Upcoming Meeting 6.16.26

At our next meeting, we will be discussing several signficant items:

- We will discuss  the annual update to the City's salary schedule.

- We will be discussing the annual update and levy of several special taxes related to various districts across the City including the Community Facilitiies District (Grove Park), High Street, Lydia Lane, Oak Street, and Diablo Estates.  These are existing levys that get updated each year.

- We will discuss the placement of a sales tax measure on the November ballot.

- We will discuss the creation of an ad hoc committee to author the direct and (if necessary) rebuttal arguments for the Sales tax measure on the Novermber ballot.

If you have any thoughts or questions on the above, please let me know.

Additional Updates - Housing Element, Projects, and Financial Information and Newsletter

At our last meeting, there were a few informational items raised by our City Manager that I would like to highlight:

- At long last, our Housing Element (HE) for the 6th Cycle (2023 - 2031) has been approved and certified by CA Housing and Community Development (HCD).  While the City officially adopted the update to the HE back in January of 2023, our update was not approved and certified at that time.  Despite the fact tha tthe City complied with all requirements of the Housing Element, HCD requested that the City zone for a greater numberr of units than was required, and allow more permissive rules regarding housing mobility, ADUs, units per parcel, etc.

Each time a modification is requested by HCD, the City has complied.  To do so, the law requires that the change first be heard by the Planning Commission, then at times be heard two separate times by Council.  There have been at least 3 such requests, and with each the City asks if we make the requested changes would it be sufficient.  Unfortunately those questions were left unanswered - there is no rule that governs how HCD operates and they have complete discretion whether the certify a proposed HE regardless whether it is compliant with the law.  Nevertheless, the City resubmitted the HE with changes requested several times.  Each time carried long delays in responses, and the responses were to ask for additional changes thus beginning the process again.

I'm pleased to report the HE was finally approved and found in compliance as of April 2026.

- We also received a report of ongoing projects related to overall City beautification, traffic safety, and weed abatement.  I have asked for a schedule of regular maintenance so residents can be aware of what to expect in their neighborhoods.  And while this list is focused on what is immediate, it is a great start to sharing the work that is going on throughout the City.

- The City has also begun publishing information around City finances, and a City Manager Newsletter regarding the overall financial outlook.

My 6.2.26 Meeting Summary

At our last meeting we discussed several signficant items.  Some of the items on the agenda were tabled due to an error in the new agenda management software the City is rolling out. This included item 7a, 8b, and 8c.

- We received an annual report on workplace vacancies and recruitment efforts.  Good news is that while there are still some open positions, all have offers out and candidates have accepted.  As thinnly as the City operates, if any one position is vacant it has the potential to have an impact on operations not only in that role, but the other roles that need to backfill in the interim.

- We received a report from the Assistant Chief / Fire Marshal, Chris Bachman.  He presented a proposal whereby Contra Costa Fire would perform wildfire mitigation efforts including creating shaded fuel breaks (raising the canopy of trees to clear underneath them reducing available fuel in the event of a fire), and mowing or grazing various areas of grass and other fuels.  This would take place over approximately 100 acres, and be covered by a grant from CAL Fire.  The Chief was asking for the City's support as all of the land affected was owned by either the City of Concord, the City of Clayton, or Oakhurst Country Club.  The Council supported this grant application.

- We adopted resolutions regarding the updated annual levy of the LMD - this needs to be done each year and is routine.  We also adopted a resolution codifying what the City will do in the event of a disruption of telphone or internet service during a Council meeeting.  We will pause for up to one hour then decide whether or not to continue.

- We set the public hearing date of july 7 for the proposed extension of the Landscape and Maintenance District by a ballot measure in the November election.

Upcoming Meeting 6.2.26

At our next Council meeting, there are several significant items we will discuss:

- We will have our annual public hearing on workforce matters such as vacancies, recruitments, and retention.

- We will discuss supporting an application from the Contra Costa Fire Protection District for a grant application

- We will discuss annual updates to the salary schedule

- We will discuss the annual levy of various special taxes related to specific areas in the City

- We will discuss the a policy on the disruption of remote access during City Council meetings

- We will set a public hearing date for the proposed extension of the Landscape Maintenance District (LMD)

If you have any thoughts or questions on the above, please let me know.

