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HomeMy WebLinkAbout1985-01-08; City Council; 8013; Mid-year budget and add-back review- CIT- )F CARLSBAD - AGENDI-ALL LB# IITG. 1/8/85 1EpT.r~ TITLE: MID-YEAR BUDGET AND ADD-BACK REVIEW W DEPT. HD. Pf CITY ATTY a CITY MG R.& RECOMMENDED ACTION: Review appropriating funds as determined by the City Council. budget add-back requests and adopt Resolution No. 7870 ITEM EXPLANATION: The current General Fund budget appropriated $16.7 million including $1.1 million in contingencies. To date, $386,000 has been appropriated from contingencies leaving an unappropriated contingency of $714,000. During the budgeting process the Council chose not to appropriate $800,000 of General Funds which are currently available, also. Estimated General Fund revenues for the current year were set at $17.0 million. Receipts through November 1984 indicate that actual revenue will probably equal or exceed the estimate. This analysis indicates that an additional $1.5 million could safely be appropriated at this time. Funds unspent at years end are automatically transferred to the General Capital Construction fund. On July 1, 1984, $3.6 million in surplus general fund revenue was transferred to Capital Projects. When the budget was adopted in June, Council asked that a budget add-back list be presented in January. - Department heads have reviewed their needs and are requesting considerations of $1.2 million in additional appropriations at this time. I believe all of these requests are justified. They are presented in order of priority as judged by the City Manager. FISCAL IMPACT: Funds currently available amount to over $1,514,000. The total requested funds for the budget add-backs are $1,219,850. This would leave a reserve of almost $300,000.00 based on current expenditures and revenue estimates. EXHIBITS: I. Resolution No. 7870 appropriating Council review and approval of budget add-backs as deemed desirable. 2. Summary listing of Budget Add-Backs. . .’ 4 5 6 7 a S 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO, 7870 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA APPROVING THE APPROPRIATION OF FUNDS NECESSARY TO COVER THE EXPENDITURES AS OUTLINED IN THE 1984-85 BUDGET ADD-BACK PROPOSAL. WHEREAS, the City Manager recommends and the City Council concurs that the budget add-backs as recommended are necessary for the effective operation of the City; and WHEREAS, the need and justifications for these requests warrants the appropriations of funds; and WHEREAS, .the funds are available in the General Fund and are currently unappropriated in the FY 84-85 budget; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the budget add-backs requests and amounts shown in Exhibit A attached hereto are hereby approved. 3. That the Finance Director is hereby authorized and directed to amend the 1984-85 budget to carry out these add- backs. PASSED, APPROVED AND ADOPTED by the City Council of the City of Carlsbad at a regular meeting held on the 8th day of January , 1985, by the following vote, to wit: A YES : COunCil MrS Cad=, IEWiS, Kulchin, Chick and Pettine NOES: Mne ABSENT: None MARY H. kASLER, Mayor ATTEST: ALETHA L. RAUTENKRANZ, City’Clerk 2 '. - EXHIBIT 2 ME: 12/13/84 I. 2. 30 90 CITY OF CARLSBAD 1984-85 BUDGET ADD-BACK CONSIDERATIONS POLICE $ Five Sworn Officers would be added to man an additional beat in the south-end of the City. - There would be about two months required, as a minimum, to implement this budget request. Therefore, the amount requested includes four manths salary, maintenance and operation expense, overtime, and an additional vehicle. UTILITIES AND MAINTENANCE $ Street Overlay Program as recommended by Berryman & Stephenson would be the first year of a five year program to bring Carlsbad's streets back up to a routine maintenance condition. UTILITIES AND MAINTENANCE $ Street Striping Machine to replace two-truck, four man crew that is inefficient and outmoded. New vehicle uses three man crew with no other vehicles required and skips on pavement will be eliminated. POLICE n The Police Department requests the addition of a Police Service - Aide to shore-up clerical functions, relieve sworn personnel of duties not enforcement related. This aide is the second in a comprehensive plan for records management. -1- 77,000.00 700,000.00 60,000.00 8,500.00 3 I MB: 12/13/84 5. 