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Fiscal Year 2013-14 Proposed Operating Budget CITY OF EL CERRITO Agenda Item 7 DRAFT ---PAGE BREAK--- Budget Overview Strategic Plan Goals FY 2012-13 Accomplishments Goals for Fiscal Year 2013-14 City Finances Operating Budget Overview Key Budget Issues General Fund Special Funds Budget Considerations Departmental Overviews City Council Next Steps 2 AGENDA ---PAGE BREAK--- 3 STRATEGIC PLAN GOALS ---PAGE BREAK--- Deliver Exemplary Government Services Numerous awards and recognitions, including: Parent’s Press Magazine Best Spring Break Camp, Best Swimming Lessons, Best 4 th of July in Contra Costa County Award for Excellence in Financial Reporting, Operational Budgeting and Distinguished Budget ABAG Growing Smarter Together Award and Sustainable Contra Costa Government Leadership Award for Recycling + Environmental Resource Center Strengthened relationships with partners, including: Implemented new Intern Program for El Cerrito High School Students in collaboration with the WCCUSD Initiated coordinating meetings with BART to achieve TOD goals 4 FY 2012-13 ACCOMPLISHMENTS ---PAGE BREAK--- 5 FY 2012-13 ACCOMPLISHMENTS Deliver Exemplary Government Services Extensive community engagement and interaction Managed over 70,000 transactions in Recreation Department Launched and continued E-Newsletters with ~4,000 subscribers Supported and directed numerous special events including July 4 th Celebration, Annual Egg Hunt, Golf Tournament, Halloween Haunted House and Carnival, Bike to Work Day, Earth Day Cinema in The Park Implemented and maintained a busy Passport Acceptance Office Implemented new technologies to increase efficiency and reduce costs, including: Two virtual servers eliminating the need to purchase new servers and results in significant reduction in energy costs Fingerprint readers and report writing software allowing police officers to prepare reports in their cars ---PAGE BREAK--- 6 FY 2012-13 ACCOMPLISHMENTS Achieve Long Term Financial Sustainability Refinanced Storm Drain, Recycling Center, Equipment and Swim Center bonds & loans, resulting in substantial interest savings Prevailed in the Successor Agency’s challenge of the State’s July True Up Payment Demand ($1.7M) Upgraded the HR/Payroll software module and the implementation of position control and position budgeting Completed Operations & Rate Review of East Bay Sanitary Company and executed extension of the Franchise Agreement resulting in greater revenues, increased solid waste services, and smaller rate increases ---PAGE BREAK--- Achieve Long Term Financial Sustainability Received the award for Excellence in Financial Reporting from the Governmental Finance Officers Association (GFOA) Received the award for Excellence in Operational Budgeting from the California Society of Municipal Finance Officers and the Distinguished Budget Award from the GFOA Issued Tax Revenue Anticipation Notes in response to cash shortfall Improved fee based programs Successfully recruited volunteers to teach fee-based classes Expanded usable space and hours at Splash Park Successfully applied for and implemented grant-funded projects and programs 7 FY 2012-13 ACCOMPLISHMENTS ---PAGE BREAK--- Deepen a Sense of Place and Community Identity Worked to foster local small businesses Expanded Annual Entrepreneur Training and Small Business Workshop series Partnered to develop high-quality housing in City’s Priority Development Area (PDA) Completed grant agreement for Ohlone Gardens Mixed Use Housing Resolved property transfer issues for Eden Housing project and began entitlement process for 63-unit affordable housing project Initiated pre-entitlement phase for catalyst Transit-Oriented Development at Mayfair site adjacent to del Norte Participated in CCTA PDA Working group on development of a PDA Growth and Investment Strategy 8 FY 2012-13 ACCOMPLISHMENTS ---PAGE BREAK--- Deepen a Sense of Place and Community Identity Initiated development of citywide Urban Greening Plan Launched Urban Greening Task Force and community engagement process Began final phase of San Pablo Avenue Specific Plan Secured funding to integrate San Pablo Avenue Complete Streets and Multimodal Capital Improvement Plan Ongoing partnerships with community groups to improve and maintain the City’s open spaces 9 FY 2012-13 ACCOMPLISHMENTS ---PAGE BREAK--- Ensure the Public’s Health & Safety Initiated social media forums such as Nixle and Twitter for information dissemination Organized and held active shooter training for first responders Organized and held full department training in use of force and firearms for enhanced readiness Facilitated the roll-out of EBRCS radios to all sworn personnel 10 FY 2012-13 ACCOMPLISHMENTS ---PAGE BREAK--- Ensure the Public’s Health & Safety Received a Homeland Security Grant for $200,000 for the purchase of self-contained breathing apparatus Trained 3 firefighters to the level of Rescue Systems II funded by a Department of Homeland Security grant Completed a firefighter recruitment process and hired three new firefighters Received Grant for the purchase of portable radios for all of the fire departments within Contra Costa County. 