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Port Angeles
Priority Setting
January 27, 2015
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Mayor's Remark
o Last year the Council adopted long-range �.
financial policies
o This year the Council will be addressing
City priorities
o Priority setting is another step towards a
Council-directed budget process
Why priority setting?
"It"s community riven"
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Better meetsthe expectations, of our citizens
Focuses can services that matter most to our citizens
Identifies hour we can best deliver each outcome that
citizens expect
Recognizing we can spread ourselves too thin
Emphasizes that government "can't be everything to everyone-
Why priorltyt-, setting?
"It's goal driven"
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Focuses on our limited resources and on using them in the ;
most productive ways s possible i
Further establishes a Council-driven budget process based
on pre-established d dir ion mother than a staff-d(tven
process
Provides immediate direction for resource(budget) adjustments
that are likely needed in 2015
Sets Council direction for developing future budgets
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Why priority setting .?
"I't's budget driven"
o
Part Angeles'financial forecasting predicts spending will �l
outpace revenues fuer the fo reseeable future
Property tax is limited to 1% annu atliy and sales tax has been
relatively"`flat"'
o 1
Part Angeles' need to re-balance thwl 2015 General Fund
budget
o The recent loss of an estimated $360,000 in tau revenue
o We can no longer do more with less need to do less with
less
o Recent budgets have reduced resources while at the same time we
have increased workloads
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Whey priority sett r � `
"Mr. & Mrs. Smith"
Take Mr. & Mrs. Smith who have an annual income of
i $40,000. Recently they learned they will experience a 10%
decrease in their annual income,
cif „ Luke most families, the Smith's
expenses include groceries, rent,
entertainment, medications and
y transportation,
// „ What are the Smith's options?
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Why priority setting?
Option 1: To balance their budget,the Smiths can do an across-the-
board 10%coat of expenses.
r The problem with tt'uls method,There are mandatory payments
like rant and car insurance that can't be cut. Further, by
reducing funds for items like medicabon, the couple's quality of
lista'is greatly reduced.
Option :The smiths can take a chaser l k at their expenses and sat
priorities.They might choose to cut entertainment expenses by 0%
and transportation by 10%, resulting In the necessary reduction In
overall expenses.
By prioritizing,the Smiths are abler to minimize the impact on
ttralr lives while still meeting expenses and not incurring
additional dant,.
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Why priority setting?
It's a good practice
o Priority ,setting is a good Financial
f
practice:
6 at home,
o for business,
o and should �be In
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Why priority setting?.
s a good practice
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1o AccordingMoody s..
o "Across-the-board cuts can, way to avoid
tough decisions"
67 "Making targeted cuts can demonstrate a more
strategic approach to managing the fiscal crisis"
@food)"s rates cities based o their credit
worthiness- t ^d City of Port Angeles
in 2015
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Priority Benin r
How it will be used
o Priority setting is not about balancing the �
budget
e) Its about where the City shoul
Two Areas — One Approach
o General Fuind: r) Utilities-
6 Priorities must focus on o All utilities
short-term AN
R long-term 6 Coordinated With rate-
o Service dell very must be setting (2-year rates) &
sustainable over the long- capital facilities plan (CFP)
term horizon
e Coordinated With tax + o Accomplished during rate
fees/charges setting & setting
capital facilities, plan (CFP) o Work to be complete for
o Work to be complete for Council adoption by end of
Council adoption by end of August
July
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Current Service Defiveril
Y
z5
ped
MMMMMMEM
avow
Mweral Fund $10884I888 $17,429,135 $18,321,487 $19,594,271 $20,883A00
$11044 Fund IIWAU 1,782.310 1181M11m 1145400 10800
Medic I Fund 1,494,270 1AW743 1116101888 I'89d8'000 1,617.90
TOTAL RAM $21.74640 $21,144,1$8 $22AM.M $23"0,071 $23A$,M
MORMNA
General Fund $1$1370A83 $ISAW,792 $18,375,"4 $20,01016010 $20,065,000
Street Fund 1,880847 1,M,331 1,712,392 210117100 IMSAIM
Moffic I Fund 1,544,500 1,616,443 1,678,104 1,684,400 1,706,863
TOTAL,0M $21,888,460 $21,745,5" $21,6".4" $23,752AM $23,4847,383
u . Fund , Streets & Medic I
2015 Budget Expenditures
Other FInanobV
Gomm]GOV1.
i s
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E=a.Enviro.
4 .
