TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL

FROM: DIRECTOR OF PLANNING, BUILDING AND CODE ENFORCEMENT

DATE: FEBRUARY 3, 2004

SUBJECT: BUDGET ADJUSTMENT TO ALLOW THE ENTIRE PLANNING COMMISSION TO ATTEND THE 2004 PLANNERS INSTITUTE CONFERENCE

RECOMMENDATION

Adopt Resolution No. 2004-__ approving a $5,000 budget increase to the Department of Planning, Building and Code Enforcement’s Meeting and Conferences budget account.

BACKGROUND

Due to reductions to the City’s FY 03-04 budget, the Department of Planning, Building and Code Enforcement’s budget for Meetings & Conferences anticipated sending only four Planning Commissioners to the annual Planners Institute conference. The Planners Institute is an annual conference that is attended by Planning Commissioners from throughout the State. The conference offers a variety of educational sessions that are geared for Planning Commissioners, particularly new Commissioners. Due to the recent expiration of two Commissioners’ terms, the election of former Commissioner Tom Long to the City Council, the election of former Commissioner Dave Tomblin to the School Board, and the resignation of Commissioner Clara Duran Reed, the City Council had to recently appoint five new Commissioners to the Planning Commission. Given the amount of new members and the opportunity that exists for the entire Commission to attend the upcoming Planners Institute conference and benefit from the sessions and interaction, Staff is seeking the approval of a budget adjustment to allow the entire Commission to attend the conference.

DISCUSSION

The Planners Institute is a statewide conference is held every year in the spring. Unlike most planning conferences that are geared to professional planners, the Planners Institute conference is geared more toward Planning Commissioners, and as a result, it is mostly attended by Planning Commissioners from throughout the State. This year’s conference will take place in Monterey between Wednesday, March 31st and Friday, April 2nd. Attached is the proposed program for this year’s conference. As noted, the conference covers a variety of educational topics that Planning Commissioners are likely to deal with and there are several sessions that are specifically geared for new Commissioners. Planning Commissioners who have attended the conference in the past have found the conference to be very beneficial, particularly as a result of the interaction with other Planning Commissioners.

In previous years, all seven Planning Commissioners were given the opportunity to attend the conference, accompanied by one or two staff members. However, this year’s budget was prepared with the intention of only sending four commissioners and one staff member to the conference. Although the budget limitation would not have allowed the entire Commission to attend, it would have at least allowed any new commissioners to attend since there was the potential for only three new commissioners to be appointed this year (3 two-year terms expired in 2004). However, due to unforeseen circumstances, five new Commissioners had to be appointed to the Commission. Staff believes that it would be unfortunate to only be able to send four of the five new Commissioners to the conference. Furthermore, given the significant change in the makeup of the Commission, Staff believes that it would be ideal to be able to send the entire Commission so that they can interact among themselves and with other Commissioners.

Based on previous years’ expenses, this year’s conference schedule, hotel information and travel expenses that are covered pursuant to City policy, Staff estimates that it would cost approximately $5,000 to send the additional Commissioners to the conference. As such, Staff has prepared a budget adjustment resolution (attached) for this amount for the Council’s consideration this evening.

CONCLUSION

The Department of Planning, Building and Code Enforcement’s FY 03-04 budget for Meetings & Conferences anticipated sending only four Planning Commissioners to the annual Planners Institute conference. Given that the City Council recently appointed five new Planning Commissioners and the opportunity that exists for the entire Commission to attend the upcoming Planners Institute conference, Staff is seeking the approval of a budget adjustment to allow the entire Commission to attend the conference.

FISCAL IMPACT:

The cost of sending the additional Planning Commissioners to the 2004 Planners Institute conference is estimated at $5,000. Therefore, if the City Council authorizes the proposed budget adjustment, a budget appropriation of $5,000 will be required, the cost of which will be borne by the City’s General Fund. At the beginning of the fiscal year, the FY03-04 estimated General Fund revenues in excess of adopted expenditures were $83,510. The calculation of available anticipated revenues is presented below. Appropriations that cannot be funded within this year’s available anticipated revenues will have to be drawn from the General Fund reserve. The calculation of the projected General Fund reserve available for appropriation is also presented below.

Respectfully submitted:

Joel Rojas, AICP, Director of Planning, Building

and Code Enforcement

Reviewed by:

Les Evans, City Manager

ATTACHMENTS

2004 Planners Institute Program

Resolution No. 2004 - __, authorizing a budget appropriation

RESOLUTION NO. 2004-__

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES, AMENDING RESOLUTION NO. 2003-42, THE BUDGET APPROPRIATION FOR FISCAL YEAR 2003-2004, TO INCREASE THE PLANNING, BUILDING AND CODE ENFORCEMENT BUDGET FOR MEETINGS AND CONFERENCES TO ALLOW THE ENTIRE PLANNING COMMISSION TO ATTEND THE 2004 PLANNERS INSTITUTE CONFERENCE

WHEREAS, Section 3.32 of the Rancho Palos Verdes Municipal Code provides that all expenditures in excess of budgeted allocations must be by supplemental appropriation of the City Council; and,

WHEREAS, on June 3, 2003, the City Council of the City of Rancho Palos Verdes adopted Resolution No. 2003-42, approving a spending plan and authorizing a budget appropriation for FY03-04; and,

WHEREAS, on January 20, 2004, the City Council appointed five new members to the City’s 7-member Planning Commission; and,

WHEREAS, the Planning, Building and Code Enforcement Department’s FY 03-04 budget for Meetings & Conferences anticipated sending only four Planning Commissioners to the annual Planners Institute Conference; and,

WHEREAS, the Planners Institute is a statewide conference that is held every year, which includes educational sessions that cover topics that are beneficial to Planning Commissioners, particularly new Planning Commissioners, and the opportunity exists for the entire Commission to attend the upcoming Planners Institute Conference; and

WHEREAS, the City Council desires that the FY03-04 budget be increased to allow the entire Planning Commission to attend the conference and benefit from the educational sessions and interaction.

BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES:

The following adjustments be made to the FY03-04 budget:

Increase the General fund budget as follows:

Planning #001-401-71 Meetings & Conferences $5,000

PASSED, APPROVED, AND ADOPTED THE 3RD DAY OF FEBRUARY 2004.

___________________________

MAYOR

ATTEST:

______________________

CITY CLERK

State of California )

County of Los Angeles )ss

City of Rancho Palos Verdes )

I, JO PURCELL, City Clerk of The City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2004-__ was duly and regularly passed and adopted by the said City Council at regular meeting thereof held on February 3, 2004.

_____________________________

CITY CLERK

CITY OF RANCHO PALOS VERDES