11 FY 2012-13 ACCOMPLISHMENTS ---PAGE BREAK--- Ensure the Public’s Health & Safety K-9 Koda successfully passed his training and was deployed into the field Successfully trained newly hired officers Deployed the new Incident Command Vehicle during several high-profile criminal events Increased vacation home check program for our residents 12 FY 2012-13 ACCOMPLISHMENTS ---PAGE BREAK--- Ensure the Public’s Health & Safety Began development of Circulation Plan for Bicyclists and Pedestrian Update (to be known as the Active Transportation Plan) and the San Pablo Avenue Complete Streets Plan Applied for and awarded a federal Highway Safety Improvement Grant for the Arlington Boulevard Curve at Brewster Drive Improvement Project. As part of Measure A Street Improvement Program, designed the 2013 Street Improvement & Pavement Rehabilitation Projects resurface various streets, install related improvements to curb, gutter, sidewalk, curb ramps, storm drain facilities and traffic striping 13 FY 2012-13 ACCOMPLISHMENTS ---PAGE BREAK--- Ensure the Public’s Health & Safety Completed construction of the Arlington Boulevard Safe Routes to School Improvements Project Began construction of the Potrero Avenue Streets Safety Improvements, Municipal Solar Procurement and Moeser & Ashbury Pedestrian and Bicycle Corridor Improvements Projects Bid out the Central Avenue and Liberty Street Streetscape, Ohlone Greenway Street Crossing Safety Improvements and Ohlone Greenway Natural Area and Rain Gardens Projects Coordinated construction of BART’s Earthquake Safety Program Projects 14 FY 2012-13 ACCOMPLISHMENTS ---PAGE BREAK--- Foster Environmental Sustainability Citywide Conducted a grant funded citywide tree inventory and implemented new tree management software Installed 46 Storm Drain Trash Capture Devices funded by a grant through the SF Estuary Partnership Completed a citywide solar procurement process Marketed home energy efficiency program to residents and converted Swim and Community Center outdoor lighting to LEDs Completed and adopted Climate Action Plan Selected as STAR Communities Pilot Program participant and initiated Citywide self-assessment Implemented Mandatory Commercial Recycling Requirements and documented 100% commercial and multi-family compliance 15 FY 2012-13 ACCOMPLISHMENTS ---PAGE BREAK--- 16 OVERVIEW OF STRATEGIC PLAN PROGRESS Program or Service Deliver Exemplary Government Services Achieve Long- Term Financial Sustainability Deepen a Sense of Place and Community Identity Develop and rehabilitate public facilities as community focal points Ensure the public’s health and safety. Foster environmental sustainability citywide City Management Community Development Finance Fire Police Public Works Recreation New addition to budget book for each department. ---PAGE BREAK--- 17 A SNAPSHOT OF SPENDING BY GOAL Goal A: Exemplary Services 19% Goal B: Financial Sustainability 5% Goal C: Sense of Place 7% Goal D: Facilities 2% Goal E: Health & Safety 65% Goal F: Environmental Sustainability 1% ---PAGE BREAK--- Key Ideas Behind this Budget: What is our “20 Mile March” and are we hitting it? How do we get the right people “on the bus and in the key seats”? Is it time to face the “Brutal Facts”? Where should we place our “big bets” based on empirical validation? 18 GOOD TO GREAT BUDGET CONCEPTS ---PAGE BREAK--- 19 CITY ORGANIZATION Residents of El Cerrito City Council Boards and Commissions City Attorney City Manager City Management Fire Department Finance Police Department Community Development Public Works Recreation ---PAGE BREAK--- • Operating Budget • General Fund • Special Funds 20 CITY FINANCES ---PAGE BREAK--- 21 FY 2013-14 OPERATING BUDGET – REVENUES Revenue Category Actual FY 2010-11 Actual FY 2011-12 Amended FY 2012-13 Proposed FY 2013-14 Taxes Property Taxes 10,758,992 $ 8,396,623 $ 6,819,452 $ 6,322,213 $ Sales Taxes 5,131,749 6,560,971 6,840,000 6,093,750 Utility User Tax 3,188,260 3,163,978 3,500,000 3,605,000 Local Parcel Taxes 1,908,127 1,908,237 1,908,000 1,908,000 Franchise Taxes 982,799 1,020,930 1,050,000 1,177,000 Business License Tax 673,257 691,948 675,000 750,000 Other Taxes 635,883 592,386 662,321 702,015 Total Taxes 23,279,067 22,335,073 21,454,773 20,557,978 Licenses & Permits 562,760 518,276 669,936 606,000 Fines and Forfeitures 267,673 215,336 265,000 306,500 Use of Money and Property 490,511 494,979 483,780 451,682 Intergovernmental Revenues 9,084,889 7,958,811 10,470,357 10,157,375 Charges for Services 6,069,034 6,274,008 7,113,224 6,729,404 Other Revenues 467,454 1,751,600 499,400 266,431 Total Revenues before Transfers 40,221,388 39,548,083 40,956,470 39,075,370 Interfund Transfers 10,553,909 11,271,935 4,424,926 4,359,990 Total 50,775,297 $ 50,820,018 $ 45,381,396 $ 43,435,360 $ ---PAGE BREAK--- 22 FY 2013-14 OPERATING BUDGET – EXPENDITURES This image cannot currently be displayed. ---PAGE BREAK--- 23 GENERAL FUND UPDATE FY 2013-14 OVERVIEW General Fund Summary Revenues + Expenditures FY 2012 Actuals FY 2013 Adopted FY 2013 Amended FY 2013 Projected Update 5/20/13 FY 2013-14 Proposed Beginning Restricted Balance $598,957 $598,957 $598,957 Beginning Unassigned Balance $6,434,405 $2,608,745 $2,608,745 $2,608,745 $2,909,552 Total Revenues $29,298,213 $29,192,110 $29,192,110 $29,396,433 $28,479,079 Total Expenses $32,524,916 $29,020,023 $29,090,923 $29,095,626 $28,453,592 Personnel $22,954,537 $22,182,379 Non-Personnel $6,141,089 $6,271,213 Annual Balance/Shortfall ($3,226,703) $172,087 $101,187 $300,807 $25,487 Transfer Restricted Fund Balance (MSC - Grants (221) ($598,957) Ending Fund Balance/Deficit $3,207,702 $3,379,789 $3,308,889 $2,909,552 $2,935,039 Ending Reserve Percent 9.86% 11.65% 11.37% 10.00% 10.32% FY 2013 Projected includes $598,957 transfer to Grant Fund ---PAGE BREAK--- 24 GENERAL FUND UPDATE FY 2013-14 YEAR END REVENUE PROJECTIONS General Fund Revenues FY 2012 Actuals FY 2013 Amended FY 2013 Projected FY 2014 Proposed Property Taxes $5,685,841 $6,038,300 $6,055,633 $6,322,213 Sales Taxes $3,449,617 $3,910,000 $3,932,521 $2,997,750 Utility Users Taxes $3,163,978 $3,500,000 $3,500,000 $3,605,000 Other Taxes $1,885,422 $1,904,900 $1,962,097 $2,121,900 Interim Sales Tax $1,564,811 $1,545,000 $1,545,000 $1,596,000 Total Taxes $15,749,670 $16,898,200 $16,995,251 $16,642,863 Fees for Services $9,936,538 $10,964,194 $10,649,515 $10,513,990 Interest, Transfers & Other Revenue $3,612,006 $1,329,716 $1,751,667 $1,322,226 Total Other Revenues $13,548,544 $12,293,910 $12,401,182 $11,836,216 Total Revenues $29,298,213 $29,192,110 $29,396,433 $28,479,079 ---PAGE BREAK--- 25 GENERAL FUND UPDATE FY 2012-13 YEAR END EXPENDITURE PROJECTIONS General Fund Expenditures FY 2012 Actuals FY 2013 Amended FY 2013 Projected Budget Variance FY 2014 Proposed Personnel $22,619,755 $22,759,903 $22,954,537 ($194,634) $22,182,379 Non-Personnel Purchased Professional & Technical Services $2,185,665 $2,516,840 $2,441,335 $75,505 2,299,700 Property Services/Other Services $2,014,613 $2,102,130 $2,039,066 $63,064 2,143,382 Supplies $660,926 $650,850 $631,325 $19,526 640,150 Property & Capital $229,826 $252,500 $244,925 $7,575 238,500 Other Objects $102,395 $74,600 $50,339 $24,261 218,073 Transfers From Other Funds (Indirects) $761,737 $734,100 $734,100 $0 731,408 Total Non-Personnel $5,955,161 $6,331,020 $6,141,089 $189,931 $6,271,213 Total Expenditures before Land Xfer $28,574,916 $29,090,923 $29,095,626 1X Transfer of Land Held for Redevelopment $3,950,000 Total Expenditures $32,524,916 $29,090,923 $29,095,626 ($4,703) $28,453,592 ---PAGE BREAK--- 26 RECENT STAFFING THROUGH THE CURRENT FISCAL YEAR Approved Actual Approved Actual Approved Actual Approved Actual City Council 5 5 5 5 5 5 5 5 City Management 7 7 7 7 7 7 7 7 Administrative Services 7.8 7 7.8 7 7.8 7 7.8 7 Economic Development 5 5 4 4 4 4 4 3 Environmental and Development Services 22 19 20 17 20 19 21 16 Fire 37 36 37 34 37 34 37 34 Police 56.55 55.55 56.55 52.55 56.55 53.55 56.55 50 Public Works 14.25 12.25 14.25 13.25 14.25 14.25 14.25 9 Recreation 38 36 38 34 38 34 38 32 Total 192.6 182.8 189.6 173.8 189.6 177.8 190.6 163 Vacant Positions 9.8 15.8 11.8 27.6 FY 09-10 FY 10-11 FY 11-12 FY 12-13 ---PAGE BREAK--- 27 PROPOSED STAFFING FY 13-14 • Since FY 10, 19 previously approved positions have been eliminated (10%) • 10 of the requested positions will remain vacant in FY 13-14 • Approximately 10.4% reduction in staffing in five years. Requested Actual Vacant City Council 5 5 0 City Management 9 9 0 Finance Department 6 6 0 Community Development 13.5 12.5 1 Fire 37 33 4 Police 56.4 55.4 1 Public Works 23.8 20.8 3 Recreation 23 22 1 Total 173.7 163.7 10.0 FY 13-14 ---PAGE BREAK--- Potential General Fund impact of redevelopment dissolution = $600,000. Program Fees from MSC of $757,000 budgeted and paid to City through MSC reserves this fiscal year; but Department of Finance disallowed reimbursement. MSC will pre-fund FY13/14 $600,000 shortfall through prior grant in expectation of second disallowance of funding agreement. City initiated litigation against State Department of Finance to reverse attempted “claw back” of $1.7 million of City funds. City Council to consider second lawsuit against State Department of Finance in June. 28 DISSOLUTION OF REDEVELOPMENT STILL LINGERS ---PAGE BREAK--- 29 OVERALL OPERATING REVENUES Revenue Category Actual FY 2010-11 Actual FY 2011-12 Amended FY 2012-13 Proposed FY 2013-14 Taxes Property Taxes 10,758,992 $ 8,396,623 $ 6,819,452 $ 6,322,213 $ Sales Taxes 5,131,749 6,560,971 6,840,000 6,093,750 Utility User Tax 3,188,260 3,163,978 3,500,000 3,605,000 Local Parcel Taxes 1,908,127 1,908,237 1,908,000 1,908,000 Franchise Taxes 982,799 1,020,930 1,050,000 1,177,000 Business License Tax 673,257 691,948 675,000 750,000 Other Taxes 635,883 592,386 662,321 702,015 Total Taxes 23,279,067 22,335,073 21,454,773 20,557,978 Licenses & Permits 562,760 518,276 669,936 606,000 Fines and Forfeitures 267,673 215,336 265,000 306,500 Use of Money and Property 490,511 494,979 483,780 451,682 Intergovernmental Revenues 9,084,889 7,958,811 10,470,357 10,157,375 Charges for Services 6,069,034 6,274,008 7,113,224 6,729,404 Other Revenues 467,454 1,751,600 499,400 266,431 Total Revenues before Transfers 40,221,388 39,548,083 40,956,470 