HomeMy WebLinkAbout1999-04-20; City Council; 15153; FISCAL YEAR 1998-99 BUDGET FOLLOW-UPi
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1 Fd Lq %Y OF CARLSBAD - AGENR BILL 27
DEPT H AB# Is, 153
CITY A1 MTG. 04/20/99
DEPT. FIN CITY Mc
TITLE:
FISCAL YEAR 1998199 BUDGET FOLLOW-UP
RECOMMENDED ACTIONS:
1. Adopt Resolution No. 4q - 11(0 taking the following actions:
0 Establishing a new position and classification of Public Information Officer in the I
Classification and Salary Plan and appropriating funds,
0 authorizing the Mayor to execute a contract amendment with the Carlsbad Cor
Visitor's Bureau and appropriating funds, and
0 appropriating funds for the Community Activity Grants program.
2. Consider alternatives for distributing Community Activity Grants and direct staff accord
ITEM EXPLANATION:
On January 26, 1999, Council received the mid-year budget update and amended the buc
time, Council requested that staff bring back for further discussion a number of iterr
addressed in that report. Three of those items were brought back for Council discussion i
on February 9, 1999. This agenda bill provides the appropriate documents to im
directions given by Council at that meeting.
Community Outreach/Public Information Proaram
In order to improve the communication between the City and its citizens, Council dire
create a full-time public information position. Human Resources has determined that
should be placed into the management salary schedule at Grade Level 4, which has
salary of $48,800, with a market range of $54,900 to $67,100. It is recommended that thti
established as exempt from the classified service. This will require an amendment to Mui
section-2.44.030 which wilktbe submitted for Council consideration at a later date. In I:
Conflict of Interest Code will be amended to reflect this new classification requiring filin
statements in Categories I, 2, 3, 4. The new position is shown in the attache
Management Salary Structure (Exhibit 2) which is submitted for Council approval.
If the salary range meets with Council's approval, then adopting the resolution will create
and appropriate $10,000 from the Council's contingency account, which is sufficient
position for the remainder of the 1998-99 fiscal year.
Carlsbad Convention and Visitor's Bureau
Council approved an increase in the contract with CCVB of $127,000. The contract amel
been drawn up and is attached as Exhibit 3. Approval of the resolution will authorize the hi
Uhe contract and will appropriate $127,000 from the Council's contingency account for 1
changes.
Fommunitv Activitv Grants
At the February meeting, Council directed staff to accelerate the funding of this program '
total of $1 million which would be set aside in a separate fund. The interest from the fi
used to provide grants to community service groups. Adoption of the resolution will
$685,000 from the General fund balance to the special fund.
Page 2 of Agenda Bill # L *
Staff now needs direction on how Council would like to go about distributing these fun
options are listed below:
1. Distribute funds under Council Policv Statement #51.
Council could continue to distribute the Community Activities Grant monies under th
established in Council Policy Statement # 51 (Exhibit 4). These guidelines specify t
panel be established comprised of one representative from each quadrant of the City
Commission member, one Library Board member and one Parks and Recreation
member. The review panel evaluates the applications and then makes recommend;
City Council.
2. Distribute funds in coniunction with the Communitv Development Block Grant proqrarr
Each year the Community Development Block Grant (CDBG) program distributes fun(
social service groups. The process used to distribute the grants is similar to th
specified in Council Policy #51. The General fund money could be allocated at the sa
in the same manner as CDBG funds. This process would be more efficient for stafl
applicants, as many applicants apply for both programs. The CDBG program is more
their requirements (must support individuals in the low and moderate income range:
the application could be appended to allow for other types of grants as well. Exhibit 5
process for the CDBG program.
If this option is chosen by Council, staff will develop a method to include the commur
applications into the CDBG program and return with recommendations for the a\
Community Activity Grants and the CDBG grants at the same time.
3. Appoint a Council sub-committee or a staff review panel
The sub-committee or staff review panel could evaluate the applications
recommendations to the Council for the distribution of the funds.
Whichever option is selected by Council, staff would recommend that the distribution p
place during the late summer or fall so it does not conflict with the budget work going o
spring.
FISCAL IMPACT:
If Council approves the attached resolution, it will result in a transfer of $137,000 out
contingency account as well as a reduction to the General fund balance of $685,000. Tt
contingency account has a current balance of $2 million and the General fund bi
approximately $30 million as of June 30, 1998.
