HomeMy WebLinkAbout03/26/2018
B A K E R S F I E L D
Staff: Committee members:
Chris Huot, Assistant City Manager Councilmember Andrae Gonzales, Chair
Councilmember, Willie Rivera
Councilmember, Ken Weir
REGULAR MEETING OF THE
BUDGET AND FINANCE COMMITTEE
of the City Council - City of Bakersfield
Monday, March 26, 2018
12:00 p.m.
City Hall North
1600 Truxtun Avenue, Bakersfield, CA 93301
First Floor, Conference Room A
AGENDA
1. ROLL CALL
2. ADOPT FEBRUARY 16, 2018 AGENDA SUMMARY REPORT
3. PUBLIC STATEMENTS
4. NEW BUSINESS
A. Discussion and Committee Recommendation Regarding Body Worn
Cameras – Martin
5. COMMITTEE COMMENTS
6. ADJOURNMENT
B A K E R S F I E L D
Committee Members
Staff: Chris Huot Councilmember, Andrae Gonzales, Chair
Assistant City Manager Councilmember, Willie Rivera
Councilmember, Ken Weir
SPECIAL MEETING OF THE
BUDGET AND FINANCE COMMITTEE
Friday, February 16 , 2018
12:00 p.m.
City Hall North – Conference Room A
1600 Truxtun Avenue, Bakersfield, CA 93301
The meeting was called to order at 12:06 p.m.
1.ROLL CALL
Committee members Present:
Councilmember, Andrae Gonzales, Chair
Councilmember, Willie Riviera
Committee members Present:
Councilmember, Ken Weir
City Staff Present:
Alan Tandy, City Manager
Chris Huot and Steven Teglia, Assistant City Managers
Brianna Carrier, Management Assistant – City Manager’s Office
Greg Pronovost, Technology Services Director
Joshua Rudnick, Deputy City Attorney
Randy McKeegan, Assistant Finance Director
Katie Gruetzmacher, Finance Supervisor
Jacqui Kitchen, Community Development Director
Misty Eaton, Community Development Business Manager
Hayward Cox, Community Development Coordinator
Nina Carter and Jason Cater, Community Development Associate Planners
Evan Demestihas, Bakersfield Assistant Chief of Police
Darin Budak, Recreation and Parks Assistant Director
Nick Fidler, Public Works Director
Luis Topete and Kristina Budak, TRIP Project Managers
Sean Cacal, Public Works General Services Superintendent
Mike Conner, Public Works Streets Superintendent
Steve Eckerson, Rabobank Arena General Manager
Additional Attendees Present:
Eric Xin, Brown Armstrong
/s/ Chris Huot
____________________________________________
Budget and Finance Committee Meeting
Agenda Summary Report – February 16, 2018
Page 2
2.ADOPT MAY 30, 2017 AGENDA SUMMARY REPORT
The Report was adopted as submitted.
3.PUBLIC STATEMENTS
There were no verbal public statements.
4.NEW BUSINESS
A. Discussion and Committee Recommendation Regarding Annual Audit Reports
ending FY 2017 – McKeegan
Assistant Finance Director McKeegan provided a summarization of the audit reports
included in the packet, noting that there was one finding and recommendation for the
year related to cash receipts collected at the Recreation and Parks’ Martin Luther King
Blvd Facility. Staff has worked with the Departments to address and implement new
procedures to mitigate the report findings.
In addition, staff provided three additional reports related to the financial audits for
review and discussion. The reports included:
Single Audit Report ending FY 2017 related to federal funding. There were no
findings or recommendations for the year.
A second “Agreed Upon Conditions Report” related to the Technology Services
division’s structure and operations including data security, backup, and
recovery. The report resulted in seven findings and recommendations for the
year. Staff of the Technology Services division agreed and has begun corrective
action to address them.
State Department of Transportation (CalTrans) “Incurred Cost
Audit” related to the expending of state and federal transportation related
funds. The approximate two-year audit was limited to the previous five years and
was specific to four projects. Caltrans identified five finding they felt needed
attention related to project management, allowable costs, and procurement.
Staff with working with CalTrans to address and implement corrective actions.
