Input To Council Goal Setting Process January 2011.

Input To Council Goal Setting ProcessJanuary 2011

Contract Labor Costs / Pension Reform

Transparency Initiative

Community Planning / Shores Property

Completion OfMajor Projects

Volunteer Development

Problem:

Significant parts of Del Mar’s General Fund budget include Fire, Sheriff and Pension costs. These appear to be continually increasing, taking up a larger part of the budget every year. Unlike other General Fund expenditures, these costs seem to be “uncontrollable” since they are determined by agencies outside Del Mar’s direct sphere of influence.

Contract Labor Costs / Pension Reform

Updated February 2011 CAFR

2002-2003 2003-2004 2004-2005 2005-2006 2006-2007 2007-2008 2008-2009 2009-2010

General Fund Revenues 7,527,236 8,303,522 9,494,940 10,388,492 10,731,440 10,074,858 10,186,128 10,390,923

City Contributions To Pensions 269,131 374,398 613,652 683,724 826,854 868,547 922,068 949,940

2002-2003 2003-2004 2004-2005 2005-2006 2006-2007 2007-2008 2008-2009 2009-2010

City Contribution To Pensions As % of GF Revenues 3.6% 4.5% 6.5% 6.6% 7.7% 8.6% 9.1% 9.1%

Del Mar Expenditures

City of Del Mar Expenditures

CAFR Updated February 2011

2000-2001 2001-2002 2002-2003 2003-2004 2004-2005 2005-2006 2006-2007 2007-2008 2008-2009 2009-2010

General Government 2,713,901 3,115,651 3,114,605 3,800,009 3,636,886 3,555,998 3,780,975 4,363,308 4,376,664 4,158,473

Public Safety 3,133,604 3,422,997 3,503,659 4,050,058 4,609,225 4,899,846 5,019,669 4,846,456 5,068,992 4,994,026

Public Works 639,253 592,072 1,123,082 673,800 1,136,702 798,030 808,979 528,086 475,670 557,557

Parks & Rec 297,485 324,245 575,734 611,577 646,643 572,092 580,463 654,005 671,207 670,548

Capital 1,632,033 721,771 693,409 868,814 957,174 1,085,464 1,734,248 12,130,994 2,807,876 1,039,393

Debt Service 475,891 496,462 470,587 468,027 429,441 409,835 409,934 468,263 546,922 495,862

Total Expenditures 8,892,167 8,673,198 9,481,076 10,472,285 11,416,071 11,321,265 12,334,268 22,991,112 13,947,331 11,915,859

Public Safety As % of GF 35.2% 39.5% 37.0% 38.7% 40.4% 43.3% 40.7% 21.1% 36.3% 41.9%

Expenditures

Problem:

Significant parts of Del Mar’s General Fund budget include Fire, Sheriff and Pension costs. These appear to be continually increasing, taking up a larger part of the budget every year. Unlike other General Fund expenditures, these costs seem to be “uncontrollable” since they are determined by agencies outside Del Mar’s direct sphere of influence.

Proposal:

Appoint a blue ribbon panel of community financial experts to recommend to the Council strategies that could be used to moderate cost increases in the Fire and Sheriff contracts. Ask the same panel to recommend long range strategies for lessening the pension costs of the City.

Implementation:

Each Council-member appoint one community volunteer to serve on the panel.City staff provide oversight, and financial data.Two Council-members attend each meeting to provide support.Panel propose work plan to Council.Recommendation due __________.

Contract Labor Costs / Pension Reform

What about the Finance Committee?

Finance Committee Blue Ribbon Panel

Review of:

City BudgetFairgrounds PurchaseCapital ProjectsParking PlanCity Hall Alternatives

Strategies for:

Fire & Sheriff ContractsPension Costs

On-going, standingcommittee.

Specific assignment,with time schedule.Reports recommendations,then disbands.

