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CITY O F SAN LUIS O B I S O
FROM: Katie Lichtig, City Manager
Mary Bradley, Interim Director of Fi ance& Information Technology
SUBJECT: BUDGET FOUNDATION: GOAL-SETTING PROCESS AND SCHEDULE FOR
2011-13
RECOMMENDATION
Discuss and approve the goal-setting process and Financial Plan schedule for 2011-13.
REPORT-IN-BRIEF
The purpose of this report is to finalize the goal-setting process and schedule for 2011-13, including
detailed plans for the Community Forum to be held on January 11, 2011 at the Ludwick Community
Center and the Council Goal-Setting Workshop to be held on January 29, 2011 at the City/County
Library Community Room.
We plan to build on past successes in integrating Council goal-setting into the budget process and follow
an approach similar to the one we have used for many years. Yet, in light of the City's new fiscal
realities, some modifications to the previous process are being proposed. These enhancements include
integrating Measure Y goal identification into the overall goal-setting process and providing the staff,
community and Council with service prioritization information which is intended to help in assessing
service trade-offs and potential budget reductions.
The proposed 2011-13 Financial Plan Calendar is provided in Attachment 1. The suggested agenda for
the Community Forum is Attachment 2 and the proposed agenda for the Council Goal-Setting Workshop
is Attachment 3.
DISCUSSION
The fundamental purpose of the City's Financial Plan is to link what the City wants to accomplish over
the two-year period with the resources required to do so. The Financial Plan process used by the Council
does this by identifying the most important things for the City to accomplish for the community,
establishing a timeframe and organizational responsibility for achieving them, and allocating the
resources needed to do so.
In order to identify key goals which will drive the budget process, the City begins its Financial Plan
process with Council goal-setting to determine major objectives to be accomplished over the next two
years. These key goals—Major City Goals—are in addition to the routine, ongoing services the City
provides to the community. Two major elements of the goal-setting process are the Community Forum
and the Council Goal-Setting Workshop which are both held in January. Goals approved by the Council
are incorporated into the budget preparation process. In April, staff returns with draft work plans and
requests for policy direction which is used to formulate a Preliminary Financial Plan for public
comment. A series of study sessions and public hearings are then held prior to approval of the Financial
Plan and Budget by June 30.
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Budget Foundation: Goal-Setting Process and Schedule for 2011-13 Page-2
The proposed goal-setting process for 2011-13 continues to follow the multi-year approach which the City
has used successfully for a number of years. As part of this process, community groups, interested
individuals, and council advisory bodies present their recommendations to the Council. Extensive efforts
are made to invite community and advisory body participation in this process, including:
1. Comprehensive series of briefings and follow-up reminders with advisory bodies on their important
role in the goal-setting and budget process.
2. "Community Budget Bulletin" inserts in utility bills requesting goal suggestions from citizens and
inviting them to participate in the Community Forum. This will reach about 14,000 households and
businesses. (This insert is provided as Attachment 4.) The bulletin is also available on the City's
website.
3. Notices to over 200 community groups and interested individuals inviting them to submit written
suggestions and participate in the Community Forum. (This flyer is provided in Attachment 5).
4. Display ads will run in January in The Tribune, New Times and SLO City News,
5. Up-to-date information about the budget process will be maintained on the City's web site.
A visual depiction of the Goal-Setting and Budget Process elements and their interactions is included in
Attachment 6.
Proposed Goal Setting Approach for 2011-13
With tonight's workshop as the foundation, staff again recommend using a "two-step" approach to the
Council goal-setting process. The two principal elements to this approach are the Community Forum, to
be held on the evening of Tuesday, January 11, 2011; and the Council Goal Setting Workshop to be held
on Saturday, January 29, 2011. Based on experience over the past years, staff plan to use an outside
facilitator for the forum and goal-setting workshop. This has been a critical success factor in the City's
approach to integrating goal-setting with the budget process. Using an independent facilitator allows all
Council members to participate fully in the process and allows staff to devote their efforts to listening and
learning. Because of his familiarity with the City and its goal-setting process, Don Maruska will again act
as facilitator for the process. Mr. Maruska and staff have worked together to prepare the proposed process,
including modifications to enhance it.
Community Forum
The January 11 Community Forum is intended to solicit suggestions from Council advisory bodies,
community groups, other groups of stakeholders and interested individuals on proposed City goals and
fiscal issues. It is also intended to meet the "forum" requirements of Measure Y to "review and discuss
the use of the revenue generated by this measure." To ensure that adequate space is available for the
forum, it will be held at the Ludwick Community Center.
The proposed agenda for the Community Forum is provided in Attachment 2. As reflected in the
agenda, it is recommended that the facilitator be responsible for calling speakers to allow the Mayor to
focus on the content. As noted in the agenda details, the facilitator will help organize comments by
general topic and encourage groups to select a spokesperson and have others in the group indicate
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Budget Foundation: Goal-Setting Process and Schedule for 2011-13 Page 3
support for the same position with a show of hands. Each speaker will be invited to address the "what,
why and how" of their suggested goal. The Department Head responsible for the budget category (i.e.,
Public Safety; Public Utilities; Transportation; Leisure, Cultural and Social Services; Community
Development; and General Government) in which the comment falls will write the idea on a flip chart
sheet and clarify any linkages with existing programs or plans. Staff will post the flip chart sheets with
the public comments in the relevant budget category areas on the walls.
Participants will also receive half-page "post-its" for audience comments next to goals: green to note
resource suggestions and yellow to note any suggestions or concerns. To involve participants further and
garner direct citizen feedback on all suggestions offered, "voting with dots" will be used again. At the
end of the meeting, each attendee will receive adhesive dots to apply to the posted items (with no more
than I dot per item): 5 yellow for top Measure Y priorities, 5 green for other goal priorities, and 10 blue
for suggested expenditure reductions or revenue increases. City staff will summarize the results of the
forum and distribute them to the Council before the Goal-Setting Workshop.
Council Homework Assignment
Provided in Attachment 7 is the Council's first "homework assignment" for the January 29 workshop.
Based on all input received, it is requested that Council members prepare and submit up to seven (7)
candidate goals for Major City Goals by January 24, 2011. Finance staff will then compile a verbatim,
composite list organized based on common topics, without identifying who submitted the particular
statements. It is recommended that Council members refrain from releasing their personal lists so that
each Council member has flexibility to review all of the submissions and discuss them at the Goal-
Setting Workshop before staking a position.
This year staff are also asking Council to identify expenditure reduction and revenue increase ideas.
Attachment 8 asks Council to list up to seven (7) potential opportunities for expenditure reductions, and
Attachment 9 asks Council for seven (7) potential opportunities for revenue increases. Since the budget
will require balancing this year and going forward, this information will be important to identify
resources which could be available to address new priorities.
A consolidated listing of Council responses will be distributed to all Council members on January 27,
2011 for review and consideration before the workshop.
Council Goal-Setting Workshop
At the all-day January 29 workshop, the Council will review the consolidated summary of goals
presented by Council members to ensure clarity, completeness and understanding; and then narrow the
list to finalist goals that are supported by at least three Council members. The discussion will note
which goals address Measure Y priorities.
