Live Life Lincoln - Live - Life - Lincoln. Live. Life Lincoln Live Life Lincoin Live Life Lincoln  MINUTES CITY OF LINCOLN Regular Meeting March 26, 2019  CITY COUNCIL, PUBLIC FINANCE AUTHORITY and REDEVELOPMENT SUCCESSOR AGENCY  OPEN SESSION MEETING City Hall - Third Floor Conference Room 1. CALL TO ORDER by Mayor Joiner at 6:00PM. 2. ROLL CALL: Councimembers present: Holly Andreatta  Peter Gilbert Dan Karleskint Alyssa Silhi Paul Joiner  Mayor  Roll Call: 5 members present, 0 members absent, 0 members excused.  Staff members present: Jennifer Hanson, Interim City Managerl Acting Support Services  Kristine Mollenkopf, City Attorney Doug Lee, Police Chief Gwen Scanlon, City Clerk  Ray Leftwich, City Engineer/Public Works Director Matt Wheeler, Community Development Director  Various City employees, consultants and members of the public were also present.  3. REPORT FROM CLOSED SESSION - Kristine Mollenkopf, City Attorney, stated there was no reportable action from the closed session meeting that was held March 19, 2019 regarding the Joint Legislative. Audit  Committee (JLAC).  4. PLEDGE OF ALLEGIANCE led by Mark Liechty, Lincoln resident. 5. INVOCATION by Pastor John Haggarty, New Hope Church.  6. - AGENDA REVIEW MODIFICATION  Gwen Scanlon, City Clerk, announced Items 9A, PROCLAMATION 2019-02 declaring April as "Child Abuse Prevention Awareness Month" and 9B, Lincoln Leadership Project Presentation, were continued to future City  Council meetings.  7. CITIZENS ADDRESSING COUNCIL commented on the JLAC report.  a) Ted Jones, LIFT member (LIFT is a group unified to lifting Lincoln to new heights through integrity),  b) Jessica Booth, LIFT member, commented on the. JLAC report. c) Donna Hodgson, LIFT member, commented on the JLAC report. d) David Stanley, LIFT member, commented on the JLAC report.  e) Albert Scheiber, a Placer County resident, commented on Village 5 and slowing growth of the City. g) SusanWechter. a Placer Countyresident. commented on Village. 5and slowing.growth of the Cily.  Shamus McClure, LIFT member, commented on the JLAC report.  600 Sixth Street Lincoln, CA 95648 www. ci.lincoln.ca-us" 91 4 -2400    Live. Life. Lincoln. Live Life Lincoln. Live Life Lincoln Live Life Lincoln Live Ite incoln  Page 2of5 City Council, Public Finance Authority and Redevelopment Successor Agency Regular Meeting Minutes March 26, 2019  h) Karen Meredith, a Lincoln resident, commented on the JLAC report. Craig Gandy, LIFT member, commented on the JLAC report.  J) Dennis Olsen, al Lincoln resident, commented on soundwall between his home in Sun City Lincoln k) Byron Chapman, a Lincoln resident, commented on the City's Americans with Disabilities Act (ADA)  Hills and Joiner Parkway.  efforts.  Tony Manning, LIFT member, commented on the. JLAC report.  8. COUNCIL INITIATED BUSINESS -none.  9. PRESENTATIONS continued to future meeting.  9.A. Adopt PROCLAMATION 2019-02 declaring April as "Child Abuse Prevention Awareness Month"-  9.B. Lincoln Leadership Project Presentation - continued to future meeting.  10. CONSENT  Mayor Joiner stated he had received a request to pulli item 10H, Lincoln Blvd Improvements Project Phases 1A and 2 change orders, from the consent agenda. Mayor Joiner asked if any members of the Council or public would like to pull anything else from the Consent Agenda. Hearing none, Mayor Joiner called for a motion. Councilmember Gilbert motioned approval oft the balance of the consent agenda and the motion was seconded by Councimember Silhi. By the following Vote (Approved): Gilbert - Aye, Silhi- Aye, Andreatta- Aye, Karleskint - Aye and Joiner- = Aye the consent agenda. Those items approved were: 10.A. Approval of the Minutes of the March 5, 2018 Work Session and March 12, 2019 Regular City 10.B. Receive and file, report identifying contracts, task order and purchase orders executed by the City Manager and filed in the Office of the City Clerk by March 15, 2019, consistent with the authority granted by City of Lincoln Municipal Code Chapters 2.16.050 (City Manager Authority) and 3.24.090 (Contracts and  Council meetings.  Purchasing), and On-Call Task Orders as specified in Resolution 2014-159. 10.C. Adopt RESOLUTION 2019-058 approving the Warrants of March 8 and 15, 2019.  10.D. Adopt RESOLUTION 2019-059 authorizing the City Manager to execute a Professional Services Agreement (PSA) with REY Engineers, Inc. in the amount of $287,590 for professional engineering, right-of- way, environmental and construction support for the. Joiner Parkway Pavement Rehabilitation Project, Phase 2. 10.E. Adopt RESOLUTION 2019-060 authorizing the City Manager to execute a Task Order Amendment 2 with REY Engineers, Inc. in the amount of $8,5901 for professional engineering services for CIP 435: Sewer Rehabilitation - Various Hot Spots for ai total purchase order amount not to exceed $162,420. The project is funded by $1,898,5001 from Fund 721 - Wastewater Fund as a part of CIP 435: Sewer Rehabilitation-  Various Hot Spots in the FY: 2018/19 Capital Improvement Budget.  