Sinnott 1/21/2011 7

2011 Transparency InitiativeThe City of Del Mar has taken significantsteps in recent years to improve the transparencyand openness of government. The City uses theWeb to post all agendas and meeting materials.All Council meetings are broadcast and video taped for citizen review.

This initiative is meant to build upon those efforts and continue to improve the two-way flow of information between theCity Council /Staff and the Del Mar community.

Sinnott 1/21/2011 8

Problem:

There is a perception in the community that the City Council makes decisions without adequate communications with residents and public input.

Yet the City has made major efforts to provide information on City issues.

The Council should continue a proactive, focused effort to increase transparency and encourage community dialogue.

2011 Transparency Initiative

Add Regular Agenda Item:

“Comments From Council members, City Attorney, City Manager”

During this item…..• Members can ask brief questions.• Members can make brief comments.• Any two members can ask that any matter be agenized for consideration at a later meeting.• No action or decisions can be made.

Fully Report Closed Sessions

• Before each closed session, describe the limits of the Brown Act, then describe the subject of the closed door session.• Strictly limit discussions in closed door session to subjects prescribed in Brown Act.• Have City Attorney keep basic minutes of closed sessions, with topics discussed.• After closed session, report basic subjects discussed and whether or not action was taken.

Brown Act1.Members or staff may ask questions for clarification and provide a reference to staff or other resources for factual information.2.Members of the legislative body or staff may briefly respond to statements made or questions posed by persons during public comment periods.3.Members or staff may make a brief announcement, ask a question or make a brief report on his or her own activities.4.Members may, subject to the procedural rules of the legislative body, request staff to report back to the legislative body at a subsequent meeting

concerning any matter.5. The legislative body may …….. take action to direct staff to place a matter of business on a future agenda.

Council Sub-Committee

Form a sub-committeeto work with Staff to identify additional steps City can take to increase open government sharing of information.

2011 Transparency Initiative

1 Meeting Per Month Scenario

Community Forums 2 Council Members 2 Members Staff Neighborhood

January Meeting 1 Lee Don Karen Mercedes AFebruary Meeting 2 Terry Carl Mark Kathy BMarch Meeting 3 Mark Lee Pat Karen CApril Meeting 4 Don Terry David Mark DMay Meeting 5 Carl Mark Teresa Pat EJune Meeting 6 Lee Don Mercedes David FJuly Meeting 7 Terry Carl Kathy Teresa GAugust Meeting 8 Mark Lee Karen Mercedes HSept. Meeting 9 Don Terry Mark Kathy IOctober Meeting 10 Carl Mark Pat Karen ANov. Meeting 11 Lee Don David Mark BDec. Meeting 12 Terry Carl Teresa Pat C

Community Forums

Pre-scheduled meetings held in 9 neighborhoods that allow two-way exchange of information.City up-dates citizens on current issues, citizens ask questions and provide input.

2011 Transparency Initiative

Sinnott 1/21/2011 11

2011 Transparency Initiative

Publishing On City Web Site

City Council-members’ public email addresses and phone numbers.

Balanced Scorecard Capital Projects

Present on web site current status of large capital projects:

• Expenditures to Budget• Percentage completion

Establish handful of basic measurements that reflect successfulCity operations. Report quarterly on these metrics to Council and post on website.

1.Performance to Budget2.Quality of Work, Project Completion3.Citizen Satisfaction4.Employee Growth & Development

Sinnott 1/21/2011 12

2011 Transparency Initiative

Implement Citizen Polling Labor / Employee Contracts

Post questions regarding key City issueson website and allow citizens to answerquestions and provide input to Council.

Post City’s WeeklyStatus Report On Web

•Contracts, agreements for employeeservices should be presented and reviewed in open session before approval.•Contracts should not be approvedon the Consent Calendar.

Sinnott 1/21/2011 13

Problem:

There is a perception in the community that the City Council makes decisions without adequate communications with residents and public input.