39,075,370 Interfund Transfers 10,553,909 11,271,935 4,424,926 4,359,990 Total 50,775,297 $ 50,820,018 $ 45,381,396 $ 43,435,360 $ ---PAGE BREAK--- 30 OVERALL OPERATING REVENUES Taxes 52.6% Intergovernmental Revenues 26.0% Charges for Services 17.2% Use of Money and Property 1.2% Licenses & Permits 1.6% Fines and Forfeitures 0.8% Other Revenues 0.7% ---PAGE BREAK--- General Fund revenues decline by $300,000 from FY 2012-13 projected revenues Licenses & Permits decrease of $63,936 is attributable to Building Fees The budget amount for Fines and Forfeitures has been adjusted more closely match with actual collections. Use of Money & Property includes changes in fund transfers. Charges for services include an approved 3% fee increase for most fees 31 KEY REVENUE ASSUMPTIONS ---PAGE BREAK--- 32 OPERATING BUDGET BY DEPARTMENT Citywide Department Expenditures and Transfers Department Actual FY2010-11 Actual FY2011-12 Amended FY2012-13 Proposed FY2013-14 City Management 2,557,086 $ 2,685,267 $ 2,574,294 $ 2,762,692 $ Finance 3,269,461 4,333,064 3,022,493 3,466,881 Police 9,236,699 10,106,417 10,981,313 10,507,068 Fire 7,330,512 10,708,768 10,041,459 8,146,261 Public Works 5,129,460 5,311,382 5,630,489 4,424,688 Community Development 5,523,711 2,983,548 2,789,943 2,200,594 Recreation 4,099,377 4,168,183 4,177,180 4,175,483 Capital Outlay 8,950,897 1,709,469 5,214,663 5,763,815 Total Before Transfers 46,097,203 42,006,098 44,431,834 41,447,482 Transfers 16,539,590 10,229,261 4,424,926 4,359,990 Total Expenditures 62,636,794 $ 52,235,359 $ 48,856,760 $ 45,807,472 $ ---PAGE BREAK--- 33 OPERATING EXPENDITURE OVERVIEW ---PAGE BREAK--- 34 KEY EXPENDITURE ASSUMPTIONS Personnel Assumptions Increase in PERS rates by approximately 2% Increase in Health & Dental rates by 17% COLA increases per collective bargaining agreements; SEIU 3.25%, PEA 3% (average), IAFF 1% (average) No reductions to current filled staff positions are proposed 19 positions have been eliminated 10 vacancies will remain All collective bargaining agreements have been followed with no additional concessions from employees ---PAGE BREAK--- Personnel Assumptions Overall salary savings of approximately $570,000 in Police due to recruitment and retention trends, reorganization and vacant records supervisor position. Significant portion of the salary savings (~$440,000) is equivalent to three officers in the Police Department based on current and likely future vacancies. Should the Department recruit and retain more officers than assumed in the projections, the budget may need to be modified to reflect the reduced salary savings and higher than anticipated headcount. The Fire Department, while fully staffed operationally with three recent hires, will rely on overtime rather than fill the three authorized “coverage” positions, similar to recent years (results in approximate $150,000 in savings). 35 KEY EXPENDITURE ASSUMPTIONS ---PAGE BREAK--- 36 EXPENDITURE ASSUMPTIONS Non-Personnel Assumptions Capital projects funded outside of the General Fund will progress as planned but no General Fund contributions are included for capital Contract help in certain areas will continue or increase until revenues stabilize at a sustainable level Liability and property insurance cost increase of approximately $270,000 Increase in debt service payments for solar project offset by likely decrease in utility costs No use of unrestricted General Fund reserves Approximately $600,000 of economic development related expenses are offset by a prior grant from the Municipal Services Corporation ---PAGE BREAK--- The Community Development Department, formerly Environmental & Development Services Department, has been reorganized Two Divisions: Planning and Building; Community Sustainability Economic Development & Housing Division moved from City Manager’s Office to Community Sustainability Division Recycling and Solid Waste Management functions housed in the Environmental Services Division moved to Public Works Department. New Operations and Environmental Services Division (OESD) includes maintenance as well as recycling and waste management services Contract Janitorial services previously housed in the Public Works Department have been moved to the Recreation Department Administrative Services Department has been eliminated and replaced by a Finance Department and the Human Resources Division has moved to the City Manager’s Office 37 OVERVIEW OF REORGANIZATION ---PAGE BREAK--- 38 GENERAL FUND REVENUE PROJECTIONS Actual Actual Amended Proposed FY 2010-11 FY2011-12 FY 2012-13 FY 2013-14 Taxes Property Taxes 5,780,491 $ 5,685,841 $ 6,038,300 $ 6,322,213 $ Sales Taxes 3,755,921 5,014,429 5,455,000 4,593,750 Utility User Tax 3,188,260 3,163,978 3,500,000 3,605,000 Franchise Taxes 982,799 1,020,930 1,050,000 1,177,000 Business License Tax 673,257 691,948 675,000 750,000 Other Taxes 169,373 172,544 179,900 194,900 Total Taxes 14,550,101 15,749,670 16,898,200 16,642,863 Licenses & Permits 562,760 518,276 669,936 606,000 Fines and Forfeitures 267,673 215,336 265,000 306,500 Use of Money and Property 301,328 283,951 331,080 315,700 Intergovernmental Revenues 4,592,543 