HomeMy WebLinkAbout2019-10-22; City Council; ; Approval of fiscal year 2018-19 budget carryforward requests and appropriation of funds to fiscal year 2019-20.~ CITY COUNCIL
~ Staff Report ·
Meeting Date:
To:
From:
Staff Contact:
Oct. 22, 2019
Mayor and City Council
Scott Chadwick, City Manager
Roxanne Muhlmeister, Finance Manager
roxanne.muhlmeister@carlsbadca.gov or 760-602-2417
CAReview ff(.
Subject: Approval of fiscal year 2018-19 budget carryforward requests and
appropriation of funds to fiscal year 2019-20.
Recommended Action
Adopt a Resolution approving the fiscal year 2018-19 budget carryforward request listing of
individual items over $100,000 and appropriating funds to the General Fund, General Capital
Construction Fund and Fleet Replacement Fund in fiscal year 2019-20.
Executive Summary
Council Policy Statement No. 87, General Fund Surplus Policy (Policy No. 87), approved by the
City Council on Aug. 27, 2019, established a new policy for the appropriation of surplus funds
resulting from actual revenues exceeding actual expenditures, plus any unspent and
unencumbered expenditure budget for a given fiscal year. The request for the appropriation of
unspentand unencumbered expenditure budget is referred to as a budget carryforward of
funds. In accordance with Policy No. 87, staff is presenting the listing of budget carryforward
requests and appropriation of funds to fisca l year 2019-20 for City Council approval.
Discussion
The fiscal year 2018-19 unspent and unencumbered expenditure budget for the General Fund
at June 30, ~019, is $16,324,327. This is the current, unaudited balance as the annual fiscal
audit is currently in progress. This unspent balance is the result of several different factors,
including, but not limited to, salary savings from partial year position vacancies, responsible
spending from departments and items and/or activities that were budgeted in fiscal year 2018-
19 but for various reasons were not purchased or encumbered by fiscal year end.
In August 2019, city departments were asked to submit carryforward requests that are one-
time in nature and not for on-going services, programs or personnel to the Administrative
Services Branch. Administrative Services staff met with each department to review and discuss
the submitted requests. A list of requests was then presented to the city manager for review.
According to Policy No. 87, the city manager may approve individual request items equal to or
less than $100,000 into the following fiscal year. All items over $100,000 must be brought
forward for City Council approval.
Oct. 22, 2019 Item #7 Page 1 of 29
The city manager approved $2,861,988 in General Fund carryforward requests and $3,396,610
in carryforward requests for other funds (non-General Fund funds). All individual items are
$100,000 or less. A listing of all city manager approved requests is included as Exhibit 2 of this
Staff Report for reference.
The requested items over $100,000 requiring City Council approval are .listed and described
below. The General Fund carryforward requests total $4,331,244 and the non-General Fund
requests total $2,099,000. A summary of these requests is included as Attachment A in the
Resolution of this Staff Report.
General Fund Requests for City Council Approval ($4,331,244):
Housing Element Update Project, $335,000
By law, the City of Carlsbad General Plan Housing Element must be reviewed, updated and
adopted by April 15, 2021, to adequately plan for its share of anticipated growth in the San
Diego region during the 2021-2029 planning period. The City Council approved the work plan
and the use of carryforward funds on Sept. 10, 2019, for the upcoming Housing Element Update
Project.
Schulman Auditorium sound system replacement, $225,000
The current sound system in the library's auditorium is 11 years old and has recently
experienced failures. The City Council approved the advertising of bids for the project and the
use of carryforward funds on Sept. 10, 2019.
Police Officer's Association Memorandum of Understanding (MOU) fiscal impact, $1,798,400
The City Council approved an MOU with the Carlsbad Police Officers' Association on Sept. 10,
2019. Several of the negotiated items affecting salary and benefits were retroactive to Jan. 1,
2019. Since this agreement was still in the negotiation phase when the current fiscal year
budget was adopted, a large majority of these impacts were not anticipated or included with
the budget at the time of budget adoption. This carryforward will fund the fiscal impact for
fiscal year 2019-20. The City Council approved use of carryforward funds for this purpose on
Oct. 8, 2019.
Invasive species (Ward's weed) mitigation, $200,000
Ward's weed is a highly invasive non-native plan that threatens native habitats, protected plant
. and animal species and increases the wildfire fuel load. Investing in early and aggressive
control of this species will save a significant amount of resources in the future.
The City Council approved a treatment strategy and the use of carryforward funds on Oct. 8,
2019, for this project.