After discussing the potential goals, the Council will review the consolidated summary of expenditure
reduction and revenue enhancement possibilities that might be considered to support the goals and
balance the budget. This discussion will provide some broad level guidance from the Council about
opportunity areas for the staff to explore along with the service prioritization rankings and management
recommendations that will be forthcoming later in the budget process.
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Budget.Foundation: Goal-Setting Process.and Schedule for 2011-13 Page 4
While the Council proceeds with the discussion outlined above, the staff will prepare a final listing that
the Council can use in prioritizing goals. In 2009-11, the Council used a ranking system of 5 through 0
for each candidate goal. Staff recommend continuing to use this ranking system for 2011-13,
summarized as follows:
5 Most important, highest priority for City to achieve over the next two years.
4 Very important goal to achieve.
3 Important goal to achieve.
2 Address if resources are available.
1 Defer to 2013-15 for consideration.
0 Not a priority goal.
Depending on the number of candidate goals, total points available to individual Council members have
ranged in the past from 50 to 75 based on 3 points per candidate goal. For example, if there are 15 goals
in the final listing, then 45 points might be about right; if there are 25, then 75 might be appropriate. The
discussion of possible expenditure reductions and revenue enhancements also will factor into an
assessment of the City's capacity to support goals for 2011-13.
Staff will summarize the results of the Council's ranking during a break at the workshop. Based on past
experience, it is likely that three priority"tiers"will emerge from this process:
1. Major City Goals. These represent the most important, highest priority goals for the City to
accomplish over the next two years, and as such, resources to accomplish them should be included in
the 2011-13 Financial Plan. If the work program approved by the Council for a Major City Goal is
not included in the City Manager's Preliminary Financial Plan, compelling reasons and justification
must be provided as to why resources could not be made available to achieve this goal.
2. Other Important Goals. Goals in this category are important for the City to accomplish, and
resources should be made available in the 2011-13 Financial Plan if at all possible.
3. Address as Resources Permit. While it is desirable to achieve these goals over the next two years,
doing so is subject to current resource availability.
In determining these groupings, the Council will note which goals address Measure Y priorities and
determine the desired emphasis among the areas that Measure Y funding supports. These discussions
will provide guidance at a policy level, while details of work plans and budget figures will come forward
with the work plans in April.
The proposed agenda for this meeting is provided in Attachment 3; and suggested guidelines for Council
members during the goal-setting process are provided in Attachment 10. Included as Attachment 11 are
the suggested "Criteria for Major City Goals" which have been used by the Council for the.past twenty
years. These criteria capture the relevant considerations to determine a Major City Goal but now is the
opportunity for the Council to refine the criteria if desired.
Continued consideration of goals for 2011-13 is scheduled for the next regular Council meeting
following the workshop. This will be held on February 1, 2011, if needed. No follow-up meeting has
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Budget.Foundation: Goal-Setting Process and Schedule for 2011-13 Page 5
been needed in the last several goal-setting sessions as the Council concluded all necessary actions at the
Saturday Goal-Setting Workshop.
Integration of Measure Y (Half-Cent Sales Tax) Funds into Financial Plan
Adopted by the voters in November 2006, Measure Y set an added '/z-cent City sales tax. This general
purpose revenue measure is projected to generate $5.3 million in 2010-11. Along with an eight-year
sunset and requirements for annual audits and annual community reports on how much revenue is
generated by the measure and how funds are spent, Measure Y includes the following accountability and
citizen oversight provisions:
I. Integration into the City's budget and goal-setting process. The estimated revenue and proposed
use of funds generated by this measure shall be an integral part of the City's budget and goal-setting
process, and significant opportunities will be provided for meaningful participation by citizens in
determining priority uses of these funds.
2. Annual citizen meeting. An invitation will be extended each year to the entire community inviting
them to participate in a forum to review and discuss the use of the revenue generated by this
measure. City staff will also be available to meet with any group that requests a specific briefing
with their members to discuss and answer questions about the revenues generated by the measure
and their uses.
The proposed goal-setting process for 2011-13 is designed to meet these two requirements.
Additionally, because Measure Y is a general purpose measure, the proceeds are not restricted to specific
purposes; however, the ballot language provided examples of the types of uses that would be funded
through the measure. The language on the ballot was:
"To protect and maintain essential services—such as
neighborhood street paving and pothole repair; traffic
congestion relief- public safety, including restoring '
eliminated traffic patrol, Fire Marshal and fire/paramedic . Infrastructure maintenance
training positions;flood protection; senior citizen services a Traffic congestion relief
or facilities; neighborhood code enforcement; open space
preservation and other vital general purpose services— a Preservation of essential services:
shall the sales tax be increased by one-half cent for eight public safety, maintenance
years only, with citizen oversight and independent annual services, neighborhood code
enforcement
financial audits?" e Open space preservation
In short, while the ballot language provided examples of the a Downtown maintenance &
types of uses—based on input received before placing the beautification
measure on the ballot—"Y" is a general purpose measure
clearly allowing the Council the flexibility to respond to
new circumstances and challenges.
Attachment 12 provides a report on the. Integration of Measure Y into the budget process. As noted
above, the Community Forum will give the community an opportunity to provide input to the Council as
to their views on Measure Y priorities. This will help align the goals and Measure Y priorities.
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Council Goal Work Programs: Major City Goals
After the Council finalizes goals and objectives for 2011-13, the staff will prepare detailed work
programs for each Major City Goal. Based on past experience, it is important for the Council to reach
consensus not only on the objective for Major City Goals, but also on the program, action plan and
resources that will be needed to accomplish it as well. Unless the staff fully understand the scope and
timeframe that the Council intended, needed resources cannot be identified; and without this
understanding, the Preliminary Financial Plan may significantly over (or under) fund the desired work
effort.
In short, before the staff begins to build the Preliminary Financial Plan around Major City Goals, it is
essential that there is a clear understanding of what the Council hopes to achieve with each Major City
Goal over the next two years. Accordingly, the purpose of each work program is to:
1. Define the scope and scale of the adopted goal.
2. Ensure that there is consensus about the action steps to be used in accomplishing it so appropriate
resources are allocated.
3. Convert the general goal into specific action steps so that progress in achieving the goal can be
measured.
This is especially important in the case of objectives where fully achieving the goal is likely to extend
well beyond the two-year Financial Plan period. However, progress can be measured—as well as
success in accomplishing the goal—by clearly defining the specific actions to undertake over the next
two years.
The work program for each Major City Goal will address the following topics:
1. Objective. What does the City specifically want to accomplish? (This will be based on the
objectives adopted by the Council at the January 29 Goal-Setting Workshop.)
2. Discussion. What are the factors driving the need for this goal? What actions have already been
taken in trying to resolve this problem area? What key constraints and limitations can be expected in
achieving this goal? What concerns or issues will remain unresolved even if the goal is achieved?
Who are the key stakeholders? What are the major assumptions in preparing the work plan? Are
there any significant environmental considerations? What is the relationship to Measure Y
priorities?
3. Action Plan. What specific tasks must be accomplished in order to achieve the goal, and when will
they be completed? These "action steps" are the fundamental building blocks in defining and
scoping the work program, and in monitoring progress in accomplishing the goal over the next two
years.