EXHIBITS:
’1. Resolution No. 99- JqQ establishing a new position and classification of Public Inform;
in the Management Classification and Salary Plan, authorizing the Mayor to execute
amendment with the Carlsbad Convention and Visitor’s Bureau, and appropriating thc
funds for these programs and for the Community Activity Grants program.
2. Management Salary Structure
:3. Amendment to Agreement between the City of Carlsbad and the Carlsbad Con\
Visitor’s Bureau
4. Council Policy Statement #51
5. CDBG Application Review Process
0 0
RESOLUTION NO. 99-140
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF CARLSBAD, CALIFORNIA, ESTABLISHING
A NEW POSITION AND CLASSIFICATION OF PUBLIC
INFORMATION OFFICER IN THE MANAGEMENT
CLASS 1 F I CAT1 ON AND SALARY PLAN, AUTHO RlZl NG
THE MAYOR TO EXECUTE A CONTRACT AMENDMENT
WITH THE CARLSBAD CONVENTION AND VISITORS
BUREAU, AND APPROPRIATING THE NECESSARY
FUNDS FOR THESE PROGRAMS AND FOR THE
COMMUNITY ACTIVITY GRANTS PROGRAM.
WHEREAS, on January 26, 1999, Council received the mid-yc
udget update and amended the budget; and
WHEREAS, Council requested that staff bring back for
discussion a number of items that were addressed in that report; and
meeting on February 9, 1999; and
WHEREAS, three of those items were discussed by Council i
WHEREAS, Council requested staff to provide the apprc
documents based on the direction given to staff at the February 9, 1999, meeting.
NOW, THEREFORE, BE IT RESOLVED by the City Council
City of Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. That the classification of Public Information Officer as shc
Exhibit 2 is hereby approved and included in the Managc
Salary Structure at Grade 4 and the Conflict of Interest Cl
amended to require this position file in disclosure Categoi
2, 3, and 4. The job description will be developed and app
by the City Manager at a later date.
3. That the Personnel Allocations in the1998-99 Budgs
amended to add one such position to the City Manager’s 0
4. That the Mayor is authorized to sign the amendment t
contract with the Carlsbad Convention and Visitor’s BI
(Exhibit 3).
5. That a transfer from the Council’s contingency account i
amount of $137,000 is hereby approved with $10,000 incre
the City Manager’s budget and $127,000 increasing the bi
for the Carlsbad Convention and Visitor’s Bureau,
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6. That $685,000 is appropriated from the General fund bak
and a transfer is authorized of this amount from the Gene
fund to the special fund for Community Activity Grants.
PASSED, APPROVED AND ADOPTED at a regular meetir
the City Council on the 20 th day of
wit:
April , 1999, by the following vote,
AYES: Council Members Lewis, Nygaard, Finnila & H
NOES: None
ABSENT: Council Member K
ALETHA L. RAUTENKRANZ, City Clerk
(SEAL)
Ad mi n ist rat ive Services Director
Assistant City Manager
Community Development Director
Fire Chief
Police Chief
Public Works Director
Assistant City Attorney
Finance Director
8 $89,400 $1 02,800 - $129,600
8
8
8
8
8
7 $75,300 $86,100 - $107,600
7
Principal Building Inspector
Principal Civil Engineer
Recreation and Park Dev Mgr
Traffic Engineer
6
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6
0 0
Management Salary Structure
(Base Pay)
JOB TITLE GRADE MINIMUM MARKET RANGE
Revised: 4/20/98
Page 2 of 3
I 0 @
AMENDMENT NO. 2 TO AGREEMENT BETWEEN THE CITY OF CARLSBAD AND TI-
CARLSBAD CONVENTION AND VISITOR’S BUREAU TO PROVIDE PROFESSIONA
SERVICES RELATED TO THE PROMOTION OF THE CITY OF CARLSBAD
*.
This Amendment is entered into and effective as of the 20 th d2
-- I - Apri -__ --- 1 -.Is 1999, amending the agreement dated November 9, 1997 by and bet\
the City of Carlsbad, a municipal corporation, hereinafter referred to as “City”, and Carl
Convention and Visitor‘s Bureau, hereinafter referred to as, “CCVB” for promotional ser
required by the City of Carlsbad.