600 Sixth Strect Lincoln, CA 95648 www.ci. lincoln.c ca.us 916-4 34-2400    Live Life. Lincoln Live Life Lincoln. Live Life Lincoln Live Life Lincoln - Live Life ocoln  Page 3of5  City Council, Public Finance Authority and Redevelopment Successor Agency Regular Meeting Minutes March 26,2019  10.F. Adopt RESOLUTION 2019-061 authorizing the City Manager to execute On-Call contracts with Reinard W. Brandley Consulting Airport Engineers and' Wallace Environmental Consulting, Inc. for services related to 10.G. Adopt RESOLUTION 2019-062 authorizing the City Manager to execute a contract for construction with Bayne Construction Incorporated in the amount of $219,542 ; and authorizing the City Engineer to approve change orders not to exceed $22,000 for the Phase 2 Reclamation Project (Joiner Park), CIP 3001 to be paid from Fund 725 - PFE Wastewater Non-Operations. The project is funded for construction ($333,625) from Fund 725 - PFE Wastewater Non-Operations as part of CIP 300 - Phase 2 Reclamation Project (Joiner Park) 10.1. Adopt RESOLUTION 2019-064 rejecting bids for the Community Center and Police Facility Re-Roof project, and authorizing the City Engineer to release Bid Bonds. The project is funded in the 18/19 Capital Budget, as follows: Community Center Roof (CIP 274) is funded with $135,000 from Fund 600 - Internal Services; and Police Department Roof Repair (CIP 273) is funded with $46,0001 from Fund 620 - Facility 10.J. Adopt RESOLUTION 2019-065 authorizing the City Manager to execute a Construction Agreement (Agreement) for St Joseph Church-Parish Hall with Roman Catholic Bishop of Sacramento. 10.K. Adopt RESOLUTION 2019-066 authorizing the City Manager to execute a Contract for Use agreement with William Jessup University to utilize space at Foskett Regional Park to shelter one (1) 20-foot storage container of sporting equipment and supplies for their Collegiate Softball program with the option for 10.L. Adopt RESOLUTION 2019-067: (1) Finding the Independence at Lincoln Large Lot Final Map (Final Map) consistent with the Large Lot Vesting Tentative Map and any approved alterations; (2) Authorizing the City Clerk to sign the Clerk's Statement accepting, on behalf of the public, the dedications in the Final Map (subject to improvement); and (3) Authorizing the City Clerk to proceed with Recordation of the Final Map.  Lincoln Regional Airport projects.  Reclaimed Water Facilities in FY 2017/18.  Maintenance Replacement.  automatic annual renewal.  ITEMS PULLED FROM THE CONSENT AGENDA:  Item 10H, Lincoln Boulevard Project Phases 1A and 2 change orders.  Ray Leftwich, City Engineer/Public Works Director, gave a briefs staff report. Mayor Joiner opened the discussion to Ted Jones, LIFT member, who requested this item be pulled from the Consent Agenda. a) Ted Jones, LIFT member, stated his concern that more due diligence was not done by the City sO b) Albert Scheiber, a Placer County resident, stated he thought Caltrans had redone the road more Mr. Leftwich responded to both comments and a brief City Council discussion ensued regarding contingency Motion to Approve this item by Councimember Gilbert and the motion was seconded by Councimember Karleskint. By the following Vote (Approved): Gilbert - Aye, Karleskint - Aye, Andreatta - Aye, Silhi-Aye and. Joiner- - Aye, the item approved was: RESOLUTION 2019-063 augmenting $100,000 from unexpended balance from CIP 124 21-68/085060.0124, to CIP 354 - Lincoln Blvd Improvements Project Phases 1A and 2, and authorizing the City Engineer to approve change orders noti to exceed $563,217 for the  that the requested contingency wouldn't be sO high.  recently than 100 years ago.  amounts on projects in the older part of the City.  construction ofLincoin Blvd Improvements. Phase. 1A and 2 Proiect  600 Sixth Strect Lincoln, CA 95648 www.ci. lincoln.c ca.us 916-434-2400    Live - Life - Lincoln Live Life Lincoln. Live Life Lincoln Live Life Lincoln Live Life incoln  Page 4of5 City Council, Public Finance. Authority and Redevelopment Successor Agency Regular Meeting Minutes March 26, 2019  11. PUBLIC HEARINGS- none. 12. GENERAL BUSINESS  12.A. Adopt RESOLUTION 2019-068 approving the State Audit Action Plan and the Audit Action Overview Mayor Joiner read into record al letter of apology from City Council, made a part of these minutes by mention thereof. Mayor Joiner also made a personal statement in response to the assertions made in the JLAC report about him. AI brief City Council discussion ensued about the JLAC. Jennifer Hanson, Acting City Manager/Acting Finance Director, gave a lengthy powerpoint presentation, made a part of these minutes by mention thereof, and staff report detailing the JLAC Audit and the City's Audit Action Plan and Overview Schedule. Mayor Joiner opened the discussion to the public at 6:55PM with the following comments:  Schedule.  a) Richard Pearl, a Lincoln resident, commented on the JLAC report. b) Chuck Schmidt, LIFT member, commented ont the JLAC report.  C) Mark Liechty, a Lincoln resident, commented on the. JLAC report and distributed a document titled Recommendations for government transparency moving forward", made a part of these minutes by mention  thereof.  d) Ted Jones, LIFT member, commented on the JLAC report. e) Jim Datzman, al Lincoln resident, commented on the JLAC report. f) Travis Mickel, a Placer County resident, commented on the JLAC report. g) Jessica Booth, LIFT member, commented on the JLAC report. h) Dennis Clear, a Lincoln resident, commented on the. JLAC report.  I) Donna Hodgson, LIFT member, commented ont the JLAC report and distributed a document titled  Testimony to JLAC on May 15, 2018', made a part of these minutes by mention thereof. j) Tony Manning, LIFT member, commented on the JLAC report. k) Lee McCormick, a Lincoln resident, commented on the JLAC report. Shamus McClure, LIFT member, commented on the JLAC report. m) Matt Stuart, LIFT member, commented on the JLAC report. n) Eric Johnson, a Lincoln resident, commented on the JLAC report. 0) Archie Terry, a Lincoln resident, commented on the. JLAC report. p) John Fett, al Lincoln resident, commented on the JLAC report. q) Albert Scheiber, al Placer County resident, commented on the JLAC report.  