05.07.19 Work Session - Laserfiche WebLink

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City Council Meeting Minutes May 7, 2019 re-establishing operating budget to prior year funding levels, and that after a couple of more months of review the Budget Amendment would actually come to the Council for review in August. Ms. Neel reviewed the proposed Human Services Advisory Board (HSAB) funding cycle. She reviewed the current process and the optional process. The optional process would require applications to be due in October of 2020 and the HSAB would meet with applicants from November 2020 - February 20201. Recommendations would be provided to Council March 2021 with the first payment being provided in April of 2021, second payment in July of 2021 and final payment in October of 2021. Ms. Hurlbert responded to a question that Staff has received regarding a doubling up option where an applicant could be awarded double funding in one fiscal year. In FY20 there is only about $600,000 of capacity to be able to fund additional needs. If double funding was provided there would only be about $100,000 left for any new expenses. Ms. Hurlbert explained that this would be accomplished by one set of funding being awarded at the beginning of the fiscal year, and another set of funding being awarded at the end of the fiscal year for the next fiscal year. Following discussion, the Council provided consensus to move forward with the optional process where applications would be due in October and the recommendations would come to Council in March for funding. The first of three payments would be issued in April, the second would be issued in July and the final payment would be issued in October. Ms. Neel provided that on December 4, 2018 the Council provided consensus in support of cost recovery and development of a formal fee policy. The Fee Policy would be a long term strategy to support financial stability, is a structured framework for sustainability, is a tool utilizing cost recovery methodology for evaluating programs and services, and will provide consistency and transparency in establishing fees. Ms. Neel reviewed the cost recovery methodology and explained that it defines who receives the benefit (community or individual), it evaluates total cost of service for the program/services available to our community, it generates revenue to fund such areas as facility maintenance and plan for future needs, and provide flexibility in price structure for special circumstances. Ms. Neel reviewed an illustration of the Cost Recovery Pyramid which is attached as Exhibit A. Ms. Neel reviewed the fee calculation process of total cost * cost recovery target % / minimum # of participants. Total cost = Direct, overhead, and indirect cost City of San Marcos Page 3