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City of La Palma Proposed Budget Overview Fiscal Year 2013-14 May 7, 2013.

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Presentation on theme: "City of La Palma Proposed Budget Overview Fiscal Year 2013-14 May 7, 2013."— Presentation transcript:

1 City of La Palma Proposed Budget Overview Fiscal Year 2013-14 May 7, 2013

2 Tonight's Agenda Proposed Budget Overview – All Funds Department Budget Highlights and Discussion City Council direction Discussion of May 15, 2013 Study Session goals 1

3 City Manager's Budget Message Fiscally Sustainable Budget – Outlook and Assumptions Budget Strategies - 4 "R's" Budget Document Improvements 2

4 Improved Budget Document Priority Based Budgeting Expanded Staffing Information Functional Descriptions Performance Measures 2013 City Council Goals Status Economic Trends Challenges, Issues and Opportunities 3

5 City Council Goals Balanced Budget Create Proactive Economic Development Strategies Communications/Engagement Maintain Quality of Life Maintain High Public Safety Levels 4

6 Economic Trends Property and Sales Tax Impacts Economic Development Assets Tesoro revenue Interest Rates 5

7 What’s on the Horizon? Challenges, Issues and Opportunities – Tesoro - Economic Diversification – Capital Investment – Health Reform – Labor – Pension Changes – Organizational Efficiencies 6

8 Reason for Optimism In Summary – Positive Opportunities – Tesoro 20 year operative agreement – New development and new businesses – New and more comprehensive reserve policies – Creation of an irrevocable trust for OPEB liabilities – Update of the Master Fee Schedule – 10 year capital plan 7

9 The Journey So Far… Budget Development began in December Continuous review, analysis and discussion Public review and input: – Three study sessions (one on May 15) – Three City Council meeting presentations so far… Two more scheduled… All of this gets us here… 8

10 Total Revenues, All Funds $17,722,595

11 Total Expenses, All Funds $19,994,670

12 General Fund Summary 11 Projected Revenues$8,328,100 Estimated Surplus / (Deficit)($263,545)

13 General Fund Revenues $8,328,100

14 General Fund Expenditures $8,591,645

15 General Fund Budget Department Cuts: Administration $ (32,230) Community Development $ (144,220) Finance $ (8,000) Police $ (77,300) Public Works $ (44,500) Recreation and Community Services $ (157,050) $ (463,300) Citywide Cuts: Energy Savings $ (30,000) Reduce Brea IT Service (2 days/week) $ (23,100) Eliminate Management Wellness benefit $ (4,500) City Manager COLA Elimination $ (2,500) OPEB Trust Savings (One-Time) $ (91,000) $ (151,100) TOTAL EXPENDITURE CUTS$ (614,400) Reductions and Revisions – Progress Towards Fiscal Sustainability

16 General Fund Budget 15 Revenue Enhancements – Progress Towards Fiscal Sustainability Increased interest earnings $ 10,000 Increased Corporate Connection funding $ 6,000 Fee revisions $ 50,000 Summer Concerts Food Trucks/Beer and Wine $ 5,000 Additional advertising/alternative advertising $ 40,000 Share Crossing Guard Services (reimbursement) $ 8,000 Tesoro Additional Sales Tax $ 250,000 TOTAL ADDITIONAL REVENUE: $ 369,000

17 General Fund Budget 16 Use of Reserves – Progress Towards Fiscal Sustainability One-Time Use of Reserves for Operating (“Bridge” Amount) $ (263,545) Purchase of Street Lights from SCE $ (600,000) Energy Capital Projects $ (1,280,000) 800 Mhz Radio Upgrade (Police) $ (200,000) City Council 2013 Goals (Start-up Expend) $ (50,000) TOTAL ONE-TIME USE OF RESERVES (FY 2013-14) $ (2,393,545)

18 General Fund Reserves 17 Projected General Fund Balance 06/30/2013 $ 13,618,200 Estimated FY 2013-14 General Fund Expend $ 8,591,645 Estimated FY 2013-14 General Fund Revenue $ 8,328,100 Variance (Deficit) / Surplus $ (263,545) Transfer to COR $ (400,000) Triple-Flip Over-Allocation $ (162,500) One-time Use of Reserves $ (2,130,000) TOTAL RESERVES USE $ (2,692,500) Projected General Fund Balance 06/30/2014 $ 10,662,155 06/30/2014 FB as % of Expend124.1% Dollar Amount Reserves above 100% $ 2,070,510

19 Impacts and Consequences 10.0 FTE eliminated / proposed for elimination – FY 2012-13 Adopted Budget: 64.0 FTE – FY 2012-13 Amended Budget: 60.0 FTE – FY 2013-14 Proposed Budget: 54.0 FTE Reduction in building/planner customer service Reduction to Public Works response time Reduced technology support Reduced part-time support (Recreation) 18

20 Impacts and Consequences Reduce Concerts in the Park (from 8 to 6) Eliminate awards, advertising, supplies for: – CAB Events (Arbor Day, Memorial Day, Tree Lighting, etc) – Halloween Carnival – Fitness Run For Fun – La Palma Days Reduce overtime, training, professional association memberships Reduced tree maintenance Suspension of Police K-9 program 19

