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Home My WebLink About08/17/2015B A K E R S F I E L D Staff: Committee members: Chris Huot, Assistant City Manager Willie Rivera, Chair Ken Weir Chris Parlier SPECIAL MEETING OF THE BUDGET AND FINANCE COMMITTEE of the City Council - City of Bakersfield Monday, August 17, 2015 12:00 p.m. City Hall North 1600 Truxtun Avenue, Bakersfield, CA 93301 First Floor, Conference Room A AGENDA 1. ROLL CALL 2. ADOPT MARCH 19, 2015 AGENDA SUMMARY REPORT 3. PUBLIC STATEMENTS 4. DEFERRED BUSINESS A. Discussion Regarding the Local Vendor Policy – Smith / Huot 5. NEW BUSINESS A. Discussion Regarding Requests for Proposals and Bid Practices – Smith B. Discussion and Committee Recommendation Regarding Adoption of the 2015 Committee Meeting Schedule – Huot 6. COMMITTEE COMMENTS 7. ADJOURNMENT B A K E R S F I E L D Committee Members: Staff: Chris Huot Willie Rivera, Chair Assistant City Manager Ken Weir Chris Parlier AGENDA SUMMARY REPORT SPECIAL MEETING OF THE BUDGET AND FINANCE COMMITTEE Monday, March 19, 2015 12:00 p.m. City Hall North – Conference Room A 1600 Truxtun Avenue Bakersfield, CA 93301 The meeting was called to order at 12:00 PM 1. ROLL CALL Committee members present: Councilmember Willie Rivera, Chair Councilmember Chris Parlier Committee member absent: Councilmember Ken Weir Staff present: Alan Tandy, City Manager Chris Huot, Assistant City Manager Chris Gerry, Administrative Analyst Caleb Blaschke, Management Assistant Ginny Gennaro, City Attorney Josh Rudnick, Deputy City Attorney Nelson Smith, Finance Director Sandra Jimenez, Assistant Finance Director Randy McKeegan, Finance Supervisor Doug McIsaac, Community Development Ryan Bland, Community Development Nina Carter, Community Development Nick Fidler, Public Works Director Others Present: AGENDA SUMMARY REPORT Budget and Finance Committee Meeting Monday, March 19, 2015 Page 2 GRC Associates Representative Brown Armstrong CPAs Representatives Bakersfield Senior Center Representatives The Bakersfield Californian Representative 2. ADOPT NOVEMBER 24, 2014 AGENDA SUMMARY REPORT Adopted as submitted 3. PUBLIC STATEMENTS Lilli Parker with the Bakersfield Senior Center thanked the Committee for the support and funding over the years. 4. NEW BUSINESS A. Discussion and Committee Recommendation Regarding FY 2015-16 CDBG, HOME, and ESG Action Plan – McIsaac Community Development Director McIsaac introduced John Oshimo with GRC Associates, who provided a summarization of the process of developing a Five- year Consolidated Plan to address the community needs and set priorities to address those needs over a five year period. In developing the current plan, statistics from the Census Department were reviewed, several community meetings to gather input were held, and a survey was also conducted. Mr. Oshimo stated key housing issues are: housing overpayment, housing overcrowding, poor housing conditions, the need for affordable housing and rental units, homeless facilities and services, and public facilities and infrastructure improvements. A final plan will be adopted and submitted the U.S. Department of Housing and Urban Development (HUD) in May. Community Development Director McIsaac summarized the first-year annual entitlements of the Five-year Consolidated Plan. These entitlements help to improve the quality of life of low to moderate income neighborhoods, improve infrastructure in the neighborhoods, and promote job opportunities for low income individuals. The HUD Community Development Block Grant Program (CDBG), HOME Investment Partnership (HOME) and Emergency Shelter Grant (ESG) entitlements for FY15-16 are $4,488,328. Staff is projecting $7,000 in program income for CDBG and $30,000 for HOME. The total proposed budget for CDBG, HOME and ESG for FY15-16 is $4,525,328. FY 2015-16 Proposed CDBG: The total resources available for FY 2015-16 are $3,205,138. This amount includes the CDBG entitlement of $3,198,138, and the project program income of $7,000. Staff proposed the total resources be allocated as follows: • Total Administration – 20% Cap: $641,028 AGENDA SUMMARY REPORT Budget and Finance Committee Meeting Monday, March 19, 2015 Page 3 • Long Term Obligations: $405,978 • Public Services: $185,000. Services include Fair Housing Program Services and the Bakersfield Senior Center. • Low-Mod Benefit: $1,973,132. Services include Home Access Grant Program, Bakersfield Senior Center Facilities Improvement, CAP-K Solar Improvements, Curb, Gutter, Sidewalk, and Reconstruction of several areas including: Madison Area, Oleander Area, Union/Brundage Area, and E. California Area. FY 2015-16 Home Investment Partnership (HOME): The total resources available for FY 2015-16 is $1,034,842, 10% of which was set aside for administrative costs. This amount includes the HOME Entitlement of $1,004,842 and $30,000 of projected program income. Staff estimates that the total Program/Project Costs and Direct Delivery for FY 2015-16 is $931,358. This Program/Project cost includes $155,226 in HUD mandated Community House Development Organization (CHDO) sponsored projects, and $776,132 for New Construction. Emergency Solutions Grant (ESG): The total resources available for FY 2015-16 is $285,348, 7.5% of which was set aside for administrative costs. The total resources are allocated as follows: Staff proposes $171,208 in emergency shelter to fund the Flood Ministries Street Outreach ($22,257), the Bakersfield Rescue Mission ($63,647), Bakersfield Homeless Shelter ($63,347), and Alliance Again Family