4,770,474 4,818,362 4,900,128 Charges for Services 4,312,389 4,432,452 5,210,896 4,701,362 Other Revenues 331,258 111,151 273,700 202,147 Interfund Transfers 5,420,688 3,216,904 724,936 804,379 Total Revenues 30,338,740 $ 29,298,213 $ 29,192,110 $ 28,479,079 $ Revenue Category ---PAGE BREAK--- 39 GENERAL FUND EXPENDITURE PROJECTIONS Department Actual FY2010-11 Actual FY2011-12 Amended FY2012-13 Proposed FY2013-14 City Management 2,490,143 $ 2,614,045 $ 2,504,659 $ 2,631,140 $ Finance 876,950 923,606 660,566 1,119,705 Police 9,075,229 9,910,485 10,604,313 10,384,068 Fire 7,134,729 7,935,101 7,965,445 7,977,729 Public Works 997,709 986,862 836,890 392,225 Community Development 1,598,718 1,432,331 1,776,809 1,326,688 Recreation 3,957,215 4,010,750 4,008,141 3,890,629 Transfers 756,858 4,711,737 734,100 731,408 Total 26,887,550 $ 32,524,916 $ 29,090,923 $ 28,453,592 $ ---PAGE BREAK--- 40 OVERVIEW OF GENERAL FUND EXPENDITURES City Management 9.2% Finance 3.9% Police 36.5% Fire 28.0% Public Works 1.4% Community Development Services 4.7% Recreation 13.7% Transfers 2.6% ---PAGE BREAK--- 41 GENERAL FUND EXPENDITURES BY DEPARTMENT OVER TIME (NET OF TRANSFERS) 35% 36% 37% 37% 27% 29% 28% 29% 15% 14% 14% 14% 6% 5% 6% 5% 10% 9% 9% 9% 3% 3% 2% 4% 4% 4% 3% 1% 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Actual FY2010-11 Actual FY2011-12 Amended FY2012-13 Proposed FY2013-14 Percentage of Expenditures Fiscal Year General Fund Expenditures Before Transfers Public Works Finance City Management Community Development Services Recreation Fire Police ---PAGE BREAK--- Development of a restricted reserve fund, primarily for one-time needs and not utilized for cash flow An additional increase in general fund reserves Development of a capital facilities reinvestment fund to identify funds for the repair and replacement of our aging facilities An update of our library needs assessment and preliminary architectural services Increased library hours An update of our cost allocation model and fee study Some additional financial support for our playfields and playgrounds, and, A Cost of Living Adjustment for management and unrepresented employees 42 ITEMS CONSIDERED, BUT NOT INCLUDED ---PAGE BREAK--- 43 CITY MANAGEMENT Mayor and City Council City Manager Assistant City Manager Human Resources Manager Personnel Technician Analyst III (Community Outreach Specialist) City Clerk Information Systems Manager Information Systems Specialist Administrative Clerk City Attorney ---PAGE BREAK--- 44 CITY MANAGEMENT BUDGET • No personnel additions in City Management • City Manager professional services reduced to account for completion of Strategic Plan and citizen survey • City Attorney reduced due to improved cost controls related to workload • Liability and property insurance cost increase of approximately $270,000 in HR Department Actual FY2010-11 Actual FY2011-12 Amended FY2012-13 Proposed FY2013-14 City Council $ 83,576 $ 95,778 $ 73,783 $ 68,914 City Manager 797,883 820,412 835,323 762,469 City Attorney 321,082 357,541 300,000 275,000 City Clerk 234,129 221,031 255,602 270,737 Human Resources 785,953 839,351 746,575 987,167 Information Services 334,462 351,155 363,011 398,405 Total Expenditures $ 2,557,086 $ 2,685,267 $ 2,574,294 $ 2,762,692 ---PAGE BREAK--- 45 COMMUNITY DEVELOPMENT DEPARTMENT Community Development Director Planning and Building Manager Senior Planner Building Official Plan Checker Building Inspector Permit Technician Environmental Analyst Housing Program Manager Economic Development Program Manager ---PAGE BREAK--- 46 PLANNING – WORKLOAD HIGHLIGHTS 0 10 20 30 40 50 60 70 Admin Design Rev Map Act Admin Use Permit Variance Design Review Use Permit Fence Clearance Home Occupation RAD Acc Living Unit Planning Permits by Fiscal Year 09-10 10-11 11-12 12-13 ---PAGE BREAK--- 47 BUILDING WORKLOAD HIGHLIGHTS 1232 1249 1572 1372 0 200 400 [PHONE REDACTED] 1200 1400 1600 1800 09-10 10-11 11-12 12-13 Building Permits Issued by Fiscal Year ---PAGE BREAK--- 48 BUILDING WORKLOAD HIGHLIGHTS 7393 6189 6662 5803 0 1000 2000 3000 4000 5000 6000 7000 8000 09-10 10-11 11-12 12-13 Annual Inspections ---PAGE BREAK--- 49 COMMUNITY SUSTAINABILITY HIGHLIGHTS - 500,000.00 1,000,000.00 1,500,000.00 2,000,000.00 2,500,000.00 Natural Gas (therms) Electricity (kWh) lbs CO2e Annual Municipal Energy Use 12 month period ending March 31 2005 2011 2013 ---PAGE BREAK--- 50 COMMUNITY SUSTAINABILITY HIGHLIGHTS ---PAGE BREAK--- 51 COMMUNITY DEVELOPMENT BUDGET • Better interdepartmental coordination to reduce overall positions and increase customer service and community outcomes • Reduced staff; use of professional services for special projects, including one-time grant-funded capital or planning projects • Environmental Services functions combined with Public Works Operations/Maintenance; Sustainability integrated into Community Development • Reduced FTE in combined departments • Increased reliance on outside funding to achieve goals requires vigilant monitoring and readiness on behalf of staff Department Actual FY2010-11 Actual FY2011-12 Amended FY2012-13 Proposed FY2013-14 Economic Development $ 16,789,948 $ 7,847,325 $ 1,392,444 $ 696,838 Planning 459,019 481,020 516,008 693,478 Building Services 935,934 781,720 881,491 810,278 Total Expenditures $ 18,184,901 $ 9,110,064 $ 2,789,943 $ 2,200,594 ---PAGE BREAK--- 52 FINANCE DEPARTMENT Finance Director/ City Treasurer Accounting Manager Accounting & Budget Account Clerk Technician Payroll Processing Account Clerk Technician Revenue Collection Account Clerk Technician Accounts Payable Manager Successor Agency & Special Projects ---PAGE BREAK--- 53 FINANCE DEPARTMENT BUDGET • Costs increased related to payments for solar procurement, offset by utility decrease in department budgets • Staff expenses increased with transfer of position from economic development • FY 13 budget reduced by citywide salary savings related to service credit purchase program Department Actual FY2010-11 Actual FY2011-12 Amended FY2012-13 Proposed FY2013-14 Finance $ 6,453,290 $ 7,436,388 $ 6,421,298 $ 6,965,659 Total Expenditures $ 6,453,290 $ 7,436,388 $ 6,421,298 $ 6,965,659 ---PAGE BREAK--- 54 FIRE DEPARTMENT Fire Chief A Shift Battalion Chief Fire Marshall 71 Captain Paramedic Engineer Firefighter Paramedic Firefighter 72 Captain Engineer Firefighter Paramedic 65 Captain Engineer Paramedic Firefighter Paramedic Fire Prevention Officer Paramedic B Shift Batallion Chief Support Services 71 Captain Engineer Paramedic Engineer Paramedic Firefighter 72 Captain Paramedic Engineer Paramedic Firefighter 65 Captain Paramedic Engineer Paramedic Firefighter Paramedic C Shift Battalion Chief Operations 71 Captain Engineer Paramedic Firefighter Paramedic Firefighter 72 Captain Paramedic Engineer Firefighter Paramedic 65 Captain Paramedic Engineer Firefighter Fire Secretary Battalion Chief/ Training EMS ---PAGE BREAK--- 55 FIRE WORKLOAD HIGHLIGHTS 0 100 200 300 400 500 600 700 [PHONE REDACTED] 1100 1200 1300 1400 1500 1600 1700 1800 1900 2000 Fires EMS/Rescues Hazardous Conditions Service calls Good Intents False Calls 2008 2009 2010 2011 2012 ---PAGE BREAK--- 56 Public Education Contacts Contact Type 2008 2009 2010 2011 2012 Station Tours 245 245 331 150 177 Preschool Programs 407 430 516 477 493 Open Houses 400 400 35 201 147 School Age Programs K-4 373 350 456 830 606 School Age Programs 5-8 238 205 239 672 497 Senior Programs 27 29 58 25 63 First Aid/ CPR 59 108 230 140 169 Car Seats N/A N/A N/A 56 49 Public Functions 4,591 3,520 7,050 7,000 7,000 Total 6,340 5,287 9,915 9,495 9,201 FIRE WORKLOAD HIGHLIGHTS ---PAGE BREAK--- 57 FIRE DEPARTMENT BUDGET • Personnel Services up due to increased overtime to better reflect historic actuals • The Fire Department will carry 4 vacancies ( 3 sworn) but remain fully staffed through the use of overtime, for an approximate savings of $150,000. • Calls for service will remain relatively flat and current Fire Prevention activities will continue • Provides adequate funding for apparatus and equipment maintenance. • Provides minimal support for short and long term station maintenance. Department Actual FY2010-11 Actual FY2011-12 Amended FY2012-13 Proposed FY2013-14 Fire $ 7,330,512 $ 10,981,768 $ 10,041,459 $ 8,146,261 Total Expenditures $ 7,330,512 $ 10,981,768 $ 10,041,459 $ 8,146,261 ---PAGE BREAK--- 58 POLICE DEPARTMENT Chief of Police Captain Lieutenant Field Operations Patrol Sergeant Patrol Corporal Patrol Officer (16) Police Ofc. K-9 CSO (2 PT) Lieutenant Special Operations / Investigations Detective Sergeant Detective Corporal Detective Traffic /Special Ops Sergeant Community Policing Team Traffic Officer CSO (2 PT) VIPS SRO Officer Lieutenant Administrative/ Support Services Records Supervisor Senior Records Specialist Records Specialist Property Specialist Cadets Administrative Analyst Explorers Reserve Officers ---PAGE BREAK--- 59 POLICE WORKLOAD HIGHLIGHTS El Cerrito Police Dept. Total CAD Incidents / Calls for Service- Past 5 years 21000 22000 23000 24000 25000 26000 27000 2008 2009 2010 2011 2012 Total Incidents Total Incidents ---PAGE BREAK--- 60 POLICE WORKLOAD HIGHLIGHTS CRIME 2012 2011 2010 2009 2008 Average PART 1 PERSON CRIMES Homicide 0 0 0 0 0 0 Rape 2 3 2 6 0 3 Robbery 79 60 75 78 98 78 Aggravated Assault 29 32 46 48 17 34 Part 1 (person) Crimes Total 110 95 123 132 115 PART 2 PROPERTY CRIMES Burglary 243 231 206 215 217 222 Larceny 637 588 589 611 666 618 Motor Vehicle Theft 150 111 150 106 193 142 Part 1 (property) Crimes Total 1,030 930 945 932 1,076 Crime total 1140 1025 1068 1064 1191 El Cerrito Police Department Priority One Offenses- Past 5 years ---PAGE BREAK--- 61 POLICE DEPARTMENT BUDGET • Cost of external services (dispatch, records management, animal control) all increased much greater than inflation • Overall salary savings of approximately $570,000 due to reorganization and vacant records supervisor position. • Significant portion of the salary savings (~$440,000) is equivalent to three officers in the Police Department based on current and likely future vacancies. • The Executive Assistant is reclassified to Administrative Analyst to provide more crime analysis support • Regional efforts to combine, share, and reduce contract expenses and enhance resources continue in West County • To increase flexibility, the narrow