HomeMy WebLinkAbout1999-02-09; City Council; 15050; FISCAL YEAR 1998-99 BUDGET FOLLOW-UPb 1
FISCAL YEAR 1998/99 BUDGET FOLLOW-UP
WECOMMENDED ACTION;
Direct staff regarding the following items:
m Community OutreachlPublic Information Program
o Community Activity funds
ID Carlsbad Convention and Visitor’s Bureau budget
ITEM EXPLANATION:
On January 26,1999, Council received the mid-year budget update and amended the bud1
accordingly. At that time, Council requested that staff bring back for further discussion all (
budget follow-up items identified in that report. They are listed below with the ones being i
by this agenda bill in bold print.
u Council approved plan on I/U!
o Council briefings being prepan
o Solid Waste fund balance Defer decision until resolution 1
transfer station fund.
o Current status and effect of thc
limitations was discussed in
previous agenda bill.
Funding for the 800 megahertz communication
Use of the Water and Sewer fund balances
General fund balance/Proposition H limit
Three options are presented
Council consideration (see E
Exhibit 3).
Plan is currently on hold. o
o Boys’ and Girls’ Clubs-fee for entry Fee is required.
u Stay ’n’ Play Program-equity issues Recommend considering expa
future budgets.
o Police vehicles Re com mend cons id era t i o n w h 1
Victoria model is discontinued.
o Split Pavillion implementation plan Council approved plan on 1/19
SanDag’s Plan for fiscal restructuring
CAPITAL IMPROVEMENT PROGRAM
o Carrillo Ranch Recommendation to review wit
CIP projects.
9 ,
.... Page 2 of Agenda Bill # do50 0
Staff is requesting Council direction on three of the operating budget items at this time. St;
bring back the appropriate documents to implement Council’s directions. Follow-up on thc
Improvement Program topics will be brought back for Council discussion in March.
FISCAL IMPACT:
If Council approves all of the items in bold print at their highest noted cost, a transfer of $2
from Council’s contingency account would be required as well as a reduction of the Genet
balance of $685,000. The Council’s contingency account has a current balance of $2.6 mi
General fund balance was approximately $30 million as of June 30, 1998.
EXHIBITS:
1. Community Outreach/Public Information Program
2. Update on Funding of Community Activities
3. Carlsbad Convention and Visitor’s Bureau budget request
EXHIBIT 1
I. ..
Backn ro u nd
The City of Carlsbad currently provides community outreach and public informat
services through a variety of departmental staff who, in addition to their regular c
activities, are also tasked with writing press releases, preparing departmental
newsletters, coordinating groundbreakings and dedications and producing public
workshops to obtain citizen feedback on projects and services. In the City
ManagerICity Council offices, the Senior Management Analyst (currently vacant)
assigned these functions, along with responding to general media inquiries and
providing assistance to other City departments. While delivering community outr
and public information services in this way has been fairly effective for the City o
Carlsbad in recent years, increasing demands from the public and the organizati
information about City programs and services emphasize the need to dedicate a
specific resource to this program. Creating a focal point for community outreach
and public information activities will result in the more efficient use of existing res
and increase the effectiveness of these efforts. The City Manager is recommenc
creation of the position of Public Information Officer to focus the City's outreach i
information efforts. .
Development of a city community outreach/public information function is consiste
the City Council's Strategic Goal of enhancing the educational opportunities for a
segments of the community.
Proqram Activities
'The City Manager in conjunction with the Leadership Team, and through feedbac
the City Council, will need to work with the Public Information Officer to develop i
Communication Plan. A clear description of the goals, objectives, duties and
expectations is vital to the success of any communication program.
Proposed Program Goal:
@ Development of a City Communication Plan that will:
Encourage positive customer contact with city employees and a(
customer service goals.
0 Examine the process of government decision making and identif
residents can participate fully.
0 Inform citizens/customers about the critical issues in public polic!
which confront local government.
I
..- 0 0
Proposed Program Objectives:
1. Evaluate all existing City publications to ensure that Carlsbad’s
citizenskustomers find the information they need to use municipal servic
City publications.
2. Develop and maintain a city database of general City information. Th
include basic demographic information, media contact list, stakeholders i
community and other frequently used information.
3. Act as a professional resource to City Departments in the following arf
dedications and groundbreakings, press releases and development of
publications.
4. Develop and administer a citizenkustomer satisfaction survey to test
citizenkustomer satisfaction with the City’s level of service and infrastrucl
maintenance so baseline data can be gathered and used in setting custoi
service goals. The survey can also be used to gather information on leve
citizen/customer awareness of the issues confronting local governments.
5. Participate in the development and ongoing enhancement of the City c
Carlsbad’s web page.
