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Home My WebLink AboutS2 - Budget InformationMay 23, 2000 Study Session Item No. SS2 CITY OF NEWPORT BEACH ADMINISTRATIVE SERVICES DEPARTMENT • Resource Management Division • L� March 30, 2000 TO: HOMER BLUDAU, CITY MANAGER FROM: Dennis Danner, Administrative Services Director SUBJECT: COUNCIL MEMBER GLOVER INFORMATION REQUEST Based on a request by Council Member Glover at the Council Meeting of March 28, 2000, we are providing the following information: ♦ Had revenues not grown from fiscal year 1998 -99 to 1999 -00, there would have been a General Fund shortfall of $3,654,490, or 4.4 %. Assuming this shortfall was all taken out of General Fund operating expenditures for the current fiscal year, and spread evenly across all departments, a: 4.4% reduction for General Fund Departments would equate to the following: City Council City Clerk City Manager City Attorney Administrative Services Police Fire and Marine Building Planning General Services Public Works Community Services Total $ 84,671 13,080 73,544 34,507 206,371 1,167,440 774,559 107,155 67,820 600,946 194,093 330,305 $ 3,654,490 To measure the magnitude of some of these reductions, they would equate to the following employees in the various departments: 5 Clerks in the Administrative Services Department 15 Police Officers in the Police Department 10 Firefighters in the Fire and Marine Department 14 Field Maintenance Workers or Refuse Collectors in the General Services Department 8 Librarians in the Community Services Department ♦ If revenues did not grow from fiscal year 1998 -99 to 2000 -01, there would be a General Fund shortfall of $5,163,954, or 6.2 %, for the fiscal year beginning July 1, 2000., a: 6.5% reduction for General fund Departments would equate to the following: City Council City Clerk City Manager City Attorney Administrative Services Police Fire and Marine Building Planning General Services Public Works Community Services Total $ 119,643 18,483 103,921 48,759 291,611 1,649,643 1,094,486 151,415 95,833 849,163 274,262 466,735 $ 5,163,954 To measure the magnitude of some of these reductions, they would equate to the following examples of employee reductions in the various departments: 7 Clerks in the Administrative Services Department 21 Police Officers in the Police Department 15 Firefighters in the Fire and Marine Department 19 Field Maintenance Workers or Refuse Collectors in the General Services Department 11 Librarians in the Community Services Department If you have any questions on this data please give Dick or me a call. • is r w �Rr 10 o� a� �. �X CITY OF NEWPORT BEACH • u FY 2000 -2001 BUDGET HIGHLIGHTS BY DEPARTMENT BACKGROUND Department Directors were provided budget guidelines that their operating budgets would not grow except for employee salary and benefit increases. All requests for additional funding would be made as supplemental requests. The City Manager is providing copies of those requests for your information. Therefore, the City Manager approved a large number of supplemental requests that he felt were necessary to maintaining the service levels currently provided. Many good requests were not funded. Given the size of the FY 1999 -2000 budget, the proposed FY 2000 -2001 budget is for the most part, a status quo budget, with exceptions sprinkled throughout the budget to target special needs. The following is a listing of General Fund department restructuring and newly targeted needs that differentiate this proposed budget from the current one. CITY