CC SR 20181002 D - FY18-19 Committee Work PlansRANCHO PALOS VERDES CITY COUNCIL MEETING DATE: 10/02/2018
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA DESCRIPTION:
Consideration and possible action to approve the proposed FY18-19 Work Plans for the
Finance Advisory Committee, Emergency Preparedness Committee, Traffic Safety
Committee and Infrastructure Management Advisory Committee.
RECOMMENDED COUNCIL ACTION:
(1) Approve the proposed FY18-19 Work Plans for the following Advisory
Committees:
(a) Finance Advisory Committee
(b) Emergency Preparedness Committee
(c) Traffic Safety Committee
(d) Infrastructure Management Advisory Committee
FISCAL IMPACT: $16,000 (Emergency Preparedness Committee only)
Amount Budgeted: $16,000
Additional Appropriation: N/A
Account Number(s): 101-400-1430-5101: $9,000
101-400-1430-4310: $7,000
ORIGINATED BY: Elias Sassoon, PE, Director Public Works
Gabriella Yap, Deputy City Manager
Deborah Cullen, Director of Finance
REVIEWED BY: Doug Willmore, City Manger
APPROVED BY: Doug Willmore, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Proposed FY18-19 Finance Advisory Committee Work Plan (page A-1)
B. Proposed FY18-19 Emergency Preparedness Committee Work Plan
(page B-1)
C. Proposed FY18-19 Traffic Safety Committee Work Plan (Page C-1)
D. Proposed FY18-19 Infrastructure Management Advisory Committee Work
Plan (page D-1)
BACKGROUND AND DISCUSSION:
The City Council appoints citizens to advisory committees to enhance citizen input and
involvement in certain areas of City operations and services, including Finance,
Emergency Preparedness, Infrastructure and Traffic Safety. The resolutions that
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establish these committees also require that they each prepare an annual Work Plan
and submit it to the City Council for approval. The following committees have met over
the summer months and reviewed their respective FY17-18 Work Plans and
accomplishments during the previous fiscal year:
• Finance Advisory Committee
• Emergency Preparedness Committee
• Traffic Safety Committee
• Infrastructure Management Advisory Committee
Additionally, each Committee has discussed modifications and enhancements to their
Work Plans for the current fiscal year. The Committees’ draft Work Plans for FY18-19
are attached (Attachments A-D) for City Council review and approval.
ALTERNATIVES:
In addition to the Staff recommendation, the following alternative action is available for
the City Council’s consideration:
1. Provide direction to Staff to modify one or more of the proposed work plans,
and continue this matter to a future date to be determined.
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FINANCE ADVISORY COMMITTEE 2018-19 WORK PLAN
Page 1 of 11
MISSION STATEMENT
The Finance Advisory Committee provides citizen input to the City Council and
Staff regarding financial matters of the City of Rancho Palos Verdes. The Committee
shall review short and long-term financial information of the City and other financial issues
as assigned by the City Council. The Committee shall provide advice regarding economic
development matters such as methods to improve the business climate and how to better
work with local businesses and shall recommend specific areas for review to the City
Council. The Committee will serve to advise the City Council regarding the City’s financial
condition.
SUMMARY OF SPECIFIC 2018-19 ASSIGNMENTS
1. Review and provide feedback/recommendations regarding FY 2018-19 Finance
Advisory Committee Work Plan;
2. Receive a presentation on the City’s year-end review presentation and make
recommendations for excess/deficit unrestricted fund balance;
3. Receive a presentation of the City’s Comprehensive Annual Financial Report
(CAFR) prepared annually, including the audit report;
4. Review and provide feedback/recommendations regarding the Five-Year Financial
Model to the City Council;
5. Receive a presentation on the midyear review for FY 2018-19, budget assumptions
and proposed budget for FY 2019-20;
6. City Council requested that each Committee designate 1 member to attend the
Portuguese Bend Land Flow Subcommittee meetings and provide support, as
desired by City Staff or City Council.