Tragi ori
7
Utilides&Enviva..
iso%
Public Sgety
39%
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Priority Sefting Process
City of Port Angeles
modified version from the "traditional"
approach � ,a
o Allows for an expedited time-line ! l�,
I ro Focuses only on the lowest priority programs and �
services
Represents a reasonable workload for Council and
staff
Is a dynamic process intended to be reviewed and
updated a needed
o A more traditional approach is recommended in no
less than 3 gears
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City of Port Angeles
State to discuss with Council each departments top 5.cage service areas
At a future meeting,each department will present to Council a hist of lama
griorily programs along Wth the associated dusts and corresponding
Impacts if eliminated
individually, Council WR prioritize each lg&26pr program relation to its
value to a department's care service area
Together,Council will discuss the combined results of the prioritization
exercise,and by consensus,will submit a*draft”prioritized list
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"Municipal" Value
f Fort Angeles must determine-
r To what extent Is the City legally obligated to provide tete
service"
o To what extent do residents expect tete service to be
provided"
o If the service is discontinued, what alternatives exist
within the community to 111 tete gap?"
What is tete service's direct and indirect impact on
residents relative to the City's vision"
o Des the service protect and maintain the City's valuable
assets and infrastructure.
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l► Little Reminder:
Draft Vision Statement - 2034 rr
A, vibrant arra" innovative city, Port Angeles
' continues to grow its
balanced and sustainable economy in
ham7ony with its pristine environment
creating a healthy and diverse community
Port Angeles City Council 2014
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'what influences priority setting.
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There are many factors that influence what vire can
do and what t we ghoul dlo. These constraints
i
include:
o Economic (budget, citizen's ability to pay)
o Social (Community ntslneeds/demands,
community demographics)
o Political (constituent groups, citizen involvement)
o Legal (Legislative mandates and citizen initiatives)
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Just because a program ends
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up on the low priorityi�stI it
doesn't mean it will be
eliminated
LAny program reduction %M11 regUire Councd appro
Each
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Department's Top 5
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Core Services
r 1, Council. Manager, Clerk & HR
J f Current Core Services
o Policy implementation and administrative support to
Council for its ongoing civic leadership
responsibilities.
Jro Facilitates city-wide rials management including
training, risk audits and liability claims.
o Personnel management and support; including
calicies, recruitment, labor negotiations and
enefits administration.
o Maintenance, access and distribution of city records
including compliance with the Public Records Act.
oi Provides fiscal accountability and organizational
leadership while upholding public trust through
open, participatory government.
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City Aftorney
Current Core Service,
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Serve as the legal advisor to the City beneer, the
r� City Council and all departments and officials of
l the City.
o Research and draft ordinances„ resolutions and
related documents needed to carry out City
policies and City Council's decisions,
Provide legal support on claims by and against the
City and/or manage and assist the activities of
assigned counsel.
o Fairly and effectively prosecutes violations of the
Port Angeles Municipal Code in /Municipal Court.
o Provide analysis, management, and oversight of
the amity's various real property transactions.
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1 Community & ' on. Development
y„
< < � Current Core Services
o Process Land Use applications based on Stag
mandates. Y'
o Oversee development and permlln In
accordance with the State mandated Building
Code.
Provide Business support to ensure business
Investment Into PortAngeles and administer City
Lodging Tax Funds and Economic Development
contracts.,
o Protect local �pr�operty Investments through an
application of applicable codes and ordinances.
o Maintain procedures and protocols toprotect
cultural resources in accordance with local
agreements and State and Federal requirements.
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Police
/ Current Core Services
o/
Immediate response to g-f-1 calls for service,
including issuing citations and making physical
arrests.
o Criminal investigation case management on beth
misdemeanor and felony cases.
ei Records management retention, dissemination,
and destruction.
o Property and evidence management, which
Include the retention„ dissemination and
destruction of property associated with criminal
cases.
Proactive interaction with citizens and businesses
regarding problems associated with crime
(community policing).
rt
Finance
Jf l
Current Core Services
�
o Provide for prudent financial management including
compliance with applicable state and federal laws
(r 0; and regulations.
o Pay all City obligations in a timely manner; including
payroll & accounts payable,
o(
Accurately track, monitor & record all City financial
activity and facilitate annual audit.
o Facilitate development of annual operating & capital
budget and on-going budget monitoring.
o Facilitate on-going financial planningincludin long-
range
on -range financial plan , capital facilities plan, an
gi:
business planning.
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Fire
Current Core Services
o Immediate response to 1 1 calls for service !
including fires, rescue situations, extrications from
entrapment, and hazardous materials events.
' o Immediate response to 9-1-1 calls for emergency
medical care to include, triage; patient assessment
and care; patient stabilization and transport,
o Ongoing firerevention and life safety inspection
services, anTermit and Certificate of Occupancy
�Iublic inspections. education services.