Fiscal Impact
The cost to fund the Community Outreach/Public Information Program is outlinec
below.
0 Salary (Senior Management Analyst range): $48,800 - $67,100 annua
Benefits: $14,000 - $16,000 annually
Computer: $6,000 (one time cost)
Miscellaneous program costs: $5,000
Total First Year Program Costs: $73,800- $84,100
mlD.LJ. L 0 0
December 15,1998
TO: CITY MANAGER
FROM: Fin a nce Director
UPDATE ON FUNDING OF COMMUNITY ACTIVITIES
Backqrou nd
Prior to 1995-96, Council had appropriated and distributed $75,000 per year to various
community groups within the County to provide human and social services to Carlsbad
residents. The process used to distribute those funds is set forth in Council Policy State
#51. In 1995-96, this process was put on hold as Council wished to review other possib
methods of distributing these funds. The Mayor appointed a subcommittee to look into 1
issue. The sub-committee and staff brought an agenda bill to Council on April 9,1996. I
time, Council directed staff to return with documents to establish a foundation which wot
focus on library programs for now but would be able to be expanded for other general
community uses in the future.
The establishment of a Library foundation was put on hold when a ballot measure was CI
which would increase the sales tax to fund public libraries. That measure was not appro
however, a similar measure is scheduled to be placed on the ballot for the next election I
1999). In addition, the Friends of the Library are creating a library foundation on their ow
Un September 1997, staff returned to Council with an agenda item which gave Council SE
options which could be taken regarding the community activity funds. At that meeting, C
directed staff to set aside, in a separate fund, the money that had been accumulated in
previous years ($225,000) and continue to budget $75,000 per year to be contributed to
fund. When sufficient money was available, then Council would be able to use the inter€
earned in the special fund to provide money to community activity groups. The method t
which the funds would be distributed was to be decided in the future.
Financial Status
Council appropriated $75,000 in fiscal years ‘96, ‘97, ‘98 and ‘99. All of those monies tot;
$300,000 have been set aside in a special fund which generates its own interest. Intere:
earned to date is $15,000 making the balance in the fund total $315,000.
Options Available
I. Some Council members have expressed a desire to accelerate the funding of this pro1
to provide a total of $1,000,000. This would require an appropriation from the Genera
balance of $685,000. The interest from the fund would then be used to finance grant:
community service groups on an annual basis. Interest would amount to approximate
$55,000 per year.
e 0
If Council wished to proceed in this manner, they would need to appropriate the add
$685,000 and direct staff to investigate the options available for administering the ar
grant awards.
2. The program could continue as is with $75,000 per year being set aside until the fun(
reaches $1,000,000. This would take approximately 9 more years. No grants woulc
given during this time period.
3. The program could be eliminated and the money returned to the General fund to final
other programs as Council desires.
This information will be provided to Council in the mid-year budget update. If you would
handle this issue in a different manner, please let me know.
LISA HILDABMND
c: Administrative Services Director
)I
Backqround
On August 20, 1997, the City Council authorized the Mayor to execute a two (2) year ag
the Carlsbad Convention and Visitor’s Bureau (CCVB) for promoting tourism and pro
services. November 1, 1998, marks the beginning of year two (Z), of the City’s two year
CCVB. The approved 1998-1999 contract is for $243,000 ($120,000 for operation of
Center, and $1 23,000 for other promotional services).
Year one (1) of the 1997-1998 City/CCVB contract was originally approved and budgeted i
That amount was increased to $303,000, on October 21, 1997, as a result of a request
expand their services and enhance their operations. At that time, it was recommended
enhancements for the second year of the contract be brought to Council for review at a la
October 22, 1998, the City received a request from CCVB proposing new contract changc
increase the 1998-1 999 contract and budget amount to $370,000. Although this request r
increase from the previous contract of $67,000, it would require an additional appropriatior
in order to adjust the approved and budgeted 1998-1999 contract amount. The following t:
comparison of the original 1997-1998, and 1998-1999 contract amounts, with the 1997-‘
contract amount and the new CCVB proposed 1998-1 999 contract:
TABLE I
TABLE 2
. -> * . Backwound (continued). e
CCVB is requesting that the 1998-1999 contract amounts be reviewed by the City
consideration of a number of program “initiatives” they are proposing (see Exhibit 2). If Cc
like to add any of these items to the existing contract, it would increase the total amount l
the contract by the dollar amounts shown in Table 2 (above).
Fiscal Impact
Funds for community promotion, totaling $243,000 were appropriated in the 1998-1 99
budget. If Council concurs with CCVB’s request, another $127,000 will need to be appropr
second year of the contract. Staff recommends that Council appropriate any additional fur
Contingency Account. The Contingency Account available balance is approximately $2.7 rr