600 Sixth Streer Lincoln, CA 95648 ww.ci.lincoln. ca.us 916-434-2400    Live - Life. Lincoln. Live. Life. Lincoln. Live Life Lincoln Live Life Lincoln Live ife Jpcoin  Page! 5of5 City Council, Public Finance Authority and Redevelopment Successor Agency Regular Meeting Minutes March 26, 2019  r) Charlotte Kyle, an employee of a developer, commented on the JLAC report. s) Beth Leonard, a Lincoln resident, commented on the JLAC report. Kathy Howery Scott, a Lincoln resident, commented on the JLAC report. Susan Wechter, a Placer County resident, commented on the JLAC report.  v) Dennis Olsen, a Lincoln resident, commented on soundwall between his home in Sun City Lincoln With noi further comments, Mayor Joiner closed the public discussion at 9:47PM and asked if staff had any responses to the public comments. Jennifer Hanson, Interim City Attorney, stated staff would research the Redevelopment Agency loan payments and would report back to Council. A brief City Council discussion Motion to. Approve this item by Councilmember Gilbert and the motion was seconded by Councimember Andreatta. By the following Vote (Approved): Gilbert - Aye, Andreatta - Aye, Karleskint - Aye, Silhi- Aye and Joiner- - Aye, the item approved was: RESOLUTION 2019-068 approving the State Audit Action Plan and  Hills and Joiner Parkway.  ensued regarding the JLAC report.  the. Audit Action Overview Schedule. 13. INFORMATION ITEMS = none.  14. ADJOURNMENT. Mayor Joiner adjourned the meeting at 9:56PM.  Submitted by: dwen &cal Gwen Scanlon, City Clerk  600 Sixth Street L Lincoln, CA 95648 www.cl.lincoln.ca.us 916-434-2400    March 21,2019  Lincoln Live, Life. Lincoln  Inl May 2018, the Joint Legislative Audit Committee began an audit of the City of Lincoln's business practices. The audit findings were made public today and document insufficient Over the last several months, City staff has examined and made us aware of deficient financial processes and procedures, the depth ofwhich appalled us. The audit findings reflect our concerns, and our priority moving forward is to finalize a corrective action plan and ensure the City adheres The Council acknowledges mistakes were made that have eroded the public's trust, and we apologize. We regret not requiring more detailed operational reporting, not directing an overhaul ofbusiness practices sooner, and not demanding prior management: make needed changes. As a Lincoln resident or business owner, it is your right to expect transparent, consistent, and proper practices from your city government. As your elected representatives, it is our duty to We stand together to ensure the Council and City staff correct mistakes and begin to make the challenging yet achievable changes to our fiscal management and oversight practices. While we know the findings may be perceived as a setback, we have learned from this experience, are dedicated to preventing any recurrence, and are confident the action plan we have already Lincoln isa an: incredible city that nearly 50,0001 residents calll home. Wewill do all we can to protect We will continue to provide you with our progress, updates and additional measures at our Council  adherence to financial policies, processes and procedures ini multiple areas.  toit.  deliver that governance to our community. We each take that role seriously.  embarked upon will make us stronger in the coming months and years.  that for generations to come. meetings and at lincolnca.gov.  Sineerely,  Dkullt Dan Karleskint, Vice Mayor 4  Peter'Gilbert, Councilmember Halmbat Holly Andréatta, Councilmember  F  City) Hall 600 Sixth Street Lincoln, CA 95648 (916)434-2400 www.lincolnca.goy  City Manager's Office * Community Development* Engineering Fire Library Recreation * Police * Public Services : Support Services    City of  Lincoln  State Audit  Summary Action Plan  Presented by City of Lincoln Interim City Manager  Jennifer Hanson  March 26, 2019    What is the audit?  Joint Legislative Audit Committee (JLAC)  State legislative committee formed of members of the  Senate and the Assembly  State Auditor tasked with completing audit  Audit began May 2018 Audit reviewed:  1. Management of public funds and assets 2. Financial controls and processes  3. Financial reporting 4. Fees and rates  5. Compliance with laws, regulations, and policies  Lincoln    Why was there an audit?  Concerns were raised regarding the City's:  1. Iransparency 2. City finances 3. Water rates  4. Municipal utility use  Lincoln    What did the audit focus on?  Financial policies and procedures Restricted fund accounting  Rates and fees  Municipal utility use Interfund Loans  Lincoln    Audit Findings  Final report issued March 21, 2019  Audit findings  1. Primarily financial 2. All fixable  3. Most corrective actions are already underway  comprenensive overhaul of the Finance Department initiated  December 2018  Remedy issues and improve fiscal health and functioning of  the City  Lincoln    Annual Financial Audit Findings  State audit recommendations parallel annual  financial audit findings  Several repeat findings  Primarily related to lack of processes and  procedures  Corrective action implementation    Recommendation - Interfund Loans  What is an interfund loan? Loans between funds Loan agreement terms  Reasonable repayment schedule  Interest rate  The borrowing fund needs to demonstrate ability to repay  7outstanding loans  $7.65 M related to construction of the firehouses  $2 M purchase of land for Lakeview Farms Detention Basin $4.4 M former Redevelopment Agency (paid back by state) $1.4 M Airport Hangars (debt service paid by airport) 1new loan needed to address $5 M in airport debt  Lincoln    No. Date of Maturity Loan Date  Purpose of Loan  Original Advance  Lender  Borrower  Total Interest and Principal Balance  Name  Fund  Name  10 06/30/18 06/30/28 Completion of Regional  1,856,200.00 735 Solid Waste  Retention Facility CIP 181  Non-Ops 247 PFE Drainage  1,000,000.00  12 01/27/10 01/15/13 Funding redevelopment  3,311,527.68 225 PCWAWCC  284 Fund 284 SA to RDA 4,161,638.67  projects  Fori the purpose of financing of Calif.  