7. Receive a presentation of the City’s annual employee pension plan actuarial
valuation reports, continue to monitor changes to pension plan provider
assumptions and methodologies, and make recommendations to the City Council
when appropriate;
8. Review Treasury activities and investment report quarterly;
9. Study infrastructure funding alternatives in conjunction with the development of an
Infrastructure Management Plan and recommendations from the Infrastructure
Management Advisory Committee, and make recommendations to the City
Council; and
10. In addition to the above specific assignments, on an as-needed basis, the FAC is
prepared to review any additional projects assigned by the City Council such as,
the Civic Center Master Plan and the associated financial implications.
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FINANCE ADVISORY COMMITTEE 2018-19 WORK PLAN
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SUMMARY OF STAFF TIME
A summary of the total Staff time estimated for the assignments outlined in this 2018-19
work plan follows:
Note: The Staff time estimated herein is exclusive of the time to prepare work product
for the City Council.
Assignment No.Potential Meeting Date
Staff Support
Hours
FY 2018-19 Work Plan 1 August 6
Year-end Review (FY17-18)2 December 10
Review CAFR (FY17-18)3 January/February 9
5-Year Model (FY19-20)4 March/April 18
FY 2018-19 Mid-year Review, FY
2019-20 Budget Assumptions &
Preliminary Budget 5 March 23
Pension Plan 7 February 14
Review Investment Activities
Quarterly 8 August, October, January, April 32
Infrastructure Funding (FY19-20)9 March/April 13
Total Staff Time 125
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FINANCE ADVISORY COMMITTEE 2018-19 WORK PLAN
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SPECIFIC 2018-19 ASSIGNMENTS
1. REVIEW AND PROVIDE FEEDBACK/RECOMMENDATIONS REGARDING FY
2018-19 FINANCE ADVISORY COMMITTEE WORK PLAN
Finance Advisory Committee Work Plan is a document that summarized what
Committee Member will be working on during the fiscal year with the Director of
Finance.
Staff Responsibilities:
Prepare a draft work plan for Committee Members to review and provide
feedback/recommendations; and
Present the final Work Plan to City Council.
Timeline:
Staff expects that this presentation will take place at a meeting in August
2018.
2. RECEIVE A PRESENTATION OF THE CITY’S YEAR-END REVIEW
PRESENTATION AND MAKE RECOMMENDATIONS FOR EXCESS/DEFICIT
UNRESTRICTED FUND BALANCE
The year-end financial review is an exercise that Finance performs after closing is
completed. In this process, Finance calculates the City’s fund balance based on
the unaudited actuals and compares the fund balance to what was reported as the
year-end estimate and fund balance during the budget adoption.
Staff Time:Hour/s
Staff preparation of meeting agenda and minutes 1
Staff report preparation for the Committee 1
Meeting Attendance for 2 staff members 4
Total Staff Time Required 6
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FINANCE ADVISORY COMMITTEE 2018-19 WORK PLAN
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Staff Responsibilities:
Present the unaudited actuals to the Committee and answer Committee
Member questions.
Present an analysis of year-end estimates and fund balance during the
budget adoption process to the unaudited actuals to the Committee and
answer Committee Member questions.
Timeline:
Staff expects that this presentation will take place at a meeting in December
2018.
3. RECEIVE A PRESENTATION OF THE CITY’S COMPREHENSIVE ANNUAL
FINANCIAL REPORT (CAFR) PREPARED ANNUALLY, INCLUDING THE
AUDIT REPORT
The Comprehensive Annual Financial Report (CAFR) is an annual report that
includes the City’s audited financial statements, as well as other financial and
statistical information. Receipt of this presentation is an annually recurring item
intended to provide the Committee with relevant financial information.
Staff Responsibilities:
Present an oral overview of the CAFR and accompanying staff report to the
Committee and answer Committee Member questions.
Timeline:
Staff expects that this presentation will take place during a meeting in
January/February 2019.
Staff Time:Hour/s
Staff preparation of meeting agenda and minutes 1
Staff preparation of presentation 1
Staff report preparation for the Committee 4
Meeting Attendance for 2 staff members 4
Total Staff Time Required 10
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FINANCE ADVISORY COMMITTEE 2018-19 WORK PLAN
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4. REVIEW AND PROVIDE COMMENTS AND RECOMMENDATIONS
REGARDING THE FIVE-YEAR FINANCIAL MODEL TO THE CITY COUNCIL
The Five-Year Financial Model (the “Model”) is a financial schedule which is
annually prepared by Staff, as required by City Council Policy No. 18. The
Model includes the proposed budget for the coming fiscal year, as well as
estimates of revenues, expenditures, fund transfers and ending fund balance
for all funds of the City over a five-year time period. The Model is prepared as
part of the budget process for each fiscal year, and is a planning tool used to
identify structural problems in the budget and future fiscal challenges.
