City of San José 2017 – 2018 Community Budget Prioritization ExerciseCitywide Zero-Based Budgeting ExercisePrepared for: The City of San José

Prepared by:Conteneo, Inc.12-Feb-2017

21 in-person games

Event Overview

• 28-Jan-2017 – San José Convention Center• 83 residents organized into 15 forums• San José provided subject matter experts• Conteneo provided volunteer Certified Collaboration

Architects Facilitators and Observers• Two engagements:

• Zero-Based Budgeting • Grow Our Community

Engagements3

Zero-Based Budgeting• 32 Neighborhood Service programs representing

$42,050,000 in spending from 2016-2017• Residents collaborate to determine funding for 2017-

2018• Residents allowed to introduce new programs

Grow Our Community• Residents were given trees representing

their districts and asked to identify “What would make your community great”?

Zero-Based Budgeting

32 Programs Were Tested5

Item # Service/ Program 2016-2017 Budget

1 Illegal Dumping $900,0002 Free Junk Pick-Up $2,500,000

3Homeless Response Team / Encampment Abatement $2,000,000

4 Business District Beautification $50,0005 San Jose Creates and Connects $250,0006 Plaza Activation and Maintenance $150,000

7Code Enforcement: Abatement Officers (General Code Enforcement) $2,300,000

8 Code Enforcement: Civil Action Attorneys $800,000

9Neighborhood Clean Ups - City Sponsored $850,000

10 Community Action & Pride grants $100,00011 Anti-Graffiti $1,500,00012 Anti-Litter $300,000

13Park Volunteer Program (Adopt-A-Park/Adopt-A-Trail) $400,000

14Park Activation

$750,00015 Neighborhood Park Maintenance $10,300,00016 Regional Park Maintenance $3,350,000

Item # Service/ Program 2016-2017 Budget

17 Sports Field Program $250,00018 Parks Water $4,900,000

19Parks Restroom / Custodial Services $850,000

20 "Pocket Park" Maintenance $600,00021 Tree Maintenance $400,00022 Adopt-A-Median $0

23Adopt-A-Street

$024 Sidewalk Repairs $450,000

25Streetlight Installation/ Additions $0

26 Streetlight Replacement $2,200,00027 LED Streetlight Conversions $1,050,00028 San Jose Gateways $0

29Weed Abatement

$400,000

30Streetscapes/Right-of-Way and Median Maintenance $2,900,000

31 Urban Forest $400,00032 Urban Forest: Tree Trimming $1,150,000

Each table was given the chance to add two ideas to the list of projects.

Write-In candidates do NOT increase the total budget. Instead, residents must fund a write-in candidate like any other project from the existing budget.

Optional Write-In Candidates

Name

Description

Measure of Success

Required Resources

Additional Information

Investment

Counting Decreased/Increased Programs

The final funding of each program was grouped and counted based on the following buckets:

Nearly all programs had some increases and some decreases. We used the total number of increases or decreases in funding to determine our final sorting of items.

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Significant Decrease0% to 74%

Decrease

75% to 98%

Fund As-Is

98% to 1.02%

Increase

1.02% to 30%

Significant Increase

>30%

Programs Decreased/Increased8

DecreaseMore tables voted to

decrease these programs

Fund As-IsTables roughly equally

increased/decreased these programs

IncreaseMore tables voted to

increase these programs

Programs are listed in decreasing order in each groupGreen items were zero.

29 Weed Abatement18 Parks Water

30Streetscapes/Right-of-Way and Median Maintenance

32 Urban Forest: Tree Trimming26 Streetlight Replacement15 Neighborhood Park Maintenance16 Regional Park Maintenance

28 San Jose Gateways23 Adopt-A-Street22 Adopt-A-Median25 Streetlight Installation/ Additions3 Homeless Response Team /

Encampment Abatement1 Illegal Dumping12 Anti-Litter7 Code Enforcement: Abatement

Officers (General Code Enforcement)

4 Business District Beautification27 LED Streetlight Conversions

8 Code Enforcement: Civil Action Attorneys

10 Community Action & Pride grants21 Tree Maintenance20 "Pocket Park" Maintenance2 Free Junk Pick-Up

13 Park Volunteer Program (Adopt-A-Park/Adopt-A-Trail)

14 Park Activation6 Plaza Activation and Maintenance

17 Sports Field Program5 San Jose Creates and Connects

24 Sidewalk Repairs11 Anti-Graffiti9 Neighborhood Clean Ups - City

Sponsored

Resident Proposed Programs9

Homeless: 1 program, $3M.

