Arr/jd/meNT c. Mid-Year Budget Amendment

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Arr/jd/meNT c 3/2/2016 FY2015-16 Mid-Year Budget Amendment Md.

1 Arr/jd/meNT c 3/2/2016 FY Mid-Year Budget Amendment Md.inir Pun rll FY Status Clean opinion from Maze & Associates General Fund fund balance is $10,426,298; Unassigned portion is $3,332,106. Total is an increase of $601,231 over prior year. Nonspendable General Fund balance includes $6.3M in internal loan to MLK Total net position is $25.9M, a reduction from prior year primarily due to changes in methodology for calculating pension liabilities. (GASB 68) Business type activities increased net position by $961,754; the majority in Parking. Page 1 of 14 1

2 FY Mid-Year Approach» Incorporate changes already approved by City Council «Reflect most current information in revenues, department operations, and projects including shifts from early estimates «Address funding for identified projects and needs Begin review and discussions for upcoming FY Budget process FY16 Status of Special Items Fund/Department/Item for n.. Status Consideration General Fund: Revenues and Expenses,,,, Estimate is being increased slightly to reflect Measure (J '/a cent sales tax revenues.? r actual receipts. Increase ol $100,000 ^1-. r i-»ri Payment of $263,000 made in July 201s; OPEB lundine-arc 1..,, contribution to irrevocable trust.,,. r, Payments totaling $1,056,044 made in luly 201s Pension runding-prepayment discount,,. 0., and 3% discount recognized. Administration Senior Business Analyst position upgraded to Finance Manager to Position has been posted and candidates are reflect the forthcoming retirement of being considered by the newly appointed the incumbent Administrative Services Administrative Services Director/Treasurer. Director/Treasurer Page 2 of 14

3 FY16 Status of Special Items (cont.) Fund/Department/Item for Consideration General Fund: Information Technology Planning/Permitting software for the Community Development and Engineering Departments IT Strategic Plan placeholde Police Police Officer partially funded with 3- year grant Status Research and discussion are being conducted to confirm technical and functional aspects, RFP will be done prior to end of fiscal year. Current budget is $125,000; recommend reduce funding and revisi t for FY , Plan presented to City Council in December 2015; first purchase of equipment totaling $93,000 in February Additional purchase of $12,000 planned for FY2016. This position is currently vacant but is in good standing with partial federal funding extended through January once filled. FY16 Status of Special Items (cont.) Fund/Department/Item for Consideration General Fund: Community Development Historic preservation regulations Formula retail zoning ordinance amendment Vacation rental code enforcement (revenue neutral through anticipated increased Transient Occupancy Taxes) Planning Commissioners' Academy training Rccreation CARSS Program revenues, grants and expenditures Status Nearing completion of draft regulations without consultant assistance; no expenditure of funds. Final draft expected to complete by April 2016, Research of others cities' ordinances completed by staff; Funding of $30,000 for consultant assistance will be proposed for FY $20,000 has been expended through January in pilot program; $30,000 funds available; no revenue has been received. Scheduled for Spring $15,000 grant has been expended through January; $9,000 City funds available. Page 3 of 14

4 FY16 Status of Special Items (cont.) Fund/Department/Item Consideration General Fund: Library Enhanced book budget Non-departmental Homeless Civic Funding Transfer Out to CIP Fund Capital Projects Fund: Major Parks Renovation o Dunphy Park o Robin Sweeney Park o Southview Park for Status Additional $2,500 budgeted and being expended. Amendment includes $12,000. Amendment increases the transfer by $743,000; $100,000 of which is Measure "O" and $105,000 is the IT Strategic Master Plan funding; net increase in General Fund support is $638,000. Certificates of Participation closed in January 2016; contract awarded for Robin Sweeney Parkcompletion estimated July 4, Design is underway on Dunphy Park with construction expected to begin Summer FY16 Status of Special Items (cont.) Fund/Department/Item for Consideration Marinship Marine Rails project General Plan Circulation Element Measure O Funding o Enhanced street, concrete street funding; traffic and transportation repairs compliant with ADA requirements; storm drain master plan and storm drain ROW repairs Downtown and Bridgeway Tree and Median Maintenance Status $50,000 budgeted for historic consultant works related to the Marinship including $20,000 for Marine Rails; $10,000 expended through January. Work is ongoing. Process and parameters are being developed for General Plan including RFP to be issued Summer Amended budget includes $1,100,000, an increase of $100,000 as a result of anticipated receipts, Projects include ADA, storm drain, and streets improvements totaling over $2,388,800 including all sources. Amended budget includes $60,378; over $47,000 expended through January. Page 4 of 14