Eric Xin, Brown Armstrong stated the findings which were discovered during the audit
process are minor and with implementation of the recommendations will protect the
City’s assets in the future.
Committee member Rivera asked for clarification regarding the Incurred Cost Audit
report, in particular what staff was doing to ensure prospective bidders are not being
excluded from the process.
Public Works Director Fidler stated there is a city ordinance which requires that
contractors bidding on projects over $1 million are prequalified to ensure they have the
capabilities to fulfil the construction project. The contractors complete a responsibility
statement questionnaire to demonstrate they have the financial capabilities and
experience in completing comparable projects. This process ensures the project and
limits the City’s liability. Staff has worked diligently with CalTrans and the Federal
Highway Administration (FHWA) to streamline the process and resemble their procedures
and that of other state and local agencies. In this effort, staff has modified the city’s
process to extend the time contractors are able to submit bids from prior to the
____________________________________________
Budget and Finance Committee Meeting
Agenda Summary Report – February 16, 2018
Page 3
advertisement period to a week prior to the bidding process. This allows contractors a
week to get qualified for the bid.
Committee Chair Gonzales inquired about a timeline regarding the implementation and
action plan related to the Technology Services findings.
Technology Services Director Pronovost stated corrective actions have been taken on
several of the findings and will be resolved in the upcoming weeks; there are a few
findings that are monetary in nature and will be reviewed as part of the current fiscal
year’s budget.
Committee Chair Rivera made a motion to have the annual audit reports presented to
the full City Council for acceptance. The motion was unanimously approved with
Committee member Weir absent.
B. Discussion and Committee Recommendation Regarding FY 2018-19 CDBG,
HOME, ESG Action Plan – Tandy/Kitchen
Community Development Director Kitchen summarized the fourth-year of 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 Housing
and Urban Development (HUD) Community Development Block Grant Program (CDBG),
HOME Investment Partnership (HOME), Emergency Shelter Grant (ESG), and Housing
Opportunities for Persons with AIDS (HOPWA) entitlements for FY 18-19 were not available
at the time of the meeting; therefore staff based the proposed budget using last year’s
entitlement including a reduction in funding of three percent (3%) and 10 percent (10%)
in CDBG and HOME respectively in anticipation of Congress action. Also, there is no
indication that ESG and HOPWA will be reduced. The total proposed budget for CDBG,
HOME, ESG, and HOPWA for FY 2018-19 is $4,888,600.
FY 2018-19 Proposed CDBG Budget:
Based on the previous year’s entitlement, the total resources available for FY 2018-19 are
$3,171,421. This amount includes the CDBG entitlement of $3,164,421 and project
program income of $7,000. Staff proposed the total resources be allocated as follows:
Total Administration – 20% Cap: $634,284
Long Term Obligations: $347,469
Public Services: $475,713. Services include Fair Housing Program Services, the
Bakersfield Senior Center, and the Bakersfield Police Department.
Low-Mod Benefit: $1,713,955. Services include Home Access Grant Program;
Drainage, Curb, Gutter, Sidewalk, and Accessibility Improvements in the following
areas: East Terrace, Old Town Kern/Beale, and Wilson Area; Baker Street
Neighborhood LED Lighting Improvements; Oleander Neighborhoods Street Lights
Upgrade; McMurtrey Aquatic Center Improvements; and BARC Tire Recycling
Program; and CAPK Food Bank Expansion.
____________________________________________
Budget and Finance Committee Meeting
Agenda Summary Report – February 16, 2018
Page 4
FY 2018-19 Home Investment Partnership (HOME) Budget:
Based on the previous year’s entitlement, the total resources available for FY 2018-19 is
$1,023,131, 10% of which was set aside for administrative costs. This amount includes the
HOME Entitlement of $993,131 and $30,000 of projected program income.
Staff estimates that the total Program/Project Costs and Direct Delivery for FY 2018-19 is
$920,818. This Program/Project cost includes $148,970 in HUD mandated Community
House Development Organization (CHDO) sponsored projects, and $771,848 for New
Construction.