6. 7. CITY OF CARLSBAD ' 1984-85 BUDGET ADD-BACK CONSIDERATIONS CITY CLERK $ Part-time and overtime monies to fund the additional time being spent by the Minutes Clerk at City Council, Board and Commission meetings. PARKS AND RECREATION A. Mower - Hydraulic upgrade for 84-85. authorized mechanical mower B. Harding Center Office - security and heating C. Chain Saws - two for increased tree removal program D. Chair reupholstery - Council Chambers audience chairs E. Remodel City Hall Restrooms Standards Study LAND USE PLANNING $ $5,000.00 $4,000.00 $ 850.00 $5,500.00 $3,500.00 $ The department has serious need of an Assistant Planner due to the phenomenal increase in workload. Additional planner would expedite the processing of the current backlog and also work on the revision to the General Plan. -2- 5,000 . 00 18,850.00 16,000. oa MB: 12/13/84 CITY OF CARLSBAD 1984-85 BUDGET ADD-BACK CONSIDERATIONS 3. LAND USE PLANNING $ Administrative Assistant I1 for this deoartment is reauested torelieve routine administrative duties from the Planning Manager. This person would coordinate and monitor the activities of the department and the General Plan iieview Program. 3. LIBRARY $ Additional Hours for the main library from 1:00 - 5:OOP.M. on Saturdays would be funded by this request. There has been great demand to provide more week-end hours for students and adults. 3. CITY MANAGER $ 16,000.00 11,000.00 25,000.00 The City Manager has requested that an additional Assistant City Manager be placed on his staff to take over such diverse duties as departmental coordination, budgeting, administrative analysis, Board and Commission meetings, etc. 1. FINANCE $ 16,000.00 Accountant to serve half time for the Finance Director and half time for the City Treasurer. Primary emphasis would be on cash and investment management . -3- MB:12/13/84 CITY OF CARLSBAD 12. 13. 14. 15. 1984-85 BUDGET ADD-BACK CONSIDERATIOMS ARTS PROGRAM s This request is from the Community Arts Advisory Board, of which Mayor Casler is a member, for an appropriation equal to approximately 5% of the Transient Occupancy Room Tax per year to be used for promotion of the arts by the Fine Arts Committee. ENGINEERING s - Two Engineering Technician 1's are requested to perform a multiplicity ofuties including counter service, geomapping, indexing and map updates. The addition of these two entry level technicians would be of benefit to Development and Capital Projects. PERSONNEL $ Administrative Assistant L, to relieve the overload of work in the deDartment, will be responsible for benefits 'and corn-pensation programs plus assist with recruiting and testing. UTILITIES AND MAINTENANCE $ Sidewalk Proqram Design and Plan which would then generate approxima~y~$200,000.00 of sidewalk construction during FY 85-86. The 84-85 seed money is requested in order to start the work indicated by the Wildan sidewalk study. -4- 50,000 .OO 17,500.00 15,000.00 50,000.00 MB:12/13/84 16. 17. CITY OF CARLSBAD 1984-85 BUDGET ADO-BACK CONSIDERATIONS CHAMBER OF COMMERCE $ 100,000.00 The Chamber of Commerce is requesting that the City of Carlsbad contribute $200,000.00 per year toward the operation of a Visitor Information Bureau. Funding would be from the Transient Occupancy Room Tax. LAND USE PLANNING $ 20,000.00 Added copy, mapping and printing expenses related to the General Fund revision to be conduted between now and June 30, 1985. TOTAL: $1.205.850.00 -5- 4 MB: 12/13/84 CITY OF CARLSBAD 1. 1984-85 BUDGET ADD-BACK CONSIDERATIONS POLICE $ 77,000.00 - Five Sworn Officers - Salary, Benefits, Overtime and Equipment At the present time the Police Department staffs five complete beats in the City of Carlsbad. These include two in the north, two in the center, and one large beat in the south. Due to increased population and call frequency in the southwest portion of this beat and the southeast portion of the same beat, it is becoming impossible to meet all response standards due to the physical size of the beat. The Police Chief is requesting these sworn officers to man an additional beat in the south so that, with some adjustments in size and location, call response and availability will be equitable in all the beats across the City. The appropriation requested covers up to four months of salary, benefits, and overtime for the five officers plus an