5 3/2/2016 FY16 Status of Special Items (cont.) Fund/Department/Item for Consideration Enhanced Landscape Maintenance Water Conservation Improvements Flashing Crosswalk Indicators Dunphy Park modular restroom City Hall beautification Parking Fund Bicycle parking congestion management program Chamber of Commerce kiosk request Sewer Fund City and District consolidation study Status Amended budget includes $15,000 dedicated to enhanced landscape maintenance. $15,000 included in the Amended Budget; over $12,000 expended through January. Budgeted at $30,000; installation pending location study for traffic management. Deferred for the Dunphy Park Renovation. Amended budget includes $65,000 for work through June 30. Additional funding will be considered as part of the FY16-18 budget process, Kiosk funding was made through the General Fund. Budgeted at $25,000 for 50% share in conjunction with SMCSD funding FY16 Status of Special Items (cont.) Fund/Department/Item for Consideration Martin Luther King Complex (MLK) Fund Finance year 10-year facility assessment needs through Certificates of Participation Finance major parks renovation projects through Certificates of Participation Status Certificates of Participation (CoP) were closed in January, netting $7.2 million, and a RFP for architect and program management is being drafted for the MLK renovations, estimated at $3 million. Work on Robin Sweeney Park and design on Dunphy Park are underway; Southview design is pending. The parks projects ($4.2 million) are tracked in the General Capital Projects Fund. Page 5 of 14 5

6 i! ; : 3/2/2016 Significant Items * Accessibility (Americans with Disability Act- ADA)- $431,000- Bid Packages 7-9; Caledonia Street 9 Robin Sweeny Park Alternate Items (Contingency)- $34,000 * Chamber of Commerce Kiosk-$11,000» Police Dispatch Contract- $70,000» Replacement Benefit Fund (CalPERS)- $8,113 8 Streets Program (construction estimate and construction management allowance)- $100,000 * Move IT Master Plan elements to Capital Improvement Fund FY16 General Fund Highlights * Sales Tax and Transient Occupancy Tax (TOT) estimates +315,000 * Planning, Building, and Engineering estimated revenues +141,760 «Net Other revenue estimates +127,121 * TOTAL General Fund Revenue: +583,882 Page 6 of 14 6

7 General Fund Revenues Royenue/ Department Description priginaj Change Amended Budget Budget Measure "O" Sales Tnx revcnuo Transient Occupancy Tax (TOT) revenue Development Fees Other revenues Increase ftstimate of anticipated receipts based on actual to date : Increase estimate of public safety sales tax receipts based on actual to date Increase estimate of anticipated receipts based on actual to date Increase estimate of anticipated receipts based on actual to date Increase in recreation revenues and I transfer from MLK Fund for additional General Fund services Revenue TOTAL Si,ooo,ooo $100,000 - $1,100,000; 2,260,000 15,000 2,275,000 1,400, ,000 1,000, , , ,520 5,112, ,121 5,240,037 $14,913,676 $583,882 $15,497,558 FY16 General Fund Highlights Transfer to Capital Improvement Fund +743,000 IT Master Plan Elements: $105,000 Police Operating Costs (Vacancies) -223,759 Public Works Operating Costs +194,857 «Community Development Operating Costs -130,813 Other Operating Costs +198,216 Page 7 of 14