4. Responsible Department Who is organizationally accountable for getting it done?
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5. Financial and Staff Resources Required to Achieve the GoaL What will it take to achieve the
goal? Should resources be added(staffing, contract services, capital improvement plan project)to do
this? Is there any General Fund revenue potential?
6. Outcome: Final Work Product What will happen if the goal is achieved? What's the
"deliverable?"
The work programs for Major City Goals will be presented to the Council at a special budget workshop
on April 12, 2011. Programs and projects related to goals in the other two priority categories will be
reflected in the Preliminary Financial Plan as appropriate.
Proposed Enhancements to the Goal-Setting Process
The following key enhancements to the process build on past experience:
1. Inclusion of carryover goals, Major City Goals and Other Important Goals underway or not fully
funded in the goal-setting process. This will ensure that the Council is looking at the full plate of major
activities during the process.
2. Integration and identification of Measure Y funding with other goals. This will emphasize clarity and
accountability for Measure Y funding.
3. Identification by the Council members of opportunities for expenditure reductions and revenue
increases as part of the goal-setting process. Since the budget will require balancing, early guidance
on areas of interest for potential expenditure reductions and revenue increases will be important.
Service Prioritization Project
In addition to the changes in the Goal-Setting Process discussed above, staff have begun a new internal
initiative to give the Council and the community another tool to compare and contrast services in
deciding how to address the City's ongoing budget gap. A committee of department heads and Finance
staff was tasked to develop an internal process and ranking criteria that could be used to prioritize City
services. During this process, staff will identify services the City provides to the community, rank these
services according to an established set of criteria, and identify opportunities for cross-departmental
efficiencies and program scalability. Additionally, this system will allow an assessment of services that
can be discontinued because they are of marginal added value compared to other services. The outcome
of this effort will be one of many factors used in evaluating budget balancing options to be implemented
with the 2011-13 Financial Plan.
As shown in Attachment 13, the rankings range from i through 5. The criteria include services that are
legally mandated (#1), essential to the health and safety of the community (#2), provided for the entire
community (#3), those for only a portion of the community (#4) and all other services (#5). Staff are
using this ranking system to determine the priority level of each of their program activities.
Once rankings are completed, department heads will evaluate all the rankings and assess them for
consistency across departments. This exercise will assist staff in determining if there are duplicative
services being provided by multiple departments. It will also help identify opportunities for scaled back
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services and ways to combine resources for greater efficiency. Although this is an important part of the
Financial Plan creation process, rankings alone will not be used to determine the likelihood of an
activity's modification.
At the April 12, 2011 Special Workshop, staff will present the results of this exercise to Council to seek
policy direction prior to preparing the Preliminary Financial Plan.
Goal-Setting Calendar
The following summarizes key dates leading to the January 29 Goal-Setting Workshop:
What
When
Friday, January 7 Council receives goal-setting notebooks,which includes advisory body
,goal recommendations, initial results from Community Budget Bulletin
Survey; and written suggestions as of issue date.
Tuesday January 11 Council holds Community Forum.
Tuesday, January 18 Council receives written results from Community Forum.
Monday,January 24 Council members submit goals to Finance Department.
Thursday,January 27 Finance staff distribute consolidated Council member goals and
revenue and reduction ideas organized by similar topics.
Saturday,January 29 Council holds Goal-Setting Workshop.
Goal-Setting Workshop Notebooks
To help organize all the background information that Council members will receive as part of this goal-
setting process, notebooks will be distributed by January 7, 2011 with the following sections:
Agendas
1. Agendas for the January 11 Community Forum and January 29 Goal-Setting Workshop.
Goal Recommendations
2. Goals received from Council advisory bodies.
3. Goals from the "Community Budget Bulletin" survey as of January 3, 2011 (additional submissions
received after this date will be distributed to the Council in a three-hole punch format for inclusion in
the notebook, along with an updated summary).
4. Goals received by January 3, 2011 from community groups and interested individuals (additional
submissions received after this date will be distributed to the Council in a three-hole punch format
for inclusion in the notebook).
5. Summary of results from the January 11 Community Forum (to be distributed by January 18, 2011).
6. Consolidated Council member candidate goals (to be distributed by January 27, 2011).
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Budget Foundation: Goal-Setting Process and Schedule for 2011-13 Pape 9
Background Materials
7. Status reports on the General Fund Fiscal Outlook; General Plan programs; long-term CIP; 2009-11
goals and objectives; and current CIP projects as included in the Budget Foundation: Background
Materials for 2011-13 Goal-Setting and Financial Plan Process report dated December 14, 2010.
8. Results from May 2010 public opinion research.
9. General Fund Five-Year Fiscal Forecast presented to the Council on October 19, 2010.
10. Other background information, such as the 2011-13 Financial Plan schedule, Budget-in-Brief,
Financial Plan policies and public notifications.
11. Notes and space for other supplemental materials that the Council may receive.
Next Steps after Goal-Setting in Budget Process
After the Goal-Setting Workshop, key dates in the budget process include:
Remaining Ka Dates After January 29 Goal-Setting Worksho
When What
Tuesday,February 1 Follow-up to Council Goal-Setting, If Needed. Continued
Regular Meeting consideration of goal-setting at the next regularly scheduled Council
meeting following the January 29 workshop, if needed.
Tuesday, February 22 Mid-Year Budget Review. Consider the City's fiscal status at the
Special Budget Workshop mid-point of the fiscal year and make appropriation adjustments as
necessary; review status of 2009-11 goals and objectives.
Tuesday,April 12 Major City Goal Work Programs. Review and approve detail work
Special Budget Workshop programs to accomplish major City goals; provide other budget
direction as needed.
Thursday, May 26 Preliminary Financial Plan. Receive 2011-13 Preliminary Financial
Plan and Appendices A& B: Significant Operating Program Changes
and Capital Improvement Plan(CIP)Projects.
Thursday,June 2 Budget Workshop. Review the Financial Plan and consider General
Special Budget Workshop Fund operating programs.
Thursday,June 9 Budget Workshop. Consider General Fund CIP projects.
Special Budget Workshop
Tuesday,June 14 Budget Workshop. Consider Enterprise Fund operating programs,
Special Budget Workshop CII' projects, revenue requirements and rates.
Tuesday, June 21 Public Hearing and Budget Adoption . Continue to discuss and
Regular Meeting receive public comment on the Preliminary Financial Plan; adopt the
budget.
Tuesday, June 28 Hold special meeting to continue review and adopt budget,if
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Budget Foundation: Goal-Setting Process and Schedule for 2011-13 Page 10
Regular Meeting required.
SUMMARY
Council goal-setting is an important "first step" in the City's Financial Plan process. In fact, it is
important to stress just this fact—it is the beginning of the budget process, not the end. Setting goals—
and subsequently approving work programs for major City goals—is not adoption of the budget. As
reflected in the budget schedule above, this will not occur until June 2011, following issuance of the
Preliminary Financial Plan and extensive budget workshops and hearings.