School crossing guard contract increases, $118,624
The city recently requested bids for school crossing guard services and a new contract was
approved by the City Council on Oct. 8, 2019. The increase in cost from the prior year's
contract is due to an increase in the hourly rate by the contractor as well as the addition of 13
locations as recommended by the Traffic Engineering Division of the Public Works Branch
between 2015 and 2019.
Oct. 22, 2019 Item #7 Page 2 of 29
Parks & Recreation Master Plan update project, $250,000
The current Parks & Recreation Master Plan will expire in March 2020. To maintain the
department's national accreditation with the Commission for the Accreditation of Parks &
Recreation Agencies the current Master Plan must be updated. The City Council approved the
consultant agreement and the use of carryforward funds on Oct. 8, 2019, for this project.
External legal counsel and expert services, as needed, $200,000
The city often has a need to use external legal counsel and expert services on specific one-time
or on-going legal issues. These services are used at the discretion of the City Attorney's Office.
The adopted budget for fiscal year 2019-20 is $750,000. Expenses vary year to year and totaled
close to $800,000 for fiscal year 2018-19. Historically the city has carried forward any
remaining budget balance in the prior year to add to the current year's available budget
balance. This $200,000 will be added to the existing $750,000 budget in fiscal year 2019-20.
Digitize paper copies of building plans and maps, $245,000
A contract with a vendor is needed to image existing building permits, plans, mylars and maps
which are currently housed in large filing cabinets at the City of Carlsbad Faraday Center.
Digitizing and indexing the documents will allow for ease of access by staff and members of the
public through the city's document management system. This project will eliminate the large
cabinets and allow for much needed space for staff at the Faraday Center.
Climate Action Plan, remaining fiscal year communications balance, $111,721
The Communications Department is planning one-time program outreach to support Climate
Action Plan goals, including, 1) a digital media campaign to encourage behavior changes that
reduce greenhouse gasses, 2) development of a consistent visual identity to more effectively
communicate with external audiences and 3) a video series highlighting Climate Action Plan
programs.
Document Community & Economic Development (CED) business processes, $150,000
The CED Department is planning to develop documentation (desk manuals) for summarizing the
various steps staff engage with the city's software/permitting system (EnerGov) related to the
building, planning, and engineering permit process. This project will include reviewing and
updating as necessary the associated forms and procedures associated with the EnerGov
software system. The objective is to ensure business processes for various permit types across
the divisions are captured and explained with the goal of developing a comprehensive
document for each division. These documents will ensure that existing or new staff can
navigate, operate and add data properly in the EnerGov system. This request was originally
approved with the fiscal year 2017-18 budget. Staff turnover, workloads and system updates
have delayed the start of this project. Staff anticipates posting a request for proposals for
services by the end of November 2019.
Fire engine outfitting costs, $160,000
The funding for the engine was approved in fiscal year 2018-19. Due to the specificity of the
needs for the engine and the equipment that goes with it, the design phase took longer than
anticipated and pushed into fiscal year 2019-20. The request is to carryforward this funding for
the equipment purchase into fiscal year 2019-20.
Oct. 22, 2019 Item #7 Page 3 of 29
Community public art, remaining fiscal year balances, $217,499
In fiscal year 2015-16, the City Council approved an ongoing annual appropriation of $100,000
for community art projects to be included in each annual budget. This approval indicated the
City Council's recognition and support of the expansion of public art in the community.
Resource constraints in Library & Cultural Arts have made it difficult to expend the full amount
each fiscal year. Staff is requesting the carryforward of the unexpended public art balance
(since fiscal year 2015-16) into the current fiscal year. The new full-time Public Art Coordinator
position, approved with the fiscal year 2019-20 budget will make it possible to expend this
carryforward balance as well as the ongoing annual budget.
Safety Center HVAC system repairs, $320,000
Repairs are needed on the HVAC system at the Safety Center. This will require the replacement
ofthe two air handlers incorporated in that system. Plans and specifications will be developed
and the repairs and replacements will then be completed.
Non-General Fund (Fleet Replacement) Requests for City Council Approval ($2,099,000):
Three items approved in a prior fiscal year were not yet purchased by the close of fiscal year
2018-19. These items are all individually above $100,000 and require City Council approval for
carryforward. The request is to carryforward the previously approved budget in the Fleet
Replacement Fund for the following items: Fire Ladder Truck ($1,500,000), Paint Truck
($419,000) and a Paver ($180,000).