Memorial Day 2026

My 5.19.26 Meeting Summary

Last night the Council met and discussed one signficant item - the Transaction and Use Tax (sales tax) and the Landscape Maintenance District (LMD) renewal that will be on the November ballot.  The LMD is a large source of funding for City operations, and the Sales Tax is intended to shore up structure deficits where there are no other ways to continue to provide the current level of services in the long term.

Overall the Council aligned on details of each.  

For the Sales Tax this includes:

- Ballot language

- Timing and sequence of events (resolutions at our June 16 meeting, submission to County no later than August 7)

- Authors of the argument in favor (whole Council if permissible.  City Attorney will verify)

For the LMD renewal:

- Length of extension (10 years)

- New base rate and potential annual adjustments (No change to method of apportionment.  Existing rate +10% for capital projects and to keep up with inflation.  A CPI based riser each year)

- Oversight body (Yes, the TLC)

- How many members of the oversight body (down from 11 to 5)

- Description of services (same, with updates for clarity and consistency)

- Timing and sequence of events (resolutions at our June 16 meeting, submission to County no later than August 7)

- Authors of the argument in favor (whole Council if permissible.  City Attorney will verify)

For each, there are townhall events planned for Aug 26 and Oct 7.  More information will be shared when available.

Upcoming Meeting 5.19.26

At our next meeting, there is one significant item on the agenda, and that is a workshop on the Transaction and Use Tax (Sales Tax), and the Landscape Maintenance District (LMD) renewal.  This will include discussing the timing, language, and content of each.

If you have any thoughts on the above, please let me know.

My 5.5.26 Meeting Summary

I fell a bit behind in updating due to other priorities so this summary is a bit late.  At our last Council meeting we discussed several signficant items:

- We received the annual report of the Police Department's inventory and use of militarry equipment.  Our Police Chief also described a grant application for the acquistiion of drones.  Shoudl the application be approved, it would fully fund the purchase and training for the use of drones to assist police activity.  It will take several months or more to receive approval, however the Police Department is ready should the grant come through.

- We discussed an area in the Peacock Creek neighborhood that has been the subject of numerous police complaints.  While the viewpoint is a general benefit to the neighborhood, it has alaso attracted nuisance behavior including litter, illegal trash dumping, and noise violations.  Our Police Chief requested that we prohibt parking in the area immediately near the problem area from dusk to dawn in hopes that it would reduce problematic behavior and provide a tool that police could use should issues arise.  The Council approved of the parking restriction 5-0.

- We received an update to the FY26 budget forecast and requeseted revisions to the FY27 budget.  After making the changes related to overall presentation that were requested at our last meeting, the overall projection for end of year FY26 is a general fund deficit of approximately $775K.  This figure has fluctuated over time, however this is the nature of future looking projections.  Projections are based on various assumptions and if circumstances change the forward looking impacts are rolled into future projections.

The source of the largest two items driving changes in the projection were an underestimate of the impact of the reduction in administration revenue related to the Redevelopment Successor Agency, and unplanned police overtime.  

For the administration revenue - when the Redevelopment Agency shuttered and the Successor Agency was created to wind down operations, the City received funding from the State related to the administrative requirements of that wind down.  The wind down comopleted in early FY26, and as a result the revenue designated to reimburse the City for the cost of that administration ceased.  At the time of the budget adoption, it was unknown how much revenue the City would receive prior to the wind down completing and the revenue source ending.  It turned out that the amount of the City received was significantly less than was originally anticipated - nearly $200K less.

For police overtime - Police overtime is one of the larger budget variances this year, and I want to explain what is driving it.  Our budget funds 10 police officers to provide coverage across the entire City, 24 hours a day, 7 days a week. For safety reasons, we do not want any officer working alone, so we need at least two officers on duty at all times.

That means the City must cover a minimum of 336 police staffing hours each week. With 10 officers working 40 hours each, we have 400 available hours in a normal week. On paper, that gives us a modest cushion. In practice, that cushion can disappear quickly.

Routine and expected events such as vacation, sick leave, injuries, training, and time spent in court can reduce the number of officers available for regular shifts. When that happens, we still need to maintain safe coverage, so other officers are called in to work overtime.

