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Agenda Packet - 2023-03-23 503.635.0254 380 A Avenue PO BOX 369 Lake Oswego, OR 97034 www.ci.oswego.or.us AGENDA BUDGET COMMITTEE MEETING Thursday, March 23, 2023 5:30 PM City Hall – Council Chambers 380 A Avenue Contact: Shauna Calhoun Email: scalhoun@lakeoswego.city Phone: 503-635-0263 Also published on the internet at: www.lakeoswego.city The meeting location is accessible to persons with disabilities. To request accommodations, please contact the City Manager’s Office at 503 -635-0215, 48 hours before the meeting. The meeting can be livestreamed on the City’s YouTube Channel and at https://www.ci.oswego.or.us/. The meeting will also be broadcast live on Tualatin Valley Community TV; check their website for details. 1. Meeting Called to Order 2. Roll Call 3. Approval of Budget Committee meeting minutes for October 20, 2022 4. Review Ground Rules, Schedule and Agenda 5. Public Comment (3 minutes each) 6. Budgeting for Priorities 7. City Council Goals 8. Six-year Financial Forecast 9. Municipal Grants Review Subcommittee selection 10. Next Steps/Future Meeting Topics 11. Adjournment Next Meeting: Thursday, April 27, 5:30 p.m. City of Lake Oswego Budget Committee Meeting Minutes of October 20, 2022 Page 1 of 2 CITY OF LAKE OSWEGO Budget Committee Meeting Minutes October 20th, 2022 Members present: Al Calabria, Chair Lin Carson, Vice Chair Elisabeth Zeller Shannon Grindy Shima Salehi Steve Dodds Gary Rebello Jackie Manz Rachel Verdick John Wendland Aaron Rapf Members excused: Massene Mboup; Joe Buck, Mayor; Daniel Nguyen Alternates present: Ali Afghan Staff Present: Martha Bennett, City Manager; Anthony Hooper, Deputy City Manager, Shawn Cross, Finance Director; Shauna Calhoun, Budget Analyst The Budget Committee meeting was taped and is online with supporting information. To view additional discussion, click on any online Interactive Agenda item in color to go to that point on the video. 1.Meeting called to order Chair Calabria called the City Budget Committee meeting to order at 6:00 p.m. 2.Roll Call 3.Chair and Vice Chair Elections Chair Calabria explained the process of the election, reviewing Robert’s Rules. He opened the floor for Chair nominations. Councilor Rapf began the motion by electing Vice Chair Carson, second by Councilor Manz. No other elections where made. A formal vote was cast and it passed by unanimous vote. Chair Calabria opened the floor for Vice Chair nominations. Vice Chair Carson nominated Member Zeller, second by Councilor Wendland. No other elections where made. A formal vote was cast and it passed by unanimous vote. 4.Special Recognition Chair Calabria began to speak on the gratitude the committee has for the previous alternatives and motioned to hand out the awards to the previous alternates on the Budget Committee: Theresa Nute and Gary Corgan. Other members expressed thanks as well. City of Lake Oswego Budget Committee Meeting Minutes of October 20, 2022 Page 2 of 2 5.Special Issue: Capital Planning Chair Calabria introduced the speaker, Erica Rooney, Public Works Director, who will be presenting on the budget process of Capital Planning. 6.Session Evaluation Chair Calabria asked to have the PowerPoint slides of the session evaluation displayed. Calabria state it is the same four questions. He is committed to trying to improve this and add value to the work that they do together on this committee. Vice Chair Carson concurred on the value the assessment and will continue its use during her term as chair. Calabria called for any closing comments. Councilor Manz and Hooper expressed appreciation for Calabria’s time and effort as Chair of the committee. Carson and Zeller both spoke on their appreciation for the nominations as well as continuing to working with the committee members both present and new. 7.Adjournment The meeting adjourned at 7:11 p.m. Respectfully submitted, Shauna Calhoun Budget Analyst APPROVED BY THE BUDGET COMMITTEE: Kick-Off Budget Committee Meeting Fiscal Years 2023-2025 M a r c h 2 3 , 2 0 2 3 Agenda For Presentation •Intro to the City’s Budget Process and Philosophy –Biennial –Approach to the General Fund Budgets Implement Policy Vision/Preferred Future Strategies Tactics/Initiatives Tasks/Actions/Projects What Makes Us Crazy About the Traditional Way •Takes a tremendous amount of resources •Fosters competition inside the organization •Creates “use it or lose it” mentality and short- term thinking •Focuses (often) on the wrong stuff •Disempowers department directors •Results in little real change What Motivates Us A Motivation Based Approach •Biennial •Enterprise approach to the General Fund •Policy-driven Capital Improvement Plan One more thing that makes us crazy Biennial Budget •REALLY we don’t change much –Revenues and Expenditures are predictable -mostly –Activities and services are 95% stable •Financial Planning in the off year Operations are mostly “below the water.” Enterprise