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Home My WebLink AboutAGENDA REPORT 2002 0417 CC REG ITEM 10BTO: FROM: DATE: SUBJECT: BACKGROUND ITEM • 3• of ACT, a71 • C°-'zt �- ,� MOORPARK CITY COUNCIL AGENDA REPORT Honorable City Council Rim C. Chudoba, Senior Management Analyst K G April 8, 2002 (CC Meeting of 4/17/02) CONSIDER VENTURA COUNCIL OF GOVERNMENTS STAFFING AND BUDGET OPTIONS In April 2001, city and county officials attended a workshop on the future of the Ventura Council of Governments (VCOG). Attendees voted to retain VCOG with some organizational changes. In June 2001, VCOG hired a firm to conduct an organizational study. The firm researched other COG functions and structures, and surveyed local policy makers. In October 2001, city and county officials attended a forum on the firm's recommendations. Attendees voted to consider one model further. In December 2001, VCOG adopted the model with a budget for the rest of the fiscal year. While the exact scope of work and staffing were not defined, key functions include: 1. Hold quarterly meetings. 2. Work with League of California Cities, California State Association of Counties, and Urban Counties Caucus on state and federal legislation. 3. Continue to serve as local task force for integrated waste management plan. 4. Continue as subregional agency charged with allocating regional housing needs. 5. Determine benefit and feasibility of obtaining from state, rather than Southern California Association of Governments, the authority to determine and allocate county's regional housing needs. 6. Pursue written policy for conflict mediation and resolution for possible adoption. In February 2002, VCOG approved a budget adjustment for this fiscal year, discussed scope of work for next fiscal year, and inquired about procedures for withdrawal from VCOG. Honorable City Council April 8, 2002 Page 2 DISCUSSION On April 25, 2002, VCOG will consider various staffing and budget options, ranging from part -time staff on loan from members to full -time VCOG employees. Attachment 1 outlines staffing options, and Attachment 2 illustrates estimated costs. On March 21, 2002, the City /County Managers Group recommended VCOG select Option 4 (professional services with provision for work program implementation) or Option 5 (part -time staffing with VCOG employees). The managers discussed alternative dues structures for varying levels of county participation. On April 2, 2002, the Board of Supervisors "directed a letter be sent to VCOG showing the Board's intent to withdraw from VCOG pending potential modifications to the participation in VCOG." The City of Fillmore is considering withdrawal from VCOG as well. Under the Joint Powers Agreement (JPA) , a member may withdraw from VCOG by filing a written notice with the VCOG Chair not less than 60 days before the end of the fiscal year. (The deadline is May 1, 2002.) Withdrawal is effective the last day of the fiscal year. Alternatively, a member may withdraw from VCOG at any time if two- thirds of the members approve. The 2001/2002 VCOG budget is $100,000. Under the JPA, the county pays one -third of the cost, and the cities pay the remaining two- thirds (one -half by equal share and one -half by population). Moorpark's dues are $4,920. The 2002/2003 VCOG budget options range from $55,200 to $280,000, with Moorpark's dues varying from $2,716 to $13,766. If the JPA is amended to calculate the county dues as city dues (one -half by equal share and one -half by population), Moorpark's dues will increase $2,053 based on a $120,000 budget. STAFF RECOMMENDATION Direct staff as deemed appropriate. Attachment 1: Staffing Options Attachment 2: Estimated Costs ^1r,n r*!v VCOG Staffing and Budget Options March, 2002 - Revised Key Contributed Completed As Needed LXI Dropped I I Cz CA 2 -C; 0 E W Co az w C/) C) > E a'o Cz 0 U > E ci 1. Meetings 1. 1. Agenda 1.2. Minutes 1.3. Notice 1.4. General Coordination 2. Administrative 2. 