Fiscal Analysis
The unspent and unencumbered budget balance at June 30, 2019, for the General Fund and the
amounts of the department carryforwards, are summarized in the table below:
GENERAL FUND CARRYFORWARD SUMMARY FISCAL YEAR 2018-19
Unspent and unencumbered budget at 6/30/19 $16,324,327
Department carryforwards requested for City Council approval (4,331,244)
Department carryforwards approved by the city manager (2,861,988)
REMAINING BUDGET AFTER DEPARTMENT CARRYFORWARDS $9,131,095
Staff is requesting the remaining unspent and unencumbered expenditures budget balance in
the General Fund, currently calculated at $9,131,095, to be transferred and appropriated to the
General Capital Construction Fund to begin the accumulation of funds needed for the future
purchase and implementation of a city-wide enterprise resource planning (ERP) system. The
city is currently embarking upon evaluating and procuring solutions as part of the city's digital
transformation and Connected Carlsbad initiatives. These solutions will be identified and
brought forward to the City Council over the next several years.
Next Steps
The deputy city manager of the Administrative Services Branch will appropriate all City Council
approved carryforward requests to the General Fund, the General Capital Construction Fund
and the Fleet Replacement Fund to fiscal year 2019-20.
Oct. 22, 2019 Item #7 Page 4 of 29
The annual fiscal year audit is currently underway for fiscal year 2018-19. Administrative
Services staff will return to City Council to present the results of the financial audit and the
status of the city's General Fund reserve after the final audit opinion has been issued.
Environmental Evaluation (CEQA)
Pursuant to Public Resources Code Section 21065, this action does not constitute a "project"
within the meaning of CEQA in that it has no potential to cause either a direct physical change
in the environment, or a reasonable foreseeable indirect physical change in the environment,
and therefore does not require environmental review.
Public Notification and Outreach
This item was noticed in accordance with the Ralph M. Brown Act and was available for viewing
at least 72 hours prior to the posting of the agenda.
Exhibits
1. City Council Resolution
2. Listing of city manager approved fiscal year 2018-19 General Fund and non-General Fund
carryforward budget requests.
Oct. 22, 2019 Item #7 Page 5 of 29
RESOLUTION NO. 2019-215
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING FISCAL YEAR 2018-19 BUDGET CARRYFORWARD
REQUESTS AND APPROPRIATION OF FUNDS TO FISCAL YEAR 2019-20.
WHEREAS, the City Council of the City of Carlsbad, California approved Council Policy Statement
No. 87, General Fund Surplus Policy {Policy No. 87) on Aug. 27, 2019; and
WHEREAS, Policy No. 87 established a policy for the appropriation of surplus funds resulting
from General Fund actual revenues exceeding total actual expenditures, plus any unspent and
unencumbered expenditures budgeted for a given fiscal year; and
WHEREAS, at the close of fiscal year 2018-19, the remaining unaudited unspent and
unencumbered expenditures budget for the General Fund is $16,324,327; and
WHEREAS, per Policy No. 87, the City Council must approve the carryforward of any unspent
and unencumbered budget for a particular item over $100,000; and
WHEREAS, department carryforward requests submitted for City Council approval are listed in
Attachment "A" attached hereto; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1.
2.
3.
That the above recitations are true and correct.
That the budget carryforward requests as shown in Attachment "A" attached hereto,
are approved for carryforward from fiscal year 2018-19 to 2019-20.
That the deputy city manager, of the Administrative Services Branch, is authorized to
appropriate carryforward amounts as shown in Attachment "A" attached hereto, to the
General Fund in the amount of $4,331,244 and the Fleet Replacement Fund in the
amount of $2,099,000.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 22nd day of October 2019, by the following vote, to wit:
AYES: Blackburn, Bhat-Patel, Schumacher.