14 06/30/10 06/30/15 the SERAF payment to State  871,819.00 283 LOW-Mod Housing  284 Fund 284 SA to RDA  220,616.31  Fund  15 09/27/88 TBD Funding redevelopment  240,738.00 720 Wastewater  284 Fund 284 SA to RDA  0.00  projects  Enterprise Fund  Refi. Original loan, add construct Fire# 33 and 334  17 07/01/16 06/30/26 additonal funds required to  5,300,000.00 225 PCWAWCC  242 Fire PFE  5,336,040.00  Refi. Original loan, funds required to construct Fire# 33 cash balance  19 07/01/16 06/30/26 and 336 and result in positive  2,300,000.00 290 Oak Tree Mitigation 242 Fire PFE  2,315,640.00  20 06/30/17  Refinance of hangar debt  1,576,355.00 955 LPFA  750 Airport 247 Drainage  1,438,178.01 1,010,000.00  21 06/30/18 06/30/28 Regional Retention Facility  1,010,000.00 240 Transportation    Action Plan - Interfund Loans  Evaluate all loans to determine whether borrowing funds can repay the loans according to terms & if loan complies  with 2013 Interfund Loan Policy Develop plan for non-compliant loans  New loan agreements Sources for payment  New loan for Airport Debt Impacts to General Fund  Full payment long-term strategy  Lincoln    Action Plan Schedule - Interfund  Loans  Task Name  Duratio Start n  Finish  Task 1: Review interfund loans for compliance  13 days Thu  Mon  3/21/19 4/8/19  Task 2: Develop repayment plan for each loan  88 days Tue  Thu 8/8/19  4/9/19  Task 3: Present plan to City Council  Odays Tue  Tue  8/13/19 8/13/19    Recommendation = Fund Surplus  Establish policies and procedures requiring review of fund balances at least annually and, if necessary, reduce its fees  within a reasonable timeframe. (August 2019)  Will be a component of budget policy  Address annually during annual budget adoption process Will be one policy that will be implemented on a fund by  fund basis  Lincoln    Action Plan = Fund Surplus  Will be a component of budget policy  Address annually during annual budget adoption  process  Implemented on a fund by fund basis  Account for:  Reserves  Future planned projects Purpose of fund    Action Plan Schedule - Fund  Surplus  Task Name  Durati Start on  Finish  Recommendation 1B: Establish Policies and Procedures to avoid accumulation of  24 days  Thu 3/21/19 Tue 4/23/19  unneeded surpluses  Task 1: Prepare budget policy  8days Thu 3/21/19 Mon 4/1/19  Task 2: Present Policy to City Council  Odays Tue 4/2/19 Tue 4/2/19  12 days  Task 3: Revise per Council input  Wed 4/3/19 Thu 4/18/1  Task 4: Council adoption of budget Policy Odays Tue 4/23/19 Tue 4/23/19    Recommendation - Due To/Due From  Loan Transactions  Discontinue using restricted funds to subsidize other funds that have year-end deficits and the lack to permanently repay within 90 days of close of the fiscal year  1. Short-term loans required for cash flow at fiscal year-  end are allowed if repaid within approximately 90 days  2. Primarily related to the outstanding airport debt  Requires formal interfund loan agreement  Lincoln    Action Plan -Due To/Due From  Loan Transactions  Primary issue is related to Airport Debt ($5M)  Require Airport Interfund agreement  General Fund    Action Plan Schedule - Due  To/Due From  Task Name  Start  Finish  Recommendation 1C: Discontinue use of 39  Thu  Tue  due to/due from  days 3/21/19 5/14/19  36  Thu  Thu  Task 1: Agreement for Airport debt  days 3/21/19 5/9/19  Tue  Tue  Task 2: Present to City Council  Odays  5/14/19 5/14/19    Recommendation - Lighting and  Landscaping District  Establish accounting procedures to ensure all costs are paid for by the appropriate funds and apportion general benefit cost Establish accounting procedures to properly account for Lighting  and Landscaping expenditures  1. Account for revenues & expenditures by zones  2. Apportion special VS general benefit  Lincoln    Action Plan - Lighting and Landscaping  District  Included accurate zone analysis in Engineer's Report approved by  City Council on June 12,2 2019  Began tracking expenditures and revenues by zone July 1, 2018 Approved budget includes funds for the estimated cost of general  benefit plus the cumulative zone deficit  Payment by General Fund  Estimated to be $700k for current fiscal year  Reducing expenditures Long term solutions  Reduce services, or  Assessment increase subject to voter approval  Lincoln    Action Plan - Lighting and  Landscaping District  Audit recommendation finalized and substantiate at fiscal year end with final payment of zone deficit  and general benefit  Solving the existing zone deficit issues will be a  longer term task  No audit implementation schedule needed    Recommendation - Staff Reports  Collaborate with City Council to develop expectations for  staff report content  Require enhanced legal and fiscal analysis  Lincoln    Action Plan - Staff Reports  Propose new staff report template to City council to  develop new staff report template  Implement staff training  Enhanced legal and fiscal analysis  Task Name  Duration  Start  Finish  Recommendation 1F: Staff Report  Thu 3/21/19 Thu 3/21/19 Tue 4/23/19  Tue 4/23/19 Thu 4/18/19 Tue 4/23/19  24 days  Format  Task 1: Develop new report format 21 days  Task 2: Present to City Council  Odays    Recommendation - Water Connection  Fees  Immediately begin fee study to ensure water capacity fees - are commensurate with costs of current and future needs Develop a plan to provide consideration if there was overpayment (mplementation is underway!)  