Supplemental Information Received After the Agenda Packet was Copied/Distributed.

Transcription

1 copies to: Honorable Mayor & Council Members City Manager City Attorney City Clerk Administrative Services Director Police Chief Community Development Director Public Works Director Parks & Recreation Program Director Human Resources Coordinator/Deputy City Clerk Fire Chief - Five Cities Fire Authority Counter Copy Media Copy: The Tribune Supplemental Information Received After the Agenda Packet was Copied/Distributed. *REVISED Attachment 1 - Resolution to adopt and appropriate funds for the budget * (Added Part IV establishing salary ranges for new job positions) **CORRECTED Attachment 5 - Responses to Initial Council Questions ** (Responses to Council Question on the Proposed Budget from the June 5, 2017 City Council Meeting) Agenda Item No. 8 Adoption of the Budget (CC Mtg 06/19/2017)

2 Attachment 1 RESOLUTION NO. 17- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GROVER BEACH, CALIFORNIA APPROPRIATING THE FY BUDGET WHEREAS, all requisite public hearings relating to the budget have been duly held, and all necessary findings have been made. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL: PART I THAT the amounts set forth for the purposes named herein shall, upon the adoption of this Resolution, become the Budget for the City of Grover Beach for FY ; and PART II THAT the general provisions governing this Resolution shall be as follows: SECTION 1. APPROPRIATION OF THE FY BUDGET. Monies are hereby appropriated from each of the several funds of the City to each department of the City in the amounts set forth herein for employee services, supplies & services, minor capital, special activities, and capital improvements. SECTION 2. TRANSFERS BETWEEN APPROPRIATIONS AND INCREASE IN APPROPRIATIONS. a. Consistent with the Financial Policies of the City that are contained in Resolution No of the City Council, any adjustments in the amounts appropriated for the purposes indicated herein at the department/fund level shall be made only upon the motion to amend this Resolution adopted by the affirmative votes of a majority of a quorum of the City Council. Administrative changes within the department/fund level may be made without the approval of the City Council pursuant to Subsection (d) of this Section. b. For accounting and auditing convenience, accounts may be established to receive transfers of appropriations from department appropriations for capital improvements & special activities in two or more different funds for the same project. c. Department appropriations in Intra-governmental Service Funds (ISF) may be administratively adjusted, provided no amendment to this Resolution would be required to adjust the appropriation in the department receiving the service from the ISF. d. Any adjustments made pursuant to Subsections (a), (b) or (c) of this Section shall be made consistent with written guidelines established by the City Manager.

3 Resolution No. 17- Page 2 FY AAR SECTION 3. TRANSFER WITHIN AN APPROPRIATION. The funds allocated to the respective accounting object classes comprising the total appropriation for each program or department are for purposes of budgeting consideration and convenience only and are not intended to constitute separate appropriations; provided, however, that funds allocated to an object class may be expected for the purposes of any other object class if such expenditures are within the written guidelines established by the City Manager. SECTION 4. CONTRADICTORY PROVISIONS OF PREVIOUS RESOLUTIONS. Any other prior Resolution or provision thereof of the City Council respecting the appropriation and administration of the FY Budget which is in contradiction with this Resolution is hereby superseded. Notwithstanding any other provisions of this Resolution, no funds appropriated into the Reserves of the City shall be expended, transferred, obligated, used, encumbered or otherwise disposed of except as specifically authorized by previously approved bonded indebtedness or until the City Council reallocates such appropriations by amending this Resolution as provided in Subsection 2(a) of this Part. SECTION 5. ADMINISTRATION. The City Manager or his/her designee shall maintain all changes to this Resolution and shall cause to be filed with the City Clerk and the Administrative Services Director a copy of, and subsequent amendments to, this Resolution following its adoption by the City Council. SECTION 6. CLERICAL CORRECTIONS. The adoption of this Resolution implements the motions and actions of the City Council with respect to the proposed Budget, as amended by those motions and actions, if any, for the direction in drafting this Resolution. By adoption of this Resolution, the City Council hereby directs responsible City staff members to make necessary technical and clerical corrections to this Resolution to implement the intent of the City Council. Such corrections shall not alter, in any manner, the substance or intent of the City Council s adoption of this Resolution. PART III THAT the following amounts are appropriated to the various departments for the purpose or purposes indicated: FUND 01 - GENERAL FUND FY TO: NON DEPARTMENTAL $2,693,815 TO: CITY MANAGEMENT DEPARTMENT 931,620 Legislative, General Management, Human Resources TO: ADMINISTRATIVE SERVICES DEPARTMENT 506,513 General Accounting, Risk Management TO: COMMUNITY DEVELOPMENT DEPARTMENT 808,600 Planning, Building Inspection