Review and inspect construction plans and fire
system plans,
Guide Emergency Management services
inc uding preparation, response, training, hazard
mitigation and recovery coordination.
f Parks & Recreation
Current Core Services
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o Maintenance of all City owned facilities.
o Ground Maintenance on over 275 aures of land �
that. includes 34 parks, 20 public restroolrns, 14
playgrounds and 12 baseball fields.
The Beautification Program maintains 100 hangiing
baskets, dozens of planter boxes, street/memorial
trees, and the atrium at City Hell.
Recreation buts numerous of events/programs
such as youth basketball tournaments, Christmas
fair, and daddy/daughter dance.
o Recreation providesoath and adult programming
from the recreation 6ffice, Senior Center, and the
Fine Art Center.
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Public Works * Sitreets
Current Core Service
o
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Maintenance, repair, and engineering of meds
sidewalks (including signage and markings)
o Snow/storm event recovery operations
o Oversight and strategic planning of
telecommunications fireless network, cable)
o Oversight and inspections of right-of-way
permitting
o Provide equipment services for General Fund
departments Fire/Police/Park & rec/Str is
uu,% We Have Any
Sacred Cows?
o Are there any current services that
Council considers "untouchable" from
change in service delivery?
o Are there any additional or new services
that Council wants to see included in the
priority setting process?
o Any enhanced or added services will
require a further reduction of existing
services
oervice Delivery Considerations
o What services/prograrns should be provided?
o Consideration: Should we require that we "do it
right or not at all?:"
o Who should provide the service?
o City of Port Angeles provided & paid for
o Paid by the City but service provided by others
e� Not paid for by the City and service provided by
others
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How do we involve
the Public?
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City conducts "Council Listens" meeting to open
discussion & solicit ideas
o City distributes draft priority list on website and to
general citizenry for review and comment
of Council work sessions to refine/revise/amend draft
priority listing
o Public bearing on draft priority listing
o Council makes final revisions to priority listing
o Council adoption at 2015/2016 Service Delivery
Priorities
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Summary I
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o
Moving towards Council-driven budget
J process
o Leaner and more cast-effective government
commitment to da the important things well
o We will be stranger as we continue to focus
on solutions to our challenges
o This is t"oust the "tip of the iceberg" in our
priority setting process
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MeetingsTentative
January .. April
e January 27(Tuesday) 5:00 Fop -00 P'M INTRODUCTWN
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February 25(Thursday) 2:00 PM-6:00 PSN-GENERAL FUNDISTREET
To COUNC�JLt
March h 10(Tuesday)y) 6:00 PII -7:00 PM-USTENING SIESWON&COUNCIL
FOLLOW-UP QVEST*NS TO DEPTS.
Math 24(Tuesday) 5=PM-7=PM COUNCIL I QUEST*NS&Dmcussm
u'm DEPARtmENTs
o Match h 3 (Monday)—COU,NCIL SUBIWTS COMPLETEDPruIOMTY SCORECARDS
o April 7(Tuesday) I DRAFT CoimsoiUDATED SCORNSCORKS MATRIXPROVIDEDTO
COUNCIL
4o April 2 (Thursday) 2:00 P'M-6'.00 PM- UNCu .PR$ORITY SETTING
6 Aural 25(Tuesday) 600 PNS-7; PM1--UT$LITY RATE Pru a ui s
s
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Tentative Mesong.,3
r May — August
o May 26 (Tuesday) 5:00 FSM-7:00 PM-FOLLOW-UP UTILITY
RATIES & PRIORITIES
ITIES I
o Mune,6 (Tuesday)) 5,00 P :00 PIS SESSION
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(TENTATIVE)
o June 16 (Tuesday) 6:00 PM—PUBLIc HEARING #1 & IST
READING OF GEN. FUNDISTREET PRIORITIES
o July 7 (Tuesday) 6:00 P —PUBLic HEARING #2 & 2ND
READING OF GEw FUNDISTREET PRIORITIES
o August 4 (Tuesda6:00 M PUBLI EARIN G 1 15T
READING P 2016-1017� UTILITY,RATES
August 18 (Tuesday) 6:0O P -PUBILic HEARING#2 & 2ND
READING OF 2616-2617” UTILITY RATES
II
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1 Wisdom from Grandparents
o Grandparents have many sayings, and one of the
wisest is this.
o When you are riding s dead horse, the best strategy
{1 is to dismount.
o You don't changer riders
o You don't reorganize rgani the herd
o You don't form a committee of veterinarians
o You don't spend more money on feed
You get ofd' and find yourself s new horse
NEW �WH� ,r ..
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a r r
uuestions & Comments
from the CityCouncil