HomeMy WebLinkAbout2020-10-20; City Council; ; Approval of Fiscal Year 2019-20 Budget Carryforward Requests and Appropriation of Funds to Fiscal Year 2020-21 Meeting Date: Oct. 20, 2020
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Roxanne Muhlmeister, Finance Manager
roxanne.muhlmeister@carlsbadca.gov,760-602-2417
Subject: Approval of Fiscal Year 2019-20 Budget Carryforward Requests and
Appropriation of Funds to Fiscal Year 2020-21
Recommended Action
Adopt a resolution approving the fiscal year 2019-20 budget carryforward request listing of
individual items over $100,000 and appropriating funds to the General Fund in fiscal year 2020-
21.
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
unspent and 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 FY 2020-21 for City Council approval.
Discussion
The FY 2019-20 unspent and unencumbered expenditure budget for the General Fund on
June 30, 2020, was $15,163,954. 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, especially in light of the current COVID-19 pandemic, and items
and/or activities that were budgeted in FY 2019-20 but for various reasons were not purchased
or encumbered by fiscal year end.
In September 2020, city departments were asked to submit carryforward requests that are one-
time in nature and not for ongoing 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. 20, 2020 Item #7 Page 1 of 14
The city manager approved $1,586,720 in General Fund carryforward requests and $1,138,394
in carryforward requests for other 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.
There is $331,025 to carry forward in unspent grant funding in the General Fund and
$1,230,767 in total unspent grant funding in all other funds. These grants are for various
programs and services, and represents grant funding approved but not yet completely
expended by fiscal year end. Grant balances unspent on June 30, 2020, were approved for
carryforward in the FY 2020-21 operating budget resolution (2020-127) adopted by the City
Council on June 23, 2020. A listing of unspent grant funding is included as Exhibit 3 of this staff
report.
The requested items over $100,000 requiring City Council approval are listed and described
below. The General Fund carryforward requests total $750,000 and the non-General Fund
requests total $1,455,632. A listing of these requests is included as Attachment A in the
resolution of this staff report.
General Fund requests for City Council approval - $750,000
External legal counsel and expert services, as needed
The city often has a need to use external legal counsel and expert services on specific
one-time or ongoing legal issues. These services are used at the discretion of the City
Attorney’s Office. The adopted budget for FY 2020-21 is $750,000. Expenses vary year to
year and totaled close to $1.2 million for FY 2019-20. Historically, the city has carried
forward unspent budget from the prior year to add to the current year’s available
budget balance. This $750,000 will be added to the existing $750,000 budget in fiscal
year 2020-21.
Non-General Fund requests for City Council Approval -$1,455,632
Unified communication system
The purchase of a unified digital telephone system was approved by the City Council on
July 21, 2020. Sufficient funds were budgeted in the prior year from the Information
Technology Replacement Fund and the use of these funds as a carryforward was
approved by the City Council on July 21, 2020.
Fiscal Analysis
The unspent and unencumbered budget balance at June 30, 2020, for the General Fund and the
amounts of the department carryforwards, are summarized in this table:
General Fund carryforward summary Fiscal Year 2019-20
Unspent and unencumbered budget as of 6/30/20 $15,163,954
Department carryforwards requested for City Council approval (750,000)
Department carryforwards approved by the city manager (1,586,720)
Unspent grant carryforwards approved by budget resolution (331,025)
Remaining budget after department carryforwards $12,496,209
Oct. 20, 2020 Item #7 Page 2 of 14
Next Steps
All City Council approved carryforward requests will be appropriated to fiscal year 2020-21. The
annual fiscal year audit is currently underway for fiscal year 2019-20. 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 California Public Resources Code Section 21065, this action does not constitute a
“project” within the meaning of the California Environmental Quality Act in that it has no
potential to cause either a direct physical change in the environment, or a reasonably
foreseeable indirect physical change in the environment, and therefore does not require
environmental review.
Public Notification and Outreach
Public notice of this item was posted in keeping with the Ralph M. Brown Act and it was
available for public viewing and review at least 72 hours before the scheduled meeting date.