This year, those pressures were greater than usual. The Department had officer injuries, and two officers left for other opportunities. Those vacancies created a significant coverage gap. While we have since hired new officers, they must complete training before they can work independently. During that training period, they are paired with fully trained officers, which can also increase overtime needs.

As a result, projected police overtime is expected to exceed the budget by more than $200,000, in addition to the regular level of overtime that occurs each year. This variance is not the result of expanded service levels. It is primarily the cost of maintaining safe, around-the-clock police coverage during a period of staffing disruption and required training.

For the FY27 budget udpates, based on various savings efforts, we reduced the budgeted expenses in FY27 by $340K, reducing the projected defict to $320K.  This will likely change over time depending on new information, but this is based on the best information we have today.  The favorable changes in FY27 are a result of the hard work of staff, including org changes for more efficiency and technology enhancements.

- We then had an open discussion regarding a sales tax measure, and the Landscape Maintenance District assessment renewal.  We gave staff signficant feedback on how the information can be presented, and what was important to residents.  Things like showing the portion of property tax that comes back to the City (it's approxiamtely 6.63% of the 1% that residents pay, or $630 on a $10,000 property tax bill) and showing how Clayton compares to median income of staff.  The City Manager took the feedback and is preparing a periodic newsletter expanding on the details and informing residents of the current circumstances.

Upcoming Meeting 5.5.26

At our next meeting, we will be discussing several significant items:

- We will hold our annual discussion around the Police Department's Military Equipment Use Policy.

- We will discuss parking limitations in the Peacock Creek neighborhood.

- We will discuss the FY26 budget status and potential FY27 budget revisions

- We will discuss a potential sales tax and Landscape Maintenance District assessment renewal for the November 2026 election.

If you have thoughts or questions on any of the above, please let me know.

My 4.21.26 Meeting Summary

At our last meeting, we discussed several signficant items.  

- First the Oakhurst Geologic Hazard Abatement District Board (GHAD) met.  There we received and discussed the annual reconnaissance report.  We engage a third party to review the GHAD to identify status of the maintenance items, as well as follow up on any issues they may find.

Some of the items we discussed were the overall state of maintenance, various areas of slope movement that should continue to be monitored, some specific areas that needed remediation, and areas where residents have encroached in the GHAD.

Our consultants identified areas of significant concern.  Mainly these were in areas that had evidence of movement, but where our monitoring devices have stopped working.  We had previoulsy had piezometers at depths of greater than 50' below the surface which were intended to monitor if there was any movement.  These are encased in a verticle PVC like pipe.  Unfortunatley these pipes have sheared due to movement at some time in the past, and we can no longer monitor if movement is still occuring.

Our consultants also identified areas where underground drainage pipes have stopped working.  As water in the ground is the biggest cause of earth movement, that the drains were no longer functioning in certain areas presents a risk.

The good news is that voters in the GHAD recently passed an increase in assessments to fund this work.  And that work has already begun.  Clearining and repairing of horizontal drains is underway, cleanup of certain V-Ditches meant to route water from the hillsides is also underway.  I asked staff to come back with a holistic project plan that identifies all the major work that will occur, and when.  This will not be a fast process, but by identifying all the work that needs to be done, it can be prioritized and residents can see what their tax dollars are doing.

At the regular City Council meeting,we discussed several signficant items:

- We made appointments of several residents to various committees and advisory councils, including the Trails and Landscape Committee, the Contra Costa County Advisory Council on Aging, and the Contra Costa Transportation Authority Citizens Advisory Committtee.

- We discussed the FY26 budget status and potential updates to the FY27 budget.  Regarding the FY26 projection, I raised concerns about the flucuations in the budget forecasts that seemed quite volatile.  At our Budget and Audit Committee meeting in Nov-25, we discussed budget revisions that would make the FY26 budget balanced.  Then we met again in Mar-26, and it was stated that YTD forecast was a general fund deficit of $410K.  When we met last night the year end defiict was projected to be $820K.  Some of this is explainable like a shortfal in revenue, however the volatility is uncharacteristic of a City of our size.    

The Council asked staff to revise the presentation materiasl so it was more clear what was happening.  As a result, we took no action on FY26 or making any changes to FY27.