4 Resolution No. 17- Page 3 FY AAR TO: PUBLIC WORKS AND UTILITIES DEPARTMENT 1,068,835 Facility Maintenance, Street Construction and Repair, City Shop/Corp Yard, Code Enforcement TO: PARKS AND RECREATION DEPARTMENT 407,200 Recreation, Parks Facilities, Community Services TO: POLICE DEPARTMENT 3,977,957 Police Support Services, Police Operations, Investigations, Communications & Records TO: NON DEPARTMENTAL 140,000 Transfers Out TO: CAPITAL IMPROVEMENT PROGRAM 7,065,486 SUBTOTAL OPERATING & CAPITAL $17,600,026 TO: NON-DEPARTMENTAL 519,727 General Contingency TO: NON-DEPARTMENTAL 1,039,454 General Reserve TO: NON-DEPARTMENTAL 486,384 Emergency Reserve SUBTOTAL RESERVES $2,045,565 TOTAL GENERAL FUND $19,645,591 FUND 10 - PARKS CONSTRUCTION FUND TO: PARKS AND RECREATION DEPARTMENT $9,500 Parks Facilities TO: CAPITAL IMPROVEMENT PLAN 93,000 TO: TRANSFERS OUT 500 TOTAL PARKS CONSTRUCTION FUND $103,000

5 Resolution No. 17- Page 4 FY AAR FUND 15 UNDERGROUND UTILITIES FUND TO: CAPITAL IMPROVEMENT PLAN $160,000 TOTAL UNDERGROUND UTILITIES FUND $160,000 FUND 16 - SUBSIDIZED SENIOR TRANSPORTATION FUND TO: PUBLIC WORKS AND UTILITIES DEPARTMENT $5,000 Senior Taxi Program TOTAL SUBSIDIZED SENIOR TRANSP. FUND $5,000 FUND 17 - GAS TAX FUND TO: PUBLIC WORKS AND UTILITIES DEPARTMENT $247,700 Street Construction and Repair TO: CAPITAL IMPROVEMENT PLAN 300,000 TO: NON-DEPARTMENTAL 3,000 Transfers Out TOTAL GAS TAX FUND $550,700 FUND 18 - LOCAL TRANSPORTATION FUND TO: ADMINISTRATIVE SERVICES DEPARTMENT $4,500 General Accounting TO: PUBLIC WORKS AND UTILITIES DEPARTMENT 80,000 Street Construction and Repair TO: CAPITAL IMPROVEMENT PLAN 2,335,390 TOTAL LOCAL TRANSPORTATION FUND $2,419,890

6 Resolution No. 17- Page 5 FY AAR FUND 20 STREET REHABILITATION AND REPAIR FUND TO: STREET CONSTRUCTION AND REPAIR $414,850 Street Construction and Repair TO: CAPITAL IMPROVEMENT PLAN 6,888,499 TOTAL STREET REHABILITATION & REPAIR FUND $7,303,349 FUND 35 - PUBLIC SAFETY GRANTS FUND TO: POLICE DEPARTMENT $100,300 Police Operations, Investigations; Communications & Records TOTAL PUBLIC SAFETY GRANTS FUND $100,300 FUND 43 STATE MANDATED ADA FUND TO: COMMUNITY DEVELOPMENT DEPARTMENT $3,300 Planning TOTAL SUBSIDIZED SENIOR TRANSP. FUND $3,300 FUND 51 LAW ENFORCEMENT DEVELOPMENT IMPACT FEE FUND TO: LAW ENFORCEMENT DEVELOPMENT IMPACT FEE $15,000 Operations TOTAL LAW ENFORCEMENT DEVELOPMENT $15,000 IMPACT FEE FUND FUND 53 FIRE DEVELOPMENT IMPACT FEE FUND TO: NON DEPARTMENTAL $6,554 Transfers Out TOTAL FIRE DEVELOPMENT IMPACT FEE FUND $6,554

