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Home My WebLink About2023-03-09 Supplemental Packet CITY OF PALM DESERT CITY MANAGER’S OFFICE INTEROFFICE MEMORANDUM Date: March 9, 2023 To: Honorable Mayor and Councilmembers From: Anthony J. Mejia, City Clerk Subject: City Council Meeting of March 9, 2023 Below you will find questions received from the Mayor or Councilmembers and answers provided by City staff regarding tonight’s City Council meeting: CITY MANAGER COMMENTS: PALM DESERT 50TH ANNIVERSARY UPDATE Multiple local events have used the City’s 50th Anniversary logo in their promotions and at their events, including the Panther 5k & Palm Desert Half Marathon and 5k, the latter of which even included the logo on their finisher medals. The City is working with the Chamber of Commerce to plan for the upcoming State of the City in May, which will acknowledge the anniversary and give a look ahead to highlight the Council’s vision for the City. We continue to look forward to a slate of events in the fall that will celebrate the November anniversary date. Multiple organizations have asked how they can participate in the festivities, so we’ve set up a webpage where they can contact staff directly about what they have in mind. The address for this page is www.PalmDesert.gov/anniversary. This page will evolve as we get closer to the fall and more events are added to the calendar. ITEM 1F: APPROVE ACCEPTANCE OF THE DONATION OF ASSESSOR PARCEL NUMBERS 628-030-009 (5.18 ACRES) AND 628-030-011 (4 ACRES) FROM DON SLAUGHTER TO THE CITY OF PALM DESERT Staff has been informed by the donor that the donation of Assessor Parcel Numbers 628-030-009 (5.18 ACRES) and 628-030-011 (4 ACRES), Consent Item F, will be made by the Slaughter Family Trust and not by Don Slaughter as indicated in the staff report. Therefore, if accepted by the City Council, staff will update the minutes to reflect acceptance of the donation from the Slaughter Family Trust. ITEM 1H: ADOPT A RESOLUTION ESTABLISHING THE 2023 CITY COUNCIL GOALS Recommendation No. 2: “Appoint an Ad Hoc Council Subcommittee to work with staff regarding development of and opportunities to enhance City-sponsored events; and marketing of existing and new City-sponsored events.” Mayor Kelly hereby nominates Councilmember Jan Harnik and Mayor Kathleen Kelly to serve on the proposed Ad Hoc Council Subcommittee. 03/09/2023 Question & Answer Memo Page 2 of 4 ITEM 1J: RECEIVE AND FILE THE INDEPENDENT ACCOUNTANTS’ REPORT ON AGREED- UPON PROCEDURES PERFORMED ON THE MEASURE A TRANSPORTATION FUND FOR THE FISCAL YEAR ENDED JUNE 30, 2022 Q1: Please provide a summary for the change in Measure A fund balances moving forward. A1: The 2021/22 single audit on Measure A Funds requires the auditors make certain assumptions during their review. In Section 3.c.ii on page 2 and 3 of the document (captured below), the auditors assume that all estimated projects are completed within a 5-year projection. The result of their assumptions indicates that if we completed all Measure A projects on the CIP list for the next 5 years, we would need to identify alternative funding sources beginning with FY 2024/25 (begins the negative fund balance). However, given that the $7.7M in projects listed for 2021/22 did not materialize, those funds will be released back into the Measure A balance to offset any projected future funding needs. The same will occur for those expenditures not completed in the current fiscal year 2022/23 (YTD approx. $2.3M of the $8.2M identified has been spent in current FY). So, in reality, there