ATTACHMENTS
I. 2011-13 Financial Plan Calendar
2. Outline for Community Forum (January 11)
3. Outline for Council Goal-Setting Workshop (January 29)
4. "Community Budget Bulletin" Inserted in City Utility Bills
5. Notice Sent to Community Groups and Interested Individuals
6. Goal-Setting Process Schematic
7. Sample Form for Council Members to Submit Candidate Goals
8. Sample Form for Council Members to Submit Expenditure Reduction Ideas
9. Sample Form for Council Members to Submit Revenue Increase Ideas
10. Guidelines for Council Members During the Goal-Setting Process
11. Criteria for Major City Goals
12. Measure Y Integration
13. Service Prioritization Project Proposed Criteria
T:\Budget Folders\201.1-13 Financial Plan\Council Goal-Setting\Goal-Setting Process, 12-14-10 CAR.DOC
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Budget Foundation: Goal-Setting Process and Schedule for 2011-13 Page 11
ATTACHMENT 1
2011-13 Financial Plan Calendar
When Who What
October 19,:010 Cotmcil • Reviews results of General Fund Fite-fear Fiscal Forecast
November 4.'010 Finance • Begins sending letters inviting participation in goal-setting process to
community grotips and interested individuals:and begins inserting
Communitv Budget Bulletins in utility bills.
SPT • Distribute Service Prioritization Project instructions and template.
Departments • Begin Service Prioritization Project
November 8.3010 CIP Review- • Meets to review and evaluate recommended changes to the CIP
Committee submittal process.
November 10.3010 Departments • Submit advisory body goal recommendations to Finance&IT.
November 1T.-1010 Finance • Distributes consolidated listing of draft recommended goals to
advisory bodies for their review.
?november 18.3010 Public Works-Finance • Issue CIP budget instructions
December 1.3010 Departments • Complete status of General Plan programs:lone-term CIP:status of
current goals&objectives:status of current CIP projects:and General
Fund"maintenance-only"CIP.
December IJ,2010 Council • Holds workshop on status of General Plan and programs.long-tam
capital improvement plan(CDP).Major City Goals.objectives and CIP
projects:general fiscal outlook.
• Finalizes goal-setting process:considers Financial Plan policies and
Organintion.
December IT.-1010 Departments • Submit Service Prioritization ranking worksheets to Finance
December 30.2010 Departments • Submit any clwures in advisory body goals to Finance.
Finance • Receives written comments from community groups and interested
individuals.and any changes in goals from advisory bodies.
January 3.2011 • Complete final fleet replacement requests due
• Complete draft non fleet CIP requests. Due to Department Head for
prioritization
January 4.2011 Finance • Distributes flea replacement requests to CIP Review Committee.
January 7.2011 Budget Analysts • Complete evaluation of Service Prioritization Project rankings and
assess consistency across departments.
January 10.2011 Departments • Draft CIP requests(approved by Department Head)requiring review
dire to IT or Engineering.
Januan•11,2011 Council • Holds comurtanty forum at the Luiwick Community Center.
Jamrmy 13.3011 CIP Review • Review fleet replacement requests with departments:prepare
Committee reeormnendations for City Manager
Januar•14.3011 CIP Review • Provides any final comments to Finance on fleet replacements by noon
Committee
January 18.2011 Finance • Summarize.compile and distribute final fleet replacement
recommendations to City Manager
• Present andited financial results for 3009-10 to City Council
Jamrary 19.2011 Department Heads • Prioritize program values&identify reduction candidates
(all day)
January 34.3011 Finance& • Distributes and holds briefing on 2009-11 Budget Instructions.
Departments
January 27.2011 Finance • Distribute consolidated Council member goals.
January 29,2011 Council • Holds goal-setting workshop:discusses candidate goals presented at
Special workshop January 11 comnmmity forum:discusses Council member goals
5:30 d.Vf to 4:00 AW distributed on January 37:prioritizes and sets major City goals.
January 31.3011 Departments • Complete final CIP budget requests. Due to Finance for distribution to
CIP Review committee
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Budget Foundation: Goal-Settina Process and-Schedule for 2011-13 Page 12
When Who . What
February 1,2011 Council • Finalizes goals and priorities(if needed).
February 3.2011 Departments • Attend•-usuual suspects-briefing on outcome of Council goal-setting
and coordinate work program preparation and next steps.
February 9.2011 CIP Review • Review CTP requests with depart uents
Committee&BRT
February 10.2011 CIP Review fi BRT • Prepare CIP recommendations to the City Manager
February 10.2011 Departments • Operating budget reduction targets provided
February 15.2011 Department Heads • Brainstorm Major City Goal work programs
February 22.2011 Council • Considers mid-year budget review.
(special meeting)
March 1.2011 Departments • Complete operating budget requests.major City goal work programs
and any revised or added CIP requests to reflect Council goals and
objectives:and department revenue estimates.
• Submit operating budget reduction options
March_'.2011 Finance • Summarize.compile and distribute Major City Goal work programs
and supplementaL'revised CIP's for the Council goals to Budget
Review Team
• Compile and distribute reduction options to Department Heads for
review and prioritization.
March 3.2011 Finance • Summaize.compile and distribute SOPC's and operating budgets to
Budget Review Team
?.larch 4 to March 9 Budget Analysts • Meet with departments to review operating budgets.SOPC's.reduction
options.and narratives.
March 10. 2011 Department Heads • Review and prioritize reduction options
March 14-March IS Operating • Hold initial review of operating budget requests.reduction options and
departments,SRT;City major City goal work programs with operating department
Manager representatives.
March 21.2011 Finance • Summarize results of 3114-3/18 budget reviews for distribution to BRT
and Citv Manager.
Bridget Review Team • Review financial posirion and craft SOPC recommendation for City
Manager.
March".2011 BRT/City Manager • Brief City Manager on major City goal work programs
• Present operating budget recommendations to City Manager
Mach 23.2011 Department • Review and discuss Ciry Manager's tentative reduction
Heads/City Manager recommendations
March 24.2011 Finance • Begin preparing preliminary financial plan
• Begin finalizing major City goal work programs packet and Council
agenda report.
March 30.2011 Finance • Agenda report for Major City Goals(4/12 meeting)due
April 12,2011 Council • Approves detailed work programs for Major City Goals
Special Workshop • Sets strategic budget direction in preparing Preliminary Financial Plan
7:00 to 10:00 PM
April 18.2011 Deparnents • Revised SOPC's/NuTatives are due by Noon
• CIP Re-wTites are due by Noon
Finance • Begin work on Appendix B
May 20. 2011 Finance • Agenda report due for June 2°d meeting
May 23.2011 Finance • Completes Preliminary Financial Plan and sends to printer.
May 27.2011 Finance • Agenda report due for June 9th meeting
Mly 2S.2011 City Manager • Finalizes budget recommendations and issues preliminary budget.
Jure 1.2011 Enterprise funds • Agenda report due for June la's meeting
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When Who What
June 2.9.14, 2009 Council • Holds evening workshops to renew and discuss Preliminary Budget-.
Special workshops — hme 2:Oeeniew and General Fund operating programs.
Preliminarn Budget — Jtme 9:General Fund CIP projects.
7:00 to 10:00 PM — June 14:Enterprise Fund programs.CIP projects and rates.
Jure S.2011 Planning Commission • Retievvs CIP for General Plan consistency.