7 Resolution No. 17- Page 6 FY AAR FUND 55 WASTEWATER DEVELOPMENT IMPACT FEE FUND TO: CAPITAL IMPROVEMENT PLAN $58,000 TOTAL WASTEWATER DEVELOPMENT IMPACT FEE FUND $58,000 FUND 56 PARKS FACILITIES DEVELOPMENT IMPACT FEE FUND TO: CAPITAL IMPROVEMENT PLAN $121,020 TOTAL PARKS FACILITIES DEVELOPMENT IMPACT FEE FUND $121,020 FUND 58 WATER DEVELOPMENT IMPACT FEE FUND TO: NON DEPARTMENTAL $127,353 Transfers Out TOTAL WATER DEVELOPMENT IMPACT FEE FUND $127,353 FUND 80 - WASTEWATER ENTERPRISE FUND TO: NON-DEPARTMENTAL $95,510 TO: PUBLIC WORKS UTILITIES DEPARTMENT 2,279,140 Wastewater System, Storm Water System TO: ADMINISTRATIVE SERVICES DEPARTMENT 259,821 Utility Billing TO: CAPITAL IMPROVEMENT PLAN 1,328,305 TO: NON-DEPARTMENTAL 173,653 Transfers Out TOTAL WASTEWATER ENTERPRISE FUND $4,136,429

8 Resolution No. 17- Page 7 FY AAR FUND 81 - WATER ENTERPRISE FUND TO: NON-DEPARTMENTAL $176,565 TO: PUBLIC WORKS AND UTILITIES DEPARTMENT 2,222,460 Water System TO: ADMINISTRATIVE SERVICES DEPARTMENT 462,712 Utility Billing TO: CAPITAL IMPROVEMENT PLAN 1,065,050 TO: NON-DEPARTMENTAL 308,007 Transfers Out TOTAL WATER ENTERPRISE FUND $4,234,794 FUND 82 - WATER CONSERVATION FUND TO: WATER CONSERVATION $110,400 Water Conservation TOTAL WATER CONSERVATION FUND $110,400 PART IV THAT the following salaries for new positions are as follow: Management and Confidential A B C D E F Senior Planner Information Technology Specialist Code Compliance Officer SEIU Administrative Assistant III Administrative Assistant II Administrative Assistant I

9 Resolution No. 17- Page 8 FY AAR On motion by Council Member, seconded by Council Member, and on the following rollcall vote, to wit: AYES: Council Members NOES: Council Members ABSENT: Council Members ABSTAIN: Council Members the foregoing Resolution was PASSED, APPROVED, AND ADOPTED at a regular meeting by the City Council of the City of Grover Beach, California, this 19 th day of June, ATTEST: DONNA L. McMAHON, CITY CLERK ** D R A F T ** JOHN P. SHOALS, MAYOR