1. FPPC Requirements and Filings 2.2. Dues and Notice Collection 2.3. Audit Contract and Assistance 3. Professional — Ongoing Responsibilities 3.1. Serve as Executive Director �V 3.2. Response to Misc. Requests 3.3. Act as local task force for Integrated Waste Management Plan 3.4. Act at sub-regional level for RHNA allocations as determined by SCAG 3.5. City / County Manager's Meetings m = dc AW "tkl: 3.6. Assist VCOG in developing policy level work program A", 3.7. Prepare recommendations for implementation of work program elements 3.8. Coordination with County Planning, VCTC, AQMP and LAFCO as needed 3.9. Attendance at SCAG meetings and other regional meetings to represent Ventura County as necessary 3.10. Prepare issues ecific work programs, scope projects and complete analytical reports on behalf of VCOG. 3.11. Manage / supervise the work of other consultants or member agency staff assigned to VCOG projects 3.12. Coordinate / complete legislative advocacy work on behalf of VCOG as directed 4. Professional — Specific Prqiect (Mid-Year 2002 Work Program) 4.1. Determine mechanism for VCOG involvement in legislative advocacy on behalf of the County. 4.2. Schedule discussion of VCOG serving as appointed agency to secure grants and other funding f o r open space 4.3. Pursue written policy for conflict mediation / resolution for possible adoption by VCOG 4.4. Determine benefits and feasibility of obtaining authority for RHNA determinations at County level z� m z ATTACHMEENT 2 ''COG Staffing and Budget Options Revised - Estimated Costs_ _ - f_ Nlininium Part -Tim: Staffing Using Staft -on- Loan.. Estimate Basis: i Line Items _ Euimute Basis: i Line Item Assign 1 3 time Seni.;r adn,..a:'r... , or arai��si. fa,7m pa Y:c;per.ng t'. , - i .... I Personnei i S4I p t i ` - Sumptions: ! Professional $2,716 llircct cost; ar; reimburse' b'• VC06. ('in \tanager or CAL) t;om par. ;cipa:ine ci or A:! it .S3,000 ' County serves as .iv ;.:i , :.t:. _ •'r ai", a'- needed funding would support consultant costs or other for analysis and recommendazion S by participating agency j Office Costs Office Costs ! 521,000 j O%H & 11,1isc.Costs 52,000 1 I O rAL S534?00 _. -- - - -- -- - -- - - - -- - - -- - -- a- 1 2. Limiter! Professional Services Line Items C'nsts�! Estimate Basis: Line Items Costs I M o = [ :i r i Contract with professional sc-mce Ertr(s) as uudir,ed in 2 2 t.'0_ Budget. I Personnel i -0- Due, Assumptions: I Professions! Serrces $ti3,500 $39764 Budget is designed to cover regular administrative duties and ongoing professional duties to I Audit ( S5,000 4 the point of making recommendations on impiementatton of VCOG work program I Supplies j S1,000 ! elements. but not including coordination with other regional age:icies or legislative I Office Costs I -0- 3dvocacv. 1 O,ri & \lisc.lost.i j x2,000 l_ TOTAL I 576,500 3. Minimum Part -Time Staff; No ilember Agency assistance _ Estimate Basis: i Line Items I Costs� 1'2 time employee. Senior staff level position. Consultant expenses associated with Personnel S61,860 approximately 4 -5 discrete project;; year. I Professional Services S6,06-0 Assumptions: Contingent Services i 20,000 Base budget to support quarterly meeting and administrative housekeeping. Add16or3l as ; Audit j 55,000 j needed funding would support consultant costs or other for analysis and recommendazion i Supplies I 53.000 on issues. Office Costs ! 521,000 j O%H & 11,1isc.Costs 52,000 1 TOTAL I 598,800 4. Professional Services With Provision For Work Program Implementation Estimate Basis: Line Items C'nsts�! I Contract is designed to cover services as above option. j Personnel 0 Assumptions: Professional Servi-es $63.500 fn addition, a not -to- exceed allowance is established to cover irr.riernewation u, work I Services as deeded S35.000 i j program elements as directed by VCOG, legislative advocacy and coordination of regional Audit ! S5,000 programs i Supplies -0- I Office Costs i S1000 O H & Ntisc.Costs i $2000 l_ TOTAL $116,000 l 5. Part - Time Staffing With VCOG Employees Estimate Basis: j Line Items j Costs, I j Hire 3n experienced local govemment manager on a !: time bass personnel Hire an administrative assistant for 10 per week. Professional Services $10,000 Assumptions: Audit j $5,000 Emphasis would be on part -time manager as a communications facilitator, and I Supplies I S1,500 representative for VCOG at high priority regional meetings I Space ' 56,500 I O/H & tNlisc. 54,400 TOTAL $124,600 6. Full -time VCOG Staffingj _ Estimate Basis: Line Items costs" I Full time public administration professional Personnel I 3234,000 ! 