June 21.2011 Council • Holds continued Financial Plan reNiew and adopts budget
June 28,2011 Council • Holds special meeting to continue renew and adopt budget if required
Key Council Dales in Bold
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ATTACHMENT 2
Community Forum
6:30 PM to 9:30 PM, Tuesday, January 11, 2010
Ludwick Community Center
6:30 Welcome Mayor
6:35 Process;Current Goals,Measure Y Priorities and Fiscal Outlook City Manager/
Finance&IT Director
7:00 Public Comment
1. Members of public who desire to speak complete public comment cards and indicate topic. Where.a
group has several members present,we encourage them to select a spokesperson and have others in
their group indicate support for the same position with a show of hands.
2. We invite each speaker to address:
a. What do you recommend as a Major City Goal?
b. Why is it important to you and the City?
c. How do you suggest that it might be accomplished?
3. Facilitator calls upon a speaker and identifies general topic.
4. Department Head in the budget category for the topic steps up to write the idea on a flip chart sheet
and clarifies any linkages with existing programs or plans.
5. Staff posts the public comment in the relevant budget category.
6. All participants provided with: half-page green"post-its"to note resource suggestions next to goals;
and yellow half-page"post-its"to note any suggestions or concerns about the ideas.
9:15 Participants Vote on Top Priorities with Dots(no more than 1 dot per item)
9:30 Adjourn
Preparation
• Prepare handouts on budget process; current goals&objectives and Measure Y Priorities; and fiscal forecast
to expedite review.
• Provide poster boards for each of the major budget categories with current and continuing program activities
and budget allocations.
• Set up the room with posting area for each of the budget categories.
• Include poster for Measure Y priorities.
• Provide participants with half-page green and yellow post-its.
• After receiving public comments, provide the following adhesive dots per attendee: 5 yellow for top Measure
Y priorities, 5 green for other goal priorities, and 10 blue for suggested expenditure reductions or revenue
increases.
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Afta 1hme116.,-,L
Budget Foundation: Goal-Setting Process and Schedule for 2011-13 Page 15
-70
ATTACHMENT 3
Council Goal-Setting Workshop
8:30 AM to 4:30 PM
Saturday, January 29, 2011
City-County Library Community Room
8:30 -9:00 a.m. Refreshments
9:00 -9:05 a.m. Welcome and Introductions Mayor
9:05 -9:10 a.m. Purpose, Process&Guidelines Facilitator
9:10—Noon Review Goals by Category Council
Discuss Relationship of Goals to Current Activities
Formulate and Select Candidate Goals
Discuss Expenditure Reduction and Revenue Enhancement Possibilities
Noon— 12:15 p.m. [Council may accept further comments from the
public that have not been previously presented]
12:15— 1:15 Lunch Break [staff compiles candidate goals]
1:15 -2:15 p.m. Discuss and Clarify the Goals Council
Each Member Prepares a Written Ballot Ranking the Goals
2:15 -3:15 p.m. Break while staff tabulates the results Staff
3:15 -4:00 p.m. Review and Identify Major City Goals Council
4:00-4:30 p.m. Discuss Next Steps Council/Staff
Preparation
• Staff compiles and distributes composite list of candidate goals to Council members.
• Staff prepares a template for Council ballot sheet.
• Assign staff to enter goal statements into spreadsheet as Council formulates them.
1-15
Budget Foundation: Goal-Setting Process and Schedule for 2011-13 Page 16
COMMUNITYATTACHMENT 4
PRIORITIES SURVEY
What are the most important issues facing the City of San Luis Obispo?
The City wants your input!
Next June the City Council will approve a two-year budget for 2011-13. The budget is developed based on community and
Council priorities and sets the City's course of action for the next two years.
Of all the things that can be done to make the City an even better place to live,work and play,which are the most important?
Community Priorities
Just as individuals and businesses have taken a sharp look at their finances and adjusted spending in light of these
challenging economic times, the City is doing the same. A continued decrease in revenues means that in order for the
City to live within its means and still continue to provide critical services for citizens, a reassessment of community
and Council priorities is necessary.
This survey is your opportunity to tell the City:
The Citv -wants to hear from
you about what is truly What issues are important to the community?
important for the community. I ❖ What priorities should the City focus on over the next two-year
period?
Or Where are there opportunities for cost savings?
Major City Goals
The City Council needs to know what the community's priorities are so that resources 2009-2011 Nhior City Goals
can be allocated to achieve them. These Major City Goals are identified as the most
important, highest priority goals for the City to accomplish over the next two years. Seiwices & Fiscal Health
Other Important Council Objectives are also established to reflect the continuation of 111fi-astrilcture N'Ll ill tell
current goals or new initiatives that can be accomplished with smaller resource
allocations and as resources are available. Now it's time for you to share your ideas Economic DeN,elopillell
for 2011-2013 Major City Goals.
The Citv needs the help ofthe communitv in two important ways:
O Fill out and return the short survey on the reverse side of this bulletin. You can mail it to City Hall at 990 Palm
Street or drop it by any City office. If you prefer to complete the survey online,please visit www.slocity.org.
O Attend the Community Forum on Tuesday,January 11,2011 from 6:30 p.m.to 9:30 p.m. at the Ludwick
Community Center,864 Santa Rosa Street. This forum is an opportunity to present your ideas to the Council and discuss
them with other community members.
City staff will compile the community feedback for the Council to review in advance of its goal-setting workshop on
Saturday,January 29,2011.During this meeting,the Council will engage in a public discussion of all of the input it has
received in setting major City goals for the next two years.
If you have any questions about the City's goal-setting and budget process,please contact Mary Bradley,
Interim Director of Finance& Information Technology, at 781-7125 or mbradley@slocity.org.
1-16
IL
Attachment
Budget Foundation: Goal-Setting Process and Schedule for 2011-13 Page 17
What are the most important needs of the City over the next two years?
What should be the City's most important, highest priority goals to achieve during 2011-13?
O
A
In what ways should the City reduce/eliminate costs or increase revenues to fund your top priorities?
O
0
1-17
Attachment
Budget Foundation: Goal-Setting Process and Schedule for 2011-13 Page 18
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1-19
Attachment
Budget Foundation: Goal-Setting Process and Schedule for 2011-13 Page 20
ATTACHMENT 6
Goal-Setting and the Budget Process
2011-13 Financial Plan
Advisory Bodies Letters from
Community Groups
Community Surveys Letters from
Individuals
Goal-Setting Input
Community Forum Fiscal Forecast **
January 11, 2011
Current 2-Year Long-Term Plans,
Goals * Goals & Policies
December 14, 2010 Council Goal-Setting **October 19, 2010
"Budget Foundation" Workshop
Workshop January 29, 2011
Staff Budget Preparation
1
Major City Goal Work Programs & Strategic Budget Direction: April 12
Preliminary Budget: May 26
Budget Workshops: June 2, 99 14
Adopted Budget: June 21, 2011
city of San LUIS OBISPO
1-20
Attach �nt�..-
Budget Foundation: Goal-Setting Process and Schedule for 2011-13 Page 21
ATTACHMENT 7
Council Member Candidate Major City Goals
Please prepare up to 7 candidates for Major City Goals below and submit them to Finance by
Monday, January 14, 2011. Since the Council will integrate and prioritize Measure Y with the other
goals, please note which of suggestions address Measure Y prioritie& Finance will then compile a
verbatim, composite list by topic without identifying who submitted the particular statements. Please
refrain from releasing your personal list so that each Council member has flexibility to review all of
the submissions and discuss them at the Council Goal-Setting Workshop before staking a position.