\
RECITALS
WHEREAS, the initial agreement, dated November 9, 1997 identified a scor
work for services for the promotion of the City of Carlsbad; and the CCVB possess
necessary skills and qualifications to provide the services required by the City; and
WHEREAS, the City and CCVB desire to amend the allocation of program fi
in Section 56 of the attached agreement, whereby (I) the allocation for Advertising
Promotion is increased by $52,000 from $36,000 to $88,000, (2) the allocation for Famili
Tours and Trade Shows is increased by $1 0,500 from $21,000 to $31,500, (3) the allocatioi
Brochures is increased by $7,000 from $15,000 to $22,000, (4) the Video designation is rev
to “CD ROM” and the allocation is increased by $19,500 from $1,000 to $20,500, (5)
allocation for Management Overhead is increased by $18,000 from $50,000 to $68,000, an(
the designation of “Advertising Consultant” is added as a new program with a corresponc
allocation of $20,000; and
NOW, THEREFORE, in consideration of these recitals and the mutual coven:
contained herein, City and CCVB hereby agree as follows:
1. The agreement shall be amended to reflect an increase to the Adverti!
and Promotion allocation by $52,000; Familiarity Tours and Trade Shows allocation by $10,:
Brochures by $7,000; Video (CD ROM) by $19,500; Management Overhead by $18,000;
Advertising Consultant is added with an allocation of $20,000.
212
0 0
2. All other provisions of the aforementioned agreement entered in
November 9,1997, by and between City and CCVB shall remain in full force and effect.
3. All requisite insurance policies to be maintained by the CCVB shall ir
coverage for the amended assignment and scope of work.
Acknowledged and Accepted:
CONTRACTOR:
A - wahager 07 Marof
ATTEST:
(print narne/title) ' - I&L A% J d-
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hM.! .dl4 ALETHA L. RAUTENKRANZ
City Clerk
DATE "
By: " (sign here) d./L.z- df&Q 47. /$CY EpR6rAk7 "&- 5&#a-z -6 (print namehitle)
(Proper notarial acknowledgment of execution by Contractor must be attached.)
(President or vice-president and secretary or assistant secretary must sign for corporations. If only one officer the corporation must attach a resolution certified by the secretary or assistant secretary under corporat
empowering that officer to bind the corporation.)
APPROVED AS TO FORM:
RONALD R. BALL
21
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ALL-PURPOSE ACKNOWLEDGMENT
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LARRY SCHEER -
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SIGNER(S) i a personally known to me - OR- Kproved to me on the basis of satisi
evidence to be the person(s) whose I
&hre subscribed to the within instrum
acknowledged to me tha-hhey e.
the same in &&$hgr/their auth
capacity(ies), and that by hikfkR
signature(s) on the instrument the per
or the entity upon behalf of whic
person(s) acted, executed the instrumei
OPTIONAL INFORMATION The information below is not required by law. However, it could prevent fraudulent attachment of this a(
edgment to an unauthorized document. i cApficITy CwED BY SIGNER (PRmcIPm)
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VALLEY-SIERRA, 800-362-3369 APA 1/94
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CITY OF CARLSBAD
Policy NO. 51
Date Issued 3/34/:
Effective Date 3/z1
Cancellation Date-
Supersedes No. I:
COUNCIL POLICY STATEMENT
General Subject: Community Activity Funding
Specific Subject: Process for Funding Community Activities
Copies to: City Council, City Manager, City Attorney, Department and C Employee Bulletin Boards, Press, File
The City Council has, in the past chosen to fund comlaarit~ ^General Fund-mo;iiies. This fiaS irictuded tEe'aUocation of fu
ous human and social services to Carlsbad re
the 1991-92 budget process, the City Council directed staff 1
current process and recommend changes to facilitate that
following 'those changes.