COUNCIL 1) $52,500 in account 8200 for each Council person to have $7,500 for use within their districts 2) $250,000 for airport management expenses. This amount includes $155,000 for Peggy Ducey's contract extension, return to the City, or severance CITY CLERK 1) No significant additions 2) Needs an additional $15,000 for signature verification for Red Light Initiative CITY MANAGER 1) Restructure — Marine Division reports to Deputy City Manager 2) $45,000 in account 8080 for anticipated annexation expenses 3) No money budgeted for PIO function, requires discussion City Hall • 3300 Newport Boulevard • Post Office Box 1768 • Newport Beach, California 92659 -1768 J HUMAN RESOURCESIRISK MANAGEMENT 1) Undergoing management audit, will obtain recommendations regarding operational issues and structure 2) In process of filling Management Analyst and Management Assistant positions CITY ATTORNEY 1) No significant additions ADMINISTRATIVE SERVICES 1) Transfer Human Resources and Risk Management to separate department 2) Replacement of high speed copier in print shop 3) Replacement of Pentamation software at $175,000 POLICE 1) Transfer of two Mechanic positions from General Services at no additional cost to General Fund 2) Included full year's cost of two School Resource Officers, half paid by School District FIRE 1) Reorganization with Marine Division reporting to Deputy City Manager, and name change to Fire Department 2) Fee schedule change to have Junior Lifeguards program become self- funded 3) Agreement with Santa Ana College to use City personnel as contract instructors, providing $90,000 return to City's General Fund 4) Funding of additional Lifeguard Supervisor position 5) Funding Fire Inspector position, with cost partially offset by reduction in contract services 0 • • 0 PLANNING 1) No significant changes 2) No funding for potential General Plan revision costs 1 3111 4 1712 L 1) Transfer of harbor construction permits from Fire Department 2) Convert temporary Office Assistant to full time 3) Need to fund Permit Technician position at cost of $25,000 GENERAL SERVICES 1) Transfer one Maintenance Worker II position to Community Services for facilities maintenance • 2) Transfer two Equipment Mechanic positions to Police Department 3) Fund one Refuse Inspector /Recycling Coordinator position with cost offset by recycling fees 4) $50,000 budgeted for CIOSA open space maintenance 5) Eliminate part-time positions to fund addition of Equipment Operator I position for beach and storm drain maintenance COMMUNITY SERVICES 1) Transfer from General Services of one Maintenance Worker II position and $46,081 in M &O expenses for facilities maintenance 2) Eliminate two part-time positions and create one full time Librarian position at no additional cost 3) New Policy — can provide additional recreation programs during the year which pay for themselves above budgeted amounts PUBLIC WORKS 1) Add Electrician I position for streetlight maintenance, largely offset by reduction in contract costs 2) Add Traffic Engineering Technician to monitor efficiency and effectiveness of traffic signal operations The significant changes fall into several categories: 1) position transfers, restructuring or reorganizations in order to better assign responsibility, obtain better coordination or for purely practical reasons; 2) new positions — to address unmet needs deserving attention, often with costs at least partially offset with corresponding reductions elsewhere; and 3) new programs — required by taking on additional