FY 2015-16 Administration Department Budget 101
ADMINISTRATION DEPARTMENT Description The Administration Department ensures that City Council policies and directions are carried out and provides for support to the City Council in areas such as municipal management; public and intergovernmental relations; special projects, and other issues affecting the City s interests. Additionally, the Department directs, oversees, and supports the efforts of all City Departments. The Administration Department includes the City Manager and City Clerk functions, Public Information, Legislative Advocacy, and City Attorney. Department Mission Statement To provide support to our community members, elected officials, and City Departments, while creating an atmosphere of cooperation and teamwork in approaching the challenges facing the Chino community. Proposed Goals for FY 2015-16 Provide guidance to all City Departments in a manner consistent with the City of Chino s Organizational Values and with Citywide programs/objectives Provide residents and employees with dynamic and interesting information about city programs and services using traditional media and new technology. Update the city website to more user friendly and visually appealing to the public. Promote the city s programs and services through partnerships with volunteers, community groups, associations and community events. Continue to monitor the State of California s activities at the California Institution for Men and ensure that the needs of the Chino community are represented. Conduct a special election for ballot measures that amended the City s General Plan. Upgrade Legislative Management Software. Work with State and Federal Agencies to track and monitor legislative issues that affect Chino. Continue to pursue grant and other funding opportunities from State, Federal, and private entities. Accomplishments for FY 2014-15 Coordinated with the San Bernardino County Registrar of Voters to consolidate the July 2014 Special Municipal Election. 102
Successfully provide residents and employees with dynamic and interesting information about city programs and services using traditional media and new technology. Provided on-going publicity and support for the City s numerous programs, services, and events such as the Mayor s State of the City, Annual Tree Lighting Ceremony, Chino Fire Work s Spectacular, Family Fitness Day, Farmer s Market, Chino Day at the Fair, Chino Youth Christmas Parade and Fair, Student Government Day, and the Volunteer Recognition Dinner. Appointed a Director of Community Development, Public Information Officer, Chief of Police, and Director of Human Resources/Risk Management. Completed the acquisition of the County Court House. Implemented a social media program with our city s website and continue to provide up to date information in a timely manner. Upgraded studio equipment for the City Council broadcasting. Implemented a new legislative management system and a digital agenda workflow for the City Council meetings. Continue to surplus city owned property. 103
Management of Legal Services Administration Department CITY COUNCIL CITY MANAGER Matt Ballantyne CITY ATTORNEY Jimmy Gutierrez 104 LEGISLATIVE CITY CLERK PUBLIC INFORMATION Supports Mayor Supports City Council Legislative Advocacy Executive Management Team Council Meetings Records Management Elections Cable Channel 3 Website Press Releases Public Outreach Community Corps
ADMINISTRATION - Expenditure Summary FY 2015-16 Department Summary Expenditure Summary Actual Actual Budget Projection Proposed Personnel Services 1,285,220 1,094,505 1,235,200 1,173,599 1,516,549 281,349 22.8% Maintenance & Operations 534,092 595,547 1,094,255 1,054,270 660,625-433,630-39.6% Allocated Costs 195,182 129,095 172,719 172,719 160,800-11,919-6.9% Capital and Non-Capital Projects 45,524 53,828 202,000 140,175 84,000-118,000-140.5% $2,060,018 $1,872,975 $2,704,174 $2,540,763 $2,421,974-282,200-11.7% Program 1002000: LEGISLATIVE Department Programs Personnel Services 412,992 293,351 302,486 300,528 371,665 69,179 18.6% Maintenance & Operations 24,822 11,720 34,565 20,850 34,100-465 -1.4% Allocated Costs 50,215 31,931 36,609 36,609 37,191 582 1.6% Capital and Non-Capital Projects 45,524 37,243 52,000 40,125 50,000-2,000-4.0% $533,553 $374,245 $425,660 $398,112 $492,956 67,296 13.7% Program 1002010: CITY ATTORNEY Personnel Services 56,000 59,417 59,730 59,730 281,880 222,150 78.8% Maintenance & Operations 301,411 362,134 301,600 301,600 127,000-174,600-137.5% Allocated Costs 3,770 1,783 1,792 1,792 10,571 8,779 83.0% $361,181 $423,334 $363,122 $363,122 $419,451 56,329 13.4% 6/8/2015 105