additional vehicle. It is hoped that the added beat can be manned by lateral hiring of officers which will reduce the implementation time. SWORN OFFICERS PER 1,000 POPULATION: With New - 1985 Beat 1984 - 1983 - 1982 - 1981 - 1980 - 1.52 1.49 1.46 1.38 1.29 1.40 8 MB: 12/13/84 CITY OF CARLSBAD 1984-85 BUDGET ADD-BACK CONSIDERATIONS JUSTIFICATIONS 2. UTILITIES AND MAINTENANCE $ 700,000.00 Street Overlay Proqram 1st of 5-year program to restore street system or recommended in the Berryman & Stephenson report. Because of post budget constraints some maintenance has been deferred. This program will catch-up on deferred maintenance and enable the City to use more cost effective methods to maintain streets in the future. The program will cost $900,000 annually for the next five years. In the 1984-85 budget $200,000 is already available. The Utilities/Maintenance Department is requesting an additional $700,000 to fully fund the first year of the program. MB: 12/13/84 CITY OF CARLSBAD 1984-85 BUDGET ADD-BACK CONSIDERATIONS JUSTIFICATIONS UTILITIES AND HAINTENANCE $ 60,,00.00 Street Stripinq Machine - to replace outdated model The Utilities and Maintenance Department is requesting a new street striping machine to replace a twelve year old completely worn out machine. Analysis has been made which indicates that substantial savings are made by not contracting street striping and therefore that we should continue doing our own here in Carlsbad. However, the current machine is now suffering from electronic and structual failures which make its operation both unpredictable and inefficient. Acquisition of a new machine would provide the following benefits: 1. One less crew member 2. Equal and even skip interval striping 3. One pass multiple striping 4. Increases miles of streets striped or restriped. With the escalated rate of growth in street miles in the City, the returns generated by the acquisition of this modern equipment will continuing to increase. MB: 12/13/84 4. CITY OF CARLSBAD 1984-85 BUDGET ADD-BACK CONSIDERATIONS JUSTIFICATIONS POLICE $ 8,500.00 Police Service - Aide - Salary and benefits The Police Service Aide position is a non-sworn classification that has been designed to perform a host of auxiliary department services. This position is proposed as a means to: 1. 2. 3. Provide support services for the Police Department, thereby freeing sworn employees for primary functions. To develop a non-sworn, civilian, community oriented person that can provide and promote a community involvement in City government. To produce important auxiliary services in a more cost effective manner. Because of growing work loads, dispatchers are utilized to provide many of the services outlined for Public Service Aides. This second Police Service Aide is fulfilling the original 1984-85 budget proposal which anticipated two positions in order to better allocate work loads and relieve overtime. This position is a high priority item for the department. ME: 12/13/84 5. CITY OF CARLSBAD 1984-85 BUDGET ADD-BACK CONSIDERATIONS CITY CLERK $ 5,000.00 Minutes Clerk - overtime and part-time funds In 1980 a position was established in the Central Services department which is referred to as the Minutes Clerk, even though the position is actually classified as a Steno-Clerk. The person in this position is responsible for taking and transcribing minutes of Council meetings, City Boards and Commissions. Recently the number and volume of meetings has become fixed but has increased in terms of time. As a result there has been a significant increase in overtime and additional monies will have to be spent to relieve the overload on the existing employee who is currently working 60 - 70 hours per week. The amount requested for the balance of FY 84-85 is $5,000 split between overtime and part-time salaries in the Central Services department to cover the added expense. The additional funds are needed to continue the service bcause the current appropriation is depleted. MB: 12/13/84 6. CITY OF CARLSBAD 1984-85 BUDGET ADD-BACK CONSIDERATIONS JUSTIFICATIONS PARKS AND RECREATION $ 18 850.00 The following miscellaneous items have been requested in the following order of priority by Parks and Recreation: A. B. C. D. E. Mower - request is to upgrade the budgeted mechanical mower to one with hydraulic controls which will increase the