NAYS: Hall
ABSENT:
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BARBARA ENGLESON, City Clerk
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Oct. 22, 2019 Item #7 Page 6 of 29
CITY OF CARLSBAD FY 2018-19 TO FY 2019-20
CARRYFORWARD BUDGET REQUESTS
CITY COUNCIL CONSIDERATION (ITEMS OVER $100,000)
GENERAL FUND REQUESTS
DEPARTMENT DESCRIPTION REQUEST TYPE
Community&
Economic Development Housing Element Update Project Professional Services
Library & Cultural Arts Replace Schulman Auditorium sound system Capital Outlay
Police Police salary and benefit increases related to new MOU contract Other
Public Works Invasive species mitigation (Ward's weed) Professional Services
Police School Crossing Guard-contract increase Professional Services
Parks & Recreation Parks & Recreation Master Plan Update Project Professional Services
City Attorney External legal counsel and expert services, as needed Professional Services
Digitize paper copies of building permits, plans, mylars and maps in order to allow
City Clerk Services greater access of documents to staff and public Professional Services
Communications Climate Action Plan-remaining communications balance from FY 18-19 Professional Services
Community &
Economic Development Document CED business processes & training manuals (budgeted in FY 18-19) Professional Services
Fire Fire engine outfitting (budgeted in FY 18-19, to be completed in FY 19-20) Equipment & Supplies
Library & Cultural Arts Community Public Art Projects remaining balances Professional Services
Public Works Safety Center HVAC system repairs Professional Services
Total General Fund Requests
FLEET REPLACEMENT FUND REQUESTS
DEPARTMENT DESCRIPTION REQUEST TYPE
Public Works Fire Ladder Truck (approved & budgeted in prior year, not yet purchased) Capital Outlay
Public Works Paint Truck (approved & budgeted in prior year, not yet purchased) Capital Outlay
Public Works Paver (approved & budgeted in prior year, not yet purchased) Capital Outlay
Total Fleet Replacement Fund Requests
ATTACHMENT A
REQUESTED
AMOUNT
$ 33S,000
225,000
1,798,400
200,000
118,624
250,000
200,000
245,000
111,721
150,000
160,000
217,499
320,000
$ 4,331,244
REQUESTED
AMOUNT
$ 1,500,000
419,000
180,000
$ 2,099,000
Oct. 22, 2019 Item #7 Page 7 of 29
CITY OF CARLSBAD FY 2018-19 TO FY 2019-20
CARRYFORWARD BUDGET REQUESTS
CITY MANAGER CONSIDERATION (ITEMS $100,000 AND UNDER)
GENERAL FUND REQUESTS
REQUEST REQUESTED APPROVED APPROVED
DEPARTMENT FUND DESCRIPTION TYPE AMOUNT (Y/N) AMOUNT
City Attorney 001 Office upgrades for conference room/law library Capital Outlay $ 30,000 y $ 30,000
City Attorney 001 Law school intern program Other 20,000 y 20,000
City Clerk Services 001 GovOA Council Inquiry Module Professional Services 22,400 y 22,400
Funding for meals due to an increasing number of meetings and briefings that
City Manager 001 must be scheduled over the lunch hour to accommodate increased workloads Other 7,500 y 7,500
City Manager 001 City Hall work space reconfiguration Capital Outlay 19,000 y 19,000
City Manager 001 ZenCity -Data Driven Decision Making Platform Pilot Program 24,000 y 24,000
City Manager 001 Biennial Resident Satisfaction /Opinion Survey (budgeted FY 18-19) Professional Services 100,000 y 100,000
City Manager 001 Contracted services for grant writer Professional Services 100,000 y 100,000
Community&
Economic Development 001 Approved FY 2018-19 community assistance grants not yet disbursed Other 5,525 y 5,525
Community&
Economic Development 001 Carlsbad Connector program-communication & outreach Professional Services 23,000 y 23,000
Community &
Economic Development 001 Outsourced support for EnerGov permitting system reports Professional Services 23,052 y 23,052
Community &
Economic Development 001 Safe Routes to School (outreach & marketing campaign) Professional Services 51,000 y 51,000
Community&
Economic Development 001 2.0 FTE part-time (short-term) hourly staff (Neigh Serv, Code and LDE) Other 54,800 y 54,800 m
Community& X
:I: Economic Development 001 Unspent developer deposits received for third party studies Other 65,423 y 65,423 "' Community& =l
N Economic Development 001 Third party geotech & traffic analysis, as needed Professional Services 95,000 y 95,000
Oct. 22, 2019 Item #7 Page 8 of 29
CITY OF CARLSBAD FY 2018-19 TO FY 2019-20
CARRYFORWARD BUDGET REQUESTS
CITY MANAGER CONSIDERATION (ITEMS $100,000 AND UNDER)
GENERAL FUND REQUESTS
REQUEST REQUESTED APPROVED APPROVED