should be substantial Measure A Funds to cover all identified expenditures over the 5-year period. If at any point during the 5-year term projects do exceed estimated revenues and rollover balances, staff would need to either identify additional funding sources, or right size anticipated projects to coincide with estimated revenue. ITEM 1I: RECEIVE AND FILE THE CITY OF PALM DESERT AUDITED ANNUAL COMPREHENSIVE FINANCIAL REPORT (ACFR) FOR THE FISCAL YEAR ENDED JUNE 30, 2022 Q1: This reflects steady improvement in the net position as a percentage of total pension liability. Is it appropriate to say that as of 2022, the City is 86.72% "funded"? This number seems driven by larger than usual net investment income, which is surprising for 2022. Is there an explanation? A1: The short answer is Yes. The extended answer is the change is primarily a result of the market returns as of June 30, 2021 (they’re always one year behind) that impacts discount rates applied by PERS to city pension liabilities. So you are correct, at this moment we can say we are 86.72% funded, however we anticipate with the FYE 2022 actuarial update, we will more than likely see that percentage normalize in response to more recent market conditions, without an additional payment from the City. Basically, the pension liability fluctuates with the market, on a one-year delay. 03/09/2023 Question & Answer Memo Page 3 of 4 ITEM 1O: REQUEST FOR OUT-OF-STATE TRAVEL FOR MAYOR PRO TEM QUINTANILLA TO ATTEND THE 40TH ANNUAL NALEO CONFERENCE JULY 11-13, 2023, IN NEW YORK, NEW YORK For clarification, staff is providing the following information related to Out of State Travel and this specific conference: Specific Occurrences Qualifying for Expense Reimbursement (related to Travel) Government Code Section 53232.2(b) requires the City to specify the types of occurrences that qualify an Official or Employee to receive reimbursement of expenses relating to travel, meals, lodging, and other actual and necessary expenses. Accordingly, the following non-exclusive list contains expenses authorized to be expended for official City business, including travel and related expenses, memberships in professional organizations, and subscriptions to business-related newspapers and journals. Officials and Employees are expected to exercise good judgment and show proper regard for economy when incurring expenses in connection with official City business. The following classifications are identified as eligible for expense reimbursement (public officials and employees): • Meetings with government and business leaders; • Conferences, training and educational trips on behalf of the City, including visiting other governments to discuss and observe best practices; • Lobbying trips, when a benefit to the City can be defined, such must be reported to the State quarterly; • Business-related trips where a benefit to the City can be defined; Travel within the State of California does not require prior City Council approval, in an open meeting, if (1) it adheres to the adopted provisions of the travel reimbursement policy and (2) there are adequate budgeted funds. Travel outside of California, travel that does not conform to the policy, or travel that has not been adequately budgeted requires prior approval by the City Council in an open meeting. Typically, Out-of-State travel is approved during the annual budget adoption process. This section addresses various levels of approval and authorization and reporting requirements for public Officials. 