Exhibits
1. Resolution
2. Listing of city manager approved fiscal year 2020-21 General Fund and non-General Fund
carryforward budget requests
3. Listing of unspent grant balances for carryforward into fiscal year 2020-21
Oct. 20, 2020 Item #7 Page 3 of 14
RESOLUTION NO. 2020-209
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING FISCAL YEAR 2019-20 BUDGET CARRYFORWARD
REQUESTS AND APPROPRIATION OF FUNDS TO FISCAL YEAR 2020-21
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 2019-20, the remaining unaudited unspent and
unencumbered expenditures budget for the General Fund is $15,163,954; and
WHEREAS, per Policy No. 87, the City Council must approve the carryforward of any unspent
and unencumbered budget for a particular item over $100,000; and
WHEREAS, department carryforward requests submitted for City Council approval are listed in
Attachment "A" attached hereto; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1. That the above recitations are true and correct.
2. That the budget carryforward requests as shown in Attachment "A" to this resolution
are approved for carryforward from fiscal year 2019-20 to fiscal year 2020-21.
3. That the deputy city manager, administrative services, is authorized to appropriate
carryforward budgets to the funds in the amounts shown on Attachment "A."
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Oct. 20, 2020 Item #7 Page 4 of 14
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 20th day of October, 2020, by the following vote, to wit:
AYES: Hall, Blackburn, Bhat-Patel, Schumacher.
NAYS: None.
ABSENT: None. tefra/71,z(
MATT HALL, Mayor
BARBARA ENGLESON, City Clerk
(SEAL)
Oct. 20, 2020 Item #7 Page 5 of 14
GENERAL FUND REQUESTS
DEPARTMENT FUND DESCRIPTION REQUEST TYPE
REQUESTED
AMOUNT
City Attorney 001 External legal counsel and expert servcies, as needed Professional Services 750,000
Total General Fund Requests 750,000$
INFORMATION TECHNOLOGY REPLACEMENT FUND REQUESTS
DEPARTMENT FUND DESCRIPTION REQUEST TYPE
REQUESTED
AMOUNT
IT Replacement 641
Unified Communications System - purchase and use of carryforward was
previously approved by City Council resolution on 7/21/20 Capital Outlay 1,455,632
Total Information Technology Replacement Fund Requests 1,455,632$
CITY OF CARLSBAD FY 2019-20 TO FY 2020-21
CARRYFORWARD BUDGET REQUESTS
CITY COUNCIL CONSIDERATION (ITEMS OVER $100,000)ATTACHMENT AOct. 20, 2020 Item #7 Page 6 of 14
GENERAL FUND ITEMS
DEPARTMENT FUND DESCRIPTION REQUEST TYPE STATUS
APPROVED
AMOUNT
City Attorney 001
Demographer for redistricting services - city is required to redistrict after 2020
census Professional Services New Spending Request 75,000
City Clerk Services 001 Mylar back file conversion project -, second year of project Professional Services FY20 Expenditure not completed (in progress)65,000
City Clerk Services 001 Clerk Services Manager computer equipment - not budgeted Capital Outlay New Spending Request 3,000
City Council 001 AV support for special City Council meetings Professional Services New Spending Request 6,000
City Council 001 Laptop for staff (2) for remote work (COVID) Capital Outlay New Spending Request 5,400
City Council 001 Laptop for Council Members (5) - laptops preferred over current iPads Capital Outlay New Spending Request 15,000
City Manager 001 Air Purifiers (9) for City Hall offices and common areas (COVID)Equipment & Supplies New Spending Request 1,350
City Manager 001 ICMA Conference Registration Fee - virtual, CM & Assistant CM Other New Spending Request 500
Communications 001
Climate Action Plan - carryforward remaining funding since program was
delayed due to COVID Professional Services FY20 Expenditure not completed (in progress)86,000
Communications 001
Printing / Sign production, channel program scheduling, wildfire prevention
campaign Professional Services New Spending Request 25,325
Community Development 001 Unspent developer deposits for third party project reviews Professional Services FY20 Expenditure not completed (in progress)70,645
Community Development 001 Unspent developer deposits for EIR reviews Professional Services FY20 Expenditure not completed (in progress)25,250
Fire 001
NFPA 1582 Medical Tests per National Fire Protection Association Guidelines -
preventative health screenings for chronic conditions Professional Services New Spending Request 70,000