DEPARTMENT FUND DESCRIPTION TYPE AMOUNT (Y/N) AMOUNT
Finance 001 Increase in annual FY 2019-20 SANDAG membership dues Other 19,006 y 19,006
Finance 001 Professional services for August 2019 Council Financial Symposium Professional Services 20,000 y 20,000
Finance 001 City-wide fee study contract amendment (change in scope) Professional Services 40,000 y 40,000
Finance 001 Additional training and conferences (for new finance employees) Other 20,000 y 20,000
Fi re 001 Marketing/promotion materials for fire community engagement Equipment & Supplies 3,421 y 3,421
Fi re 001 Mobile data computers for new fire apparatus (budgeted FY 18-19) Capital Outlay 5,092 y 5,092
Fi re 001 Stop the Bleed Kits for all public buildings Equipment & Supplies 6,000 y 6,000
Fire 001 Flag disposal drop box (boxes to be placed at two fire stations) Equipment & Supplies 6,600 y 6,600
Fire 001 Cordico Firefighter mental wellness application Pilot Program 15,000 y 15,000
Fire 001 SCBA Equipment (budgeted in FY 2018-19) Equipment & Supplies 18,998 y 18,998
Fire 001 Key Hoses Replacements (budgeted in FY 2018-19) Equipment & Supplies 20,969 y 20,969
Fire 001 Audio/visual equipment for Emergency Operations Center Equipment & Supplies 23,821 y 23,821
Fire 001 Nakoa firefighter wellness program & workshops Pilot Program 30,000 y 30,000
Fire 001 Contract to update the fire department's Standards of Cover analysis Professional Services 65,000 y 65,000 m X :::c
Fire 001 Safety Center (conference rooms) audio/visual upgrades Capital Outlay 39,601 y 39,601 c:,
=i
N
Fire 001 Fire station bay monitor displays (all stations) Capital Outlay 67,025 y 67,025
Oct. 22, 2019 Item #7 Page 9 of 29
CITY OF CARLSBAD FY 2018-19 TO FY 2019-20
CARRYFORWARD BUDGET REQUESTS
CITY MANAGER CONSIDERATION (ITEMS $100,000 AND UNDER)
GENERAL FUND REQUESTS
REQUEST REQUESTED APPROVED APPROVED
DEPARTMENT FUND DESCRIPTION TYPE AMOUNT (Y/N) AMOUNT
Library & Cultural Arts 001 FY 18-19 Community Arts Grants awarded, not yet disbursed Other 2,000 y 2,000
Library & Cultural Arts 001 Dove Library Interior Signage-remaining project balance Equipment & Supplies 8,111 y 8,111
Library & Cultural Arts 001 Safety access control for Dove Circulation staff & Cole Community Room doors Equipment & Supplies 11,100 y 11,100
Library & Cultural Arts 001 Carlsbad City (Dove) Library Cafe Sign Equipment & Supplies 13,293 y 13,293
Library & Cultural Arts 001 Arts & Culture Master Plan remaining project balance Professional Services 20,848 y 20,848
Library & Cultural Arts 001 Bid Review and Project Management for library auditorium sound replacement Professiona I Services 25,000 y 25,000
Library & Cultural Arts 001 Awnings for Cole loading dock & Learning Center patio Equipment & Supplies 25,000 y 25,000
Li brary & Cultural Arts 001 Safety CCTV camera purchase and installation at three libraries Equipment & Supplies 39,550 y 39,550
Library & Cultural Arts 001 Biennial Library Community Survey Professional Services 40,000 y 40,000
Library & Cultural Arts 001 Library Succession Planning (year 3 of 3 on contract, budgeted in FY18-19) Professional Services 65,000 y 65,000
Dove Library Collections & Technical Services space reconfiguration for staff &
Library & Cultural Arts 001 storage needs Equipment & Supplies 80,000 y 80,000
Library & Cultural Arts 001 Cultural Arts Mobile Outreach (Master Plan item) Other 82,551 y 82,551
Library & Cultural Arts 001 Carlsbad City (Dove) Library wayfinding remaining project balance Professional Services 91,100 y 91,100
Parks & Recreation 001 Replace Scout House fence with a higher security fence Equipment & Supplies 10,000 y 10,000
ITI X
Parks & Recreation Utility cart for Carrillo Ranch parks maintenance staff Capital Outlay 15,000 y 15,000 :I: 001 Cl ::::j
Parks & Recreation 001 Carrillo Ranch caretaker residence repairs Professional Services 25,000 y 25,000 N
Oct. 22, 2019 Item #7 Page 10 of 29
CITY OF CARLSBAD FY 2018-19 TO FY 2019-20
CARRYFORWARD BUDGET REQUESTS
CITY MANAGER CONSIDERATION (ITEMS $100,000 AND UNDER}
GENERAL FUND REQUESTS
REQUEST REQUESTED APPROVED APPROVED
DEPARTMENT FUND DESCRIPTION TYPE AMOUNT (Y/N) AMOUNT
Parks & Recreation 001 Alga Norte Aquatic Center pool tile replacement Professional Services 30,000 y 30,000
Parks & Recreation 001 Buena Vista Reservior Park public outreach Professional Services 30,000 y 30,000
Parks & Recreation 001 Leo Carrillo Ranch AV and HVAC equipment replacements Capital Outlay 32,000 y 32,000