1. Out-of-State Travel: Travel outside the state of California by Officials and Employees, including international travel, requires the prior approval of the City Council in an open meeting. The preferred method for obtaining approval is as part of the annual budget process, otherwise requests must be agendized and approved prior to an expense being incurred. 4. In accordance with Government Code Section 53232.2 (f), any and all expenses that fall outside this policy must be approved by the City Council, in a public meeting (Council Members and Officials) or by the City Manager (Employees) prior to any expenses being incurred. Any extraordinary circumstance related to travel reimbursement shall be addressed by the City Council in an open meeting. 03/09/2023 Question & Answer Memo Page 4 of 4 THE NALEO CONFERENCE “The NALEO Annual Conference provides a unique professional development opportunity specifically tailored for Latino elected and appointed officials. Sessions at the Conference are designed to enhance the governance skills of participants and deepen their understanding of critical policy issues in a cross-jurisdictional context. Click here for the conference agenda. The NALEO 40th Annual Conference is unlike any other professional development gathering for elected and appointed officials. We will be featuring dynamic plenaries with prominent national leaders to catalyze substantive policy conversations and valuable strategic networking opportunities. The Conference also provides a venue for the meaningful exchange of ideas and solutions to today’s most pressing policy issues like the economy, education, workforce development, emergency preparedness, securing critical infrastructure, and more. The NALEO 40th Annual Conference will provide attendees with direct access to our nation’s top executive and legislative leaders. Past participants have included the President of the United States, the Vice President, members of the President’s Cabinet, leaders of the U.S. House of Representatives and the U.S. Senate, presidential candidates, and other public and private sector leaders. FY 22/23FACILITIES IMPROVEMENTS Community Services Division CM Item A - Page 1 2023 FY 22/23FACILITIES IMPROVEMENTS 2 City Hall Fire Stations City-Owned Buildings Parks Aquatic Center CM Item A - Page 2 CITY HALL •Fire sprinkler in Council Chambers •Security Doors installation 2023 FY 22/23FACILITIES IMPROVEMENTS 3CM Item A - Page 3 COUNCIL CHAMBER FIRE SPRINKLER REPLACEMENT BEFORE AFTER 2023 FY 22/23FACILITIES IMPROVEMENTS 4 Warranty CM Item A - Page 4 SECURITY DOORS INSTALLATION PROJECT BEFORE AFTER 2023 FY 22/23FACILITIES IMPROVEMENTS 5 $275,000.00 CM Item A - Page 5 FIRE STATIONS •Apparatus Bay Doors 2023 FY 22/23FACILITIES IMPROVEMENTS 6CM Item A - Page 6 FIRE STATION 33APPARATUS BAY DOORS BEFORE AFTER 2023 FY 22/23FACILITIES IMPROVEMENTS 7 $210,000.00 CM Item A - Page 7 CITY-OWNED BUILDINGS •Replaced and Repaired HVAC units at Community Center •I-Hub Door Installation 2023 FY 22/23FACILITIES IMPROVEMENTS 8CM Item A - Page 8 COMMUNITY CENTERREPLACED TWO HVAC UNITS 2023 FY 22/23FACILITIES IMPROVEMENTS 9 $70,000.00 CM Item A - Page 9 I-HUB DOOR INSTALLATIONNEW CSUSB CLASSROOM GLASS DOOR 2023 FY 22/23FACILITIES IMPROVEMENTS 10 $35,000.00 CM Item A - Page 10 PARKS •Replaced Arbor of Remembrance •Resurfaced Cahuilla Hills tennis courts •Replaced Civic Center dog park pavilion •Replaced Amphitheater shade cloths •New fitness equipment at Civic Center Park •Special Maintenance Projects •Public Engagement 2023 FY 22/23FACILITIES IMPROVEMENTS 11CM Item A - Page 11 JOE MANN PARKARBOR OF