10 Attachment 5 Responses to Council Questions on Proposed Budget June 5, 2017 Council Member Lee Do you have a list of existing Department staffing summarized for comparison with budget requests? Below is a list of the recommended personnel changes: Department Position FTE Administrative Services IT Specialist 1.0 Community Development Code Compliance Officer (cannabis) 0.5 Community Development Senior Planner 1.0 Police Records Property Technician 0.6 Police Detective (cannabis) 0.5 Public Works Customer Service Representative FTE Positions Beyond these recommended changes, departments also submitted additional positions as budget requests including: - Management Analyst (City Manager s Office) - Maintenance Worker (Public Works) - Recreation Coordinator (Parks and Recreation) - Records Property Technician (Police) (recommended as 0.6 FTE) - Police Officer (2) (Police) Has video recording/saving of Council meetings been budgeted for FY17-18? No, funding for video recording/saving of Council meetings has not been budgeted for next year. Council could provide direction to add such funding to the budget though I do not know how much would be needed. I could provide this information to the Council as part of the June 19 th budget adoption staff report. The Capital Projects section includes an unfunded project for Council Chambers Upgrades that staff would carry out if funding was available. In each department there are Supplies & Services and Minor Capital line items with no corresponding discussion of what is included beyond the Department Initiatives - is there a summary of what is included? For instance: - Community Development is going from $812k to $215k...the reduction can't all be attributed to the Home Grant program - Public Works has an S & S line item of $4.6M, an increase of approximately $400k from this year (are potential SB 1 funds programed in the Budget?) - Parks & Rec S & S seems to have been reduced? Is this a savings from School District use of electronic promotional flyers instead of hardcopies? Staff has developed a summary sheet highlighting major changes to each department budget. This sheet is attached to this list of responses and we will incorporate such information in the final budget document once the budget is adopted. FYI...Summary paragraph on page 80 contains $XX for FY17 and FY18. This typo will be fixed in the final document.

11 The Capital Projects budget is not identified as FY17-18 like the remainder of the budget...the budget #s are for FY 2017 Estimated or FY 2018 Budget? You re correct, the terminology of the years is different for the Capital Projects section than the rest of the document. We will make the terminology more consistent in the final version. For now, please note that 17/18 Budget and FY 2018 both mean next fiscal year while 16/17 Estimate Actual and FY 2017 Estimated both mean this fiscal year. Council Member Peterson P.61 What is the Conference Center Bond Fund? It is a new fund that will be created when the City issues debt for the conference center pending the Council s approval of the final financing strategy. P.75 Code Compliance. What issues will be expanded upon with the new Code Compliance Officer? The new Code Compliance Officer expands on the existing half-time vacant position to create a full-time position. Half of this position is funded from commercial cannabis regulatory fees in anticipation of significant compliance activity to ensure that cannabis businesses are complying with the City s codes. This staff position, which is the first for the City, will also allow for more responsive code enforcement activities in general on zoning and building code violations. Staff will seek further guidance from the Council with our future code enforcement activities prior to filling this new position. P.80 Key Dept Initiatives - What are the guidelines for determining where infill sidewalks will be installed? Council provides guidance for infill sidewalks relative to streets selected for each bond issue. Generally Council s direction has been to infill sidewalks along major pedestrian corridors. P.81 FTE Personnel Admin Analyst - What is meant by 'Confidential'? A confidential employee is one who deals with issues of a confidential nature such as sensitive employee information and internal communications. P.82 Mission Statement last line civil disorder. I understand criminal disorder, but would like a definition of 'civil disorder'. A Civil Disorder is a public disturbance of 3 or more people that causes or has the ability to cause damage to property and danger to lives. These events usually come about from protests against a government issue or public matter. P highlights. What is/are the reason/s for the 30% increase in calls for service? There are a variety of reasons for the increase of approximately 5,500 more calls this year. The primary reason is the police department received more calls for assistance from the public (our highest ever) which necessitated our police response. Another reason is there were two more officers on duty during the year than the previous two years as statistically each officer generates about 1,500 calls a year in addition to what they are sent to by dispatch. In addition, in 2016 our department was the recipient of grant funding that allowed for many overtime shifts that officers could spend on bike patrol, foot patrol and special assignments for our residents and businesses. Each of these assignments generate more calls for service. P.86 Expenditures by Category - What is the $38,268 debt service for? This is the first annual installment payment of five for a new dispatch center radio system that is needed for police, fire and public works radio communications. This new system will be installed in the fall of 2017 pending approval in the budget. P.94 Revenues - Charges for Current Services $1,064,551 - what services does this include? This category includes a variety of revenues: Building and planning related revenues, Recreation and Tiny Tots Fees, Miscellaneous Revenue, Cannabis Revenues, Fingerprinting, Vehicle Impounds, and Special Event Fees. Revenues Under Expenditures - Where is the $2,293,025 coming from to cover this amount? General Fund reserves are recommended to cover this difference between revenues and expenditures in This