Council took action to adjust fees on 12/11/2018  Fund balance approximately $40 M  Historic practice of relying on PCWA nexus fee studies Existing contract capacity & groundwater wells  Subject of Grand Jury Investigation  Lincoln    Action Plan = Water Connection Fees  Council approved consultant contract March 12, 2019 Fee study to be completed by June 30, 2019  Fee study will set fee for water capacity going forward & inform any nexus for the future use of water connection revenue on hand Ifno nexus is identified, the City Council will then evaluate equitable  consideration and public benefit of addressing surplus  Fund balance approximately $40 M  Lincoln    Action Plan - Water Connection  Fees  Task Name  Duration  Start  Finish  Recommendation 2A: Water Connection Fee Study  Tue 8/27/19  114 days  Thu 3/21/19  Task 1: Complete draft fee study 76 days  Thu 3/21/19  Thu 7/4/19  Task 2: Present to City Council Odays  Tue 7/9/19  Tue 7/9/19  Task 3: Prepare ordinances  22 days  Wed 7/10/19  Thu 8/8/19  Task 4: First read of ordinance Odays  Tue 8/13/19  Tue 8/13/19 Tue 8/27/19  Task 5: Second read  Odays  Tue 8/27/19    Recommendation - Timeline for Fee  Studies  To ensure that its fees are commensurate with the cost of providing services, Lincoln should develop and follow a timeline by June 2019 for conducting periodic fee studies for each of its services, including updating its staff rates  annually  Lincoln    Action Plan - Timeline for Fee Studies  Schedule is Complete  Water Rates: Complete. New rates were implemented  October 1, 2018  Solid Waste and Wastewater Rates: Studies are underway. Draft rates are expected to be presented to City Council by  August 2019  Public Facility Element (PFE) Study: Draft study completed. Final study anticipated to be presented to City Council by  June 30, 2019  Lincoln    Action Plan - Timeline for Fee Studies  cont'd  Master Fee Schedule: Contract awarded for preparation of the study on February 26, 2019. Anticipate completion by  June 30, 2019  Cost Allocation Plan: Contract awarded for preparation of the study on February 26, 2019. Anticipate completion by  June 30, 2019  Water Connection Nexus Study: Proposals received Contract  authorized by City Council March 12, 2019  Recommendation Completed  Lincoln    Recommendation = Municipal Utility  Use  Develop a plan by August 2019 to provide equitable consideration ratepayers for the utility costs they incurred that were higher than necessary because of the City's nonpayment of municipal utility use  Use of water, sewer, and garbage by City funds  Violation of Proposition 218  Lincoln    Action Plan = Municipal Utility Use  City began paying for municipal utilities in the 17/18 Fiscal The City Council originally addressed this item at its  March 13, 2018 meeting  City Council postponed any decision until the completion of the  audit  Consideration of refunds:  Impacts to General Fund Impacts to Other Funds Cost of issuing refunds Public benefit  Revisit at April 23, 2019 City Council Meeting  Lincoln    Recommendation - Municipal Utility  Use cont'd  Lincoln should be specific in its annual budget the amount that L intends to spend for the use of municipal utilities-water, sewer,  and solid waste  Lincoln    Action Plan- Municipal Utility Use  cont'd  Lincoln should be specific in its annual budget the amount that intends to spend for the use of municipal utilities-water, sewer,  and solid waste  1. Implementation is underway!  2. City began paying for municipal utility use July 1, 2017 3. Will separate costs into a separate line item in the  2019/2020 Annual Budget  4. Complete when 2019/2020 Budget adopted  Lincoln    Recommendation = Financial  Procedures and Policies  By August 2019, establish policies and procedures for budgeting preparing its financial statements at the end of each fiscal year, approving expenditures based on the GFOA guidelines and other  best practices  1. Accounting, Budgeting, Purchasing, Accounts Payable, Accounts  Receivable, and Utility billing  2. Primary cause of findings in annual financial audit  3. Could take several years to for changes to result in clean audit  Lincoln    Action Plan - Financial Procedures and  Policies  By August 2019, establish policies and procedures for budgeting preparing its financial statements at the end of each fiscal year, approving expenditures based on the GFOA guidelines and other  best practices  1. Closing Policy and a Grants Management Policy adopted  February 2019  2. Budget policy to be proposed at April 2, 2019 City Council  Workshop  3. Accounting and Financial Reporting Policy that will be  presented to City Council for consideration on 7/23/2019 4. Staff recommends changes to the Finance Committee  structure  Lincoln    Recommendation = Budget Policy  By . July 2019 develop budget policy and update department  head duty statements to reflect requirements  Identify all information Council expects to receive to review  approve budget  Lincoln    Action Plan = Budget Policy  Recommendation underway  Draft policy to be proposed to City Council April 2, 2019  Changing format of budget Increase transparency Increase community input  Lincoln    Recommendation - Purchasing  Develop and implement procedures for staff to obtain and document the required approval from the City Manager or the City Council before  committing City resources.  Report to the City Council on a regular basis all purchases that the City Manager approves    Action Plan- Purchasing  Staff is currently developing procedures  Review of Municipal Code, revise if necessary  Provide staff training  Began reporting to the city council all purchases  that the city manager approves tonight  Complete review of purchasing procedures by  April 19, 2019  Staff training by May 10, 2019    Recommendation - Annual Financial  Audit  Track and report progress on addressing outstanding audit recommendations at least  quarterly  1. Report quarterly to Financial Investment and Oversight Committee + City Cou 2. 