1 Full time administrative assistant Professional Services 523,000 Assumptions: Audit j 55,000 Emphasis would be on handling as much professional work as possible with employees. Supplies $ 1,500 Peak loads or specialized projects might be contracted out. VCOG would need to commit to I Space I 58,500 a fiat work program each year to make cost effective use of the staffing. OrH & disc. $8,000 1 TOTAL I 5280,000 4 I 1/34 ;01 - - -- Moorpark Dues $4,861 Moorpark Dues $5,707 Nfooroark Dues $6,130 Moorpark Dues $13,776 Se ^nor �!anugc ^r�r .L�ui�,• ' ;cr.c� ;> it _ "'% �..d� are fit. , ...'<.r1 ,.. .... � .,,.. °u. _ ...... _ _..... Assumes 500 lees VF Zacent contact. Aadit ar.d NI :sc V ;ixe�: ;C"t!; Profn,,nnai _ .c;,r,- :•cw ;e, and 4&'d Same s etf level assn nDttor,s is in :3i,r;! .., is ^.al..•r,':r:. -,,,., _..,., ... -' ?-' ..�. '.{ PPR.17.2002 2 :07PM NO. 623 P. 212 CITY OF FILLMORE CENTRAL PARK PLAZA 250 Central Avenue Fillmore, Celt 0=93015 -1907 (805) 524.3701 - FAX (805) 524.5707 April Daniel Del Campo, Chair Ventura Council of Governments C/o Bohannon Management Works 1130 Capri Way Oxnard, CA 93035 Dear Chairman Daniel Del Campo, Based upon the inability of VCOG to achieve a well- defined mission, and a lack of consensus on the part of its membership to delegate important regional issues to the VCOG, the City of Fillmore has determined to give notice of Fillmore's intent to withdraw from VCOCr effective June 30, 2002. This notice is given in accordance with Section 21.a.' of the VCOG Joint Powers Authority governing agreement dated December 1, 1992 and as amended January 23, 1997, Sincerely, Don Gunderson, Mayor City of Fillmore C: Fillmore City Council City of Camarillo, Jan McDonald, VCOG Member City of Moorpark, Patrick Hunter, VCOG Member City of Ojai, Steve Olsen, VCOG Member City of Oxnard, Manuel Lopez, VCOG Member City of Port Hueneme, Anthony Volante, VCOG Member City of San Buenaventura, Ray Di Guilio, VCOG Member City of Santa Paula, Ray Luna, VCOG Member City of Simi Valley, Bill Davis, VCOG Member County of Ventura, Steve Bennett, VCOG Member County of Ventura, John Flynn, VCOG Member County of Ventura, Kathy Long, VCOG Member County of Ventura, Judy Mikels, VCOG Member County of Ventura, Frank Schillo, VCOG :Member Penny Boehm, VCOG Interim Executive Director APR. 17.2002 2:07PM N0.623 P. 112 DATE: April 17, 2002 CITY OF FILLMORE CENTRAL PARK PLAZA 250 Central Avenue Fillmore, California 93015-1907 (805) b24-3701— FAX (805) 524-5707 FACSIMILE TRANSMTSSI[ON TO: Patrick Hunter, City of Moorpark, VCOG Member FAX PHONE: 805 -529 -8270 FROM: Don Gunderson, Mayor City of Fill1more FAX PRONE: (805) 524 -5707 TELEPHONE: (805) 524 -3701 THIS FACSIMILE CONSISTS OF 2 PAGES INCLUDD;G TRANSMITTAL SHEET. SPECIAL INSTRUCTIONS For your information find following a copy of letter dated 4 -15 -2002 addressed to Daniel Del Campo, Chair, Ventura Council of Govermnents. BOARD OF SUPERVISORS COUNTY OF VENTURA GOVERNMENT CENTER, HALL OF ADMINISTRATION 800 SOUTH VICTORIA AVENUE, VENTURA, CALIFORNIA 93009 April 15, 2002 Daniel Del Campo, Chair Ventura Council of Governments c/o City of Thousand Oaks 2100 Thousand Oaks Boulevard Thousand Oaks, CA 91362 Re: Notification of Intent to Withdraw from "Ventura Joint Powers Authority" Agreement for the Ventura County Council of Governments Dear Mr. Del Campo: The Board of Supervisors took action on Tuesday, April 2, 2002 to initiate formal action for the County's withdrawal from the "Ventura Joint Powers Authority" (JPA) agreement for the Ventura County Council of Governments (VCOG) that was entered into on October 6, 1992. Pursuant to Section 21 a of the agreement setting forth the process for withdrawal, please consider this as written notification of the County's intent to withdraw. In approving this action, the Board's intent is to encourage and engage in further discussion with VCOG members on the County's future role, membership impact and financial obligation to VCOG, with a goal of modifying the current JPA accordingly. We look forward to this discussion at the next VCOG meeting on April 25 as a part of agenda item 5 relating to the need for revisions to the JPA. ?MP rely . hn K. Flynn, Chair Board of Supervisors c: VCOG Members Board Members Penny Boehm, Interim VCOG Executive Director John Johnston, County Executive Officer Frank Sieh, County Counsel City Managers l