responsibilities or because previous resources have proven inadequate. Even with these few significant changes, the FY 2000 -2001 budget is a lean one, yet capably addresses the community's needs and Council's priorities. Thank you. 0 0 i DEPARTMENT SUPPLEMENTAL BUDGET REQUESTS /RECOMMENDATIONS r� LJ POLICE 1820 Support Services Salaries & Total Total 43,100 Benefits M & O Capital Requested Approved ADMINISTRATIVE SERVICES $ 43,100 1820 Support Services 0650 Accounting (1) $ 40,000 $ 40,000 $ 0640 Revenue $ 15,000 $ 15,000 $ TOTAL $ $ 40,000 $ 15,000 $ 55,000 $ POLICE 1820 Support Services $ 43,100 $ 43,100 $ 43,100 1820 Support Services $ 25,860 $ 25,860 $ 25,860 1820 Support Services $ 7,543 $ 7,543 $ 7,543 1830 Patrol $ 10,573 $ 10,573 $ TOTAL $ $ 76,503 $ 10,573 $ 87,076 $ 76,503 FIRE & MARINE 2360 Marine Safety $ 103,816 $ 103,816 $ 103,816 2330 Fire Prevention $ 75,241 $ 75,241 $ 75,241 2320 Fire Operations $ 3,942 $ 3,942 $ 3,942 2320 Fire Operations $ 30,000 $ 30,000 $ 30,000 2360 Marine Safety $ 8,800 $ 8,800 $ 8,800 2340 Fire EMS $ 3,966 $ 3,966 $ - •2320 Fire Operations $ 117,165 $ 117,165 $ - 2360 Marine Safety $ 3,000 $ 3,000 $ 3,000 2351 Fire Training $ 7,720 $ 7,720 $ 7,720 2320 Fire Operations $ 500 $ 500 $ - 2320 Fire Operations $ 40,000 $ 40,000 $ - 2340 Fire EMS $ 12,300 $ 12,300 $ - 2310 Fire Administrative $ 4,900 $ 4,900 $ - 2355 Disaster Prep $ 6,000 $ 6,000 $ 6,000 2340 Fire EMS $ 7,000 $ 7,000 $ 7,000 2371 Marine Tideland $ 4,500 $ 4,500 $ - 2372 Marine Parking Ops $ 40,000 $ 40,000 $ - 2371 Marine Tideland $ 37,000 $ 37,000 $ - 2371 Marine Tideland $ 5,000 $ 5,000 $ - 2360 Marine Safety $ 6,000 $ 6,000 $ - 2320 Fire Operations $ 52,500 $ 52,500 $ - 2310 Fire Administrative $ 1,650 $ 1,650 $ - 2360 Marine Safety $ 23,760 $ 23,760 $ - 2371 Marine Tideland $ 2,000 $ 2,000 $ - 2360 Marine Safety $ 6,000 $ 6,000 $ - TOTAL $ 387,022 $ 152,338 $ 63,400 $ 602,760 $ 245,519 PLANNING 2710 Planning Admin $ 21,335 $ 21,335 $ TOTAL $ 21,335 $ - $ - $ 21,335 $ I DEPARTMENT SUPPLEMENTAL BUDGET REQUESTS /RECOMMENDATIONS BUILDING 2920 Permit Technician (2) TOTAL GENERAL SERVICES 3150 Refuse Collection 6120 Refuse Collection 3150 Refuse Collection 3150 Refuse Collection 3150 Refuse Collection 3130 Field Maintenance 6120 Field Maintenance 3120 Building Maintenance 3150 Refuse Collection 3170 Parks, etc. 3170 Parks, etc. 3170 Parks, etc. 3180 Trees TOTAL COMMUNITY SERVICES 4310 Support Services 4350 Youth Programs 4350 Youth Programs TOTAL PUBLIC WORKS 5050 Administration 5300 Electrical 5200 Transportation TOTAL GRAND TOTAL (1) This amount will need to be funded at some point in the future due to GASB 34. (2) This amount should be funded if /when the Annexation of Newport Coast occurs. • c6 • Salaries & Total Total Benefits M & O Capital Requested Approved $ 25,000 $ 25,000 $ $ 25,000 $ $ $ 25,000 $ - $ 51,565 $ 51,565 $ 51,565 $ 26,000 $ 26,000 $ 26,000 $ 2,000 $ 2,000 $ 2,000 $ 450 $ 450 $ 450 $ 500 $ 500 $ 500 $ 43,730 $ 43,730 $ - $ 26,000 $ 26,000 $ $ 35,000 $ 35,000 $ - $ 3,000 $ 3,000 $ 3,000 $ 100,000 $ 100,000 $ 50,000 $ 10,000 $ 10,000 $ 10,000 $ 20,500 $ 20,500 $ 20,500 $ 100,000 $ 100,000 $ $ 95,295 $ 268,950 $ 54,500 $ 418,745 $ 164,015 • $ 62,500 $ 62,500 $ 44,956 $ 16,844 $ 16,844 $ 16,844 $ 700 $ 700 $ 700 $ 16,844 $ 63,200 $ $ 80,044 $ 62,500 $ 8,100 $ 8,100 $ $ 46,133 $ 46,133 $ 46,133 $ 50,992 $ 50,992 $ 50,992 $ 97,125 $ - $ 8,100 $ 105,225 $ 97,125 $ 642,621 $ 600,991 $151,573 $ 1,395,185 $ 645,662 (1) This amount will need to be funded at some point in the future due