BACKGROUND: .-
ng funds for community
.POLICY: to allocate funds
a. City application for'bds
5. The City Council will establish a review panel compr
and city staff to evaluate the applications, conduct a
and make recommendations to the City Council. The rl
One representative fron
Senior Commission, the
6.
e
CITY OF CARLSBAD
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
APPLICATION REVIEW PROCESS
e
IPURPOSE
‘To set forth procedures to be used for allocating the annual City of Carlsbad Community Develc
13lock Grant (CDBG) Entitlement funds.
j5ACKGROUND
Each year the City of Carlsbad is entitled to receive funding from the U.S. Department of Housing 8
Development, through the Community Development Block Grant (CDBG) Program, to finance F
and/or services which benefit low/moderate income persons/households within the communii
response to the City’s “Request for Proposals” for the CDBG Program, the City receives nur
applications for funding from local service agencies. In an effort to facilitate the activity selectic
CDBG funding allocation process, the following procedures have been established for the program.
OBJECTIVE
The intent of this process is to streamline the CDBG funding allocation procedures and implement s
proposal evaluation criteria which can be used to assist in the selection of activities for funding
annual basis. This process describes the CDBG application process; outlines the review proce
activity selection and funding recommendations; and, summarizes the public hearing requiremet
Community Development Block Grant Funding Advisory Committee, will be appointed to review anc
recommendations to the City Council on funding levels for each of the CDBG eligible activities sut
by local service organizations and/or city departments.
PROCEDURES
The goal of the City of Carlsbad is to develop a well balanced CDBG program that reflects the v
public service and public facility needs of its low/moderate income residents, with three primary ar
focus: 1) affordable housing; 2) general social services for lower income persons; and 3) servic
children and adults, including the elderly.
The following procedures outline the steps to be used by the CDBG Funding Advisory Committe
staff of the Housing and Redevelopment Department in selecting activities which provide for
balanced CDBG program and in making recommendations for allocation of the CDBG funds on an :
basis:
I. Interested persons, non-profit organizations, City departments and others may submit a rf
for CDBG funding on the appropriate application form. A public notice in a local newspa
general circulation will indicate how to obtain an application and the due date for all propc
Generally, the application review process will begin in November or December of each year.
Upon receipt of proposals/applications for funding, Housing and Redevelopment Departmer
will make a determination regarding the eligibility of each proposed project for fi
consideration under the CDBG program. Requests for CDBG funds shall be considered I
City of Carlsbad for funding only if the application is complete and demonstrates that a
following conditions have been met:
2.
APPLICATION REVIEW P @ CESS e
PAGE 2
a. The governing board formally authorized the organization's request for CDBC
from the City of Carlsbad and authorized official to bind organization into subs
agreements for CDBG funds ;
The proposed use of funds is an eligible activity, per the Federal regulations
CDBG program;
The proposed use of funds meets at least one national objective for the CDBG pr
as established by the Federal regulations;
The proposed use of funds meets at least one local objective for the CDBG progr
established by the City of Carlsbad's Community Development Plan; and,
b.
C.
d.
e. The organization and the proposed activity must not have any outstandi
unresolved findings of violation of the federal regulations governing the
prog ram.
3. All complete applications for CDBG funds, which have met the conditions outlined above, s
considered eligible for funding consideration and shall continue in the activity selectic
funding allocation process. All applications which are deemed ineligible for funding considl
shall receive written notification that the application for CDBG funds is ineligible due to a sp
reason and will not be reviewed further by staff or the Advisory Committee.
The Community Development Block Grant Funding Advisory Committee will serve as an a(
committee to consider the needs of low/moderate income Carlsbad residents and to
recommendations to the City Council for the funding of activities which are the "most qualif
meet those needs. The Committee will consist of seven (7) members and will incluc
following representatives to be appointed by the City Council: Senior Commissioner, PI
Commissioner, Housing Commissioner, and four citizens-at-large (one from each quadrant
City). The CDBG Program Administrator will serve as staff liaison to this committee fi
purpose of considering the funding recommendations for this program.
Each eligible proposallapplication for CDBG funds shall be reviewed and evaluated, for ri
purposes, based upon the criteria outlined below. Housing and Redevelopment Departmer will evaluate each eligible proposaVapplication for funds and assign a score based
maximum 100 point scale using the following criteria:
a. ORGANIZATIONAL ABlLlTYlCAPAClTY Maximum of 25 Points
i. Experience of organization in providing services to 5 Points
11. Capacity/ability of staff assigned to implement 5 Points
11. Organization's experience with the administration 5 Points
4.