2016/2017 Annual Financial Audit had 8 current year items and 2 from prior years  No financial close procedures Loan receivable accounting issues  Capital assets and compensated absences not reconciled to general ledger  No grants management policy Interfund loans (previous audit finding)  Successor agency compliance (did not post required annual report by  deadline)  Special assessment debt funds (bonds, fiscal agent, Single-Audit Report filed late to federal government Prior period adjustments (previous audit finding)  Lincoln    Action Plan - Annual Financial  Audit  comprehensive Business Improvement Initiative  New policies  Grants Closing Budget  Accounting and Reporting  Report on progress quarterly to City Council and Finance  Committee  May take several years to complete    Recommendation = Year End Close And  Preparation of CAFR  Develop and follow a process to ensure that it accurately and promptly records all year-end closing entries in its generalled  and issues its CAFR on time  Missed federal deadline last year  Reconcillations  Lack of closing policy and procedures  Lincoln    Action Plan = Year End Close And  Preparation of CAFR  Completed  Closing Policy adopted on February 12, 2019  Reconcilations Monthly closings  Lincoln    Recommendation = Master Fee  Schedule  Update and publicly disclose its master fee schedule to reflec  the fees that it actually charges  Review and update fees to incorporate costs to ensure fee  reflects cost to provide service  Lincoln    Action Plan = Master Fee Schedule  mplementation underway! Review of current fees underway  City Council approved a contract for services to complete comprehensive update to the Master Fee Schedule and  Cost Allocation Plan February 26, 2019 To be completed by July 23, 2019  Lincoln    Action Plan Schedule - Master  Fee Schedule  Task Name  Duration Start  Finish  Thu  Tue  Recommendation 4A: Master Fee Schedule  114  days3/24/19 8/27/19  Thu 3/21/19  Task 1: Complete Initial Update  12 days  Fri4 4/5/19  Thu  Thu  Task 2: Complete Draft Fee Schedule  111 days  3/21/19 8/22/19  Tue 8/27/19  Task 3: City Council consideration  Odays  Tue 8/27/19    Recommendation - Developer Fees and  Fee Credits  Develop policies and procedures by September 2019 for  establishing fee credits 1. Developer paid  2. Associated with Development Agreements of the Public  Facility Element Study (PFE)  Lincoln    Action Plan = Developer Fees and Fee  Credits  Develop policies and procedures by September 2019 for  establishing fee credits  1. Implementation is underway!  2. Need to book credits owed as liabilities  3. Will be addressed through new Public Facility Element  ("PFE") study  4. Currently in draft form  5. Anticipated to be presented by June 30, 2019  Lincoln    Upcoming Opportunities for  Community Engagement  April 2, 2019, City Council Workshop. The workshop will be dedicated to many of the audit items related to the handling  of the City's finances.  April 23, 2019, City Council Meeting. Addressing audit  recommendations related to budget policy, municipal utilities,  and staff reports.  May 14, 2019, City Council Meeting. Addressing audit recommendation regarding short term interfund loans. July 9, 2019, City Council Meeting. Addressing audit recommendation regarding water connection fees. July 23, 2019, City Council Meeting. Addressing audit recommendation regarding a Accountingand Reporting  policy.    Upcoming Opportunities for  Community Engagement  Meetings with staff  Thursday, March 28, 2019  10 AM City Hall  6P PM Twelve Bridges Library  Purpose to allow opportunity for community to ask in-depth  technical or operational questions  Less formal session Will be video taped    Moving Forward  Complete comprehensive business process improvement  initiative  Implement audit recommendations  Report on progress at 60 days and 6 month intervals and  annually thereafter  Engaging residents to address the heart of the City's challeng  1. Shortfall in General Fund revenue 2. Lighting and Landscaping Deficit  3. Decreased public safety service levels  Improve the overall fiscal health and function of the City  Become the best version of Lincoln!  Lincoln    Have questions?  Please reach out to me at  Jennifer.-Hanson@lincolnCA.gov  Lincoln    City of Lincoln, Council Meeting 03/26/2019  Recommendations for government transparency moving forward  Mark Liechty, 721 Aberdeen Lane, Lincoln CA  1. Fees, Taxes, Assessments, other forms revenue - where is $ coming from? a. Post a master link on the City page that is easy to find for ALL fees. b. Create a link for each department that collects any money  C Current and the last fee should be listed.  2. Budgets and Spending - where is the money going?  a. Current budgets are nearly impossible to understand. b. Lack of breakdown allows for confusion around where money is C. Ifdetails were available many of the audit issues would have been d. Details should be available on departmental pages linked to master  spent. easy to spot budget. e. "Easy" examples:  - Breakdown of landscape and lighting districts  ii. Breakdown of costs by park.  3. Committee Assignments - same person has sat on committee for years  a. Assignments should rotate like the Mayor position. b. Duration of assignments to be determined by Council. All assignments should be publicly posted.  4. Meeting Minutes - what happened? Who was there?  a. Many of the challenges from the Audit were discussed between staff b. Any meeting (other than HR related) should be documented. Since 'informal" meetings have no standing they should not exist. d. Those records should all be publicly available and posted e. When time sensitive negotiations are involved may be held until  in "informal" and undocumented" meetings.  