Committee Responsibilities:
Review and comment on the draft 2020 Model prepared by Staff focusing
on noteworthy changes, trends, and key assumptions; and
Provide recommendations to City Council.
Staff Responsibilities:
Prepare the draft 2020 Model with accompanying staff reports explaining
key assumptions and noteworthy changes;
Present an oral overview of the draft 2020 Model and accompanying staff
report to the Committee and answer Committee Member questions; and
Forward the Committee’s comments and recommendations to the City
Council for its consideration prior to adoption of the FY19-20 City budget.
Timeline:
Staff expects that review of the draft 2020 Model will take place at two
Committee meetings during March/April 2019 along with infrastructure funding.
Staff preparation of meeting agenda and minutes 1
Staff preparation of presentation 1
Staff report preparation for the Committee 3
Meeting Attendance for 2 staff members 4
Total Staff Time Required 9
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FINANCE ADVISORY COMMITTEE 2018-19 WORK PLAN
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5. RECEIVE A PRESENTATION OF FY 2018-19 MID-YEAR REVIEW, FY 2019-20
BUDGET ASSUMPTIONS AND PROPOSED BUDGET
Mid-year review is a financial analysis performed after the first six months of
the fiscal year comparing budget to actuals. This is the first look at where we
expect to end the fiscal year. Budget assumptions and proposed budget are
prepared and presented to Council during the budget workshop, an informal
meeting between Council and department heads, as they review the City’s
financial position for the upcoming fiscal year.
Committee Responsibilities:
Review and comment on FY 2018-19 mid-year review; and
Review and comment on FY 2019-20 budget assumptions and proposed
budget.
Staff Responsibilities:
Provide a presentation of the City’s mid-year financial position at the end of
December 31, 2018.
Present the budget assumptions and proposed budget for FY 2019-20 and
answer Committee Member questions; and
Forward the Committee’s comments to City Council, if applicable.
Timeline:
Staff expects this assignment can be completed during a meeting in December
2018 and March 2019.
Staff Time:Hour/s
Staff preparation of meeting agenda and minutes 2
Staff preparation of presentation 1
Staff report preparation for the Committee 9
Meeting Attendance for 3 staff members 6
Total Staff Time Required 18
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FINANCE ADVISORY COMMITTEE 2018-19 WORK PLAN
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6. RECEIVE A PRESENTATION OF THE CITY’S ANNUAL EMPLOYEE PENSION
PLAN ACTUARIAL VALUATION REPORTS, CONTINUE TO MONITOR
CHANGES TO PENSION PLAN PROVIDER ASSUMPTIONS AND
METHODOLOGIES, AND MAKE RECOMMENDATIONS TO THE CITY
COUNCIL WHEN APPROPRIATE
For the last 5 years, the FAC has studied the City’s employee pension plan,
and issued Memorandums with recommendations to the City Council.
The FAC will continue to study factors impacting the City’s employee pension
plan, and provide recommendations to the City Council as appropriate.
Committee Responsibilities:
Review the June 30, 2017 CalPERS Actuarial Valuation Report (to be
received no later than February 2019); and
Prepare an updated FAC Memorandum with additional recommendations
to the City Council, as appropriate.
Staff Responsibilities:
Provide a presentation of the June 30, 2017 CalPERS Actuarial Valuation
Report and information relevant to this assignment, and answer Committee
Member questions; and
Forward the Committee’s updated Memorandum to the City Council, if
applicable.
Staff Time:Hour/s
Staff preparation of meeting agenda and minutes 2
Staff preparation of presentation 5
Staff report preparation for the Committee 10
Meeting Attendance for 3 staff members 6
Total Staff Time Required 23
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FINANCE ADVISORY COMMITTEE 2018-19 WORK PLAN
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Timeline
Staff expects this assignment can be completed during no later than February
2019.