An electronic version of this form will be provided to you.
O
Measure Y? Yes/No
Measure Y? Yes/No
Measure Y? Yes/No
O
Measure Y? Yes/No
Measure Y? Yes/No
0
Measure Y? Yes/No
O
Measure Y? Yes/No
Note: Council Members will receive a copy of this form in the notebooks and via e-mail
1-21
Attach=nt
Budget Foundation: Goal-Setting Process and Schedule for 2011-13 Pave 22
ATTACHMENT 8 mi
Council Member Expenditure Reduction Ideas
Please prepare ideas about potential opportunities for expenditure reductions and submit them to
Finance by Monday, January 24, 2011. Finance will then compile a verbatim, composite list by topic
without identifying who submitted the particular statements Please refrain from releasing your
personal list so that each Council member has flexibility to review all of the submissions and discuss
them at the Council Goal-Setting Workshop before staking a position. An electronic version of this
form will be provided to you.
O
O
Note. Council Members will receive a copy of this form in the notebooks
provided on January 7 and via e-mail
1-22
Attachment.L
Budget Foundation: Goal-Setting Process and Schedulefor2011-13 Page 23
ATTACHMENT 9
Council Member Revenue Increase Ideas
Please prepare ideas about potential opportunities for revenue increases and submit them to Finance
by Monday, January 24, 2011. Finance will then compile a verbatim, composite list by topic without
identifying who submitted the particular statements. Please refrain from releasing your personal list
so that each Council member has flexibility to review all of the submissions and discuss them at the
Council Goal Setting Workshop before staking a position. An electronic version of this form will be
provided to you.
O
0
O
O
Note: Council Members will receive a copy of this form in the notebooks
provided on January 7 and via e-mail
1-23
Attachant
Budget Foundation: Goal-Setting Process and Schedule for 2011-13 Page 24
Suggested Guidelines for Council Members
During the Goal-Setting Process
I. Encourage advisory boards, community groups and citizens to submit written
comments about desired goals.
2. Invite citizens to participate in Community Forum and to listen and learn from
their neighbors.
3. Receive comments from community and acknowledge their input without
prematurely expressing your point of view.
4. Assure the community that you are willing to listen openly to all perspectives.
5. Focus your submission of suggested goals on a short list of key priorities to target
City resources (not to exceed seven candidate goals for consideration).
6. Avoid publicizing your submission of suggested goals. Let staff compile your
submissions verbatim into a composite list of goals by category without
identification of who made each suggestion. This enables you to see the whole
picture.
7. Give yourself flexibility by not publicly staking positions in advance of the
January 29, 2011 Council Goal-Setting Workshop.
8. Use this process as a way to learn from citizens and Council colleagues about
what's important.
9. Explore areas where the Council can come together for positive action.
10. Recognize that this is an important step, but only the first step, in the planning and
budgeting for the next two years..
1-24
A ILL
Budget Foundation: Goal-Setting Process and Schedule for 2011-13 Page 25
ATTACHMENT 11
Criteria for Major City Goals
1. Be legitimate to our genuine beliefs (real, supported).
2. Agreed upon by a Council majority.
3. Limited in number for comprehension, communication and focus.
4. Set forth in one document—the Financial Plan.
5. Be clear and understandable.
6. Established as a high priority and a real commitment.
7. Reflect major goals that cannot be achieved without Council support.
8. Can be translated into the performance goals and objectives of employees at all.
levels of the organization.
9. Created within a supportive atmosphere where participants are not afraid to state
their suggestions for improving goals or objectives.
10. Reflect genuine consensus: while unanimous agreement is not required, they
should be accepted to the point where resistance to them is reduced or eliminated.
1-25
Attachment g
Budget Foundation: Goal-Setting Process and Schedule for 2011-13 Page 26
ATTACHMENT 12
MEASURE Y INTEGRATION IN THE
BUDGET PROCESS
city of San tUIS OBISPO
1-26
AttechmentlL
Budget Foundation: Goal-Setting Process and Schedule for 2011-13 Page 27
OVERVIEW
The purpose of this report is to provide the Council with information about the reporting, uses,
accountability, and priorities of Measure Y funds.
Background
Adopted by the voters in November 2006, Measure Y set an added '/Z-cent City sales tax. This
general purpose revenue measure is projected to generate $5.3 million in 2010-11. Along with an
eight-year sunset and requirements for annual audits and annual community reports on how much
revenue is generated by the measure and how funds are spent, Measure Y includes the following
accountability and citizen oversight provisions:
3. Integration into the City's budget and goal-setting process. The estimated revenue and
proposed use of funds generated by this measure shall be an integral part of the City's budget
and goal-setting process, and significant opportunities will be provided for meaningful
participation by citizens in determining priority uses of these funds.
4. Annual citizen meeting. An invitation will be extended each year to the entire community
inviting them to participate in a forum to review and discuss the use of the revenue generated
by this measure. City staff will also be available to meet with any group that requests a
specific briefing with their members to discuss and answer questions about the revenues
generated by the measure and their uses.
The proposed goal-setting process for 2011-13 is designed to meet these two requirements.
Additionally, because Measure Y is a general purpose measure, the proceeds are not restricted to
specific purposes; however, the ballot language provided examples of the types of uses that
would be funded through the measure. The language on the ballot was:
"To protect and maintain essential services—such as neighborhood street paving and pothole
repair; traffic congestion relief-public safety, including restoring eliminated traffic patrol, Fire
Marshal and fire/paramedic training positions; flood protection; senior citizen services or
facilities; neighborhood code enforcement; open space preservation and other vital general
purpose services—shall the sales tax be increased by one-half cent for eight years only, with
citizen oversight and independent annual financial audits?"
In short, while the ballot language provided examples of the types of uses—based on input
received before placing the measure on the ballot—"Y" is a general purpose measure clearly
allowing the Council the flexibility to respond to new circumstances and challenges.
DISCUSSION
How are Measure Y priorities determined?
Because of the above noted Council latitude, there is an element of judgment that comes into
play in terms of defining what constitutes a Measure Y priority. Initially the City did surveying
1-27
Budget Foundation: Goal-Setting Process and Schedule for 2011-13 Page 28
and public education/outreach so staff would know where to start, but priorities can change over
time, depending upon circumstances. On the other hand, if the City is perceived as straying too
far from the priorities initially articulated, it may undermine the chances of a successful renewal
when the measure sunsets in 2014.
For this reason, it is important for the Council to provide priority guidance on the use of Measure
Y funds. The Council has made great efforts in the past to assure that Council goals were
reflective of Measure Y priorities and it is anticipated that this will continue to be the case in
2011-13.
The priorities from the past have included: infrastructure maintenance; traffic congestion relief,
open space preservation; downtown maintenance and beautification; and preservation of essential
services: public safety, maintenance services and neighborhood code enforcement.
Measure Y funds have been used for both ongoing operations and capital projects to address the
priorities identified. The following table identifies that approximately$2.3 million of Measure Y
funds have been incorporated into day-to-day operations.