negotiations complete.    Donna Hodgson resident of Lincoln  Testimony to Joint Legislative Audit Committee (JLAC) on May 15, 2018  Ihave over 30 years expertise as a bank executive in government finance, cash management and investments for local, state and federal agencies and served as Chair for Government  Affairs of the California Bankers Association for years.  Iwas appointed by the bankruptcy trustee as the banker for the Orange County bankruptcy and then continued to bank Orange County post-bankruptcy untillr retired. My assessment of the actions that the City of Lincoln has taken or not taken could lead them down this same  path.  Although almost $7 million is being returned to ratepayers for Prop 218 water rate violations, there are additional violations discovered 6 months ago where we have yet to hear from the The city's lack of action on collection of debts from loans and leases along with charging off developer fees has cost the city over $15 million of taxpayer's money over the years. This  city when they will return ratepayers money.  certainly could be termed as unauthorized gift of public funds.  Government Codes are specific on temporary short-term borrowings which includes inter-fund borrowings. The purpose for these types of borrowings is for anticipated income withina fiscal year not for purposes of long-term debt of 10 years. The city has 19 inter-fund borrowings dating back to 2004 - 14 years - totaling almost $18 million plus loss of  investment income due to subsidizing other funds.  Independent auditors validate there are no material misstatements. Only the State Auditor could identify any misappropriation of funds or mismanagement of funds from the  government code or constitution perspective.  To date, eleven months after fiscal year-end close for 2016/2017, the city has still not approved and released their Comprehensive Annual Financial Report (CAFR). Ifthe federal and state governments publish financials within 90 days of their year-end, eleven months  should be very alarming to all of you.  We, the citizens, shouldn't have to be the ones to tell the city that they overcharged us for services or tell them to use the Government Finance Officers Best Practices for their reserve In closing, the city should welcome an audit if it is properly managing the financial affairs and inc compliance with the California Constitution and the government codes. Thank you.  levels, yet that is what happened. The audit is necessary.    VOLUNTARY SPEAKER CARD - PLEASE FILL OUT A CARD FOR EACH ITEM  Public Comment Request for Council Meetings  Please complete this card and present itt to the City Clerk prior to the start ofthe  meeting if you wish to speak at this evening's Council Meeting.  NAME:  pa s  CITIZENS ADDRESSING COUNCIL CONSENT AGENDA ITEM # OPUBLICI HEARING ITEM#  RESIDES INSIDE CITY LIMITS D RESIDES IN PLACER COUNTY MEETING DATE: 326  (PULL FOR DISCUSSION)  PRESIDES IN  SUBJECT:  GENERAL BUSINESS ITEM #  Public Comments provides you an opportunity to speak to the City Council about an issue on the agenda or any other item of concern. Speakers are requested to restrict their comments to issues that are within the jurisdiction of the City Council and to stay within the three-minute  time limit.  VOLUNTARY SPEAKER CARD - PLEASE FILL OUT A CARD FOR EACH ITEM  Public Comment Request for Council Meetings  Please complete this card and present it to the City Clerk prior to the start of the  meeting if you wish to speak at this evening's Council Meeting.  NAMELSESSICA BOOTH RESIDES INSIDE CITY LIMITS E RESI IDES IN PLACER COUNTY D RESIDES IN  CITIZENS ADDRESSING COUNCIL CONSENT. AGENDA ITEM # JPUBLIC HEARING ITEM# GENERAL BUSINESS ITEM# #  (PULL FOR DISCUSSION)  MEETING DATE: a6/2019  SUBJECT:  Public Comments provides you: an opportunity to speak to the City Council about an issue on the agenda or any other item of concern. Speakers are requested to restrict their comments to issues that are within the jurisdiction oft the City Council and to stay within the three-minute  time limit.    VOLUNTARY SPEAKER CARD - PLEASE FILL OUT A CARD FOR EACH ITEM  Public Comment Request for Council Meetings  Please compiete this card and present itt to the City Clerk prior to the start ofthe  meeting ifyouv wish to $peak at this evening's Council Meeting.  NAME:  SCTZENSADDRESSING COUNCIL CONSENT AGENDAI ITEM# PUBLIC HEARING ITEM# GENERAL BUSINESS ITEM #  bw fhan  RESIDES INSIDE CITY LIMITS RESIDES IN PLACER COUNTY RESIDES IN MEETING DATE: 7. SUBJECT:  (PULL FOR DISCUSSION)  R  Public Comments provides you an opportunity to speak toi the City Council about an issue on the agenda or any other item of concern. Speakers are requested to restrict their comments to issues that are within the jurisdiction oft the City Council and to stay within the three-minute  time limit.  VOLUNTARY SPEAKER CARD - PLEASE FILL OUT A CARD FOR EACHITEM  Public Comment Request for Counci! Meetings  Please complete this card and present it to the City Clerk prior to the start of the  meeting if you wish to speak at this evening's Council Meeting.  NAME: Daiid Sa-l  ECITIZENS ADDRESSING COUNCIL CONSENT AGENDA ITEM# # OPUBLICI HEARING ITEM#  ELRESIDES INSIDE CITYLIMITS B RESIDES IN PLACER COUNTY OR RESIDES IN  PULFORDISCUSSION,  MEETING DATE: 32619 - -  SUBJECT:  SAAFf  BUSINESS  Orty  GENERAL  ITEM#  Public Comments provides you an opportunity to speak to the City Council about an issue on the agenda or any other item of concern. Speakers are requested to restrict their comments to issues that are within the jurisdiction of the City Council and to stay within the three-minues  time limit.    