REMEMBRANCE BEFORE AFTER 2023 FY 22/23FACILITIES IMPROVEMENTS 12 $3,293.85 CM Item A - Page 12 CAHUILLA HILLS PARKTENNIS COURT RESURFACING BEFORE AFTER 2023 FY 22/23FACILITIES IMPROVEMENTS 13 $21,900.00 CM Item A - Page 13 CIVIC CENTER PARKDOG PARK PAVILION REPLACEMENT 2023 FY 22/23FACILITIES IMPROVEMENTS 14 •PAVILION WAS DAMAGED IN WIND STORM •NEW PAVILION INSTALLED WITH REINFORCED BASE $55,000.00 CM Item A - Page 14 CIVIC CENTER PARKAMPHITHEATER SHADE REPLACEMENT 2023 FY 22/23FACILITIES IMPROVEMENTS 15 $49,970.64 CM Item A - Page 15 CIVIC CENTER PARKFITNESS EQUIPMENT CENTER CONSTRUCTION TO BEGIN MARCH 2023 2023 FY 22/23FACILITIES IMPROVEMENTS 16 $207,954.25 CM Item A - Page 16 CIVIC CENTER PARKSPECIAL MAINTENANCE PROJECTS •ROTARY CLOCK RESTORATION •DOG PARK MISTING SYSTEM REPAIRS •LANDSCAPING U PDATES 2023 FY 22/23FACILITIES IMPROVEMENTS 17 $4,990.00 CM Item A - Page 17 PLAYGROUNDSBASE MATERIAL REFRESH •MAGNESIA FALLS PA RK •PALMA VILLAGE PA RK •CIVIC CENTER PA RK •UNIVERSITY PARK •IRONWOOD PARK •FREEDOM PARK 2023 FY 22/23FACILITIES IMPROVEMENTS 18 $15,000.00 CM Item A - Page 18 NEW NORTH PALM DESERT PARKSPUBLIC ENGAGEMENT 2023 FY 22/23FACILITIES IMPROVEMENTS 19 OPEN HOUSE EVENTS HOSTED DECEMBER 3, 2022 AND JANUARY 14, 2023 CM Item A - Page 19 PALMA VILLAGE PARKPUBLIC ENGAGEMENT 2023 FY 22/23FACILITIES IMPROVEMENTS 20 •EVENT HOSTED NOVEMBER 3, 2022 •SURVEY ADMINISTERED TO RECEIVE INPUT •PLANNED PROJECTS INCLUDE (CDBG GRANT-FUNDED): •New pavilion & shades •Replace park furnishings •Upgraded lighting •Court resurfacing •Surveillance system •Landscaping improvements CM Item A - Page 20 AQUATIC CENTER •Recreation Pool resurfacing project •Shade structure installation 2023 FY 22/23FACILITIES IMPROVEMENTS 21CM Item A - Page 21 RECREATION POOLRESURFACING PROJECT 2023 FY 22/23FACILITIES IMPROVEMENTS 22 $370,000.00 CM Item A - Page 22 RECREATION POOLSHADE STRUCTURE INSTALLATION 2023 FY 22/23FACILITIES IMPROVEMENTS 23 $143,267.45 CM Item A - Page 23 AQUATIC CENTERADDITIONAL CAPITAL IMPROVEMENTS 2023 FY 22/23FACILITIES IMPROVEMENTS 24 •60 CHAIRS AND CHAISES REFINISHED, NEW PAINT, NEW FABRIC SLINGS •16 NEW HIGH-DEFINITION SURVEILLANCE CAMERAS INSTALLED •NEW ZIP LINE AND ROCK WALL FEATURES ADDED TO LAP POOL •TWO REFRIGERATORS AND ONE ICE MACHINE REPLACED IN CONCESSION AREA $14,366.84 $49,906.97 $7,824.55 $8,123.80 CM Item A - Page 24 CIP BUDGET INFORMATION 2023 FY 22/23FACILITIES IMPROVEMENTS 25 PARKS AND RECREATION, LANDSCAPING (INCLUDING DESERT WILLOW & PDAC) $3,345,101 ON TRACK TO BE SPENT BY END OF THIS FISCAL YEAR FACILITIES (INCLUDING FIRE STATIONS) $4,376,793 ON TRACK TO SPEND $3.6M BY END OF THIS FISCAL YEAR Total Budget $7,721,894 CM Item A - Page 25 NEAR-TERM PROJECTS 2023 FY 22/23FACILITIES IMPROVEMENTS 26 •PDAC LOCKER ROOM RENOVATIONS •INSTALL FITNESS EQUIPMENT AT CIVIC CENTER PARK •PALMA VILLAGE PARK •SHADE CLOTH REPLACEMENT •RESURFACING BASKETBALL COURT •REPLACE BEACH VOLLEYBALL SAND •NEW PAVILION AND BBQ AREA •UPGRADED LED LIGHTING •LANDSCAPING IMPROVEMENTS •PARKVIEW OFFICE COMPLEX FACILITY ASSESSMENT AND RE-DESIGN •STATE WATER QUALITY BOARD TENANT IMPROVEMENT •FACILITY ASSET INVENTORY (MASTER PLAN) •ALL PARKS •ALL CITY FACILITIES •PORTOLA & MAGNESIA FALLS AVENUE MEDIAN LANDSCAPING INSTALLATION •BUMP & GRIND TRAILHEAD IMPROVEMENTS •RESTROOM •SELFIE STATION CM Item A - Page 26 THANK YOU Public Works Team 2023 FY 22/23FACILITIES IMPROVEMENTS 27CM Item A - Page 27 [This Page Intentionally Left Blank] www.Palm D e s e r t.gov/An ni v e r sarywww.Palm D e s e r t.gov/An ni v e r saryCM Item D - Page 1 CM Item D - Page 2