7. REVIEW TREASURY ACTIVITIES AND INVESTMENT REPORTS
On March 15, 2016, the City Council approved a custodian agreement with
Vining Sparks to provide brokerage services to enable investment
diversification of the City’s portfolio. The City started to invest in CD’s late April
of 2016.
Committee Responsibilities:
Review current investments and treasury report.
Staff Responsibilities:
Prepare and present current investment portfolio and Treasury Report to
Committee.
Timeline:
Staff expects to bring the Treasury Report and investment activities to the
Committee quarterly with the first review for quarter ending June 30th in August
2018. Then quarter ending September 30th on October 2018, quarter ending
December 31st on January 2019 and quarter ending March 31st in April 2019.
Staff Time:Hour/s
Staff preparation of meeting agenda and minutes 2
Staff preparation of presentation 3
Staff report preparation for the Committee 5
Meeting Attendance for 2 staff members 4
Total Staff Time Required 14
A-8
FINANCE ADVISORY COMMITTEE 2018-19 WORK PLAN
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8. SUBJECT TO CITY COUNCIL DIRECTION, STUDY INFRASTRUCTURE
FUNDING ALTERNATIVES IN CONJUNCTION WITH THE INFRASTRUCTURE
MANAGEMENT PLAN NING TOOL, AND MAKE RECOMMENDATIONS TO THE
CITY COUNCIL
The City is currently in process of developing an Infrastructure Management
Planning Tool, with input from the Infrastructure Management Advisory
Committee established by the City Council in 2014. In conjunction with the
planning effort, the City Council may direct the FAC to study infrastructure
funding alternatives, and make recommendations accordingly.
Committee Responsibilities:
Review alternatives for funding the City’s infrastructure; and
Prepare comments and recommendations to be forwarded to the City
Council, as appropriate.
Staff Responsibilities:
Present available alternatives for funding the City’s infrastructure, and
answer Committee Member questions; and
Forward the Committee’s comments and recommendations to the City
Council, if applicable.
Timeline:
Staff expects that study of infrastructure funding alternatives be presented at
the same time as the five-year model, March/April 2019.
Staff Time:Hour/s
Staff preparation of 4 meeting agendas and 4 minutes 8
Staff report preparation for 4 meetings 8
Meeting Attendance for 2 staff members at 4 meetings 16
Total Staff Time Required 32
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FINANCE ADVISORY COMMITTEE 2018-19 WORK PLAN
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9. Subject to City Council approval provide support and review regarding the
Civic Center Master Plan and the Financial Implications. Details to be added
as requested by City Council.
COMMITTEE RESOURCES
Budget
Historically, the City’s budget has included an allocation for hiring outside consultants to
assist in researching particular issues. Although this draft work plan does not include
assignments with an apparent need for consulting help, additional assignments may
come from the City Council in the future. Staff believes the City’s budget is adequate to
meet the needs of the Committee.
ROLES
City Council
The five-member City Council is the legislative and policy making body for the City,
charged with providing overall leadership by enacting laws and allocating City resources
for programs, services and activities. The City Council appoints members to serve on
this committee and makes special assignments to research, discuss, and provide
comments and recommendations to the Council.
Finance Advisory Committee
Advisory committees are a structured way for individual citizens to share their opinions
and perspectives, and to formulate comments and recommendations in a focused, small
group structure. The primary purpose of advisory committees is to provide judicious
advice, from a citizen perspective, to the City Council. Committee activities may include
the study of critical issues, hearing public testimony, and reviewing staff reports and
recommendations – all of which is intended so that the committee is prepared to discuss,
formulate, and forward well-developed, thoughtful comments and recommendations to
Study Infrastructure Funding Alternatives
Staff Time:Hour/s
Staff preparation of meeting agenda and minutes 2
Staff preparation of presentation 1
Staff report preparation for the Committee 4
Meeting Attendance for 2 staff members 6
Total Staff Time Required 13
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FINANCE ADVISORY COMMITTEE 2018-19 WORK PLAN
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the City Council in a timely manner. All appointees to the Committee should act at the
direction of the whole or the majority of the City Council and not upon the request or
direction of an individual member of the Council.