Parks & Recreation 001 Alga Norte Competition Pool welded pool covers Capital Outlay 40,500 y 40,500
Increase the overtime budget for citywide special events permitting to add
Parks & Recreation 001 additional officers and paramedics at community events Other 48,989 y 48,989
Parks & Recreation 001 Leo Carrillo Ranch repair of granite surfaces (parking lot, pat hways, etc.) Capital Outlay 60,000 y 60,000
Parks & Recreation 001 Harding Community Center office remodel to accomadate existing staff Professiona I Services 95,000 y 95,000
Police 001 Office Furniture for new officers (Homeless Outreach Team) Equipment & Supplies 5,000 y 5,000
Police 001 LEFTA, field training software, invoice (invoice was intended for FY 18-19) Professional Services 5,325 y 5,325
Police 001 Additional software module to track police equipment assigned to vehicles Professional Services 7,500 y 7,500
Police 001 Install gun safes at four schools for School Resource Officer use Equipment & Supplies 8,000 y 8,000
Police 001 Uniforms for two new Motor Officers Equipment & Supplies 10,000 y 10,000
Police 001 Continue Police wellness program Professional Services 15,000 y 15,000
Police 001 Replacement Motorcycle (due to a recent collision) Capital Outlay 20,753 y 20,753 m X :::c
Police 001 Axon (body camera) license for new officers Professional Services 22,083 y 22,083 ttl
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Police 001 Outfitting and converting two ambulances for police (special task forces) Equipment & Supplies 50,000 y 50,000
Oct. 22, 2019 Item #7 Page 11 of 29
~ -·----------------------
CITY OF CARLSBAD FY 2018-19 TO FY 2019-20
CARRYFORWARD BUDGET REQUESTS
CITY MANAGER CONSIDERATION (ITEMS $100,000 AND UNDER)
GENERAL FUND REQUESTS
REQUEST
DEPARTMENT FUND DESCRIPTION TYPE
Police 001 School Resource Officer vehicle (approved FY 18-19) Capital Outlay
Cost increases needed for FY 19-20 approved police patrol vehicle purchase (5
Police 001 vehicles, increase is $22,000 each vehicle) Capital Outlay
Police 001 Three marked police vehicles (approved and budgeted FY 18-19) Capital Outlay
Police 001 Outfitting for 5 recently purchased police vehicles (budgeted FY 18-19) Equipment & Supplies
Public Works 001 Climate Action Plan -siting plan services for EV charging locations Professional Services
Public Works 001 General and Supplemental Provisions update to Public Works contracts Professional Services
Public Works 001 Electrical diagnostic equipment for city electritian staff position Equipment & Supplies
Construction management services for the Rancho Carrillo caretaker residence
Public Works 001 remodel Professiona I Services
Public Works 001 Safety Training Center CCTV security system and cameras Professional Services
New use of force simulator at Safety Training Center-current system is outdated
Public Works 001 and is no longer supported by the vendor Capital Outlay
Public Works 001 Concrete Grinder Replacement Equipment & Supplies
Public Works 001 Communications equipment and laptops for streets maintenance staff Capital Outlay
Public Works 001 Asphalt and materials for Pio Pico sidewalk repair Equipment & Supplies
Public Works 001 Outsourced support for EnerGov permitting system reports Professional Services
Total General Fund Requests
REQUESTED APPROVED APPROVED
AMOUNT (Y/N) AMOUNT
70,000 y 70,000
110,000 y 110,000
210,000 y 210,000
140,000 y 140,000
49,900 y 49,900
32,000 y 32,000
10,000 y 10,000
26,100 y 26,100
30,000 y 30,000
50,000 y 50,000
4,500 y 4,500
12,000 y 12,000
19,500 y 19,500
23,052 y 23,052
$ 2,861,988 $ 2,861,988
m X :l:
0:,
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Oct. 22, 2019 Item #7 Page 12 of 29
CITY OF CARLSBAD FY 2018-19 TO FY 2019-20
CARRYFORWARD BUDGET REQUESTS
CITY MANAGER CONSIDERATION (ITEMS $100,000 AND UNDER)
OTHER FUNDS (NON-GENERAL FUND) REQUESTS
REQUEST REQUESTED APPROVED APPROVED
DEPARTMENT FUND DESCRIPTION TYPE AMOUNT (Y/N) AMOUNT
Community &
Economic Development 133 Interfaith contract for housing assistance at Carlsbad Service Center Professional Services $ 40,000 y $ 40,000
Community &
Economic Development 133 Co nference travel for housing staff Other 9,000 y 9,000
Community & Carryfoward of remaining Agricultural Mitigation Grant balances (awarded,
Economic Development 171 but not yet disbursed) Unspent Grant Balance 66,818 y 66,818
Community &
Economic Development 190 Carryforward remaining budget in Section 8 federal rental program Unspent Grant Balance 58,025 y 58,025
