AGENDA REGULAR MEETING FINANCE and PLANNING COMMITTEE. Larry Greene Randy Bonner. Tuesday, September 4, :00 a.m.

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1 AGENDA REGULAR MEETING FINANCE and PLANNING COMMITTEE Larry Greene Randy Bonner Tuesday, September 4, :00 a.m. Canyon Lake Council Chambers Railroad Canyon Road Canyon Lake, CA Call to Order 2. Pledge of Allegiance 3. Roll Call 4. Public Comments 5. Accept Meeting Minutes 5.1 July 3, 2018 Page July 17, 2018 Page July 31, 2018 Page Update by Charles Abbot Associates Information to be provided at meeting 7. Update of Railroad Canyon Road Landscape - Verbal Information to be provided at meeting 8. Review of September 5, 2018 Council Meeting Agenda Recommendations to Council Page 13 a. Claims and Demands b. Credit Card Review 9. Investment Report Page Expense Report Review Page UUT Quarterly Update Page Staff Comments 13. Committee Member Comments 14. Adjournment Next Meeting Date: October 2, 2018 Page 1

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3 MINUTES REGULAR MEETING OF THE CANYON LAKE Finance and Planning Committee Tuesday, July 3, 2018 City Council Chambers Railroad Canyon Road Canyon Lake, CA THIS MEETING WAS CANCELLED. Respectfully Submitted, Ariel Hall City Clerk Dept Page 3

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5 1. Call to Order MINUTES SPECIAL MEETING OF THE CANYON LAKE FINANCE AND PLANNING COMMITTEE Tuesday, July 17, :00 a.m. City Council Chambers Railroad Canyon Road Canyon Lake, CA Committee Chair Greene called the meeting to order at 8:00 a.m. 2. Pledge of Allegiance Committee Member Bonner led the flag salute. 3. Roll Call Present: Committee Chair Greene Committee Member Bonner 4. Public Comments There were no public comments. 5. Accept Meeting Minutes 5.1 June 4, June 5, 2018 Committee Member Bonner requested an update on the Canyon Cowboy sign permit and Mark De Manincor, City Planner, stated the Merchant Owners Association (MOA) had denied the sign permit and there was discussion regarding removal of the sign by Code Enforcement. It was stated the Main Gate Entrance project had been finalized with the Building Department. There was discussion regarding a phone call to the City Manager from BLM. Committee Member Bonner requested an update regarding payment to All American Asphalt and the Wrought Iron Fence Project and Margret Monson stated that would be discussed during Item 6. There was discussion regarding the City s Money Manager and that would be an item that could be put on the September Agenda from further discussion. Page 5

6 Canyon Lake Finance and Planning Minutes July 17, 2018 There was discussion regarding the cancelation of the July 31, 2018 committee meetings and the next meetings would be held September 4, There was further discussion regarding the use of the City s Money Manager and the City may want to look into not having a Money Manager. Committee Chair Greene questioned the addition of $ to the City Council salaries and it was explained that due to the election in November there was the possibility of there being 2 extra Council Members for the month of December. Committee Member Bonner requested the minutes show discussion regarding the Canyon Cowboy sign and BLM as a reminder to discuss those items during the September meeting. The minutes were accepted as presented. 6. Update by Charles Abbott Associates Marcella Garza, Building and Safety Department, provided the statistics from the Building Department. There was discussion that the Building and Safety Department statistics have been fairly even month to month. There was discussion reading a new home on Cascade Drive. Margaret Monson, Public Works Department, provided and update on the Slurry Seal and that All American Asphalt had submitted invoices. There was discussion regarding the approved budget and total projected expense and the difference between retention invoice and construction contingencies. There was discussion regarding the funds for the wrought iron fence project. There was discussion regarding the good work that was done on the slurry seal and the street sweeping had been completed. It was discussed that street sweeping was included in the contract with All American Asphalt and they did street sweeping once a week for four weeks. 7. Review of July 18, 2018 Council Meeting Agenda Recommendations to Council a. Claims and Demands There was discussion regarding payment to Charles Abbott Associates (CAA) for services done in February and it was explained that the City held payment while CAA was audited and the City was caught up on payments. 2 Page 6

7 Canyon Lake Finance and Planning Minutes July 17, 2018 Accountant Shea stated he would have a finalized copy of the audit done on CAA and would send it to the Committee once it was available. There was discussion regarding the CAA staff that worked on the slurry seal project. There was discussion regarding check number to the Gas Company. It was explained for check number 24364; number 10 envelops was in regards to the size of the envelope. It was discussed that The Lew Edwards Group was the consultant for the Utility Users Tax (UUT) and FM3 (Fairbank, Maslin, Maullin, Metz & Associates were subcontractors for the Quality of Life Survey. There was discussion regarding check number for accounting services and data recovery when the City servers went down. It was explained that Synoptek would pay for half the cost and PERMA would cover 90% of the rest. There was discussion regarding check number for communications dispatch and that cost was part of the annual fee to the Riverside County Sheriff. There was discussion regarding check number for a new desktop computer for the Building and Safety Department that was budgeted for. Committee Chair Greene discussed a replacement plan for City Hall computers. There was discussion regarding the reimbursement for 2016 candidate statements. There was discussion regarding payments to CAA. There was discussion regarding recouping costs for blood testing done by Riverside County Sheriffs. There was discussion regarding fees on citations that would go to the City. There was discussion regarding City Attorney fees and they were detailed to how much time is dedicated to specific events and staff is tracking their time spent on the Athey case. There was discussion regarding the receivership process. There was discussion regarding check numbers and to Riverside County Sheriffs. There was discussion regarding check numbers and to Riverside County Sheriffs and those were the Cities monthly cost per contract. 3 Page 7

8 Canyon Lake Finance and Planning Minutes July 17, 2018 There was discussion regarding check number to Southern California Edison for electricity at City Hall. There was discussion regarding the monthly service from Synoptek. It was discussed that Synoptek charges per user in City Hall, the code and special enforcement and the building and safety department. City Manager Palmer stated the City was looking into other IT companies. There was discussion regarding reimbursement to the City from employee training and it was discussed that moving forward the Personal Rules & Regulations would be updated to address training costs for employees and length of time an employee would have to stay with the City for a certain number of years. b. Credit Card Review 8. Investment Report There was discussion regarding the lunch meeting with Supervisor Kevin Jefferies, City Manager Palmer and Mayor Pro Tem Greene. It was stated the investment report increased by $7, There was further discussion to put an item on the September agenda for discussion regarding the City s Money Manager. 9. Expense Report Review There was discussion regarding Council Member Bonner s expense report had been submitted on time. 10. May 2018 Financial Statement City Manager Palmer stated there was 22% of the budget remaining with one month left for fiscal year 2017/2018 and Accountant Shea stated the City was at 95% of the revenues. There was discussion regarding the Emergency Preparedness expenditures. There was discussion regarding potential revenues for year end 2017/2018. There was discussion regarding claims that had been submitted to PERMA for damage done to City property. 13. Staff Comments There were no staff comments. 4 Page 8

9 Canyon Lake Finance and Planning Minutes July 17, Committee Member Comments There were no committee member comments. 15. Adjournment The meeting was adjourned at 9:15 a.m. Respectfully Submitted, Stephanie Roseen, Deputy City Clerk 5 Page 9

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11 MINUTES REGULAR MEETING OF THE CANYON LAKE Finance and Planning Committee Tuesday, July 31, 2018 City Council Chambers Railroad Canyon Road Canyon Lake, CA THIS MEETING WAS CANCELLED. Respectfully Submitted, Ariel Hall City Clerk Dept Page 11

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