12 difference is primarily due to one-time capital projects which staff believes is a suitable use for one-time funding from reserves. P.99 Revenues - Gas Tax Loan Repayment - Is this part of the money the State owes us? If not, what is it? Yes, this a repayment of the funds borrowed by the State from the Gas Tax Fund. We anticipated that we will receive this amount for the next three years. P.104 Last 2 lines - Why were Special Events redistributed to the General Fund? We are proposing to incorporate the Special Events Fund into the General Fund given the relatively small size of the Special Events Fund and lack of clear reason to separate it from the General Fund. Special events will be a program of the Parks and Recreation Department with revenue generated from events deposited into the General Fund. This move will not change the functionality or operation of special events. P.111 Enterprise Funds 2nd to last line - the ending fund balance includes all assets within the fund (Waste Water and Water) - what assets are these, other than cash? Ending fund balance includes all fixed assets of the associated with the respective funds such as water/sewer lines, equipment tanks, nitrate plant, etc. Focusing on the cash balance is particularly important for the two Enterprise Funds given the degree of fixed assets included in Ending Fund Balance. In contrast, the General Fund does not have this degree of fixed assets so focusing on Ending Fund Balance is sufficient. P.125 Line 1 - Where are the overgrown ficus trees located? The trees are located at the Mentone Basin Park along 14 th Street near the basketball courts. An outside arborist in 2015 recommended the removal given damage from the trees on walkways and planters. Landscape architect David Foote recommended that once the trees were removed, the area should be leveled off with additional seating and picnic tables. P.135 Public Buildings/Facilities - What percentage of the parking lot does the City own? The City owns approximately 17% of the total land area contained within the proposed parking district or 25% of the parking lot itself. Is there a presentation/staff report from the Wednesday meeting online? The presentation given at the business outreach meeting will be similar to the presentation provided to the Council. Will you be providing an update on the meeting in your City Mgr. Report at the Council Meeting? A summary of the meeting is provided in the staff report. P.145 Wastewater - Sewer Lines - does the updating of any sewer infrastructure include Park View? An elderly resident there last week had a back up that caused she and all her belongings to be removed from the house. She suffered a heart attack as a result of the pandemonium and ended up staying in the hospital. The sewer infrastructure update does not include Park View. Staff was not aware of a sewer failure on Park View and are thus not clear if the backup was related to the City s main or the private homeowner s lateral. Staff will follow up on this issue. P.151 Unmet Needs Parks/Community Services 4. Beachfront Park. Where is this proposed to be located? A beachfront park at the end of W. Grand Ave. was proposed in 2012 by RRM with the anticipation of the Lodge development. Streets/Storm Drains 8. Removal of Eucalyptus Trees Front Street. This is across from the Butterfly Grove and attracts butterflies. What trees are proposed to be removed there? Large eucalyptus trees that pose a risk to City infrastructure or nearby improvements (buildings, cars, etc.) Trees that can be successfully pruned to reduce risk will be pruned, others will be removed.

13 P.155 Appendix - Both Resources and Expenditures reference regular reports. How often does 'regular' mean? Waste Water and Water General Funds - Do these include capital costs such as replacement of aging infrastructure? If not, what fund does? Timing for reports has typically been quarterly though staff did not consistently meet this timing this past year. We will have more formal financial reporting to the Council beginning in the next fiscal year. Yes, the Water, Wastewater funds cover aging infrastructure replacement. P.160 Please explain the rationale behind the Gann Appropriation Limits, i.e. what is it that we are protecting from? The Gann Limit provides a limit regarding the total amount of appropriation from the proceeds of taxes in a jurisdiction in a given fiscal year. The City cannot appropriate or spend more than the appropriation limit as established in the formula on Page 161. The City s appropriations subject to the limit are $2.2 million under the limit itself.