Measure Y funding allocatedJo ongoing. • , • • . operations in 2009-10
Operating Program Operating Program
Traffic congestion management programs $ 87,800 Construction manager $ 81,500
Bicycle safety programs 15,000 Paving crew 65,300
Public safety communications technician 93,500 Traffic signal operations 96,200
Traffic sergeant 237,700 Stormwater management plan:
Police patrol officer 172,300 Code enforcement officer 92,700
Fire Marshall 135,900 GIS specialist 46,800
Fire Training Battalion Chief 208,300 Collection operators 138,700
Fire Administrative Assistant 66,100 Utilities workers 118,500
Park restroom maintenance 95,700 Building &Zoning:
Park landscape maintenance contract 250,300 Code enforcement officer 54,900
Park maintenance worker 10,200 Permit technician 7,000
Field engineering assistant 94,600 Downtown sidewalk scrubbing 20,000
"SNAP"enhancement 18,100
Total Measure Y funding allocated to operating programs $ 2,267,100
To the degree that these operating programs remain priorities, the amount of Measure Y funding
available for capital projects or additional operating programs is reduced. If Measure Y is
expected to generate $5.3 million and $23 million is devoted to these ongoing operating
programs, that leaves$3 million each year to accomplish other Measure Y priorities.
During the upcoming goal-setting process, Council will be asked to affirm if the ongoing
operating programs remain a priority use of Measure Y funds, and to prioritize the use of the
remaining$3 million.
1-28
Attachmenta
Budget Foundation: Goal-Setting Process and Schedule for 2011-13 Page 29
Provided at the end of this report is a list of the Measure Y uses during 2009-10. This list is
included in the City's Comprehensive Annual Financial Report (CAFR) and has been audited by
the City's independent auditors. It provides information on the operating and capital
expenditures during 2009-10 as well as a.reconciliation of all Measure Y revenues and uses since
2006-07.
SUMMARY
Measure Y provides over $5 million in funding each year that enables the City to provide
important and valued services to the community; for both day-to-day operating programs and
one-time capital improvements. It is the Council's obligation to prioritize the use of this
resource, just as it is their job to prioritize the use of all City resources. For this reason it is
important that as the Council sets goals for the 2011-13 Financial Plan, it also considers the
prioritized use of Measure Y funds.
1-Z9
AttechMOnt/a
Budget Foundation: Goal-Setting Process and Schedule for 2011-13 Page 30
CITY OF SAN LUIS OBISPO,CALIFORNIA
MEASURE Y FUNDING SUMMARY SCHEDULE
FOR THE FISCAL YEAR ENDED JUNE 30,2010
Operating Programs Capital Improvement Plan
Encumbered/ Encumbered/
Actual Designated Actual Designated
Infrastructure Maintenance
S tormwater Management Plan Implementation
Creek Silt Removal 38,000 145,800
Bishop/Augusta Creek Bank Stabilization 1,000
Meadow Park RoofReplacemnt 4,800 300
Andrews Creek bypass 67,400 35,300
Storm Drain Replacements 286,300 125,300
MinorStormDrainFaciIities 15,300 253;500
Higuera Culvert Repair 15,000 800
Sidewalk Repair 21,500
Sidewalk ADA Access Improvements 5,400 210,700
Warden Bridge Resurfacing 45,000
Street Reconstruction&Resurfacing 903,300 390,900
Street Light Painting 1,800 48,200
Urban Forest Management Plan 49,000 25,700
Street Fleet Replacements: Paver and Roller 180,100 169,300
Other Infrastructure Maintenance Projects 61,500
Total Infrastructure Maintenance 1,650,400 1,450,800
Traffic Congestion Relief
Traffic Signal Operations
Johnson& Buchan Intersection Improvements 100,000
Bob Jones City-toSeaBike Trail Bridges 20,600 439,600
Tassajara/Foothill Intersection Improvements 8,500 116,500
Los Osos Valley Road Interchange Env Review&Design
Other Traffic Congestion Relief Projects 87,800
Bicycle Safery 15,000
Traffic Safety Report Implementation 1,700 25,800
Neighborhood Traffic Management 2,700 172,200
Sidewalk Repair 21,500
Street Light Replacements- Broad Street 100,800
Total Traffic Congestion Relief 102,800 155,800 854,100
Preservation of Essential Services
Public Safety
Police Protection: Traffic Safety& Patrol 503,600
Fire Prevention&Training 410,300
Fire Engine/Truck Replacement:Debt Service
Maintenance Services
Streets, Sidewalks and Traffic Signal Operations 161,500 13,600 26,400
Creek& Flood Protection 396,600
Parks 416,300 29,400
Project Management&Inspection 176,100
Neighborhood Code Enforcement
Enhanced Building&Zoning Code Enforcement 61,800
"SNAP" Enhancement 18,100
Total Preservation ofEssenrialServices 2,144,300 13,600 55,800
1-30
Attachment I a
Budget Foundation: Goal-Setting Process and Schedule for 2011-13 Page 31
CITY OF SAN LUIS OBISPO,CALIFORNIA
MEASURE Y FUNDING SUMMARY SCHEDULE
FOR THE FISCAL YEAR ENDED JUNE 30,2010
Operating Programs Capital Improvement Plan
Encumbered/ Encumbered/
Actual Designated Actual Designated
Open Space Preservation 341,400 421,000
Downtown Maintenance& Beautification
Downtown Beautification 640,000
Mission Style Sidewalks 20,000 -
Sidewalk Scrubbing
Pedestrian Lighting -
Comprehensive Signing Program 40,000
Total Downtown Maintenance& Beautification 10,000 680,000
Total $ 2,267,100 2,161,200 3,461,700
Measure Y Revenues& Uses Summary
Revenues:
Carryover from 2006-07 $ 1,000,000
Revenues for 2007-08 5,996,600
Revenues for 2008-09 5,641,400
Revenues for 2009-10 5,252,500
Total Revenues 17,890,500
Uses:
Operating programs 2007-08 (1,463,700)
Capital improvement plan 2007-08 (2,434,100)
Operating programs 2008-09 (2,418,300)
Capital improvement plan 2008-09 (3,684,400)
Operating programs 2009-10 (2,267,100)
Capital improvement plan 2009-10 (2,161,200)
Total Uses (14,428,800)
Available for futureyear expenditures $ 3,461,700
Encumbered or designated for future year expenditures (3,461,700)
Net available for future year appropriations $
1-31
Aftachment 13
Budget-Foundation: Goal-Setting Process and Schedule.for 2011-13 Pace 32
ATTACHMENT 13
Service Prioritization Proiect Proposed Criteria
1. Mandated
a. Legally Mandated(cite the source in the Notes column)
i. Required by Federal, State,City Charter or Municipal Code
1. Examples:
a. Stormwater Compliance
b. Election Administration
2. High
a. Health and Safety
i. Services that, were they not performed,would seriously jeopardize the health and safety