21 Department Budget Highlights and Overviews

22 Administration City Council Legal Services City Manager City Clerk Community Promotions Intergovernmental

23 Administration Functional Tasks City Manager – Organization-wide Management – Oversee City Budgets – Monitor Legislative Activities City Council Support – Support City Council Activities City Clerk – Manage Legislative and Business License Processes – Conduct Municipal Elections – Public Records and Brown Acts Community Promotions – Manage SEAACA Contract – Maintain Website – Oversee OCFA Agreement Legal Services – Oversee City Attorney and Labor Attorney services Human Resources – Labor-Management Relations – Benefits, Recruitment, Classification, Performance Management – Training Risk Management – Protect the Assets of the City Through Proactive Activities & Policies – Manage Claims Against the City – Identify Risk Hazards/Promote Safety Information Technologies – Manage Citywide Technology Infrastructure and Equipment 22

24 Administration Performance Measures 23 # of City Employees per 1,000 Population # of Press Releases and E-Blasts Issued # of Agendas/Staff Reports Posted to Website # of Sick Leave Hours Used per 1,000 Hours Worked % of Business Licenses Renewed Online # of Workers Compensation Claims per 100 FTE

25 Administration Changes and Impacts FY 2013-14 24 Changes – Across the board reductions in Meetings, Trainings, and Supplies budgets – Elimination of Minutes Clerk at meetings – Reduction in information technology support – 4% savings on City Attorney costs Impacts – Less meeting and training dollars available for City Council and Administration staff – Reduced service to public at meetings and reduced productivity – Reduced ability to respond to technology issues/problems – Potential liability risks associated with utilizing City Attorney less

26 Phone System Upgrade (carried over from FY 2012-13) Labor Negotiations as current MOU’s expire June 30, 2014 City Attorney RFP Information Technology RFP Administration FY 2013-14 Budget Highlights 25

27 Finance Department

28 Finance Functional Tasks 27 Ensure fiscal stability through long-term financial planning Provide internal financial support to all City functions Ensure accounting and financial rules followed Fulfill all State Controller and Grand Jury requests for payroll data/reports Analyze projected expenses to ensure adequate cash flow Provide full spectrum of utility billing customer service Oversee internal controls

29 Finance Performance Measures 28 Promote use of auto pay/credit card payment options for all utility customers – Convenient, customer friendly – The way business done in 2013 Implement “ePayables” invoice payment process – Increased efficiency – Lower costs

30 Reduced training budget – Will need to find low cost/free methods for training and updates Reduced use of consultant services – Elimination of property tax consultant 12.0% Reduced expenses since FY 2010-11 Finance Changes and Impacts FY 2013-14 29

31 Continue improved financial reporting: – Expanded quarterly reports Continue updating/modernizing reserve policies: – Special revenue and Enterprise funds next Explore new investment options (within City Council approved policies) Continue support of citywide operations through sound financial practices Finance FY 2013-14 Budget Highlights 30

32 Community Development Department DIVISIONS Land Use PlanningBuildingandSafety Code Enforcement Econ Dev Housing Successor Agency Responsibilities

33 Community Development Functional Tasks Administration – Manage Contract Personnel – Implement Housing Programs – Implement ED Plan Building and Safety – Plans examination – Permit issuance – Construction Inspection Code Enforcement – Prevent, Detect, & Investigate Code Violations – NDPES Compliance – FOG Program Planning – Current & Advance Planning – Entitlement processing – CEQA compliance 32

34 Community Development Performance Measures Administration – Number of contacts made – Number of Articles prepared – % of new B/L’s Building and Safety – Number of Plan Checks – Number of Permits issued – Number of Inspection Code Enforcement – Number of Inspections – Number of Cases Closed – % of Citizen initiated cases Planning – Number of entitlements processed – Number of reports prepared – % of Plan Checks in 7 days 33

35 Changes: – Reduction of 33% in full-time staffing levels – Elimination of department Administrative support and Permit Technician Impacts: – Consolidated public counter hours – Walk-ins 7:30 am to 12:00 pm – Appointments 1:00 pm to 5:30 PM Community Development Changes and Impacts FY 2013-14 34

36 22.2% Reduction in Personnel Costs 18.7% Reduction in Maintenance and Operations Expenses 20.2% Reduction in Total Departmental Expenditures Community Development FY 2013-14 Budget Highlights 35

37 Recreation and Community Services Making a positive difference in our community by …encouraging citizen involvement… …fostering human development… …and strengthening community through people, parks & programs.