Staff
Staff liaisons have been assigned to each Committee to maintain communication
between the Committee, City Council and City Management. Staff works under the
direction of the City Manager. Reports prepared by Staff are generally for the ultimate
review and action of the City Council subsequent to the Committee’s review and
comment. Staff is responsible for the work product that the Committee reviews and
administration of the Committee’s activities including, but not limited to the following:
• Ensuring that meeting notifications and consistent recordkeeping occurs.
• Serving as a communication link between the Committee, City Management,
departments, and the City Council, as appropriate.
• Providing professional guidance, issue analysis and recommendations.
• Assisting the committee with report preparation, and correspondence in keeping
with the committee’s Council-approved work plan.
• Making sure the intent of the advisory committee is not lost after the Committee
acts to make a comment or recommendation, and that it is conveyed accurately to
the City Council in a timely manner.
• Assisting the advisory committee in staying focused on the assignment and
agenda.
• Ensuring compliance of the Committee’s actions with the Brown Act.
• Presenting advisory committee comments and recommendations to the City
Council, if requested to do so by either the committee or the City Council.
• Maintaining a positive working relationship with the Chair and committee members.
A-11
EMERGENCY PREPAREDNESS COMMITTEE
WORK PLAN FY 2018-19
Pursuant to Section 5 (Annual Work Plan) of Resolution No. 2008-61, the Emergency
Preparedness Committee (EPC) and City Staff liaison shall prepare an annual work
plan to be presented to the City Council for approval.
At the April 19, 2018, EPC meeting, the FY 18-19 EPC Work Plan was discussed by the
EPC and Staff. Specifically, EPC and Staff propose to:
• Participate in the City’s Whale of a Day event by providing EPC members to
perform community outreach and work with Staff in setting up, staffing, and
dissembling the City-provided booth space.
• Participate in the 4th of July event by providing EPC members to perform
community outreach and work with Staff in setting up, staffing, and dissembling
the City-provided booth space.
• Produce two Public Service Announcements (PSAs) – “Be More Prepared” and
“Water Storage.” EPC members will submit on-screen talent recommendations
and scripts to Staff. PSAs will be promoted through the City’s EPC website, the
City Manager’s weekly report, televised on RPVtv Channel 33 (COX
Cable)/Channel 38 (Frontier FIOS) and featured on Channel 33’s “Peninsula
Beat.”
• EPC members will be available to visit Rancho Palos Verdes homeowners
associations and faith-based organizations, along with Rancho Palos Verdes
independent neighborhood residents and business owners in general, to make
“Beauty & the Beast” and “Be More Prepared” presentations.
• Continue the City’s utility service providers’ emergency preparedness
presentations, focusing Southern California Edison.
• EPC members will host an emergency preparedness related presentation at the
Norris Pavilion in Rolling Hills Estates or similar venue in Rancho Palos Verdes.
Dr. Lucy Jones is invited to speak and emphasize the importance of public
awareness in regards to natural and human made disasters. Media outlets for
advertising may include, but are not limited to, the City’s home webpage, EPC
webpage, PV News, the Daily Breeze, RPVtv Channels 33 & 38, the Palos
Verdes Peninsula Unified School District (PVPUSD), the City’s electronic Notify
Me systems, Nextdoor and Facebook.
B-1
# Item / Description
Est.
Hours Est. $$
1 Whale of a Day (WOAD)
Staff 20 N/A
Takeaways (can consist of Emergency
Backpacks, Glow Sticks, Emergency Blankets,
Hand Sanitizer, Water, Backpacks, Hot/Cold
Beads and/or Coloring Books w/Pencils) $2,500
2 4th of July
Staff 20 N/A
Takeaways (can consist of Emergency
Backpacks, Glow Sticks, Emergency Blankets,
Hand Sanitizer, Water, Backpacks, Hot/Cold
Beads and/or Coloring Books w/Pencils) $2, 500
3 Two (2) PSA's
Staff 4 N/A
Channel 33 ($1,500 each PSA) 100 $3,000
4
EPC Beauty and the Beast and Be More
Prepared Presentations
Staff 20 N/A
Takeaways (similar to WOAD and 4th of July) $500
5
Utility Company Presents – Southern
California Edison
Staff 20 N/A
IT Staff 4 N/A
Channel 33 10 $400
6
Dr. Lucy Jones Emergency Preparedness
Presentation
Dr. Jones 1.50 $5,000
Staff 20 N/A
Norris Pavilion in Rolling Hills Estates (or similar
venue in Rancho Palos Verdes) $500
Advertising – PV News, Daily Breeze, etc. $500
Channel 33 to film event 10 $600
Miscellaneous costs (flyers, AV at Norris, etc.) $500
7
Receive and review information regarding the
City’s Portuguese Bend Land Flow project.