5.
low/moderate income persons/households and in
providing the proposed activity.
proposed activity.
of CDBG or other State or Federal funds.
iv. Level of ability demonstrated by organization to 10 Points
provide services and to adhere to applicable local,
State, or Federal regulations governing funding
sources.
b. FINANCIAL CAPAClTYlSTABlLlTY Maximum of 25 Points
I. Leveraging of CDBG funds with outside resources 15 Points
11. Relatively stable financial position 10 Points
c IMPLEMENTATION OF ACTIVITY Maximum of 10 Points
to finance proposed activity.
iPPLiCATiON REVIEW P&ss 0
PAGE 3
1. Demonstration of organization's readiness to 10 Point
implement proposed activity
d BENEFlTSlBENEFlClARlES Maximum of 40 Point
I. IO Point
II. Extent to which proposed activity benefits low 10 Point Accessibility of activity for use by Carlsbad clients.
income persons/households (50% of median
family income).
income Carlsbad households
Extent to which proposed activity meets the needs
of low income residents
iii. Extent to which proposed activity benefits low 10 Point
iv. 10 Point
Housing and Redevelopment Department staff will initially evaluate the organization's pi
according to the above pre-established criteria. A total of 100 points are available fa
proposal. Each proposal will be ranked according to total points received in the evz
process. A copy of the Evaluation Form to be used by the Advisory Committee and Housi
Redevelopment Department staff is attached as Exhibit A for information purposes only.
To facilitate the complete evaluation of eligible proposals/applications, applicants will be giv
opportunity to participate in a 10 minute interview with the CDBG Funding Advisory COK and staff during a public meeting. The public will also be given the opportunity to comment
eligible proposals being considered for funding.
The noted interview will provide the Advisory Committee and staff with an opportunity to
additional information regarding the organization and the proposed activity that may not havc provided, or was unclear in the application. It will be suggested that applicants provic
documents which may assist the Advisory Committee and staff in evaluatinl
proposaI/application prlor to this interview.
Following the interview of each eligible proposaVapplication, staff will complete its evalua
the proposal according to the criteria noted above and then categorize the f
proposals/applications in rank order into the following three classifications:
a.
b.
C.
6.
7.
Public services/facilities for the purpose of providing or maintaining affordable hou!
Public services/fac es for the purpose of providing general social services; and
Public services/facilities for the purpose of providing specialized social servicl
children and adults.
This information will then be presented to the Advisory Committee for further review to dett
the level of funding to be recommended for each proposal.
It is the Advisory Committee's responsibility to make a recommendation on the level of ( funding to be allocated to the eligible activities according to the order the proposaMapplic
were ranked within each classification. The Advisory Committee shall work from the top o
list to the bottom, taking one proposal at a time on a rotation basis from each classificatiot
recommend a funding level for the proposal until all available CDBG funds have been allocz
eligible activities. This process will be used to make funding recommendations for both
service and public facility proposals.
The minimum funding level for each recommended public service activity shall be $5,00
$20,000 for public facility activities but shall not exceed the requested funding amount.
EXAMPLE: The Advisory Committee shall take the first public service activity listed
"Affordable Housing" and make a funding recommendation for this activity. Then, the Com
will consider a funding recommendation for the first public service activity listed under "GI Social Services" and so on. Once a recommendation for funding has been made for an i
within each of the three classifications, the Committee will then move to the next activity 11
8.
Housing
1.
2.
3.
4.
5.
TOTAL
General Social Social Services -
Services Children & Adults
1. 1.
2. 2.
3. 3.
4. 4.
5. 5.
TOTAL TOTAL
0 0
- City of Carlsba(
April 28, 7999
Carlsbad Convention & Visitors Bureau
400 Carlsbad Village Drive
Carlsbad, CA 92008
Enclosed for your reference are copies of Carlsbad City Council Agenda Bill
No. 15,153, and Resolution No. 99-140. These documents went before the City
Council on April 20, 1999, when the Resolution was adopted, approving the
amendment to an existing agreement with your agency.
Also enclosed is a fully executed Amendment Number 2 to an Agreement dated
November 9, 1997..
If you have any questions regarding your project, please call Ms. Lisa
Hildabrand, in the Finance Department, at: 434-2867. -+ Kathleen D. Shoup
Sr. Office Specialist
1200 Carlsbad Village Drive 0 Carlsbad, CA 92008-1 989 0 (760) 434-28