38 Recreation and Community Services Functional Tasks 37 Administration – Frontline customer service for program registration and facility reservations – Community partnerships – Staff Development Youth and Family Services – Recreation programming for youth, teens, & families – Teen job training – Water safety classes Neighborhood and Community Services – Citywide special events – Volunteer recruitment, training, and retention – Staff support to Community Activities & Beautification Committee Health and Wellness – Education, Safety, and Recreation contract classes – Social Services (USDA, Meals On Wheels) Facility Operations & Resources – Safe and Attractive spaces and activities for recreation, sports, meetings, etc. – Community shelter during disasters – Marketing

39 Recreation and Community Services Performance Measures 38 Number of volunteer hours Number of facility rentals Number of water safety/fitness class participants Corporate Connection Sponsorship Revenue Customer Satisfaction Survey

40 Elimination of 3.0 FTE – 1.0 Full-time Senior Office Assistant – 2.0 FTE Part Time Staff Customer Service Impacts Central Park Staffed Hours Reduced Elimination of Teen Afterschool Program Contracting Pee Wee Sports All program materials/supplies reduced Recreation and Community Services Changes and Impacts FY 2013-14 39

41 26.6% Reduction in Personnel Costs 15.4% Reduction in Maintenance and Operations Expenses 23.5% Reduction in Total Departmental Expenditures 11.7% Revenue Increase General Fund Dependence Reduced – FY 2012-13: 76.2% – FY 2013-14: 65.3% Most programs/services maintained Recreation and Community Services FY 2013-14 Budget Highlights 40

42 Police Department

43 Police Functional Tasks 42 Patrol Investigations Traffic Enforcement/Accident Investigations Communications and Records Citywide Disaster Preparedness Quality of Life Programs and Service

44 Police Performance Measures 43 Response Times to Priority 1 Calls for Service (2:39) Part I Crimes Reported (358 -18/340) Case Closure Rates Crimes (33%) Number of Total Arrests (788) Accident Investigations / Traffic Enforcement (193-63) Citizen/Internal Complaints (IA’s) Overtime Costs (How managed)

45 Researching Feasibility to Outsource Dispatch Services –Closed Front Counter New CAD and Records Management System (Spillman) –Increased Efficiency/Accuracy Reorganization-Management Analyst/ASB Sgt –Outsource Disaster Preparedness Suspension of K-9 Program-Increased reliance on Mutual Aid Police Changes and Impacts FY 2013-14 44

46 Reduction in Crossing Guard Contract Costs – $8,000-Cypress – Shared costs: $4,000-AUHSD, $4,000-Centralia Reduction in Annual records system Maintenance Fees ($65,000) Realization of RNSP Asset Seizure Funds – Est.$160,000 for FY 2013-14 A Potential Cost Savings by Outsourcing Dispatch ($50,000- $100,000) Suspension of K-9 Program ($6,500) Police FY 2013-14 Budget Highlights 45

47 Public Works Department

48 Public Works Functional Tasks 47 Administration Administration – Manage Contracts – Administration of field and office operations – Customer service – Employee Administration Engineering Engineering – Private Development Review – Project Management of CIP – Construction Inspection – Utility Management and Inspection (SCE, Time Warner, So Cal Gas, etc.) – NPDES Compliance – Traffic Safety Committee Maintenance Maintenance – Block Walls, Sidewalks, Graffiti, Parks, Street Trees and Medians, and Street Lighting maintenance – Street Repairs, Traffic Signals, and Traffic Control maintenance – Facilities Maintenance

49 Public Works Functional Tasks 48 Water Water – Treatment – Distribution – Water Billing – Customer Service Inquiries Sewer Sewer – Management of the sewer maintenance contract services – Management and Inspections of contract services

50 Public Works Performance Measures 49 Respond to and eradicate 95% of graffiti complaints within 72 hours of receiving notice (Council goal = Maintain quality of life) Identify and apply for at least one grant award funding source for a street repair project by June 30, 2014 (Council goal = Balance the budget) Continuously improve the overall pavement condition Citywide and minimize claims to the City due to damaged infrastructure (Council goal = Maintain high public safety level)

51 Public Works Changes and Impacts FY 2013-14 50 Changes: – Reduction of Maintenance Worker from Full-time to 27 hours per week Impacts: – Graffiti and miscellaneous aesthetic duties response time may increase – Potholes and miscellaneous potential liability items response time may increase – Less staff for events such as La Palma Days, 4 th of July run, etc. – Less staff for night and weekend rotation for on-call emergency duties

52 Public Works FY 2013-14 Budget Highlights 51 32.5% Reduction in Personnel Costs for one Maintenance Worker Maintain budgets the same as FY 2012-13 even with increase in State requirements/mandates

53 Capital Improvement Program $2.86 million proposed for FY 2013-14: – Arterial and Residential Rehabilitation projects – Water and Sewer improvements Measure M, Gas Tax, Water Fund, Sewer Fund, and Capital Outlay Reserve (COR) funding sources – COR funded with $400,000 transfer from General Fund

54 CIP Summary by Project Type FY 2013-14 and FY 2014-15 ProjectFY 2013-14FY 2014-15 Arterial Streets$375,000$900,000 Residential Streets655,000355,000 Water Improvements535,000465,000 Sewer Improvements525,000 Community Center and Parks175,0000 Facilities595,0000140,000 Total:$2,860,000$2,385,000 53

55 Budget Schedule Study Session #3: May 15 Budget “Question and Answer”: May 21 Public Hearing and Anticipated Budget Adoption: June 4

56 City Council and Public Comments and Questions

57 City of La Palma Proposed Budget Overview Fiscal Year 2013-14 May 7, 2013


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