VOLUNTARY SPEAKER CARD - PLEASE FILL OUT A CARD FOR EACHITEM  Public Comment Request for Council Meetings  Please complete this card and present it to the City Clerk prior to the start of the meeting if you wish to speak at this evening's Council Meeting. NAME: Shauivs Mcllere CITIZENS ADDRESSING COUNCIL  DF RESIDES INSIDE CITY LIMITS RESIDES IN PLACER COUNTY a RESIDES IN MEETING DATE: SUBJECT:  OCONSENT AGENDA ITEM # PUBLIC REARING ITEM#  (PULL FORDISCUSSION)  GENERAL BUSINESS ITEM #  Public Comments provides you an opportunity to speak toi the City Council about an issue on the agenda or any other item of concern. Speakers are requested to restrict their comments to issues that are within the jurisdiction of the City Council and to stay within the three-minute  time limit.  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Meetings  Please complete this card and present it to the City Clerk prior to the start of the  meeting if you wish to speak at this evening's Council Meeting.  NAMEMARK LIECHTT RESIDES INSIDE CITY LIMITS ORESIDES IN PLACER COUNTY ORESIDES IN  CTZENSA ADDRESSING COUNCIL CONSENT AGENDA ITEM# # OPUBLIC HEARING ITEM#_  (PULL FOR DISCUSSION)  MEETING DATE: Ga/2t  SUBJECT: AUDIT  GENERAL BUSINESS ITEM# IZA  Public Comments provides you an opportunity to speak to the City Council about an issue on the agenda or any other item of concern. Speakers are requested to restrict their comments to issues that are within thej jurisdiction oft the City Councii and to stay within the three-minute  time iimit    VOLUNTARY SPEAKER CARD - PLEASE FILL OUT A CARD FOR EACHITEM  Public Comment Request for Council Meetings  Please complete this card and present it to the City Clerk prior to the start of the  meeting if you wish to speak at this evening's Council Meeting.  NAME: LEGEs  OCITIZENS ADDRESSING COUNCIL CONSENT AGENDA ITEM # OPUBLICI HEARING ITEM#  OR RESIDES INSIDE CITY LIMITS DR RESIDES IN PLACER COUNTY ORESIDES IN MEETING DATE: 3e  (PULL FOR DISCUSSION)  SUBJECT:  GENERAL BUSINESS ITEM #  2A  Public Comments provides you an opportunity to speak to the City Council about an issue on the agenda or any otheri item of concern, Speakers are requested" to restrict their comments to issues that are within the jurisdiction of the City Council and to stay within the three-minute  time limit.  VOLUNTARY SPEAKER CARD -! PLEASE FILL OUT A CARD FOR EACHITEM  Public Comment Request for Council Meetings  Please complete this card and present it to the City Clerk prior to the start of the  meeting if you wish to speak at this evening's Council Meeting.  NAMEM DATZMAN  CITIZENS ADDRESSING COUNCIL CONSENT AGENDA ITEM: #  ERESIDES INSIDE CITY LIMITS D RESIDES IN PLACER COUNTY a RESIDES IN MEETING DATE: 324/19  (PULL FOR DISCUSSION)  BPUBLIC HEARING ITEM# AVDTT  SUBJECT:  CITAn  /  GENERAL BUSINESS ITEM #  Public Comments provides you an opportunity to speak to the City Council about an issue on the agenda or any other item of concern. Speakers are requested to restrict their comments to issues that are within the jurisdiction ofthe City Council and to stay within the three-minute  time limit.    VOLUNTARY SPEAKER CARD - PLEASE FILL OUTA A CARD FOR EACH ITEM  Public Comment Request for Council Meetings  Please compiete this card and present it to the City Clerk prior to the start of the  meeting if you wish to speak at this evening's Council Meeting.  NAME: TRAVIS MICKEZ RESIDES INSIDE CITY LIMITS B9 RESIDES IN PLACER COUNTY D RESIDES IN MEETING DATE: 32649 SUBJECT: AVDIT  BCITIZENS ADDRESSING COUNCIL JCONSENT AGENDA! ITEM# PUBLIC HEARING ITEM#  (PULL FORD DISCUSSION)  A GENERAL BUSINESS ITEM # IZP  Public Comments provides you an opportunity to speak to the City Council about an issue on the agenda or any other item of concern. Speakers are requested to restrict their comments to issues that are within the jurisdiction of the City Council and to stay within the three-minute  time limit.  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VOLUNTARY SPEAKER CARD - PLEASE FILL OUT A CARD FOR EACHI ITEM  Public Comment Request for Councii Meetings  Please complete this card and present it to the City Clerk prior to the start of the  meeting ifyouv wish to speak at this evening's Council Meeting.  NAME: Eoanda RESIDES INSIDE CITY LIMITS J RESIDES IN PLACER COUNTY RESIDES IN MEETING DATE: SUBJECT:  OCITIZENS ADDRESSING COUNÇIL CONSENT AGENDA ITEM: # JPUBLIC HEARING ITEM#  PULL FOR DISCUSSION)  316  huf  BUSINESS  IA  GENERAL  ITEM# #  Public Comments provides you an opportunity to speak to the City Council about an issue on the agenda or any other item of concern. Speakers are requested to restrict their comments to issues that are within the jurisdiction oft the City Council and to stay within the three-minute  time limit.    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Speakers are requested to restrict their comments to issues that are within the jurisdiction of the City Council and to stay within the three-minute  time limit.    -  : I - - :  dew jeuls 107 ebe7 eouepuedepul  5 de 5 0 6  > 2 > 2 > NI > 2 N > 1 > 2 > > 2 1 > 2 >  > > 2 > 2 > 2 > I  abeos yed meysoy JOy Alun dnsser 41m guewoeuby esn  queweoby uoponasuos ydesor 7S  Od8.0 Ayjunwwoo JOy spis joou-ay joefes  28VL 4d pAI8 ujooury JOy juewbny jebpng 000'001$ yed Jeulor 0 uopewejoos Z4d Joy joe.uoo euXeg podv JOy sjoenuoo IeJ-uo eoPIIeM 8 Keipue.g sjods 104 snoyeA qeyed JOMes JO! Jepso yseA3d qeyes quewened Kmyd Jeujor Jo/0E.uo, A33  >  6L0Z 'gL 8 8 youew = sjueeM  podes oeuoo  Jejnbes ZL yoe  JOM 9 youew = segnulw  :  uogejueseld goelold diysiepee7uooun  I - I I :  yuow uoguene.d esnqy PII4O s! Ildy 20-610Z D0d  i  I I I  9    : :  I : : I I : :  : I : I I -  : I I : I : I I  : : : I  ejnpeyos MOIAJOAO 8 ueld uonoy upny ejeis  - : I - : :  S  :  - : - I : : I