8 General Fund Expenditures Revenue/ Department Description Move IT Strategic Master Plan to Capital Fund; move between departments/ accounts to address CalPERS distribution ^:. Reduction in contract and professional services for historical consultant and other services to reflect current workload and wages to reflect past vacancies. Move between departments/ accounts to address CalPERS distribution. Savings from vacancies, partially offset by full funding for dispatch contract. Move between departments/ accounts to address CalPERS distribution. Orieinal Budget Ch.tni.'p Amen rir d Budget S 2,350,465 $ (140,085) $ 2,204,380 1,122,998 (130,813) 992,186 5,049,821 (223,759) 4,826,062 ] General Fund Expenditures (cont.) Department of Public Works Recreation, Library, and Non- Non-Departmental Expenditure TOTAL Move between.departments/ accounts i to address CalPERS distribution. Additional professional services and : ; infrastructure repairs to reflect level of i activity Move between departments/ accounts to address CalPERS distribution. Payment of Kiosk from operating funds, Increase in professional services for litigation and support. [ increase in transfer to General, i Construction Capital Fund including for I Measure O and IT Strategic Master Plan 1,806,9352 :: : 194,857 2,001,789 3,103, ,301 3,222,554 : 1,450,000 : 743,000; 2,193,000 $14,883,469 $556,500 $ 15,439,970 Page 8 of 14

9 FY16 General Fund Summary Revenues I $14,913,676 $ 14,913,676 $ 583,882 $15,497,558 Expenditures 1 $ 14,883,469 $ $15,439,970 : fl if: Impact 0 n Fund Bala nee $ 30,207 $ 30,207 $ 57,588 B *2QjM5; urvd:ba)arice:.;; 9,787,676 9,787,676 H FY2015?i6; Fuhci Balance:: / $ 9,817,883 $ 9,817,883 $10,483,886 less Non-Spendable 6,368,240 6,368,240 6,368,240 B:plus Disaster Assistance Fund (I FY16 Liquid Reserves $ 4,413,712 $ 4,413,712 $ 5,084,354 % Liquid Reserves of Annual Exp % 29.66% 32.93% Sewer Construction Capital Fund Establishing a separate Sewer Construction Capital Fund for will facilitate tracking capital expenditures including those funded by the 2015 Sewer Bond proceeds. The 2015 Sewer Bonds are intended to be expended over a three year period with the majority being spent in FY and FY Page 9 of 14

10 3/2/2016 Sewer Construction Plan Project : Estimated Cost Urgent Sewer Repairs, Gate 5 Road, Beach «$1,898,958 Street TOTAL Year 1 Bee Street, Bridgeway Waterfront, Coloma $2,153,507 Street, Nevada Street, Caledonia at Turney, : Josephine Street, Santa Rosa Avenue Pine Street, West Street (Hurricane Gulch), $2,041,720 Bulkley Avenue, Bridgeway at Ebbtide, Filbert, Bridgeway at Dunphy, Crescent Avenue, Cazneau Avenue, Tomales Street, Whiskey Springs PS, Bridgewway at Princess PROGRAM TOTAL $6,094,185 FY16 Other Funds Spcciai Revenue Funds Construction impact Foes (122) IRevenues Expenditures Change to Fund Balance Police Grant (134) 1Revenues Expenditures Change to Fund Balance General Capital Projects (140) i Revenues Expenditures Change to Fund Balance : Sowor Construction irevenues Expenditures Change to Fund Balance Adopted Current Aniendod Budfiet BudKPt Amendment Budect 'mm 150, ,000: 25, ,000 $ - $ - S (25,000) $ (25,000) Capital Projects Funds 7,093,333 7,093,333 8,468,833 8,572,633 : $(1,375,500) $ (1,479,300) $; 60,000 60,000 60,000 ^ 60, ,205 7,385, ,806 8,784,439 80,399 $ (1,398,901) 6,094,185 6,094,185 6,094,185 6,094,185 i Page 10 of r