Fire 001 RMS and EMS Database Access to support data driven decision making Other New Spending Request 37,000
Fire 001 Laptops (3) dedicated for use with projectors and wall screens at EOC Capital Outlay New Spending Request 7,800
Fire 001 Lifeguard Tower - fourth tower at North Beach Capital Outlay New Spending Request 6,000
Fire 001 Wellness & Injury Prevention Program for fire personnel Professional Services New Spending Request 12,000
Library & Cultural Arts 001 Maintenance for Schulman Auditorium AV systems Professional Services FY20 Expenditure not completed (in progress)100,000
CITY OF CARLSBAD FY 2019-20 TO FY 2020-21
CARRYFORWARD BUDGET LISTING
APPROVED BY CITY MANAGER (ITEMS $100,000 AND UNDER)EXHIBIT 2Oct. 20, 2020 Item #7 Page 7 of 14
GENERAL FUND ITEMS
DEPARTMENT FUND DESCRIPTION REQUEST TYPE STATUS
APPROVED
AMOUNT
CITY OF CARLSBAD FY 2019-20 TO FY 2020-21
CARRYFORWARD BUDGET LISTING
APPROVED BY CITY MANAGER (ITEMS $100,000 AND UNDER)
Library & Cultural Arts 001 Public art funds unexpended balance-Sculpture Garden Professional Services FY20 Expenditure not completed (in progress)15,000
Library & Cultural Arts 001 Public art funds unexpended balance-New Village Arts Mural Professional Services FY20 Expenditure not completed (in progress)50,000
Library & Cultural Arts 001 Public art funds unexpended balance-Carlsbad Beach Art Chairs Professional Services FY20 Expenditure not completed (in progress)20,000
Library & Cultural Arts 001 Public art funds unexpended balance-Barrio Mural Walls Professional Services FY20 Expenditure not completed (in progress)25,000
Library & Cultural Arts 001 Public art funds unexpended balance-Art Co-op in Village/Shoppes Professional Services FY20 Expenditure not completed (in progress)60,000
Library & Cultural Arts 001 Public art funds unexpended balance-Lib. Learning Center Mural Professional Services FY20 Expenditure not completed (in progress)50,000
Library & Cultural Arts 001 Public art funds unexpended balance-Embedded Artist Program Professional Services FY20 Expenditure not completed (in progress)60,000
Library & Cultural Arts 001 Arts & Culture Master Plan remaining unexpended balance Professional Services FY20 Expenditure not completed (in progress)21,000
Parks & Recreation 001 Pine Ave Park/Senior Center Public Safety Camera Project Capital Outlay New Spending Request 32,000
Parks & Recreation 001 Monroe Street Pool underwater lights, only 2 of 20 are currently working Professional Services New Spending Request 8,800
Parks & Recreation 001
Cannon Park playground refurbishment - rust and damage due to being
exposed to salt air Capital Outlay New Spending Request 60,000
Parks & Recreation 001
Hot water, high pressure washer - for cleaning restrooms, picnic areas, and
graffiti. Alternative to currently renting a unit for $135/ day. Equipment & Supplies New Spending Request 9,000
Police 001 Cleaning services (increased due to COVID)Professional Services FY20 Expenditure not completed (in progress)70,000
Police 001 Outfitting for patrol vehicle A1180 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)27,700
Police 001 Outfitting for patrol vehicle A1181 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)27,700
Police 001 Outfitting for patrol vehicle A1182 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)27,700
Police 001 Outfitting for patrol vehicle A1183 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)27,700
Police 001 Outfitting for patrol vehicle A1184 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)27,700
Oct. 20, 2020 Item #7 Page 8 of 14
GENERAL FUND ITEMS
DEPARTMENT FUND DESCRIPTION REQUEST TYPE STATUS
APPROVED
AMOUNT
CITY OF CARLSBAD FY 2019-20 TO FY 2020-21
CARRYFORWARD BUDGET LISTING
APPROVED BY CITY MANAGER (ITEMS $100,000 AND UNDER)
Police 001 Outfitting for patrol vehicle A1185 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)27,700
Police 001 Outfitting for patrol vehicle A1186 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)27,700
Police 001 Outfitting for patrol vehicle A1187 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)27,700
Police 001 Outfitting for patrol vehicle A1188 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)27,700
Police 001 Outfitting for CSO vehicle A1196 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)22,700