Information Technology 640 City Sourced (replacement for Public Stuff application) Professional Services 35,000 y 35,000
Information Technology 640 Velocity -ADFS Implementation Professional Services 10,980 y 10,980
Information Technology 640 City Innovate -STIR Membership Other 15,000 y 15,000
Information Technology 640 Core cashiering equipment required for system upgrade Equipment & Supplies 25,000 y 25,000
Information Technology 640 Security assessment & hacking test Professiona I Services 100,000 y 100,000
Information Technology 640 Annual library maintenance for SirsiDynix (invoice received after 6/30) Professional Services 98,690 y 98,690
Information Technology 640 lnfor Services-public sector suite upgrade Professional Services 24,000 y 24,000
Information Technology 640 Granicus upgrade to city internet & intranet sites Professional Services 80,000 y 80,000
Approved FY 2018-19 replacement equipment not yet purchased (all
Information Technology 641 individual items are under $100,000 each) Capital Outlay 1,600,000 y 1,600,000
Library & Cultural Arts 145 Mobile MakerSpace Program-carryforward of unexpended donated funds Equipment & Supplies 10,460 y 10,460 ITI
X :I:
Lighting District 162 Boom truck rust prevention Professional Services 10,000 y 10,000 gJ
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Public Safety Grants 124 Carryforward unspent safety gra nt funds Unspent Grant Balance 53,909 y 53,909
Oct. 22, 2019 Item #7 Page 13 of 29
CITY OF CARLSBAD FY 2018-19 TO FY 2019-20
CARRYFORWARD BUDGET REQUESTS
CITY MANAGER CONSIDERATION (ITEMS $100,000 AND UNDER)
OTHER FUNDS (NON-GENERAL FUND) REQUESTS
REQUEST REQUESTED APPROVED APPROVED
DEPARTMENT FUND DESCRIPTION TYPE AMOUNT (V/N) AMOUNT
Approved FY 18 & FY 19 replacement vehicles not yet purchased (individual
Public Works 621 items are under $100,000 each) Capital Outlay 545,000 y 545,000
Potable Water 501 Risk and resiliency assessments Professional Services 100,000 y 100,000
Potable Water 501 Connection fee study Professional Services 33,000 y 33,000
Potable Water 501 Warehouse storage racks (split funding) Equipment & Supplies 30,000 y 30,000
Potable Water 501 Dump truck rental & trench plate purchase Equipment & Supplies 15,000 y 15,000
Potable Water 501 Non-compliant fire flow retro-fitting Professional Services 25,000 y 25,000
Potable Water 501 Outfitting for vehicle replacements approved in FY 2018-19 Capital Outlay 30,000 y 30,000
Potable Water 501 Cost increase for FY 2019-20 approved hydro-excavator (split funding) Capital Outlay 85,000 y 85,000
Recycled Water 502 Cost increase for FY 2019-20 approved hydro-excavator (split funding) Capital Outlay 15,000 y 15,000
Recycled Water 502 Outfitting for vehicle replacements approved in FY 2018-19 Capital Outlay 20,000 y 20,000
Recycled Water 502 Connection fee study Professional Services 13,000 y 13,000
Recycled Water 502 Warehouse storage racks (split funding) Equipment & Supplies 10,000 y 10,000
Solid Waste Grants 520 Carryforward of unspent grant budgets in solid waste fund Unspent Grant Balance 54,727 y 54,727
Stormwater 521 Agua Hedionda hydrologic area study for restoration projects Professiona I Services 14,000 y 14,000 m X
~
Wastewater 511 Outfitting for vehicle replacements approved in FY 2018-19 Capital Outlay 35,000 y 35,000 c:i =i
IV
Wastewater 511 Sewer benefit area study Professional Services 25,000 y 25,000
Oct. 22, 2019 Item #7 Page 14 of 29
CITY OF CARLSBAD FY 2018-19 TO FY 2019-20
CARRYFORWARD BUDGET REQUESTS
CITY MANAGER CONSIDERATION (ITEMS $100,000 AND UNDER)
OTHER FUNDS (NON-GENERAL FUND) REQUESTS
REQUEST
DEPARTMENT FUND DESCRIPTION TYPE
Wastewater 511 Connection fee study Professional Services
Wastewater 511 Warehouse storage racks (split funding) Equipment & Supplies
Wastewater 511 Lift station soft start study Professional Services
Total Other Funds (Non-General Fund) Requests
REQUESTED APPROVED
AMOUNT (Y/N)
25,000 y
10,000 y
75,000 y
$ 3,396,610
APPROVED
AMOUNT
25,000
10,000
75,000
$ 3,396,610
m X ::c
C0 ~
N
Oct. 22, 2019 Item #7 Page 15 of 29
Fiscal Year 2018-19 Budget
Carryforward Requests
Laura Rocha,
Deputy City Manager, Administrative Services
Roxanne Muhlmeister,
Finance Manager
October 22, 2019
Item #7
Oct. 22, 2019 Item #7 Page 16 of 29
Recommended Action
•Adopt a resolution approving and
appropriating the fiscal year 2018-19 budget
carryforward request listing of individual
items over $100,000.
