02-07-2012 - Review of Cost Saving Opportunities of City Commis - Item 9 (2).doc City of West Covina
Memorandum
A G E N D A
ITEM NO. 9
DATE February 7, 2012
TO: Andrew G. Pasmant, City Manager
and City Council
FROM: Chris Freeland, Deputy City Manager
SUBJECT: REVIEW OF COST SAVING OPPORTUNITIES OF CITY COMMISSIONS
RECOMMENDATION:
It is recommended that the City Council review City staff’s cost saving recommendations contained in this report and direct staff accordingly.
DISCUSSION:
On Thursday, December 29, 2011, the California Supreme Court upheld Governor Jerry Brown’s elimination of redevelopment agencies. The elimination of West Covina’s Community Development
Commission will have an immediate impact on the City’sGeneral Fund budget. The projected budget deficit of the City’s General Fund budget for Fiscal Year 2012-2013 could increase from
$3.8 million to $8.6 million.
At the January 17, 2012, City Council meeting, the City Council instructed City staff to prepare a report reviewing various cost saving opportunities of City Commissions. Councilmember
Steve Herfert had requested that the City of West Covina consider various cost saving measures in the operation of City Commissions, as most of these Commissions are funded by the General
Fund. Those measures could include: the reduction, combining, or elimination of City Commissions; reduction or elimination of Commissioner allowance accounts; and the reduction or
elimination of Commissioner stipends.
Section 2-66 through Section 2-77 of the West Covina Municipal Code identifies the five City Commissions (Community Services, Human Resources, Planning, Public Art, and Senior Citizens)
and their duties, appointment process, meeting schedule, number of Commissioners, etc. Each Commissioner serving on the Commissions receives a monthly stipend, use of an allowance
account (except Public Arts) to attend conferences or civic events, purchase name badges, business cards, polo shirts, etc. A monthly stipend for Commissioners is allowed by the California
Government Code and has been established by City Council Resolution.
The following is a brief summary of each commission’s duties and expenses to support the commission. It is important to note that the costs below due not include administrative costs
(staff time, printing costs, office supplies, etc.) to support the commissions.
Community Services Commission:
The Community Services Commission acts in an advisory capacity to the City Council in all matters pertaining to human services, rights, relations, and resources as well as all matters
pertaining to recreation programs. This Commission provides for citizen input for the City's Community Development Block Grant program. The Commission aids the Recreation Services
section of the Community Services Department in making plans to conduct recreational activities and is also responsible for master planning of parks, including the acquisition, development,
and maintenance of park and recreation facilities in the community.
The Community Services Commission has ten members and meets every other month (six times a year). Each Commissioner receives a monthly stipend of $100/month, including the months that
do not have scheduled meetings or if a meeting is canceled ($1,200/year). In addition, each Commissioner has use of an allowance account of $400/year. The Community Services Commission
is fully funded by the General Fund.
FY 2011-2012 Community Services Commission Budget
Stipend: $1,200/year (Ten Commissioners) $12,000
Allowance Account: $400/year (Ten Commissioners) $4,000
Medicare/Worker’s Compensation Costs (Estimate) $200
Total Commission Cost $16,200
Human Resources Commission:
The Human Resources Commission acts in an advisory capacity to both the City Council and the Human Resources Officer (the City Manager) in all matters relating to personnel. The Commission
monitors the recruitment and selection processes for the competitive service and may make comments and recommendations regarding such processes. The Commission hears appeals on discipline
and grievance matters as requested by employees. In addition to these specific responsibilities, the Commission may conduct hearings when requested to do so by the City Manager or
City Council.
The Human Resources Commission has five members and meets every other month (six times a year). Each Commissioner receives a monthly stipend of $100/month, including the months that
do not have scheduled meetings or if a meeting is canceled ($1,200/year) Since the Human Resources Commission conducts hearings and hears employee appeals, the Commission may meet numerous
times in a month. In addition, each Commissioner has use of an allowance account of $100/year. The Human Resources Commission is fully funded by the General Fund.
FY 2011-2012 Human Resources Commission Budget
Stipend: $1,200/year (Five Commissioners) $6,000
Allowance Account: $100/year (Five Commissioners)* $500
Medicare/Worker’s Compensation Costs (Estimate) $150
Total Commission Cost $6,650
* Human Resources Commission had previously reduced their allowance account as a budget saving measure.
Planning Commission:
The Planning Commission holds public hearings and is the decision-making body on precise plans of design, variances, conditional use permits, and tentative tract and parcel maps. It
also serves in an advisory capacity to the City Council, making recommendations on zoning ordinances and map amendments, specific plan amendments, and revisions to the General Plan
which guide the growth of the City and create a better living environment.