ADMINISTRATION - Expenditure Summary FY 2015-16 Program 1002020: CITY MANAGER Department Programs Personnel Services 277,080 228,976 296,978 270,465 303,808 6,830 2.2% Maintenance & Operations 33,040 11,081 102,200 90,000 96,280-5,920-6.1% Allocated Costs 63,612 41,026 63,821 63,821 52,963-10,858-20.5% Capital and Non-Capital Projects 0 766 0 0 0 0 0.0% $373,732 $281,849 $462,999 $424,286 $453,051-9,948-2.2% Program 1002030: CITY CLERK Personnel Services 214,361 218,682 246,083 246,083 258,210 12,127 4.7% Maintenance & Operations 50,603 81,586 488,450 485,630 239,965-248,485-103.6% Allocated Costs 26,495 21,295 30,649 30,649 28,403-2,246-7.9% $291,459 $321,563 $765,182 $762,362 $526,578-238,604-45.3% Program 1002040: COMMUNITY PROMOTION Personnel Services 324,787 294,079 329,923 296,793 300,986-28,937-9.6% Maintenance & Operations 89,778 99,852 116,440 107,190 108,780-7,660-7.0% Allocated Costs 51,090 33,060 39,848 39,848 31,672-8,176-25.8% Capital and Non-Capital Projects 0 15,819 150,000 100,050 34,000-116,000-341.2% $465,655 $442,810 $636,211 $543,881 $475,438-160,773-33.8% 6/8/2015 106
ADMINISTRATION - Expenditure Summary FY 2015-16 Program 10020401: STATE OF THE CITY Department Programs Maintenance & Operations 22,728 18,446 31,000 31,000 36,500 5,500 15.1% $22,728 $18,446 $31,000 $31,000 $36,500 5,500 15.1% Program 10020402: COMMUNITY SERVICES CORPS Maintenance & Operations 11,710 10,728 20,000 18,000 18,000-2,000-11.1% $11,710 $10,728 $20,000 $18,000 $18,000-2,000-11.1% 6/8/2015 107
2007 2008 2009 2010 2011 2012 2013 2014 2015 2015 ADJ 2016 Elected Officials Mayor 1 1 1 1 1 1 1 1 1 1 1 Council Members 4 4 4 4 4 4 4 4 4 4 4 Administration Positions Assistant City Manager 1 1 1 1 1 1 1 0 0 0 0 Budget Coordinator 1 1 1 0 0 0 0 0 0 0 0 Business Assistant Specialist 0 0 0 0 0 0 1 0 0 0 0 Cable TV Production Coordinator 0 0 0 0 0 0 0 0 0 1 1 City Clerk 1 1 1 1 1 1 1 1 1 1 1 City Manager 1 1 1 1 1 1 1 1 1 1 1 Community Liaison 1 1 1 1 1 1 1 1 1 1 1 Deputy City Clerk 1 1 1 1 1 1 1 1 0 0 0 Executive Assistant to the City Council 0 0 0 0 0 0 0 0 0 0 1 Executive Secretary 1 1 1 1 1 1 1 1 0 0 0 Management Aide 0 0 0 0 0 0 0 0 1 1 1 Management Assistant 0 0 0 1 1 1 0 1 1 1 1 Public Information Officer/Special Projects 1 1 1 1 1 1 1 1 1 1 1 Secretary 0 0 0 0 0 0 0 0 0 0 0 Secretary to the City Council 1 1 1 1 1 1 1 1 1 1 0 Senior Management Analyst 1 1 1 1 1 1 1 1 0 0 0 Total Administration 10 10 10 10 10 10 10 9 7 8 8 The Administration Department has 8 funded full-time position classifications for FY 2015-16. The following full-time staffing transfers, adds and position classification changes were approved during the Fiscal Year 2015-16 FY15-16 Reclassed Secretary to the City Council to Executive Assistant of the City Council FY15-16 Community Liaison is underfilled with Management Assistant The following full-time staffing changes were approved during the Fiscal Year 2014-15 budget FY14-15 Midyear added a Cable TV Production Coordinator Changes made in previous years: FY 2014-15 Assistant City Manager PW was transferred from the Administration Department to the Public Works Department FY 2012-13 Business Assistant Specialist was transferred from Community Development to Administration FY 2012-13 Management Assistant was transferred from the Administration Department to the Community Services Department FY 2009-10 Budget Coordinator transferred from the Administration Department to the Finance Department Approved positions that are vacant and defunded: FY 2013-14 Executive Secretary FY 2009-10 Deputy City Clerk FY 2005-06 Senior Management Analyst Administration Department History of Full-Time Positions 108