- We then discussed various options for the sales tax and LMD renewal we are planning on asking for in the November ballot.  This iincluded the length of each, the calculation of each, and potential oversight mechanisms.

Upcoming Meeting 4.21.26

At our next meeting, we will be starting early at 6:30pm for the GHAD session, and the regular Council meeting will begin at its regular time of 7pm.  The GHAD meeting has a couple significant items:

- We will discuss the 2025 Oakhurst Geological Hazard Abatement District Reconnaissance Report.  This report provides information on the current conditions within the District.  We will then discuss recommended actions and provide direction to staff.

- We will disucss authorizing repair work for certain horizontal drain systems.

At the Council meeting, there are several signficant items:

- There are several appointments to local committees and commissions.

- We will review the FY26 budget status and discuss FY27 budget revisions.

- There will be a workshop a Transaction and Use Tax and the Landscape Maintenance District renewal ballot measure.

If you have any thoughts or questions on the above, please let me know.

My 4.7.26 Meeting Summary

Last night the Council met and discussed two significant items:

- We approved an update to our municipal code regarding language update to the housing section requested by the California Department of Housing and Community Development (HCD).  The updates were intended to bring our municipal code more current and in compliance with various changes in the law.  This is at leaset the third update based on feedback from HCD so hopefully this is sufficient that our Housing Element can be approved.  As this is an ordinance change, last night was the first reading.  A second reading is required before it can be placed in effect - after which we can submit the update to HCD.

- We had an extensive discussion about both deferred maintenance items, and potential one time expenditures targeted for FY27.  Historically our general fund reserve has grown steadily, with signficant increases as a result of ARPA funding during the pandemic.  And while maintaining a reserve for unforseen circumstances is prudent, this has to be balanced against regular operations.  Unfortunately that balance shifted too far away from ongoing maintenance and there is a lot of work to be done to catch up.

The City is responsible to maintain a wide varienty of assets, including our library, roads, parks, sidewalks, trails, etc.  Everything under the City's control requires regular and periodic mainenance to be kept in good working order.  What I identified in 2019, and unfortunately what is still true today, is that there is not a schedule or inventory of these maintenance related items.  How often should the Library be painted?  How often should we perform an assessment of trees along our trails to determine if they need work?  The approach that has been taken in large part is ad hoc in nature.  If an issue arises, then the City takes action.  

Because there isn't a regular schedule and things are addressed ad hoc, this means that often times regular maintenance doesn't occur.  Things like minor road work like the bumps in between lanes on our roads, or more serious matters like line markings at various intersections just get missed over time.  With new leadership, comes new approaches to issues.  Staff brought forward last night a list, not comprehensive, or a number of these types of items that haven't been addressed but need to be.  Council gave direction to staff to proceed with haste on bringing us more current with all maintenance items.

This work ranges from general City beautification in areas such as weed abatement and tree trimming, to general safety issues like curb painting and road signs and markings, to infrastructure improvements like sidewalk repairs and new sidewalks.

We also directed staff to include a number of one time spend items for an updated FY27 budget.  We are looking to increase security at our facilities, update our emergency preparedness, and even expand the capacity of our baseball fields.  These reserves were built up with tax dollars, and are meant to be used for the benefit of the community.  

We simultaneously directed staff to assemble an actual schedule of activities, or a workplan so that the community can be aware of what work is going on, what is planned, and when.

Upcoming Meeting 4.7.26

At our next meeting there are a couple of significant items we will discuss:

- An additional update to the Clayton Muncipal Code regarding certain housing related items in order to comply with the latest requests from California Department of Housing and Community Development (HCD).  We have gone through multiple rounds of submissions and review with HCD, and each time a change is requested it requires the changes to first go to the Planning Commission, then two separate readings at Council.

- We will discuss the current FY26 budget status and pottential updates to the FY27 budget.

If you have any thoughts or questions on the above, please let me know.

My 3.3.26 Meeting Summary

At our meeting this week, we received and discussed the audited Annual Comprehensive Financial Report (ACFR) for the fiscsal year ended 6.30.25. 

There weren't any surprises from the audit - FY25 ended with a managable deficit as anticipated.  There were a two items that I wanted to call out.