classifications of parking and crossing guards have been changed to community service officers. Department Actual FY2010-11 Actual FY2011-12 Amended FY2012-13 Proposed FY2013-14 Police Administration $ 2,429,732 $ 2,681,876 $ 2,832,156 $ 2,870,170 Police Operations 5,480,124 6,155,036 6,707,280 6,288,699 Police Investigations 1,326,843 1,269,504 1,441,877 1,348,199 Total Expenditures $ 9,236,699 $ 10,106,417 $ 10,981,313 $ 10,507,068 ---PAGE BREAK--- 62 PUBLIC WORKS Public Works Dir/City Engineer Senior Engineer Engineering Technician Operations & Envir Services Division Manager Maintenance Superintendent Maintenance/Recycling Leadworker Maintenance/Recycling Worker (5 with up to 2 left vacant/unfunded) Operations Supervisor Maintenance/Recycling Worker Forklift Operator Environmental Programs Manager Management Assistant Management Assistant ---PAGE BREAK--- 63 PUBLIC WORKS WORKLOAD HIGHLIGHTS 0 100 200 300 400 500 600 700 800 71 85 93 59 69 127 127 124 126 90 587 531 372 418 415 585 654 751 792 695 Engineering Service Indicators by Calendar Year ---PAGE BREAK--- 64 PUBLIC WORKS WORKLOAD HIGHLIGHTS Ongoing Workload Indicators by Calendar Year Service Indicator 2008 2009 2010 2011 2012 Streetlights Repaired 75 21 24 10 25 Asphalt Patch Paving (expenses) $34,510 $5,054 $5,000 $1,961 $5,290 Street Trees pruned or removed 323 396 Maintenance Work Orders Processed 1,196 905 906 781 877 Traffic Requests Fulfilled 29 27 33 19 16 Clean Water program- Illicit Discharges 4 15 34 23 ---PAGE BREAK--- 65 PUBLIC WORKS WORKLOAD HIGHLIGHTS FY 2012-13 Community Engagement and Partnership Indicators Community Input Meetings 14 Attendees 52 Environmental Quality Committee Meetings Single Use Bag Ban Public Comment Meeting Rules of Conduct and Salvage Public Meeting Community Events Events 5 Attendees 950 Fourth of July Celebration - Table Earth Day Celebration Eco Film Series and RERC History Premier Recycling Programs Programs 5 Participants 1050 Electronic Waste Collection Events City-wide Garage Sales Compost Giveaway Volunteer Events Work Sites 44 Volunteer Shifts 428 Green Team Events Earth Day Celebration Baxter Creek Work parties (11) Totals Meetings/Events 68 Attendees/Shifts 2480 Written Outreach Campaigns 4 Pieces 30075 A Greener El Cerrito Newsletters (All garbage bill payers, three times per year) Solid Waste Full Service Brochure Multi-Family Dwelling Recycling Program (Doorhangers) Email Updates (820 community members) ---PAGE BREAK--- 66 PUBLIC WORKS BUDGET • Engineering expenses are down by ~$250K by keeping the Associate Engineer position vacant along with other personnel reductions. • Consultants will be used on an as-needed basis • Environmental Services Division and Maintenance Division are being restructured into a new Operations and Environmental Services Division, combining the Recycling functions of the ESD and all of Maintenance • Maintenance expenses are down by ~$150K due to keeping vacant up to two Maintenance Worker positions, ~ 60% of this salary savings will be used for seasonal staff and landscaping service contracts • One time professional service contracts have been completed Department Actual FY2010-11 Actual FY2011-12 Amended FY2012-13 Proposed FY2013-14 Engineering $ 786,362 $ 800,147 $ 1,101,913 $ 601,574 Maintenance 3,061,054 2,924,423 2,892,912 2,600,501 Environmental Services 1,937,661 2,262,096 2,349,793 1,945,805 Total Expenditures $ 5,785,076 $ 5,986,666 $ 6,344,617 $ 5,147,880 ---PAGE BREAK--- 67 RECREATION Recreation Director Youth & Adult/ Community Programs Supervisor Community Svcs Coordinator Childcare Administration Supervisor Community Svcs Coordinator Admin Clerk Specialist Teachers (3.0) Various PT PERS Rec Eligible Positions (11.0) Aquatics Program Supervisor Community Svcs Coordinator PT PERS Senior Lifeguard (1.0) Senior Servivces Program Supervisor (0.75) Admin Clerk Specialist PT OH Asst PERS ELigible (2.0) Citywide Custodial Maintenance Supervisor (0.25) Custodiall Team Leader Custodial Worker Management Assistant ---PAGE BREAK--- 68 RECREATION’S IMPACT ON THE GENERAL FUND $200 $400 $600 $800 $1,000 $1,200 $1,400 $500 $1,000 $1,500 $2,000 $2,500 $3,000 $3,500 $4,000 $4,500 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 Net Subsidy (Thousands) Expenditures & Revenue (Thousands) Fiscal Year Recreation Department Net General Fund Support Revenue Expenditures Net-Subsidy ---PAGE BREAK--- 69 ADULT PROGRAMS WORKLOAD HIGHLIGHTS Tennis Permits Tennis Renewals Adult Class Enrollments 2008 [PHONE REDACTED] 2009 65 137 1455 2010 [PHONE REDACTED] 2011 92 126 1645 2012 136 72 376 0 500 1000 1500 2000 2500 ---PAGE BREAK--- 70 YOUTH SERVICES HIGHLIGHTS Youth Classes HASEP MASEP FASEP 2008 289 637 275 59 2009 147 775 [PHONE REDACTED] 237 808 506 59 2011 271 849 [PHONE REDACTED] 92 553 500 18 100 200 300 400 500 600 700 800 900 Summer Camp Types Enrollments Art/Performing Camps 317 Camp Classics 955 Camp Ravencliff 120 Science Camps 261 Sports Camps 838 Teen Leadership 182 Total 2673 ---PAGE BREAK--- 71 WORKLOAD HIGHLIGHTS- AQUATICS Learn to Swim Gators Swim Team Swim Camps Adult Lessons Fee Classes Pool Rentals Splash Park Rental 2008 2696 