As
Needed $0
8
Incorporate and promote an active shooter
element into the “Beauty and the Beast” and
“Be More Prepared” presentations. 1 $0
Total 230.50 16,000
B-2
TRAFFIC SAFETY COMMITTEE
2018-2019 PROPOSED WORK PLAN
1. Collaborate in the Plan Development for the Peninsula-Wide Safe Routes to School
Program.
a. Provide support and collaborate with Staff and the selected consulting firm
to develop a Peninsula-Wide Safe Routes to School Plan to improve
mobility and accessibility for students and their families to safely walk or
bike to school.
b. Participate in the community and stakeholder engagements/workshops to
solicit both general comments and site-specific input related to the needs
and concerns for each of the neighborhood/school area.
c. Assist with the development of a Peninsula-Wide priority project list for
each school.
2. Review the improvements recommended in section 8.1 General Plan Build Out
Weekday Intersection Improvements of the Rancho Palos Verdes General Plan
Update, Traffic Impact Analysis, May 2017 (see attachment).
a. The review shall include a recommendation to the City Council to approve
the design and construction of proposed improvements.
3. Provide support as desired by the Staff to implement the design and construction of
the recommended improvements at various intersections along Palos Verdes Drive
South from Seahill Drive to Forrestal Drive.
4. Review and assess any item requested by the residents, members of the City
Council, Traffic Safety Committee, and City Manager’s Office.
C-1
INFRASTRUCTURE MANAGEMENT ADVISORY COMMITTEE
WORK PLAN FOR 2018-2019
The City Council resolution that established the Infrastructure Management Advisory
Committee (IMAC) in October 2014 specifies its Mission Statement as follows:
The mission of the Infrastructure Management Advisory Committee shall be to
provide community input by advising the City Council on matters concerning
public works and park infrastructure, capital improvement projects, and
maintenance and preventative maintenance programs for public buildings; park
sites; trails; the stormwater system; the sanitary sewer system including the
Abalone Cove Sewer District; street rights-of-way and traffic control devices; the
Palos Verdes Drive South/Portuguese Bend landslide; and special projects as
assigned by the City Council.
During the 2018-2019 fiscal year, the IMAC will continue to implement its mission, with
emphasis upon the following goals:
1. In cooperation with Public Works, Information Technology, Finance, GIS and
other City Staff, develop a process to create a master “needs” list of all potential
capital improvement projects for consideration and evaluation in the subsequent
fiscal year as well as future fiscal years as appropriate.
a. This process shall include methodology for identifying and documenting
sufficient information about individual projects so that an objective
evaluation of each project can be made. If required by City Council, this
process must also allow for prioritization among capital improvement
projects.
b. This process shall maximize the use of existing city information technology
systems to the extent practical.
c. This process shall include methodology for soliciting community input
regarding support (or opposition) to individual projects.
2. Create a master capital improvement project list containing current and historical
projects. This project list shall be accessible to members of IMAC via the internet
or other electronic means. Historical archive versions of the list shall be created
on a quarterly basis or more frequently if necessary.
3. Systematically review current capital improvement projects, with emphasis on
any in-process projects not performing to plan.
4. Assess the maintenance and preventative maintenance programs for public
buildings; park sites; trails; the storm water system; the sanitary sewer system
D-1
including the Abalone Cove Sewer District; street rights-of-way and traffic control
devices.
5. Provide support as desired by the City Staff or Council to the Land Flow
Subcommittee. Additionally, provide support to special projects as assigned by
the City Council.
6. As desired by the City Council, provide written reports regarding IMAC
accomplishments and future plans.
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