Police 001 Lexipol Knowledge Mgmt. System - police policy mgmt. and updates Professional Services FY20 Expenditure not completed (in progress)21,000
Police 001 Required radio communications system upgrade Professional Services FY20 Expenditure not completed (in progress)7,000
Police 001
Clips for body worn cameras - replace magnets with clips to attach cameras to
uniforms, magnets fall off too easily Equipment & Supplies New Spending Request 5,000
Police 001 De-escalation training per SB230 by Dec. 2021 (FY21 budget request) Other New Spending Request 78,000
Police 001
Loud exhaust enforcement signs - address resident complaints, partnering with
Traffic Engineering Equipment & Supplies FY20 Expenditure not completed (in progress)2,000
Police 001 No parking signs on Car Country Dr - new ordinance to limit parking overnight Other New Spending Request 6,500
Police 001 Police PA System Repair Professional Services FY20 Expenditure not completed (in progress)4,500
Police 001
Hearing protection - COVID requirement that hearing protection is not shared
(COVID) Equipment & Supplies FY20 Expenditure not completed (in progress)750
Police 001 Decibel readers Equipment & Supplies New Spending Request 600
Police 001 Laserfiche scanner device Equipment & Supplies FY20 Expenditure not completed (in progress)3,000
PW - Environmental Mgmt 001
Fencing to protect endangered habitat - damaged due to illegal biking on
habitat preserve Equipment & Supplies New Spending Request 10,000
PW - Environmental Mgmt 001 Replace desktop with laptop for remote work (COVID) Capital Outlay New Spending Request 2,400
PW - Facilities & Fleet 001 Electrical testing equipment - diagnoses electric motor issues in vehicles Equipment & Supplies FY20 Expenditure not completed (in progress)13,000
Oct. 20, 2020 Item #7 Page 9 of 14
GENERAL FUND ITEMS
DEPARTMENT FUND DESCRIPTION REQUEST TYPE STATUS
APPROVED
AMOUNT
CITY OF CARLSBAD FY 2019-20 TO FY 2020-21
CARRYFORWARD BUDGET LISTING
APPROVED BY CITY MANAGER (ITEMS $100,000 AND UNDER)
PW - Transportation 001 Street maintenance - sidewalk for Pio Pico adjacent to 5 freeway Other FY20 Expenditure not completed (in progress)15,000
PW - Transportation 001
Street maintenance - critical communications equipment - emergency
communications radios (backup) and city cell phones for crew Equipment & Supplies FY20 Expenditure not completed (in progress)9,500
PW - Transportation 001 Asset management - software Professional Services FY20 Expenditure not completed (in progress)16,000
PW - Transportation 001 Transportation Demand Management (TDM) - unexpended program balance Other FY20 Expenditure not completed (in progress)28,400
Total General Fund Approved Items 1,586,720$
Oct. 20, 2020 Item #7 Page 10 of 14
OTHER FUNDS (NON-GENERAL FUND) ITEMS
DEPARTMENT FUND DESCRIPTION
REQUEST
TYPE STATUS
REQUESTED
AMOUNT
IT Replacement 641
IT hardware replacement - planned but unspent, all individual items less than
$100k (computers, servers, switches, routers, firewalls, misc. infrastructure) Capital Outlay FY20 Expenditure not completed (in progress)407,894
PW - Environmental Mgmt 521 Replace desktop with laptop for remote work (COVID) Capital Outlay New Spending Request 2,400
PW - Fleet Replacement 621 Outfitting for patrol vehicle A1139 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)12,000
PW - Fleet Replacement 621 Outfitting for patrol vehicle A1140 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)12,000
PW - Fleet Replacement 621 Outfitting for patrol vehicle A1141 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)12,000
PW - Fleet Replacement 621 Outfitting for patrol vehicle A1142 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)12,000
PW - Fleet Replacement 621 Outfitting for patrol vehicle A1143 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)12,000
PW - Fleet Replacement 621 Outfitting for patrol vehicle A1144 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)27,600
PW - Fleet Replacement 621 Outfitting for patrol vehicle A1145 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)27,600
PW - Fleet Replacement 621 Outfitting for patrol vehicle A1146 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)27,600
PW - Fleet Replacement 621 Outfitting for patrol vehicle A1147 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)27,600