The Planning Commission has five members and meets twice a month. Each Commissioner receives a monthly stipend of $150/month, including the months that do not have scheduled meetings
or if a meeting is canceled ($1,800/year). In addition, each Commissioner has use of an allowance account of $600/year. State of California Law requires that cities have a Planning
Commission. State law also permits, but does not require, the local municipality to compensate Commissioners. The Planning Commission is fully funded by the General Fund.
FY 2011-2012 Planning Commission Budget
Stipend: $1,800/year (Five Commissioners) $9,000
Allowance Account: $600/year (Five Commissioners) $3,000
Medicare/Worker’s Compensation Costs (Estimate) $150
Total Commission Cost $12,150
Public Arts Commission:
The Public Arts Commission acts in an advisory capacity to the City Council in all matters reasonably necessary for the administration, implementation, and promotion of the City's Art
in Public Places Program, including the review of proposed art projects for private developments.
The Public Arts Commission has seven members (Five Public Art Commissioners and two Planning Commissioners) and meets as needed. This Commission was formed in 1998. Duties of the Commission
were previously under the authority of the Planning Commission. Each Commissioner receives a monthly stipend of $100/month, including the months that do not have scheduled meetings
or if a meeting is canceled ($1,200/year). In FY 2011-2012, no allowance account was budgeted for the Public Arts Commission and all expenses are paid out of the Art in Public Places
Fund, which receives its funding from developer fees assessed on projects.
FY 2011-2012 Public Arts Commission
Stipend: $1,200/year (Five Commissioners) $6,000
Medicare/Worker’s Compensation Costs (Estimate) $150
Total Commission Cost $6,150
Senior Citizens Commission:
The Senior Citizens Commission acts in an advisory capacity to the City Council in the identification of the needs of the senior population of West Covina and reviews and recommends
policies and programs to meet those needs. The Commission also works to increase resident awareness of existing programs and services, providing a conduit of information to senior
citizens. The Commission serves as a medium through which organizations may exchange information and generate stronger communication throughout the community.
The Senior Citizens Commission has five members and meets every other month (six times a year). Each Commissioner receives a monthly stipend of $100/month, including the months that
do not have scheduled meetings or if a meeting is canceled ($1,200/year). In addition, each Commissioner has use of an allowance account of $400/year. The Senior Citizens Commission
is fully funded by the General Fund.
FY 2011-2012 Senior Citizens Commission Budget
Stipend: $1,200/year (Five Commissioners) $6,000
Allowance Account: $400/year (Five Commissioners) $2,000
Medicare/Worker’s Compensation Costs (Estimate) $150
Total Commission Cost $8,150
OPTIONS:
The City Council has numerous options available to reduce the General Fund subsidy of City Commissions.
Commission Restructuring: City staff recommends the elimination of the Public Arts and Senior Citizens Commissions and to have the duties of these Commissions absorbed by the Planning
and Community Services Commission, respectively. Prior to the establishment of these Commissions, the Planning and Community Services Commissions addressed those duties assigned to
the Public Arts and Senior Citizens Commissions.
Reduction of the Community Services Commission: City staff recommends the reduction of the Community Services Commission from ten members to seven members. This will make it easier
for the Community Services Commission to establish a quorum for their meetings and reduce the General Fund expenses of the Commission.
Elimination of Allowance Accounts: City staff recommends the elimination of all Commission allowance accounts. Training of Planning Commissioners at the League of California Cities
Planners Institute or other training opportunities will be addressed on a case-by-case basis when a new Commissioner is appointed to the Commission.
City Commission Stipends: City staff recommends keeping the stipends for each of the three Commissions at $100/month (Planning Commission at $150/month). Commissions that meet every
other month (Community Services and Human Resources) will only be paid for the months they are scheduled to meet, up to $600/year. City staff would also recommend a portion ($75/month)
of the Planning Commission stipend be paid out of the Art in Public Places Fund.
Note: Depending on the City Council’s action, adoption of ordinances or resolutions will be necessary. City staff will bring forward the appropriate ordinances and resolutions for approval
at the next City Council meeting to implement any changes to the City Commissions.
FISCAL IMPACT:
Annually the City of West Covina expends approximately $49,300 for the operations of City Commission ($43,150 in General Funds and $6,150 of Art in Public Places Funds). This estimate
does not include associated staff costs, printing, or office supplies to administer the Commissions.
Total savings if City staff recommendations are implemented are $32,650 ($31,000 in General Fund and $1,650 in Art in Public Places Fund). Total cost to implement the City staff recommendations
is $16,650 ($12,150 in General Fund and $4,500 in Art in Public Places Fund).
Prepared by:
Chris Freeland
Deputy City Manager