structure appropriate to keep the City safe. City Manager Kiff stated the City added officers in preparation for the Newport Coast annexation. Finance Director/Treasurer Matusiewicz stated staff noted a recurring savings trend throughout various Department accounts in consecutive years, and those recurring savings were eliminated from the current proposed budget. City Manager Kiff stated arguably it is more disciplined to hold back savings that Departments have traditionally not spent over consecutive years, and allow them to justify additional expenditures, as needed. Finance Director/Treasurer Matusiewicz displayed the various increases and decreases of significance in each Department’s budget. Finance Committee Meeting Minutes April 12, 2018 Page 7 of 12 Chair Dixon inquired regarding the Fire Marshal position. City Manager Kiff stated there will be a formal presentation to the City Council at a future date related to this issue. Committee Member Gorczyca inquired whether there could be options for sharing a Fire Marshal with another jurisdiction. Assistant City Manager Jacobs stated the options were discussed with various jurisdictions; however, due to current workloads, a sharing opportunity could not be accommodated at this time. City Manager Kiff stated that the City has exhaustively reviewed partnership and cost-sharing opportunities with other jurisdictions. Finance Director/Treasurer Matusiewicz stated there are certain proposed part-time Fiscal Specialist employee positions who will be net revenue generators. Discussion ensued related to the Fire Department’s new program where lifeguards can respond in the evenings, resulting in a cost savings. Discussion also ensued relative to various Departmental and program requests. City Manager Kiff stated water is getting more expensive but it comes with fees. More people are damaging street lights due to texting. The City has an old piping system, which carries the City’s water, which are asbestos based, and require strict supervision during replacement and disposal of the replaced equipment. The old landfill by Newport Coast is still in existence. Finance Director/Treasurer Matusiewicz detailed the revenue offset for the two new police officer position, which were recommended. Chair Dixon confirmed the new positions would be motorcycle officers. City Manager Kiff noted there were part-time investigators, usually retired, who have broken “cold-case” investigations, and the Police Chief feels this is an opportunity to increase moral in the Department. He described the memorialization of the “cold-case” closures within the Police Department building. City Manager Kiff spoke regarding various Police Department equipment costs, including items, which are utilized to address opioid overdoses. Council Member Muldoon left the room at 4:27 p.m. to recuse himself from discussion on the assessment district topic. City Manager Kiff stated the City was exploring the management of the City’s assessment districts in-house, which may allow for revenue off-sets. Edison is applying costly administrative overhead to their undergrounding projects and the City may be able to manage the assessments more cost-effectively. City Manager Kiff detailed how the City may provide management of the City’s assessment districts. Staff will return to the City Council with a break out session detailing the feasibility of the program. Council Member Muldoon returned to the room and meeting at 4:28 p.m., being notified that the discussion of the assessment district topic had concluded. Finance Director/Treasurer Matusiewicz detailed the after-school Recreation Department program enhancement, which staff noted they will report back as to the amount of revenue offset. He displayed a slide that detailed three years of staffing comparisons, including full and part time positions. Chair Dixon stated staffing has been relatively flat and the budget has increased in revenues. Discussion ensued related to various facility improvements and program enhancements. Finance Director/Treasurer Matusiewicz mentioned a number of bargaining unit contracts are ending, and the City has not set-aside funding in the proposed budget related to that process. The proposed budget also does not include reductions relative to vacant positions. Committee Member Tucker inquired whether the City serves as its own labor negotiator. City Manager Kiff Finance Committee Meeting Minutes April 12, 2018 Page 8 of 12 stated the entire City Council is involved in the labor negotiation process, although they do designate a subcommittee specifically for labor negotiations. In addition, the City Council votes to approve a contract with a professional negotiator who operates in a sub-contracted capacity. Finance Director/Treasurer Matusiewicz noted all displayed Department program enhancements are included in the proposed budget numbers. There are projects that warrant additional City Council discussion and they will be listed as items which the City Council can elect to approve and will be an augmentation to the budget as proposed currently. City Manager Kiff detailed an outstanding matter relative to Police Department operations involving the appropriate staffing to supervise females who are being held in custody. A potential solution could involve three civilian “records-type” officers who can also supervise when a female is in custody. Appropriate considerations regarding personnel rules and job descriptions will also need to be reviewed. Council Member O’Neill noted there was a settlement in the issue; however, there was no “winner” or “loser” in the case referenced by