PW - Fleet Replacement 621 Outfitting for patrol vehicle A1148 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)27,600
PW - Fleet Replacement 621 Outfitting for patrol vehicle A1149 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)27,600
PW - Fleet Replacement 621 Outfitting for undercover police vehicle A1164 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)3,900
PW - Fleet Replacement 621 Outfitting for patrol vehicle A1177 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)27,700
PW - Fleet Replacement 621 Outfitting for patrol vehicle A1178 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)27,700
PW - Fleet Replacement 621 Outfitting for patrol vehicle A1179 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)27,700
PW - Fleet Replacement 621 Outfitting for vehicle A1165 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)7,900
PW - Fleet Replacement 621 Outfitting for F1190 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)21,500
CITY OF CARLSBAD FY 2019-20 TO FY 2020-21
CARRYFORWARD BUDGET LISTING
APPROVED BY CITY MANAGER (ITEMS $100,000 AND UNDER)
Oct. 20, 2020 Item #7 Page 11 of 14
OTHER FUNDS (NON-GENERAL FUND) ITEMS
DEPARTMENT FUND DESCRIPTION
REQUEST
TYPE STATUS
REQUESTED
AMOUNT
CITY OF CARLSBAD FY 2019-20 TO FY 2020-21
CARRYFORWARD BUDGET LISTING
APPROVED BY CITY MANAGER (ITEMS $100,000 AND UNDER)
PW - Fleet Replacement 621 Outfitting for vehicle P1166 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)4,100
PW - Fleet Replacement 621 Outfitting for vehicle P1189 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)21,600
PW - Fleet Replacement 621 Outfitting for vehicle P1191 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)21,600
PW - Fleet Replacement 621 Outfitting for vehicle W1157 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)4,000
PW - Fleet Replacement 621 Outfitting for vehicle W1138 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)4,000
PW - Fleet Replacement 621 Outfitting for vehicle U1016 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)4,000
PW - Fleet Replacement 621 Outfitting for vehicle F1176 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)22,700
PW - Fleet Replacement 621 Outfitting for vehicle P1193 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)8,000
PW - Fleet Replacement 621 Outfitting for vehicle P1194 (vehicle previously purchased)Capital Outlay FY20 Expenditure not completed (in progress)8,000
PW - Transportation 162
Lighting District boom truck upgrade - retrofit with weather coating (salt water
damage) Equipment & Supplies New Spending Request 25,000
PW - Utilities - Potable Water 501 Urban Water Management Plan - regulatory requirement, deadline is July 2021 Study/Reports FY20 Expenditure not completed (in progress)75,000
PW - Utilities - Potable Water 501 Temp help for meter services - two staff members have long term illness Other New Spending Request 30,000
PW - Utilities - Potable Water 501
Employee training - ESRI conference, NorthStar virtual training, and AWWA
conferences Other New Spending Request 5,500
PW - Utilities - Potable Water 501 Replace desktop with laptop for remote work (COVID) Equipment & Supplies New Spending Request 7,200
PW - Utilities - Potable Water 501 Gas storage cage - secure flammable gas used for CMWD operations Equipment & Supplies FY20 Expenditure not completed (in progress)4,400
PW - Utilities - Recycled Water 502
Outfitting for vehicle replacements - Safety light bars, toolboxes, necessary for
use Capital Outlay FY20 Expenditure not completed (in progress)10,000
PW - Utilities - Recycled Water 502 Replace desktop with laptop for remote work (COVID) Equipment & Supplies New Spending Request 5,000
PW - Utilities - Recycled Water 502 Cross connection specialist course - required certification Professional Services New Spending Request 4,000
PW - Utilities - Wastewater 511 Bioxide sewer odor control - remaining invoice / services completed Equipment & Supplies FY20 Expenditure not completed (in progress)15,000
Oct. 20, 2020 Item #7 Page 12 of 14
OTHER FUNDS (NON-GENERAL FUND) ITEMS
DEPARTMENT FUND DESCRIPTION
REQUEST
TYPE STATUS
REQUESTED
AMOUNT
CITY OF CARLSBAD FY 2019-20 TO FY 2020-21
CARRYFORWARD BUDGET LISTING
APPROVED BY CITY MANAGER (ITEMS $100,000 AND UNDER)
PW - Utilities - Wastewater 511