of our residents
1. Examples:.
a. Provision of Potable Water
b. Response to Emergency Medical Calls
b. Essential Services
i. Maintenance of core facilities and services for which the City is responsible and, if not
done, will not be provided
1. Examples:
a. Street Maintenance
b. Building and Safety Inspections
3. High Mid-Range
a. Functions for Proper Organizational Management
i. Internal systems to support base City operations
1. Examples:
a. Payroll Services
b. Information Technology Systems and Networks
c. Risk Management
b. Typical Services Expected by the Community
i. Services expected to be available for the benefit of all community members
1. Examples:
a. Parks and Open Space
b. Neighborhood Services
4. Mid-Ranee
a. Targets Select Populations
i. Services that augment those offered by other service providers or fill gaps where services
are not provided
1. Examples:
a. Senior Center
b. Affordable Housing
b. Typical Services Expected by the Community
i. Services expected to be available for the benefit of a portion of community members
1. Examples:
a. Childcare for Children and Teens
b. Special Events Support
5. Other
a. All Remaining Services
i. Funded services that do not meet the criteria for the rankings above
1. Examples:
a. Wellness Program
b. Advisory Body Committees
1-32
RECEIVEDloCOUNM srdcG . �R
a CRY MGR a Fff°IR
DEC 14 2010 RED FILE o. =MU
-- MEETING AGENDA ° °�'0R`o '�Q
SLO CITY CLERK C °VMD13sFc°m
o 'rRteuNe o Urn.n�
DAT !- �o.ITEM #.-i--. a �� o� m
o My?4GR
o aMK
From: Peg Pinard[SMTP:PINARDMAT@AOL.COM]
Sent: Tuesday, December 14, 2010 4:18:49 PM
To: Council, SloCity
Cc: Dave Congalton; Robert McDonald;Annmarie Cornejo SLO Cornejo;
Susan Coward; Steve Rebuck; Shelly Johnson; brettcross@hotmail.com
Subject: Comment for Tonight's Meeting
Auto forwarded by a Rule
December 14, 2010
TO: San Luis Obispo City Council
SUBJECT: Proposed Goal Setting Process/Measure Y Annual Meeting
Input from City Residents.
Dear Mayor Manx and Members of the City Council,
You recently asked for ways to improve getting input from City residents after observing
the deficiencies of the process surrounding the Historic Preservation Ordinance adoption.
With your request in mind, the city's proposed Goal Setting Process/Measure Y Annual
Meeting invites the following questions to better represent input from and the wishes of
city residents;
1. To demonstrate to City voters (who will be voting to drop or continue
Measure Y) that the City's goal setting process primarily represents their input and
wishes, will speakers at the City's Community Forum on January 11 (Measure Y
Annual Meeting) be required to clearly state which City they actually live in before
they ask the SLO City Council to support their goals?
This is required under the City's Lobbying Ordinance,but it was not followed at the last
Measure Y Annual Meeting and does not seem to be proposed for the January 11
Community Forum.
(This would somewhat help avoid the problem of lumping input from voting
City residents indistinguishably with that of development interests, lobbyists,
absentee property owners, "stakeholders", an organized group pushing one issue, etc. and
ending up with a result that does not tell you what largely unorganized voting city
residents want for their City.)
i
2. If the goal of the Community Forum on January 11 is to primarily get input from
City residents,why does the staff report state, "The January 11 Community Forum
is intended to solicit suggestions from Council advisory bodies, community groups,
other groups of stakeholders and interested individuals on proposed City goals and
fiscal issues.?"'
What happened to input from City residents?
3. The Community forum will give the City Council the input of those who are
motivated to attend the meeting, but does it accurately represent primarily the
input and wishes of City residents? Doesn't a good and honest survey mailed only
to City residents more accurately measure their input and wishes?
Should the input from a meeting open to everyone carry as much weight as a survey
of city residents?
4. What happened in last year's Goal Setting Process and Measure Y Annual
Meeting that discouraged resident involvement and should not happen again?
In the goal setting survey mailed to City residents just prior to last year's Measure Y
annual meeting, the real Measure Y Ballot Priorities that residents had voted for were
listed but had included "Downtown Improvements"as if it were also a Measure YBallot
Priority. (Although the council had adopted its own goals, this was the only one of the
council goals that was included as though it was a Measure Y ballot priority)
Residents were led to believe that they had voted for"Downtown Improvements" as a
Measure Y Ballot Priority, when they had not.
At the Measure Y annual meeting that followed, Staff also repeatedly referred to
"Downtown Improvements" as a Measure Y Ballot Priority and listed it over and over as
if had been areal "Measure Y Ballot Priority".
Not surprisingly, the `downtown improvement' goal was strongly supported by meeting
attendees who had development, property, or business interests in the downtown. While
these maneuvers undoubtedly created false support for the"Downtown Improvements"
that were being pushed, it raised doubts about the honesty of the Measure Y process.
Presumably, at the January I 1 Community Forum staff will enumerate only the real
Measure Y Ballot Priorities .
Sincerely,
Peg Pinard
P.S. For the record, prior to the vote on Measure Y, the City hired consultants for
multiple resident surveys and studies to identify possible ballot priorities for which
I' I
residents would be willing to tax themselves. Over 1,200 surveys were returned.
"Downtown Improvements"was not a resident priority
The actual ballot read: "San Luis Obispo Essential Service Measure: to protects and
maintain essential services—such as neighborhood street paving and pothole repair;
traffic congestion relief; public safety, including restoring eliminated traffic patrol, Fire
Marshal and fire/paramedic training positions; flood protection;senior citizen
services/facilities; neighborhood code enforcement; open space preservation and other
vital general purpose services—shall the sales tax be increased by one-half cent for ten
years only, with citizen oversight and independent annual financial audits?"
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MEETING AGENDA 0cIFRIt IA °PDI.I CHC
DEC 13 2010 ° M °PAWARWM
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From: Carter, Andrew
Sent: Monday, December 13, 2010 12:25 AM
To: Council ALL
Cc: Lichtig, Katie; Cano, Elaina; Dietrick, Christine.
Subject: Council Goal Setting Voting Methadology
At Tuesday's meeting, I plan to make the-same recommendation I made in 2006 and in 2008.
Namely, that we use a different voting methodology than the 0 to 5 scale proposed. There are
two reasons:
1)The 0 to 5 scale provides an avenue for "extra impact" should a council member choose to use
it. All that council member has to do is to make copious use of the zero rating and no use of the
one and two ratings, so as to "free up" points to be used to provide extra three, four, and five
ratings. This enables a council member to advance extra favorite goals into the "council
consensus"goals. In each of the last three Council goal settings (2005, 2007, and 2009), we've
seen individual council members choose this strategy. In 2009 for instance, the council member
who used this strategy was able to cast six #5 votes. No other council member, was able to cast
more than four #5 votes.
2) Most council members don't actually make use of all six rating options. In 2009 for instance,
four council members made use of four rating choices, none made use of five rating choices,
and one made use of all six rating choices.
Instead of using a 0 to 5 scale, I would recommend we do one of two things:
1) Use a 1 to 4 scale or a 1 to 5 scale.
2) Individually engage in a forced ranking of all candidate goals and then average those rankings
across the entire council.
Option 2 is the best way to make sure the "consensus" goals truly represent the council
consensus. A 1 to 4 scale or 1 to 5 scale can still be used for minor"extra impact."
Andrew Carter
Council Member
City of San Luis Obispo