quality and quantity of mowing done. ( $5,000.00) Harding Center Parks & Recreation Office - request is for security features to be added to the office to reduce vulnerability to break-ins. Also conversion of the heating and cooling units from the Council Chambers to provide relief to the office would be done. ($4,000.00) Chain Saws (2) - to be used to satisfy increased demand for tree trimming and removal in the City. ($850.00) Reupholstery - the Council Chambers chairs are unattractive and starting to show wear and tear. Request is to reupholster all the chairs in a durable and attractive material. ($5,500.00) Handicapped standards study and design - Title 24 standards must be incorporated into the remodeling of City Hall, Library and Council Chamber restrooms. We don't have the capability in house to perform this study and do the plans. ($3,500.00) MB: 12/13/84 CITY OF CARLSBAD 1984-85 BUDGET ADD-BACK CONSIDERATIONS JUSTIFICATIONS 7. LAND USE PLANNING $ 16,000.00 Assistant Planner - Salary and Benefits The Land Use Planning department is requesting an Assistant Planner as a permanent addition to the department. Workloads have increased substantially and the revision to the General Plans means many additional hours of workload. As the City grows, so do the demands on the Planning Department as the first line of review for the developer's plans for expansion. The present backlog of plans in this department clearly demonstrates the need for additional personnel. The addition of this Assistant Planner would relieve the workload of the Principal Planner and Planners to spend more time on the General Plan and long-range planning. MB: 12/13/84 CITY OF CARLSBAD 1984-85 BUDGET ADD-BACK CONSIDERATIONS 8. LAND USE PLANNING $ 16,000.00 Administrative Assistant I1 - Salary and Benefits The Land Use Planning department is requesting the addition to their staff of an Administrative Assistant 11. The size and high activity in the department justifies the presence of an Administrative Assistant who would handle routine administrative duties for the Planning Manager and would coordinate the daily activities of the staff and other departments. By having the Administrative Assistant 11, planners would be free to do long-range planning and General Plan revisions rather than such non-planning related items as supervise the clerical staff and schedule meetings. MB: 12/13/84 CITY OF CARLSBAD 1984-85 BUDGET ADD-BACK CONSIDERATIONS JUSTIFICATIONS 9. LIBRARY $ 11,000.00 Additional Hours - Saturday 1:00 - 5:OO for the main library and increase Audio-Visual by 19 hours. Reduce Friday hours to 9:OO A.M. - 5:OO P.M. The Library Director is requesting an additional appropriation of $11,000.00 in FY 84-85 to cover the personnel and utility costs of keeping the library open on Saturday afternoons. Although library hours had been considered to be adequate in the past, it has become clear over the last few years that the general public wants and needs the library to be open longer on Saturdays. People expect the library to be open all day on Saturdays because most people are not at work or school and wish to use the facility. The addition of four hours of service to the Saturday schedule will result in more effective use by the public and better service for everyone. The Audio-visual division of the library has been closed on Saturdays. It has been decided that this is no longer adequate to meet the demand for service. This change should reduce the pressure on the staff on Fridays. Adjusting the Friday hours to close the library at 5:OO P.M. would make the hours on both Friday and Saturday consistent and less confusing to the public. Fewer people use the library between 5:OO - 6:OO P.M. on Friday than any other time the library is open. MB: 12/13/84 ~ CITY OF CARLSBAD 1984-85 BUDGET ADD-BACK CONSIDERATIONS I 'IO. CITY MANAGER $ 25,000.00 I Assistant City Manager - Salary and Benefits The City Manager requests the addition to his staff of an Assistant City Manager. In 1982, the City had three Assistant City Managers. The retirement of Bill Baldwin and appointment of Ron Beckman to City Engineer has reduced the Assistant City Managers to one. The overall management workload has substantially increased in the past year. This additional position would take responsibility for departmental coordination, budgeting, administrative duties and out-of-office programs. The addition of this position would give the Manager more time to devote to Council programs, intergovernmental relations, and public relations. The City Manager feels that the work load generated by the dynamic growth of the City and the resultant problems necessitates the increased capability to cover the ongoing responsibilities and have the flexibility to respond to situations which require quick turn-around times. MB: 12/13/84 CITY OF CARLSBAD 11. 