Outfitting for vehicle replacements - safety light bars, toolboxes, necessary for
use Capital Outlay FY20 Expenditure not completed (in progress)49,000
PW - Utilities - Wastewater 511
Employee training - ESRI conference, NorthStar virtual training, and AWWA
conferences Other New Spending Request 2,500
PW - Utilities - Wastewater 511
CCTV Camera transporter - necessary for operations of CCTV, alternative is to
rent for $20,000 per year Capital Outlay New Spending Request 35,000
PW - Utilities - Wastewater 511
Guard rails for sewer lift stations and station manholes - necessary for
employee safety Equipment & Supplies New Spending Request 12,500
PW - Utilities - Wastewater 511 Replace desktop with laptop for remote work (COVID) Equipment & Supplies New Spending Request 5,000
PW - Utilities - Wastewater 511 iPads for Wastewater operations staff Equipment & Supplies FY20 Expenditure not completed (in progress)3,000
Total Other Funds (Non-General Fund) Approved Items 1,138,394$
Oct. 20, 2020 Item #7 Page 13 of 14
GENERAL FUND GRANTS
DEPARTMENT FUND DESCRIPTION REQUEST TYPE
REQUESTED
AMOUNT
Community Development 001 Community Activity Grant awarded but not yet disbursed Unspent Grant Balance 2,595
Community Development 001 State SB2 Grant unspent balance Unspent Grant Balance 41,000
Library & Cultural Arts 001 Family Literacy Grant unspent balance Unspent Grant Balance 7,430
Police 001 State Homeless Program Grant unspent balance Unspent Grant Balance 250,000
PW - Environmental Mgmt 001 State Green Business Network Grant unspent balance Unspent Grant Balance 30,000
TOTAL GENERAL FUND GRANTS 331,025$
NON-GENERAL FUND GRANTS
Community Development 391 Community Development Block Grant unspent balance for affordable housing Unspent Grant Balance 865,000
Community Development 171 Agricultural Mitigation Fee Fund-Unspent community grant balance Unspent Grant Balance 66,818
Community Development 191 Federal Section 8 Program Cares Act Funding unpsent balance Unspent Grant Balance 104,955
Police 124 Public Safety Grants unspent balance carryforward Unspent Grant Balance 111,435
PW - Environmental Mgmt 520 State Beverage container grants unspent balance Unspent Grant Balance 82,559
TOTAL NON-GENERAL FUND GRANTS 1,230,767$
*Appropriations unspent at June 30, 2020 related to grant awards for programs or projects that are continuing into the next fiscal year were approved for carryfoward
in the fiscal year 2020-21 operating budget resolution (2020-127) adopted by the City Council on June 23, 2020.
CITY OF CARLSBAD FY 2019-20 TO FY 2020-21
CARRYFORWARD BUDGET LISTING
UNSPENT GRANT BALANCES*EXHIBIT 3Oct. 20, 2020 Item #7 Page 14 of 14
Fiscal Year 2019-20 Budget
Carryforward Requests
Laura Rocha, Deputy City Manager, Administrative Services
Roxanne Muhlmeister, Finance Manager
October 20, 2020
Recommended Action
•Adopt a resolution approving and
appropriating the fiscal year 2019-20 budget
carryforward request listing of individual
items over $100,000.
2
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
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 can be used for one-time expenditures and will not create new ongoing services, programs or personnel.
4
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
Fiscal Year 2019-20 General Fund
Carryforward Summary
Unspent and unencumbered budget at 6/30/20:$15,163,954 (unaudited)
Carryforward Requests:
Approved by the city manager $1,586,720
Unspent grant balances 331,025
Requested for City Council approval 750,000
Total carryforwards $2,667,745
6
Carryforward Requests over $100,000
City Council Approval Requested
General Fund:
•External legal counsel and expert services, $750,000
7
Fiscal Year 2019-20 General Fund
Reserve Balance
General Fund Reserve Balance -Unassigned
June 30, 2019 (audited)$82.5M (53% reserve)
June 30, 2020 (unaudited)$97.9M (58% reserve)
Reserve policy target is 40% of prior fiscal year adopted General Fund
budgeted expenditures.
8
Carryforward Requests over $100,000
Approved by City Council by Previous Action
Information Technology Replacement Fund (Non General Fund):
•Unified Communications System, $1,455,632
9
use of carryforward approved via City Council resolution dated 7/21/20
Recommended Action
•Adopt a resolution approving and
appropriating the fiscal year 2019-20 budget
carryforward request listing of individual
items over $100,000.
10