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Home My Public Portal About2018-03-22 TOWN OF TRUCKEE vomm oy TRUCKEE TAX MEASURE CITIZEN'S OVERSIGHT BOARD O MINUTES eb�993 March 22, 2018, 5:30 p.m. s� 46`rshQ�lB83 io�Of�°*°t Town Hall -Administrative Center 10183 Truckee Airport Road, Truckee, CA 1. Becky Bucar called the meeting to order at 5:32 p.m. 2. ROLL CALL: Board Members: Richard Pendleton, Nancy D'Amico, Karin Johnson, Kipp Cooley. Absent: Board Member Dr. Brooks Rohlen and Board Member Allison Pedley. 3. PLEDGE OF ALLEGIANCE - Deferred 4. PUBLIC COMMENT - None 5. DISCUSSION ITEMS 5.1 2016/2017 Fiscal Year Truckee Tax Measure Expenditures(Measure V and Measure R). Recommended Action: Make a determination that the expenditure of Measure V and Measure R funds in the 2016-2017 fiscal year was consistent with the provisions of Measure V as established by the voters in the November 4, 2008 general election and with the provisions of Measure R funds as established by the voters in the June 3, 2014 special election. Becky Bucar began meeting thanking the board for their presence. • Gave a brief explanation of the purpose of the oversight committee. o An after the fact audit of the expenditures to make sure that they were in line with the Measure R and Measure V. • Defined the adoption of Measure V in 2008, being a half cent sales tax to replace Measure A in 2008 and what the fund is used for; road maintenance and improvement. • Defined Measure R as being available for trail construction and maintenance. Staff member Nikki Casey arrived at 5:36 p.m. • Becky announced arrival of Senior Accountant Nikki Casey and made introduction of herself as Engineering Manager and other staff present Sarah Ring,Administrative Technician, and Todd Landry Senior Engineer. • Continued with informational breakdown of the ballot measures. • Outcome of the meeting will be to determine if all of the projects appropriately expended Measure R and Measure V funds. Todd Landry, Senior Civil Engineer, presented from the staff report(presentation on file with the Town Clerk). Todd Landry broke down individual projects in detail the 2016-2017 fiscal year. • Todd provided a copy of the staff report to each of the board members for reference. • Expenditures shown for projects noted in the staff report during the 2016-2017 fiscal year have all been audited, and approved by an independent auditor as well as Town staff. • Town receives a yearly audit as Todd confirmed with Senior Accountant Nikki Casey present during presentation. • Nikki Casey verified a comprehensive audit is done yearly. o The Town receives an unmodified opinion which is the best opinion that you can get for government financial statements. • Todd continued with the breakdown of how much was expended out of each fund. o Measure R, thirteen projects with a total expenditure of$3,496,180. o Measure V, two projects with a total expenditure of$361,778. • Board asked for clarification of fiscal year parameters (July 1 —June 30). • Todd Landry continued with the breakdown of each project in detail. o Board commented that some of the projects contain a higher proportion of Measure V, such as West River, versus Brickelltown. o Staff explained the hierarchy of priority when staff sets the draft budget. o Board clarified question about what percentage of the tax is used on a general basis and asked if there is anything left in the fund at the end of the year or is there a reserve in the bank. ■ Staff verified that Town tends to draw it drawn pretty close to zero due to the Paving/Drainage and Slurry Seal projects. ■ Nikki clarified for the board that when the Town budgets for CIP projects over a five year horizon with a target of expending most funds. o Board verified how much each tax was; Measure V—half cent and Measure R- quarter cent tax rate. The accumulation is approximately$2.2million for Measure V and $1.1 million for Measure R. o While discussing the Slurry Seal project it was clarified by staff that Truckee Special Service Area (TSSA) fees, a parcel charge inherited by the Town from Nevada County for the Tahoe Donner and Glenshire neighborhood, are used to slurry seal roads in those neighborhoods on a 3-year cycle, compared to the 5- year schedule used elsewhere. This special tax is approved by Town Council (usually with the homeowners association's support). o The Pavement Maintenance Program (PMP) is currently being updated