Approach to the GF •Department specific revenues (fees, licenses, tuition, etc.) are “kept” by the department •The Budget Officer allocates general tax revenues at the beginning of the process •Each department director must balance the department budget •Departments carry over unspent funds •Departments carry contingencies Enterprise Approach to the GF Why does the enterprise approach work? •Policy decisions are made up front (e.g., priorities, level of service, etc.) •Allocation of tax revenue is transparent •No interdepartmental competition •No “use it or lose it” •No “Santa Claus” moments for budget officer •No incentive to pad line items Policy Driven CIP •Capital = Big Money, long life •Overlay master plans and field data with Council policy goals = lasting impact In last biennium in LO –priorities were: Pedestrian safety, climate resilience, geographic fairness And One More thing –The Dashboard In other Words •The Council defines the purpose-policy agenda •Council and Budget Officer must grant autonomy over budgets to departments to achieve the purpose •Department directors must have mastery over their operations –really know their costs –to succeed 2023 Council goals & initiatives Ensure a safe, secure, and prepared community •Continue to oversee and guide the action plan to implement the recommendations of the 2021 Community Dialog on Policing •Implement a sustainable business model for the Fire Department that meets the 21st century needs of Lake Oswego •Create a process for externally-based community groups to connect and create a plan to support residents in the event of a disaster 2023 Council goals & initiatives Support business investment and job creation in Lake Oswego •Ensure the North Anchor redevelopment stays on track •Review the status of the City’s Urban Renewal Areas, including the status of previous planning for Foothills •Implement the initiatives in the 2022 Economic Development Strategy, including City outreach to large businesses, understanding available space for business and how Lake Oswego can be attractive for business. Designate a lead staff person to work with businesses 2023 Council goals & initiatives Foster a welcoming and inclusive community where all people have the opportunity to thrive and have equitable access to City services •Guide the highest priority recommendations of the DEI Advisory Board: Develop relationships with culturally specific community-based organizations; develop and implement inclusive community engagement practices; and ensure COBID procurement process requirements are met 2023 Council goals & initiatives Combat climate change and strengthen the community’s resilience to climate impact •Integrate climate action and resilience strategies into City projects, such as capital improvement planning, housing policy, and City facilities and fleet decisions •Update the Urban and Community Forest Plan using the findings of the 2022 State of the Urban Forest Report. Address issues related to equitable outcomes, tree species, housing, and climate change 2023 Council goals & initiatives Strengthen public trust in the City through continuous improvement, outstanding customer service, infrastructure investments, and fiscal stewardship •Collaborate with the City of Portland to make a financially and environmentally responsible long-term investment in a wastewater treatment plant •Lead the community visioning process for the Lake Oswego Public Library. Implement a strategic plan based on the recommendations of the visioning process •Leverage Lake Oswego’s position as the largest city in Clackamas County on regional bodies •Conduct a long-term strategic review of the City’s finances, including revenues, expenditures, and capital funding 2023 Council goals & initiatives Invest in Lake Oswego’s high-quality parks, natural areas, and recreational amenities •Guide delivery of the LORAC and Golf Course Construction •Develop a Funding Strategy for Rassekh Park, and construct the skate park portion •Start the process to update the City’s Parks Master Plan 2023 Council goals & initiatives Improve transportation connections, mobility and safety for all travelers and all types of trips in Lake Oswego •Continue construction of sidewalks and pathways, focusing on safe routes to schools •Adopt a transportation framework plan for Stafford/McVey 2023 Council goals & initiatives Conserve the community’s character, sense of place, and quality of life by planning for change and growth •Continue work on key housing initiatives, the housing production strategy, guiding the HACC/Metro project on Boones Ferry Road, and support for other non-profit led housing projects •Conduct a comprehensive review of the City’s development codes and processes to make our processes more efficient and predictable and less expensive to reduce the cost of housing and commercial development.* Kick-Off Budget Committee Meeting Fiscal Years 2023-2025 M a r c h 2 3 , 2 0 2 3