 - The Successor Agency, which is the entity that took on responsibility for funds after the prior Redevelopment Agency was folded due to state level action that dissolved RDAs in 2012, had been receiving funding from the County in order to wind down the activities of the RDA.  The Successor Agency completely wound down in FY25, and as a result the revenue related to the administration of the Successor Agency decreased signficantly - nearly $350K.  This will go away completely in the out years, and is the cause of projected revenue decreases in the next few years.

- The other item I wanted to call out is what did not happen.  Our auditors did not identify any signficant deficiencies or material weaknesses in internal controls.  Internal Controls are critical in the financial operation of the City.  As a reminder, starting in FY20 through FY23, our auditors identified both significant deficiencies and material weaknesses in internal controls.  They were serious findings, and for years the City was unable to remdiate them.  As we have brought on different staff, the City has been able to address these areas and as was the case last year, in the current year there were also no findings.  

Upcoming Meeting 3.3.26

At our next meeting, there is one signficant item we will be discussing and that is the audited Annual Comprehensive Financial Report (ACFR) for the fiscsal year ended 6.30.25.  It is a bit late - typically these are completed in the December timeframe following the end of the fiscal year, however there were some delays due to staffing at both the City and with our auditors.

If you have any thoughts or questions on the above, please let me know.

My 2.3.26 Meeting Summary

Last night the Council was introduced to four new staff members, including a neew police officer, and three new administrative personel.  And while staff turnover is a normal circumstance, it is great to have a full compliment of staff to support the community.  There remains one role that is still open in the Public Works area.

- We also discussed the timeline of acitvities related to a sales tax measure, and the renewal of the LMD.  The discussion focused on what role the Council has, what role staff has, and when various activities will take place.  This included how and when ballot language would be drafted, when staff would hold informational town halls to inform about each measure, and the timing of each.  The Council gave its preference that staff hold two informational townhalls - one each before and after ballots were mailed to residents.

There was a question posed by a resident which I wanted to address.  The gist of the question was, given the City has a healthy reserve, why is it appropriate to seek a tax increase rather than spend down reserves?

At first glance, it may not make sense to hear that the City needs more tax revenue when it is maintaining a large reserve.  After all, reserves are like savings.  But savings alone do not keep a a household or a City financially healthy if ongoing operations exceed revenue.

Reserve spending may be appropriate in some circustnaces.  Things like emergency response, smoothing during short term economic downturns, one time investments for major equipment, or even costs to cover efforts during reorganization may be appropriate.  These are all one time in nature and time bound.

A city’s reserve works like a rainy-day fund. It exists to help during emergencies, economic downturns, or unexpected events where a large expenditure may be required.  Reserves are not designed to pay for routine, ongoing costs such as wages or maintenance.  Reserves are a fixed pool of money. Operating deficits repeat every year. If we spend reserves on routine services, it is choosing to spend down a limited asset to cover an unlimited problem. That math never works. It only postpones the moment when the money runs out.

At our December 2, 2025 meeting, staff presented a projection of the general fund if no new revenues were implemented:

And the gap will likely grow.  City revenue is largely based on property taxes.  Because the increase in property taxes is capped, inflation has been outpacing proprty taxes for several years.  This means that while our operational costs rise, our revenues are not able to rise at the same rate.  With a sales tax that puts us inline with neighboring cities, the projection looks quite a bit different:

There is also a fairness issue. Using yesterday’s savings to pay today’s bills pushes the cost of current services onto future residents. Rather than address the underlying cause of operational deficits, using reserves asks future generationsn to solve and pay for the the services that are being consumed today.  We as a Council are elected to make decisions and address issues that impact the City.  We know this is an issue, and it should be addressed.

Increasing tax revenue addresses the core problem. It brings ongoing revenue in line with ongoing costs. That balance protects essential services, preserves reserves for true emergencies, and helps ensure the city remains stable and resilient over the long term. In short, savings provide security, and in some cases can buy some time.  But only stable revenue buys sustainability.and keeps the City running.

Upcoming 2.3.26

At our next meeting, we will be discussing one significant item:

- A discussion of a proposed timeline for a sales and use tax measure and the extension of the Landscape Maintenance District.

Please let me know if you have thoughts or questions on the above.