and the draft report recommends seal coating the trails on a five year cycle to keep them in good condition. o Board posed the question as to how much longer the Recessed Striping (thermoplastic material) lasts versus standard painting. ■ Public works has to paint markings at least two times per year. ■ The thermoplastic material being used to maintain a visible double yellow through the winter season, crosswalks, and certain turn pockets. ■ The material is lasting approximately 2-3 years and maybe longer and staff is evaluating the cost savings. • Staff confirmed that there is no detailed cost analysis but will continue to evaluate. • Committee asked whether the Town consider moving beyond the major roads for the recessed striping. Staff indicated there are no immediate plans to do so. ■ Board posed question if any speed studies have been done on the recessed string in terms of safety and what happens to skinny tires when you cross over the line. The Town has not. • The Town acquired funding through an ATP grant application in the sum of$900k that provided additional funding for the Glenshire/Dorchester project. • Is there is a plan to install any lighting or crosswalk at the Glenshire trailhead? o Staff confirmed it was considered, but they continued the trail along Glenshire Drive to Berkshire Circle where the speed is lower and it's flatter and safer for crossing, but not striping and signing it as a defined crossing so as to not create a false sense of security. Public can continue along the Class II bike lane up to Dorchester Drive for crossing where there is a stop sign. o Decision made in consultation with the Public Works Director, Town Engineer, and Town staff. • Board questioned if there was still an intention to extend Deerfield Drive to go through. o Staff confirmed it had been approved, and is part of the Coldstream (PC-1) project. • Truckee River Legacy Trail discussion. o Board verified if the snow blower purchased for the trails was working out okay. o Trails typically get plowed in the morning depending on the amount of snow we are getting. o You can call in on the Town's main line, similar to Caltrans; ask for Facilities and they can advise as to the status of the trail being plowed or not. Budget includes set aside funds for fleet replacement. o Trail counters are used on the trail. • Staff explained research on the infrastructure for the 20 year Pavement Maintenance Program (PMP). o New PMP to be presented to Council in April. • Todd wrapped up staff report and opened for discussion o Board member Cooley made motion to approve 2016-2017 o Board member Pendleton noted it was time for discussion. ■ Looking for documentation to audit use of the funds. o Roles of the board is to certify that the funds were used appropriately Board Discussion: • Board requested, for the next meeting and in next year's staff report, a financial statement to include the Unqualified Statement from the auditors. • Board requests that they be sent revenue statements summary a few weeks before the scheduled meeting as was done in a previous years. Giving them a chance to review. • Board requested that staff provide a spreadsheet breakdown of items charged to Measure V and Measure R funds on the more comprehensive projects, i.e. Brickelltown o Upon this request Nikki Casey acquired the last fiscal year (2016-2017) Financial Statement from her nearby office to verify for the board beginning statement, the amount of Town revenues, expenditures and the ending balance. o Explained in detail both of the funds for the board. • Board verified that the Town projects are budgeted to use Measure V/R funds. • Public meeting scheduled on April 16, 2018 for next year's projects expending Measure V/R funds. • There is currently a surplus of Measure V/R funds, but the reserve is in there for the larger planned projects such as paving and slurry. The Staff Recommendation was moved by Board Member Cooley and seconded by Board Member Pendleton with the following votes: Ayes: Board Member Nancy D'Amico and Karin Johnson Noes: None Absent: Board Member Dr. Brooks Rohlen and Board Member Allison Pedley Abstained: None Motion passes 4-0 6. ADJOURNMENT 6:52 p.m. To the regular meeting of the Truckee Tax Measure Citizens Oversight Board (to be determined at this meeting) Town Hall, 10183 Truckee Airport Road, Truckee, CA. Respectfully submitted by: CsrCr�� i Sarah Ring, Administrative Technic9n