508 348 363 [PHONE REDACTED] 3138 717 378 400 [PHONE REDACTED] 3344 946 516 558 [PHONE REDACTED] 3159 849 431 475 159 111 39 2012 2977 737 147 817 238 119 47 0 500 1000 1500 2000 2500 3000 3500 4000 Swim Center Enrollments and Rentals, Calendar Year ---PAGE BREAK--- 72 SENIOR SERVICES ACTIVITIES Art Classes Games Services Other Fitness Classes 2007-08 2914 6092 29534 30068 4871 2008-09 2763 5454 25525 29626 2875 2009-10 2810 6762 27028 30081 2404 2010-11 2734 2520 36425 26830 5024 2011-12 2310 2306 34869 23340 2392 2012-13 2556 2500 34071 22003 2420 0 5000 10000 15000 20000 25000 30000 35000 40000 ---PAGE BREAK--- 73 RECREATION BUDGET • 2% Reduction in payroll costs in General Fund from FY2012-13 • Reflects savings of ~$30,000 for eliminating contract custodial services • Additional savings with funding from IWM Fund for custodial work at Recycling Center • Vacancies: 1 Childcare Teacher • Increase in day camp and childcare revenues projected • Additional funding dedicated to staff training • Small reduction in swim center hours, mostly during off season Department Actual FY2010-11 Actual FY2011-12 Amended FY2012-13 Proposed FY2013-14 Recreation Administration $ 731,205 $ 635,255 $ 659,891 $ 615,129 Childcare Services 1,286,882 1,326,419 1,179,656 1,309,707 Aquatics 744,507 826,625 890,055 705,151 Senior Services 553,810 576,695 535,542 437,180 Adult/Community 278,991 311,036 365,118 218,144 Youth Services 531,688 543,289 598,911 399,757 Custodial Services - - - 543,290 Total Expenditures $ 4,127,083 $ 4,219,320 $ 4,229,173 $ 4,228,358 ---PAGE BREAK--- 74 CAPITAL IMPROVEMENT PROGRAM (AND COUNCIL GOALS) • Goal A: Delivery exemplary government services ▫Develop projects by partnering with other agencies (BART, City of Richmond, Caltrans, Schools) ▫Hold community meetings and seek input from residents and businesses • Goal B: Achieve long-term financial sustainability ▫Use budget controls and value engineering processes ▫Regularly pursue opportunities for regional, state and federal grants ---PAGE BREAK--- 75 CAPITAL IMPROVEMENT PROGRAM (AND COUNCIL GOALS) • Goal C: Deepen a sense of place and community identity ▫Promote strong neighborhoods ▫Develop recreational and leisure opportunities for people of all ages and demographics ▫CIP Projects: ▫Central & Liberty Streetscape (Construction) ▫Ohlone Natural Area & Rain Gardens (Bidding) ▫Huber Park Improvements (Planning – secured grant) ▫Ohlone Wayfinding Signs (Planning – secured grant) ▫Ohlone Access, Safety and Place-making Improvements (Planning – recent OBAG grant application) ---PAGE BREAK--- 76 CAPITAL IMPROVEMENT PROGRAM (AND COUNCIL GOALS) • Goal E: Ensure the public’s health and safety. ▫Planning, designing and constructing various projects ▫CIP Projects: ▫Moeser & Ashbury Pedestrian/Bicycle Improvements (Construction) ▫Ohlone Major Street Crossing Improvements (Bidding) ▫Arlington Curve at Brewster Safety Improvements (Prelim Engineering – HSIP Grant) ▫Ohlone Access, Safety and Placemaking Improvements • Goal F: Foster environmental sustainability citywide. ▫Encourage pedestrian, bicycle and transit travel – most of the same projects listed under Goals D & E ▫Make municipal operations more resource efficient and environmentally friendly – Citywide Solar Project (Construction) ---PAGE BREAK--- 77 CAPITAL IMPROVEMENT PROGRAM (AND COUNCIL GOALS) Active Projects 28 30 28 22 17 0 5 10 15 20 25 30 35 2008-09 2009-10 2010-11 2011-12 2012-13 Total CIP Expenditures (millions) 5.8 9.5 7.5 2.1 2.9 0.0 2.0 4.0 6.0 8.0 10.0 2008-09 2009-10 2010-11 2011-12 2012-13 Department Actual FY2010-11 Actual FY2011-12 Amended FY2012-13 Proposed FY2013-14 Capital Outlay $ 8,962,147 $ 1,709,469 $ 5,474,663 $ 5,848,960 Total Expenditures $ 8,962,147 $ 1,709,469 $ 5,474,663 $ 5,848,960 ---PAGE BREAK--- Reasonableness of Assumptions Consistency with City Council Mission, Vision and Goals Consistent with Overall Council Policy 78 FOR CITY COUNCIL CONSIDERATION ---PAGE BREAK--- Beginning tonight, Review and Provide Comments and Questions Consider Overall Budget for Adoption Next Meeting(s) and Possible Adoption June 18th (regular meeting) Additional if necessary 79 NEXT STEPS ---PAGE BREAK--- Residents and businesses of El Cerrito for their continued support and trust City Council Financial Advisory Board City Staff for their hard work and commitment Department Heads for their leadership and dedication Lisa, Karen, Sukari, Lori and Geoff for the hard work this month 80 SPECIAL THANKS TO….. ---PAGE BREAK--- Questions, comments or clarifications? 81 ---PAGE BREAK--- OFFICE OF THE CITY CLERK CITY HALL 10890 San Pablo Avenue, El Cerrito, CA 94523-3034 Telephone (510) 215-4305 Fax (510) 215-4379 http://www.el-cerrito.org June 4, 2013 Special Concurrent City Council Meeting / Public Financing Authority and Pension Trust Board Meeting Agenda Item No. 7 – Fiscal Year 2013-14 Budget The Budget Book is available on the City’s website on Friday, May 31, 2013 Hardcopies of the report and appendices are available for review at: Office of the City Clerk and The El Cerrito Library 10890 San Pablo Avenue 6510 Stockton Avenue El Cerrito, CA El Cerrito, CA (510) 215-4305