the City Manager. City Manager Kiff proposed an upcoming City Council meeting schedule, which would include review of key budget issues such as pensions, Public Works items, and the female custody officer matter. He stated the review would take place over two meetings and could be noticed as joint meetings of the City Council and Finance Committee. He inquired if the Finance Committee members would entertain the joint meetings on May 8 and May 22 and potentially cancel the scheduled May 10 meeting. Discussion ensued regarding various meeting dates and Finance Committee member schedules. The Finance Committee members reached consensus their budget recommendation to the City Council should occur at a separate meeting of the Finance Committee, not at a joint meeting. The Finance Committee agreed upon the following schedule: May 10, 2018 – Finance Committee meeting May 22, 2018 – Joint Meeting City Council/Finance Committee May 24, 2018 – Finance Committee meeting to approve budget recommendation. Deputy Director/Finance Montano displayed the Socrata system and its functionality in allowing for budget review. Finance Director/Treasurer Matusiewicz stated an individual can review the budget by expense group, such as unfunded liabilities, and further drill down to see the Department impact on each expense group. The software allows for a granular level of review. Committee Member Collopy inquired as to how many pages or slides are available in the Socrata System. Deputy Director/Finance Montano noted the number of pages is not tracked as the software is a dynamic relational database, which pulls information and displays data from the main database sources as determined by the individual user of the system. Chair Dixon opened public comments. Noting there were no members of the public who elected to speak on this item, Chair Dixon closed public comments. There was no further action taken on this item. B.INTERNAL CONTROLSSummary: Staff will prepare a brief presentation summarizing of internal and external review of internalcontrol efforts Recommended Action: Finance Committee Meeting Minutes April 12, 2018 Page 9 of 12 Receive and file. Deputy Director/Finance Montano displayed a PowerPoint Presentation entitled the “Finance Department Internal Control Review Roadmap”. Slides included Internal Control Cycles Under Review, Wire Transfer Procedures to Test, and the new Fraud, Waste, or Abuse Administrative Policy. Deputy Director Montano stated internal control is reviewed during the annual audit process, however, since there have been changes and the implementation of the new ERP, it was a good opportunity to do a deeper review of internal controls. They are reviewing resource inflows and outflows. Staff, over the last nine months, has completed review of petty cash procedures and cash handling procedures. They are currently in the process of reviewing wire transfer procedures. They are doing outreach with other Departments to ensure consistency. Committee Member Collopy inquired regarding check signing and check preparation procedures. Deputy Director Montano noted the distinction between the two procedures. There are procedures currently in place, which have not been yet reviewed; however, are scheduled to be reviewed as part of the internal control review process. The items listed in green on the PowerPoint slide have been reviewed. The wire transfer procedures review included hiring the current external auditor to test the procedures relative to questions staff has developed. Accounting Manager Virany stated controls are in place so no individual has the sole ability to authorize wire transfers. Deputy Director Montano noted cities are now adopting Fraud, Waste, and Abuse policies and staff has crafted a draft administrative policy with the assistance of a professional consultant firm, which includes an anonymous external fraud, waste, and abuse hotline. These policies are becoming standard best practice in the field. There is a flow and contingency process by which complaints are structured and reviewed. The outside firm flows the complaint to the appropriate party depending on where the potential fraud, waste, or abuse is occurring. Committee Member Collopy stated the internal control department in his company reports directly to the Board of Directors, and they have a very significant role within the organization for oversight on internal controls. He stated it is almost a virtual Department. Chair Dixon opened public comments. Jim Mosher inquired whether the City’s Administrative Policies are available for public review. Deputy Director Montano responded the policies are available on the City’s intranet however are not posted on the City’s external-facing website. The Administrative Policies can be obtained through a public records request. Noting there were no further members of the public who elected to speak on this item, Chair Dixon closed public comments. There was no further action taken on this item. C. RESERVE POLICY SUBCOMMITTEE UPDATE Summary: Staff and or Subcommittee members will provide the Finance Committee a brief update on the status of the Risk-Based Reserve Study. Recommended Action: Receive and file. Committee Member Collopy stated he asked for this item to be added to the agenda. Staff spent quite a bit of time, along with the consultant, to present a scientific study. It is on schedule to have it as a tool for the Fiscal Year 2019-2020 budget. He is anxious to see the results of Finance Committee Meeting Minutes April 12, 2018 Page 10 of 12 the study and how the results will be utilized by the City. The consultants are outstanding