Violence ($22,257); and $92, 739 in homeless prevention to fund the Bakersfield Homeless Center Rapid Rehousing. Committee Chair Rivera inquired about the Neighborhood Clean-up Program described in the Intra City Proposals Received for FY 15-16 CDBG Assistance memorandum. Community Development Coordinator Bland stated the proposal submitted by the Public Works Department was to continue contracting litter/large debris removal throughout HUD-eligible areas. Unfortunately, it was not an eligible program. Committee Chair Rivera also asked how the Home Access Grant Program is advertised to the community. Community Development Coordinator Bland stated several health providers and various public health agencies typically refer qualified individuals. Literature is distributed at community events to promote the program. Committee Chair Rivera requested staff provide him copies of the literature. AGENDA SUMMARY REPORT Budget and Finance Committee Meeting Monday, March 19, 2015 Page 4 Chair Rivera asked for a description of the kind of proposals requested for the Fair Housing Program Services. He also inquired about what would happen to the funding set aside for the Community Action Partnership of Kern’s (CAPK) proposal the funding they have requested from the County is denied. Community Development Director McIsaac stated proposals requested are for service providers who can provide enhanced services for fair housing. Mr. McIsaac stated if the County did not provide CAPK additional funding, the City could reallocate the funding set aside for the program. Chair Rivera asked staff to provide him with a report regarding the expected completion dates of the Public Works projects being funded with CDBG funding. Committee member Parlier made a motion to adopt the proposals and present them to the full City Council for approval. The motion was unanimously approved. B. Discussion and Committee Recommendation Regarding Annual Audit Reports FY Ending 2014 – Smith Finance Director Smith provided a review of five separate audit reports for the fiscal year ending 2014. 1. Comprehensive Annual Financial Statement This report represents the City’s financial statements as of June 30, 2014. The City complied, in all material respects, with accounting principles generally accepted in the United States. 2. Agreed Upon Conditions Report This report is designed to increase efficiency, internal controls, and/or financial reporting. There were no reportable findings in the current audit. The report also addresses findings identified in the prior year report, which have been resolved to the auditor’s satisfaction. 3. Post (SAS 114) Audit Findings and Compliance Report This report identifies any issues or problems the auditors encountered during the current audit. There were no significant findings in the current audit. 4. Wastewater Regional Management Plan There were no audit findings. 5. Appropriations Limit There were no audit findings. AGENDA SUMMARY REPORT Budget and Finance Committee Meeting Monday, March 19, 2015 Page 5 Committee Chair Rivera asked how long Brown Armstrong Accountancy Corporation has been conducting the independent annual audits and if it is required to have a third party conduct such audits. Finance Director Smith stated a new request for proposals is conducted every five years; most recently in 2014. The current year is the second of five in which Brown Armstrong Accountancy will be conducting the audits. Brown Armstrong Accountancy was the auditor in the previous five year period. Mr. Smith also stated the City is required to have an outside third party conduct the official audits. Committee member Parlier made a motion to have the reports presented to the full Council for approval. The motion was unanimously approved. 5. COMMITTEE COMMENTS None 6. ADJOURNMENT The meeting adjourned at 12:33 PM cc: Honorable Mayor and City Council All meetings will be held at City Hall North, First Floor, Conference Room A Adopted: DRAFT Budget & Finance City Council Meetings Committee Meetings 3:30 Closed Session 12:00 p.m.5:15 p.m. Public Session Holidays - City Hall Closed S M T W TH F S S M T W TH F S S M T W TH F S 1 2 3 4 5 6 7 8 9 10 1 2 3 4 5 6 7 1 2 3 4 5 6 7 11 12 13 14 15 16 17 8 9 10 11 12 13 14 8 9 10 11 12 13 14 18 19 20 21 22 23 24 15 16 17 18 19 20 21 15 16 17 18 19 20 21 25 26 27 28 29 30 31 22 23 24 25 26 27 28 22 23 24 25 26 27 28 29 30 31 S M T W TH F S S M T W TH F S S M T W TH F S 1 2 3 4 1 2 1 2 3 4 5 6 5 6 7 8 9 10 11 3 4 5 6 7 8 9 7 8 9 10 11 12 13 12 13 14 15 16 17 18 10 11 12 13 14 15 16 14 15 16 17 18 19 20 19 20 21 22 23 24 25 17 18 19 20 21 22 23 21 22 23 24 25 26 27 26 27 28 29 30 24 25 26 27 28 29 30 28 29 30 31 S M T W TH F S S M T W TH F S S M T W TH F S 1 2 3 4 1 1 2 3 4 5 5 6 7 8 9 10 11 2 3 4 5 6 7 8 6 7 8 9 10 11 12 12 13 14 15 16 17 18 9 10 11 12 13 14 15 13 14 15 16 17 18 19 19 20 21 22 23 24 25 16 17 18 19 20 21 22 20 21 22 23 24 25 26 26 27 28 29 30 31 23 24 25 26 27 28 29 27 28 29 30 30 31 S M T W TH F S S M T W TH F S S M T W TH F S 1 2 3 1 2 3 4 5 4 5 6 7 8 9 10 1 2 3 4 5 6 7 6 7 8 9 10 11 12 11 12 13 14 15 16 17 8 9 10 11 12 13 14 13 14 15 16 17 18 19 18 19 20 21 22 23 24 15 16 17 18 19 20 21 20 21 22 23 24 25 26 25 26 27 28 29 30 31 22 23 24 25 26 27 28 27 28 29 30 31 29 30 League of California Cities Annual Conference - September 30, 2015 - October 2, 2015 Budget & Finance Committee Calendar January 2015 Through December 2015 JANUARY FEBRUARY OCTOBER MARCH JUNE SEPTEMBER DECEMBER NOVEMBER AUGUST MAY APRIL JULY Documents Handed Out At The Meeting