Most programs were associated with trash/beautification.

One program for increasing allocation to police.

1-1: Job Placement and Assistance for Homeless $3,000,0002-1: Creative “Open Space” for Graffiti $150,0002-2: Small Biz Dump Credits $300,0002-3: Small business Junk/Trash Credits $500,0003-1: Increase Fire & Police Dispatcher $1,000,0003-2: Landscape Neglected Properties $5,000,0005-1: Historic Prevention $250,0005-1: Pilot Streetlights $500,0006-1: Community Center $200,0006-2: Sanctuary City $07-1: Sidewalk repair $1,000,0007-2: Streamline Trash/Blight Programs (#1, #2, #12) $010-1: <Name of program is unreadable> $1,250,00011-1: Educate Safety for Pedestrians/Bicycle $014-1: Rain Day Fund $800,000

Note: Not every program was funded!

Grow Our Community352 Unique Ideas

Count of Results by District11

1 2 3 4 5 7 8 9 106a 6b Grand TotalAnimals 2 2Beautification 1 1 1 1 4Clean Up 1 5 3 3 3 1 1 3 3 2 25Code Enforcement 1 1 1 1 3 2 10 3 22Community Action 2 2 5 14 15 25 12 6 10 91Custodial Services 1 1Diversity 2 2Education 3 1 1 2 2 2 11Homeless Response Team 2 4 2 1 3 12Housing 6 6Other 3 6 7 6 2 2 4 2 32Parking 5 1 1 1 8Parks 4 1 3 2 3 1 1 2 9 2 28Plaza Activation & Maintenance 2 1 4 7Public Action 3 3Public Safety 1 1 1 1 5 1 1 4 15Public Transportation 1 1 2San Jose Creates & Connects 3 2 1 6 4 16Sidewalk 1 3 4Sports Field Programs 2 1 3Street 2 2Street Lights 1 2 1 4Streetlight Installation 1 1Streets 3 3 3 4 4 1 7 25Traffic 1 1 2 4Transportation 1 3 1 5 10Tree Maintenance 1 1 3 1 1 4 11Urban Forest 1 1Grand Total 25 26 34 23 33 25 48 31 27 46 34 352

Interpretations & Recommendations

13Litter / Dumping / Junk Are Top Concerns

Facilitators reported the most active conversations concerned litter, dumping and junk.

Residents suggested program consolidation and streamlining among (potentially disparate) departments.

14Safety is a Significant Concern

Residents tended to invest in programs perceived to address safety directly (such as improved sidewalk repairs) or indirectly (such as the keeping parks healthy).

Notably, street lighting funding was significantly reduced and the excess funds were used to increase funding in several other areas.

Homelessness Was Uneven

In prior years homelessness was perceived as a broad issue across many tables.

In this session only a few tables had passionate or significant discussions regarding homelessness.

One table funded a significant homeless write-in candidate.

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Key Results

• There is insufficient data to recommend the elimination of any program.

• All three programs with $0 in funding experienced broadly supported significant funding recommendations.

• All three “small programs” ($100K) experienced an average increase in funding.

Event Team Retrospective & Resident Suggestions for

Improving the Process

18What Worked Well: Location & Diversity

DiversityResidents were diverse, representing different parts of the city and different experiences.

LocationThe Convention Center was excellent! It was the best space yet for the event.

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What Worked Well

• The City provided content several days in advance of the event!

• Subject Matter Experts continue to provide valuable insight.

• Online spreadsheets for tracking bids

• Physical tracking boards and trees

Residents Suggestions for Improvement

• Reminders of the event via email & text messages

• Reduce the number of projects

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In-person Event Team

On behalf of our global team of Certified Collaboration Architects, Thank You.

Luke HohmannFounder and CEO

Conteneo, Inc. www.conteneo.co

www.everyvoiceengaged.org