1984-85 BUDGET ADD-BACK CONSIDERATIONS JUSTIFICATIONS FINANCE $ 16,000.00 Accountant - Salary and Benefits The Finance Director and City Treasurer are requesting the addition of an Accountant that would serve their needs on a 50-50 basis. The City Treasurer currently has no staff specifically assigned to him to assist with treasury management matters. The City Treasurer and Finance Director work together drawing support from existing finance staff to fill the Treasurer's needs. This is proving less than satisfactory, since the time required to provide the services necessary to manage the $28 million investment portfolio is in excess of the time available from the Finance staff. The Finance Director requires additional support in the areas of cash control, cash reporting, cash flow forecasting, cash balance monitoring, and additional accounting duties related to year-end closing and auditing of the City books. This position would be assigned first to the City Treasurer to provide for his needs in managing the City's investments, and secondly to the Finance Director for the above mentioned functions. The request includes salaries and fringe benefits and initial office furniture and equipment for the position. The position would be located in the Finance Department modular building. MB: 12/13/84 CITY OF CARLSBAD 1984-85 BUDGET ADD-BACK CONSIDERATIONS JUSTIFICATIONS 12. ARTS PROGRAM $ 50,000.00 This request is from the Community Arts Advisory Board of which Mayor Casler is a member. The Board asks that the City appropriate approximately 5% of the Transient Occupancy Room Tax to be used for the promotion of the arts in Carlsbad by the Fine Arts Committee. Funding would be channeled into the development of arts programs including such programs as: A. Art exhibits B. Music Programs C. Statuery MB: 12/13/84 CITY OF CARLSBAO 13. 1984-85 BUDGET ADD-BACK CONSIDERATIONS JUSTIFICATIONS PUBLIC INFORMATION OFFICE $ 25,000.00 Monthly Newsletter - additional funding for increased costs. An appropriation of $25,000.00 is requested to provide the flexibility in the Public Information Office to try various and diversified approaches to increasing the public awareness of City Hall activities. The current report is published on a quarterly basis. Some suggestions include: A. Monthly newsletter 6. Radio spots C. Use of Cable TV D. Public Relations firm E. Newcomers list F. Co-program with the Chamber, school system, etc. In summary, the added funds would serve through whatever programs to hopefully bridge the information gap between the citizenry and visitors to Carlsbad and the government of the City. MB: 12/13/84 14. CITY OF CARLSBAD 1984-85 BUDGET ADD-BACK CONSIDERATIONS JUSTIFICATIONS ENGINEERING $ 17,500.00 Two Engineering Technician 1's - Salary and Benefits - - The Engineering Department is requesting the addition of two entry level Engineering Technicians to their staff. These two technicians would perform the following duties: 1. 2. 3. 4. 5. 6. 7. 8. 9. Log, retrieve, and replace mylar drawings Make blueprints Maintain current blue prints and index them Update geobase maps, future improvements annexation maps Index all field survey notes Research files and drawings for information Assist in surveying Make location maps and other graphics Relieve engineers of minor, time-consuming work Adding these two employees would be of benefit to service levels of both the Capital Projects division and the and the Development division. They will serve an important function doing the data entry for the geobase system which is a high priority item in the Engineering department. MB: 12/13/84 15. CITY OF CARLSBAD 1984-85 BUDGET ADD-BACK CONSIDERATIONS JUSTIFICATIONS PURCHASING $ 6,000.00 Messenger Service - two part time messengers There is a demonstrated need for messenger service to take care of the needs of the departments of the