statisticians and it will be interesting how the recommendations will be implemented, although he stated he is of the opinion the City is under no obligation to adopt the recommendations. Committee Member Gorczyca believes the recommendations will be light on the insurance side, as that is not the consultant’s area of particular expertise. She stated the review will likely result in recommendations relative to cash, insurance, and debt strategies. She believes it would be important for the Finance Committee to review the draft results prior to any final report issued by the consultant. Committee Member Collopy noted the review of the study could take up an entire meeting of the Finance Committee. Committee Member Gorczyca stated the reserve policy is important to the City and warrants review, whether it is an in-person meeting or over the telephone. Committee Member Collopy states that the April deadline for report-out on this matter is not as important to the City as maintaining the budget schedule. He would prefer to have a report back to the Finance Committee in June. Chair Dixon suggested the June 14, 2018, meeting be reserved for policy discussions. Discussion ensued as to the preferred method of how to evaluate the reserve study results. Committee Member Tucker suggested to reserve the meeting of June 14, 2018, as a tentative date to review the draft report from GFOA relative to the reserve policy. Chair Dixon inquired whether the Finance Committee can obtain a copy of the draft policy as quickly as it is available for review. Committee Member Gorczyca stated it is important everyone is up to speed before final recommendations are made. It was targeted that staff would provide a draft report as early as thirty days prior to the meeting, approximately May 1, where the final results will be presented. Chair Dixon opened public comments. Noting there were no members of the public who elected to speak on this item, Chair Dixon closed public comments. There was no further action taken on this item. D.BUDGET AMENDMENTSSummary: Receive and file a staff report on the budget amendments for the prior quarter.Recommended Action: Receive and file. Finance Director/Treasurer Matusiewicz stated most of the amendments presented havealready been approved by the City Council. He did mention the close-out of the Marina Park proceeds and described the process by which the money is accumulated in the FacilitiesFinancial Plan fund. When a particular project is embarked upon, the City Council approves the estimated project amount along with contingency funds, and the allocation is transferredinto a particular project fund. The remaining funds, after project close-out, are transferred back to the Facilities Financial Plan fund. Chair Dixon opened public comments. Noting there were no individuals who elected to speakon this item, Chair Dixon closed public comments. There was no further action taken on this item. E.WORK PLAN REVIEW Summary:Staff will review with the Committee the agenda topics scheduled for the remainder of the calendar year. Finance Committee Meeting Minutes April 12, 2018 Page 11 of 12 Recommended Action: Receive and file. Chair Dixon inquired as to the status of the Long-Term Financial Planning process. Deputy Director/Finance Montano reported the City purchased a new system for financial planning. Staff is waiting for the current Fiscal Year 2018-2019 budget to settle so that numbers can be input into the new system. The system should be ready for presentation to the Finance Committee by the May 10 meeting. Chair Dixon inquired whether Committee Member Gorczyca received responses to her previous questions regarding CalPERS liquidity and the City Hall BABs reimbursement. Committee Member Gorczyca felt it was important to review CalPERS liquidity, especially given the current state of the stock market, and inquired whether those questions would be appropriately directed to John Bartel. Discussion ensued whether Mr. Bartel would be the appropriate person to report on the City’s cash flows. Finance Director/Treasurer Matusiewicz reported CalPERS has produced two cash flow schedules; however, the information may not be available at regular intervals. Committee Member Tucker is not sure what the Finance Committee can do with the liquidity information as it relates to CalPERS investments. It is something the City Council should know as part of their game plan to address future planning needs. Chair Dixon inquired whether the CalPERS financial and fiscal sustainability plans can be forwarded to the Finance Committee. Finance Director/Treasurer Matusiewicz stated information was recently provided to the Finance Committee. Discussion ensued regarding the type of information updates that will be provided to the Finance Committee regarding CalPERS liquidity, as are available. Chair Dixon opened public comments. Noting there were no individuals who elected to speak on this item, Chair Dixon closed public comments. There was no further action taken on this item. VI.FINANCE COMMITTEE ANNOUNCEMENTS ON MATTERS WHICH MEMBERS WOULD LIKEPLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) Committee Member Collopy expressed concern regarding the timing of review of the reserve study with Council. He suggested the June 14, 2018, meeting for review and noted a recommendationshould come from the Finance Committee. VII.ADJOURNMENT The Finance Committee adjourned at 5:17 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 9, 2018, at 1:47 p.m., in the binder andon the City Hall Electronic Board located in the entrance of the Council Chambers at 100 Civic Center Drive.