2 Oct. 22, 2019 Item #7 Page 17 of 29
Council Policy No. 87
•General Fund Surplus policy
•Issued Aug. 27, 2019
•Established a new policy for the appropriation of
any actual revenues less actual expenditures, in
a given fiscal year, plus any unspent and
unencumbered expenditure budget.
3 Oct. 22, 2019 Item #7 Page 18 of 29
Council Policy No. 87
Surplus funds will be used to:
1.Replenish reserve deficiencies, if needed, per the City Council General Fund Reserve Policy No. 74.
2.Replenish any pension liability deficiencies, if needed, as defined in City Council Pension Funding Policy No. 86.
3.Remaining surplus funds will be used for one-time expenditures and will not create new ongoing services, programs or personnel.
4 Oct. 22, 2019 Item #7 Page 19 of 29
Council Policy No. 87
•Carryforward requests of individual items over
$100,000 must be approved by the City Council.
•Individual item amounts less than or equal to
$100,000 may be approved by the city manager.
5 Oct. 22, 2019 Item #7 Page 20 of 29
Fleet Replacement Fund Requests
Three vehicles were approved in a prior adopted budget but were not purchased by the close of the
fiscal year.
•Fire ladder truck, $1,500,000
•Paint truck, $419,000
•Paver, $180,000
6 Oct. 22, 2019 Item #7 Page 21 of 29
Fiscal Year 2018-19 General Fund
Carryforward Summary
Unspent and unencumbered budget at 6/30/19:$16,324,327 (unaudited)
Carryforward Requests:
Approved by the city manager $2,861,988
Approved to date by the City Council 2,927,024
Requested for City Council approval 10,535,315
Total requests $16,324,327
7 Oct. 22, 2019 Item #7 Page 22 of 29
Carryforward Requests over $100,000
Approved to Date by City Council
•Housing Element update project, $335,000
•Schulman Auditorium sound system replacement, $225,000
•Police Officer’s Association MOU fiscal impact, $1,798,400
•Invasive species (Ward’s weed) mitigation, $200,000
•School crossing guard contract increase, $118,624
These five requests have already been approved by the City Council in separate agenda items in fiscal year 2019-20.
8 Oct. 22, 2019 Item #7 Page 23 of 29
Carryforward Requests over $100,000
City Council Approval Requested
•Digitize paper copies of building plans and maps, $245,000
•External legal counsel and expert services, $200,000
•Climate Action Plan, remaining communications balance,
$111,721
•Document Community & Economic Development business
processes, $150,000
9 Oct. 22, 2019 Item #7 Page 24 of 29
Carryforward Requests over $100,000
City Council Approval Requested
•Fire engine outfitting costs, $160,000
•Community public art, remaining budget balances, $217,499
•Safety Center HVAC system repairs, $320,000
10 Oct. 22, 2019 Item #7 Page 25 of 29
Carryforward Requests over $100,000
City Council Approval Requested
Enterprise Resource Planning (ERP) System, $9,131,095
•Set aside funding for a city-wide ERP system. Additional funding requests will come forward in the fiscal year 2020-21 budget.
•Unite the separate finance, human resources, timekeeping, payroll, purchasing, asset management and other city software systems into a cohesive system.
•The city is in the early stages of gathering information for an ERP system and will return to City Council when solutions have been identified.
11 Oct. 22, 2019 Item #7 Page 26 of 29
Fiscal Year 2018-19 General Fund
Carryforward Summary
Unspent and unencumbered budget at 6/30/19:$16,324,327 (unaudited)
Carryforward Requests:
Approved by the city manager $2,861,988
Approved to date by the City Council 2,927,024
Requested for City Council approval 10,535,315
Total requests $16,324,327
12 Oct. 22, 2019 Item #7 Page 27 of 29
Fiscal Year 2018-19 General Fund
Reserve Balance
General Fund Reserve Balance -Unassigned
June 30, 2018 (audited) $72.6M (50% reserve)
June 30, 2019 (unaudited) $82.6M (49% reserve)
Reserve policy target is 40% of prior fiscal year adopted General Fund
budgeted expenditures.
13 Oct. 22, 2019 Item #7 Page 28 of 29
Recommended Action
•Adopt a resolution approving and
appropriating the fiscal year 2018-19 budget
carryforward request listing of individual
items over $100,000.
14 Oct. 22, 2019 Item #7 Page 29 of 29