FY 2018-19 Emergency Solutions Grant (ESG) Budget:
Based on the previous year’s entitlement, the total resources available for FY 2018-19 is
$270,913, 7.5% of which was set aside for administrative costs. Staff proposed the total
resources be allocated as follows:
Emergency Shelter: $270,913. Services include: Flood Ministries Street Outreach
($22,500), Bakersfield Homeless Shelter ($63,363), The Mission of Kern County
($63,363) and Alliance Again Family Violence ($26,500).
Homeless Prevention: $95,187 to Bakersfield Homeless Center Rapid Rehousing.
FY 2018-19 Housing Opportunities for Persons with AIDS (HOPWA) Budget:
Based on the previous year’s entitlement, the total resources available for FY 2018-19 is
$425,024, 3% of which is set aside for administrative costs. Staff proposes allocating
$425,024 to Kern County Public Health to administer the program.
Committee member Rivera requested to meet with staff prior to the next fiscal year
cycle, which begins in early October regarding a Kern County Hispanic Chamber
project. He also inquired about any naming rights sponsorships for the McMurtrey
Aquatic Center.
City Manager Tandy stated that the City Council, at the time, named the center its
capital donor. Committee member Rivera requested staff research and determine if
there are any restrictions in obtaining a sponsorship for the center; and whether it would
be possible to use a combination of the name to recognize both parties.
Committee member Rivera also requested staff provide a report with a breakdown of
the amount of miles of drainage, curb, gutter, sidewalk, and the number of accessibility
improvements which have been installed with CDBG funding. In addition, he requested
staff provide a report of the federal guidelines and requirements for continued funding
for the CDBG funded officers and detailed activities of these officers related to the calls
for service, types of calls, etc. since being funded.
Committee Chair Gonzales asked if HUD reviews and approves the list of projects
submitted with the proposed budget prior to approval of the budget. Community
Development Director Kitchen responded that they did.
Committee Chair Gonzales asked for if funding is for light fixtures in the Baker Street
Neighborhood LED Lighting Improvement project was for replacement of old fixtures or
installation of new light fixtures.
____________________________________________
Budget and Finance Committee Meeting
Agenda Summary Report – February 16, 2018
Page 5
Public Works General Services Superintendent Cacal stated that funding is for 15 new
light fixtures to be installed in the square-area east of Alta Vista Drive, north of Kentucky
Street, west of Haley, south of Flower Street. However, conversion of the current light
fixtures to LED in the area is necessary prior to the installation of new light fixtures. A
survey will be conducted to determine the appropriate location of the new light fixtures.
The Oleander Neighborhoods Street Lights Upgrade project is for the replacement of the
70-year-old light fixtures.
Committee Chair Gonzales asked if any of the light fixtures at Beale Park were going to
be included as part of the Oleander project.
Public Works General Services Superintendent Cacal stated a total of 32 light fixtures on
Oleander Avenue between south of California Avenue and north of Brundage will be
replaced. He was uncertain at the time, if any of the light fixtures at the park would be
included. Community Development Director Kitchen stated, per HUD, the light fixture
would need to meet the requirements for replacement or upgrade and not necessary
maintenance to existing fixtures. Public Works Director Fidler stated staff would inspect
the park light fixtures.
Committee member Rivera made a motion to present the proposed Action Plan to the
full City Council with the inclusion of a minority-minority report related to the CDBG
Bakersfield Police Department Officers project. The report is to include the information
requested by Committee member Rivera as noted above. The motion was unanimously
approved.
Committee member Weir made a motion to present the proposed Action Plan to the full
City Council. The motion was unanimously approved.
C. Discussion and Committee Recommendation Regarding Adoption of the 2017
Committee Meeting Schedule – Huot
The Report was approved as adopted.
5. COMMITTEE COMMENTS
Committee member Rivera requested his referral related to participatory budgeting be heard
at the next meeting.
Committee Chair Gonzales thanked staff for their work compiling the Action Plan discussed at
the meeting.
6. ADJOURNMENT
The meeting adjourned at 1:00 p.m
Documents
Presented At The
Budget and Finance
Committee
March 26, 2018
Meeting
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