Yet the City has made major efforts to provide information on City issues.

The Council should continue a proactive, focused effort to increase transparency and encourage community dialogue.

Proposal:

Add “Council Comments” to Council AgendasFully Report Closed SessionsForm Council Sub-committee to increase transparency.Schedule 1 “Community Conversation” meeting a month in nine neighborhoods over nine months.Post public email address and phone numbers for Council-members.Routinely post project status reports on major capital projects on website.Establish handful of basic measurements that reflect successful City operations…balanced scorecard.Implement citizen polling, where residents can submit responses to questions on key City issues.Present and review progress of employee contract negotiations in open session.

Implementation:

Appoint two Council-members as subcommittee on Transparency.Identify cost-effective ideas.Bring back to Council for approval.

2011 Transparency Initiative

Community Planning / Shores Property

Problem:

The City has completed the purchase of the Shores Property. The City now owns and is responsible for how the property will be used /developed.

The City is heavily involved in major construction projects, including the building of the Safety Center.City Planning Staff has limited time available. There is a temptation for the City to postpone any additionalwork on the Shores property until time and resources become available.

Many constituencies in Del Mar are now anxious to move ahead with their plans for use of the Shoresproperty. If we do not work with the Community to develop an integrated plan for how the Park should be developed, there will be strong pressure to make piecemeal decisions that won’t maximize the benefitsof the park.

The future of Del Mar’s City Hall is also unresolved.

The Friends of Del Mar Parks, who helped raise money for the purchase of the Shores property, has offeredto help facilitate community planning for the Park.

Proposal:

Allow Friends of Del Mar Parks to spearhead a community effort to prioritize the uses for the Park. Use CityPlanning Staff for over-sight only. Involve other community groups in the effort (Park & Rec., DMVA, etc.).Conduct community workshops to document ideas, preferences of residents.

Sinnott 1/21/2011 15

Safety Center Fundraising Safety Center Construction

Shores PropertyPurchase

What does Community want ?

Develop Master Plan

2010 2011 2012

Sinnott 1/21/2011 16

Completion Of Major Projects

Problem:

The City has two major projects underway; Torrey Pines Bridge and the 21st Pump Station.We are about to complete drawings for the Safety Center, and hopefully will start construction next year.

While our focus is on these major projects, there is a half-built undergrounding project that we have left unfinished at the south entrance of town along Camino Del Mar at 4 th Street. The trenching is done, the conduits are in the street. All that is needed for the cable to be pulled and connections made. Then the poles can be taken down, and a major Improvement can be realized.

The City ran out of 20A conversion funds half-way through the project. We should not let the project sit unfinished.City Staff is in communications with SDG&E. The are trying to work out a financial solution that would allow completionof the project.

Proposal:

Designate a City Council member to work with SDG&E and City Staff to develop a solution for completing the Camino Del Mar undergrounding.

Sinnott 1/21/2011 17

Volunteer Development

Problem:Del Mar is dependent on active volunteers assisting the City in solving problems, identifying issues,and prioritizing future actions. This often takes the form of advisory and ad-hoc committees, providinginput to the City Council.

It has been difficult to recruit citizen volunteers to fill committee positions. There has been a steady turnover of people, many of them very knowledgeable and experienced.

Feedback from some volunteers has been that work on committees has been frustrating and not a productiveuse of time.

Proposal:

Select two Council-members to work with the chairs of Del Mar’s volunteer committees to identify waysto improve the working relationship between the committees and the Council.Identify specific proposals that would improve the experience of citizen volunteers, and indirectly encourageothers to volunteer as well.

Possible suggestions:

Create a skills / resource bank of people in Del Mar through.City Council proactively encourage people to serve.Structure committee assignments so a value-added product or set of recommendations is produced.Ensure City Council receives, comments and follows up with committees on their work.Expand recognition by highlighting volunteers at Council Meetings, in the media, and through awards.

Sinnott 1/21/2011 18