11 3/2/2016 FY16 Other Funds (cont.) Enterprise Funds MLK Rental Property (210) m Revenues 8,525,000 8,525,000 29,000 8,554,000 (ffl Expenditures 7,917,110 7,917, ,982 8,239,092 (changeto Fund Balance S 607,890 $ 607,890 s (292,982) S 314,908 Parkinf; (220) Pi Revenues 2,262,500 2,262,500 (25,000) 2,237,500 B;Expenditums; 2,321,367 2,321,367 11,125 2,332, Change to Fund Balance $ (58,867) $ (58,867) (36,125) $ (94,992) Internal Service Funds General Liability (270) M RMenues-.I^: Li;: 11 Expenditures - 50,000 50,000 B Change to FundtiBalance : $ -s $ (50,000) $ (50,000) General Capital Projects Fund Dcscriotion In design stage, not complete prior to June 30; decrease funding. Not complete prior to June 30; reduce current year funding; revisit for FY16-18, Not complete priorto June 30; reduce current year funding; revisit for FY Anticipated costs for planned streets is higher; actual costs will depend on final bids. Robin Sivoony Bid costs included additional scope of work Park and within Robin Sweeny Park mobilization (as : related campus identified in prior Staff Report). Dunphy Park elements and park capital planning moved to major park renovation; small park improvements not complete prior to June 30- reduce current year funding; revisit for FY16-18, Original. Amended Budget i Chance Budget 240,000 (234,000) 15,000 (15,000) 6,000 : 240/0001 (95,000) : 145,000: 950, ,000 1,050,000 1,150,000::: 483,728 1,633, ,000 (259,000) 1,000 Page 11 of 14 11

12 General Capital Projects Fund (cont.).original Amondt'd Dcscriplinri! Budget Ch.inge I Budget Genera Update Ha Beautif IT Strat h Not complete prior to June 30; reduce current year funding; revisit for FY Drafting RFP and process parameters; contract not executed prior to June 30; reduce current year funding; revisit for FY Priority 1 projects to be completed prior to January 2017 per settlement including those ; within Robin Sweeny Park mobilization. Project included Painting and Landscaping elements. Painting will not be complete prior to June 30; reduce current year funding; revisit for FY1G-18. Move from General Fund and defer Permitting ''ware component. < ii'jstmentsto reflect actual costs and timing of k completion. OTAL Changes to Projects 250,000 (225,000) 25, ,000 (125,000) 737,000 ; 431,262. 1,168, ,000 (80,000) 195,000 $4,307,000 65, , ,000 64, ,806 $151,806 $4,458,806 Accessibility Lawsuit Settlement «The settlement, approved in Fall 2015, included Priority 1 improvements to be completed within 18 months, by January 2017, and Priority 2 and 3 improvements to be completed over the next 15 years. The total estimated cost of the physical improvements, including design, construction management, and inflation is $3,955,500, with approximately $586,083 spent as of January * The legal costs of $613,500 are reflected as part of the final expenses in prior years. Page 12 of 14

13 3/2/2016 Accessibility Lawsuit Settlement (cont.) The proposed amendment includes an additional $431,000 in accessibility improvements of which $86,000 is considered lower priority than the Priority 1 improvements but is within the Robin Sweeny Park Project influence making them more cost-effective to undertake at this time. Hggggggn g. m m 613, , , , ,280 1,513,542 86, ,620 1,200,000 1,322,348 1,120,000 1,120,000 $613/500 $738,500 $516,990 $481,900 $1,200,000 $1,120,000 $4,570,890 Robin Sweeny Park Project Contracts awarded in January 2016 total $1,600,000 Funded with $1,050,000 from Certificates of Participation $ 550,000 funded from incomplete, deferred, or unneeded General Capital projects * Proposed contract amendment for Bid Alternates i,2a, 2B, and 2C is $250,000 1 and 2A are ADA compliance items not included in the Priority 1 list of settlement items: $84,817 2B and 2C are included in the Accessibility Settlement as Priority 1 items: $131,455 $33,728 is set aside for contingency for the full Project. Page 13 of 14 13

14 3/2/2016 Looking forward FY Budget preparations are underway. * Finance Committee has reviewed the process and tentative overview; next meeting is Monday, March 21 Updates will be made to City Council at each regular meeting beginning April 26 through June. Questions & Discussion Page 14 of 14 14

STAFF REPORT SAUSALITO CITY COUNCIL

STAFF REPORT SAUSALITO CITY COUNCIL AGENDA TITLE: Annual Review of City Council Priority Calendar Step One: Reviewing the Projects RECOMMENDED MOTION: Move to approve the items to be Considered for the