City performing functions which currently are consuming upwards of 60-70 hours per week of staff time. This costs the City currently over $1,000.00 per week. The messenger would perform such functions as: A. Runs to the Post Office in the late afternoon B. Pick-up and distribute mail to off-site locations C. Pick-up and delivery of supplies and emergency items D. Run errands in or out of town Because of the spread between high demand times the present thinking is to have two part-time persons to serve in this capacity - one in the morning and the other in the afternoon. Everyone who used the service last summer when it was part of the Regional Summer Youth Employent Program was very pleased with the results. 22 MB: 12/13/84 16. CITY OF CARLSBAD 1984-85 BUDGET ADD-BACK CONSIDERATIONS JUSTIFICATIONS PERSONNEL DIRECTOR $ 15,000.00 Administrative Assistant I - Salary and Benefits The number and time consumption of functions performed by the Personnel Department has increased substantially. The normal work of recruiting, classification, compensation administration, workers compensation, transfers and recruitments continues to grow. The added tasks such as employee health insurance administration, production of "Your Hidden Paycheck", the Employees Assistance program, safety training involvement, and the greatly increased activity in compensation surveys have absorbed more and more staff time. Some accomodation of the added functions has been made through better scheduling and the use of support services such as word processing and the computer. Despite all these efforts there is still a need to provide more time to individual and small groups of employees. Effort would be made to enhance our employee communications and provide more individual response to employees. The requested amount covers salary, benefits and furniture. 23 ME: 12/13/84 CITY OF CARLSBAD 17. 1984-85 BUDGET ADD-BACK CONSIDERATIONS JUSTIFICATIONS UTILITIES AND MAINTENANCE $ 50,000.00 Downtown Sidewalk Design and Preparation - prepare plans for 1985-86 construction The Utilities and Maintenance department is requesting an appropriation of $50,000.00 to cover the design phase of the downtown sidewalk program as outlined in the Wildan report. This money will cover downtown sidewalk design, right-of-way acquisition, and future agreement ttcallstt program. Projections are that the construction would then be conducted in FY 85-86 and amount to approximately $200,000.00. The projects that would be included from the Wildan report are in the area west of 1-5 and east of Carlsbad Boulevard. There will be considerable technical effort involved due to the complexity of the future agreements, rights-of-way, and design not to mention some right-of-way which may have to be acquired. Accordingly, the Utilities and Maintenance department has recommended that $50,000.00 be funded this year to initiate the necessary pre- construction work with the understanding that construction funding may be included in the FY 85-86 C.I.P. a3 MB: 12/13/84 CITY OF CARLSBAD 18. 1984-85 BUDGET ADD-BACK CONSIDERATIONS JUSTIFICATIONS CHAMBER OF COMMERCE $ 100,000.00 Visitor Information Bureau - Operational Budget The Chamber of Commerce has suggested that it might be in the City's interest to assist with the funding of a Visitors Information Bureau to the tune of about $200,000.00 per year. The appropriation asked for during the balance of FY 84-85 would be $100,000.00 with the revenue source the Transient Occupancy Tax fund. Visitor Information Bureau would serve as the source for answering inquiries about the City of Carlsbad and the directional guide for visitors and potential industries that may wish to relocate here. .. MB: 12/13/84 19. CITY OF CARLSBAD 1984-85 BUDGET ADD-BACK CONSIDERATIONS JUSTIFICATIONS FIRE DEPARTMENT $ 3,000.00 The Fire Chief is requesting the appropriation of start- up costs to initiate a twice yearly program for the disposal of toxic wastes from private homes in Carlsbad. The initial appropriation would cover publicity, printed materials, and hauling costs for the first of such collection days. Subsequent to FY 84-85 there would be two collections per year from centralized points which would be pre-publicized to maximize their effectiveness. A private hauler of toxic wastes would be used to safely transport the accumulated materials.