14 Summary of Department Budget Changes Departmental Budgets Budget vs Estimated Department Estimated Budget Difference Non-Departmental $ 2,062,877 $ 2,965,890 $ 903,013 City Manager's Office $ 731,146 $ 931,620 $ 200,474 Administrative Services $ 1,066,181 $ 1,233,546 $ 167,365 Community Development $ 1,240,781 $ 811,900 $ (428,881) Public Works $ 5,821,405 $ 6,429,385 $ 607,980 Police $ 3,973,962 $ 4,082,957 $ 108,995 Parks and Recreation $ 438,110 $ 416,700 $ (21,410) Significant Changes in Department Budgets Non-Departmental - General Fund Legal moved from individual programs to Non-Departmental $ 120,000 Insurance moved from individual programs to Non-Departmental $ 352,400 Services - Other (Fire Station Fence in FY ) $ (23,950) Labor Negotiations $ 15,000 Increase in CalPERS $ 95,889 Increase in Five Cities Fire $ 91,014 Debt Service For Broadband Network $ 138,047 Non-Departmental - Wastewater Insurance moved from individual programs to Non-Departmental $ 50,150 Non-Departmental - Water Insurance moved from individual programs to Non-Departmental $ 75,100 City Manager's Office Outside Consultants (Tim Dunkin, Ken Hampion, Bill Statler) $ 20,000 Community Survey $ 25,000 Election Costs $ (20,000) Records Retention $ 10,000 Move of Legal to Non-Departmental $ (70,000) Increased Funding for Nonprofit Organizations $ 10,000 HR System $ 10,000 Cannabis Permitting and Regulatory Costs (offset by cannabis fees) $ 201,100 Administrative Services Move from Part-Time Contract IT to Full-Time IT Specialist $ 51,966 Upgrade of Computer System - (General Fund, Water & Wastewater) $ 56,551 Records Scanning Assistance $ 25,000 Increase in Contractual Obligations (Audit, Outsource UB & Offsite Storage) $ 10,200 Community Development CDBG Funding Elimination $ (81,979) HOME Funding Elimination $ (412,829) Legal moved to Non-Departmental $ (30,000) Insurance moved to Non-Departmental $ (22,420) Anticipated Development-Related Services $ 48,000 Advanced Planner (offset by contract planner reduction) $ 85,000

15 Summary of Department Budget Changes Public Works Insurance moved to Non-Departmental $ (129,638) Maintenance of City Facilities $ 21,500 Seasonal Maintenance Labor $ 10,000 Tree Planting $ 15,000 Increase in Sanitation District Payment (offset by revenue) $ 142,500 Sanitary Sewer Master Plan $ 60,000 Increase in Lopez Treatment Costs $ 40,000 Water Engineer Consultant (Phase II RSGP EIR) $ 85,000 Water Master Plan Update $ 60,000 Increase in Services for Street Rehabilitation and Repair $ 120,000 Increase in Services for Gas Tax Fund $ 20,000 Increase in Services for Water Conservation $ 18,000 Utilities Costs for Electric, and Water $ 16,400 Backhoe/Loader Replacement $ 90,000 Debt Service on Maintenance Vehicles $ 23,860 ADA Transition Plan $ 60,000 Police Insurance moved to Non-Departmental $ (56,500) Cyber Crimes Task Force $ 10,000 Reduced Need for Vehicle Acquisition $ (50,046) Tax on Radio System (Cannot be Debt Service) $ 9,255 Radio System Debt Service $ 38,268 New Employee Uniforms and Equipment $ 14,500 Records Property Technician $ 35,530 Parks and Recreation Office Furniture and Marketing Support $ 12,500 Insurance moved to Non-Departmental $ (25,000)