to GASB 34. (2) This amount should be funded if /when the Annexation of Newport Coast occurs. • c6 0 • Supplemental Budget Request Department: Administrative Services Priority Item Description Amount Requested -Ranking 1 GASB 34 Implementation $40,000 2 Revenue Division Workstations $15,000 (if contracted outside) $8,000 (if constructed inside Supplemental Budget Request Police Department - FY01 Priority Ranking Item Description Budget Number Amount Requested 1 PRC Support - Altaris 1820 -8181 43,100 2 HP 9000 CAD 182Q -8182 25,860 3 HP 9000 RMS 1820 -8182 7,543 4 Ham Radio Equipment 1830 -9300 10,573 5 6 7 8 9 Total 87,076 9 0 I • • 2000 -2001 Supplemental Budget Prior4 Account Item Budget A ++ 2360 -7XXX MSS Position $103,816.00 A+ 2330 -7XXX Fire Inspector Position (Transfer $40,000 from CIP account) $40,000.00 "A 2320 -8080 Full Time Employee Immunizations -. HEP B /MMR /CP $3,942.00 A? 2320 -8030 Communication add -ons for new Apparatus/Vehicles (2x$15,000) $30,000.00 A 2360 -7XXX Seasonal Clerical - Lifeguard HQ $8,800.00 A 2340 -8105 Paramedic Training - 3 Personnel $3,966.00 A 2320 -7XXX Paramedic Training - Personnel Replacement OT $117,165.00 A 2360 -8080 Seasonal Employee Immunizations - HEP B $3,000.00 A 2351 -8080 X Central Net Training Fee Increase $7,720.00 A :' 2320 -8080 Hazardous Waste Disposal $500.00 A -- 2320 -9300 Station Alarms $40,000.00 B 2340 -8080 Medical EMS Records Mgt. $12,300.00 B 2310 -9010 Additional Computers & Printers ( 1 in 3 department replacements) $4,900.00 B 2355 -8030 Maintenance, Operation and Testing City Hall Emergency Diesel Generator 56,000.00 B 2340 -8200 Medical Supplies Injectables - OSHA mandate $7,000.00 B 2371 -9300 Outboard Motcrs for Water Rake $4,500.00 B 2372 -7XXX Pay Raise for P/T Parking Personnel $40,000.00 B 2371 -7XXX MPO Supervisor $37,000.00 B 2371 -7XXX MPO (Additional Hours ) .$5,000.00 B 2360.9300 800 Mhz Portable Radio $6,000.00 B 2320 -8XXX New Employee Intake Cost (3 %@ 50) 15 Employees) $52,500.00 C 2310 -8140 Office Supplies Pro -Rata paper) $1,650.00 C 2360 -8080 Seasonal Employee Immunizations $23,760.00 C 2371 -9300 Fire Rings +$2,000 Add'[) $2,000.00 C 2360 -9300 800 Mhz Mobile Radio (3rd Watch CDR) $6,000.00 X E.SSC.-bW 7� 6G' Supplemental Budget R7 $567,519.00 1:14 Pibl,3 /9 /00 APPENDIX 2 Supplemental Budget Request (Suggested Format) Department: PLANNING Priority Ranking Item Description Amount Requested Code Enforcement Officer (Part time) $21,335 15 • • • LI u LI Supplemental Budget Request February 24, 2000 Department: Building Priority Ranking Item Description Amount Requested i Acct. 2920 -7000 '/2 Permit Technician Position (Staff Report Attached) $25,000 BudgeAsuppl=egs2 -12 -00 Supplemental Budget Requests 0 (With Attached Documentation) Department: General Services Department Priority Ranking Item Description Amount Requested j Refuse Inspector/Recycling Coordinator /Salary and Benefits $51,564.50 1/2 -ton pick -up truck with radio and toolbox $26,000.00 Computer $2,000.00 Nextel Radio/Tcicphone $450.00 Work Station $500.00 Total $80,514.50 2 Maintenance Worker I $43,730.00 1/2 -ton pick -up truck with radio and toolbox $26,000.00 Total $69,730.00 3 Increased after hours and weekend contract cleaning of beach restrooms. Privatization of current art-time positions. $35,000.00 4 Contracted Christmas tree chipping. $3,000.00 5 Maintenance of CIOSA open space areas $100,000.00 6 Contract cleaning and supplies for Arroyo Park restrooms (6 months). $10,000.00 7 Parks Maintenance for Arroyo Park (6 months). $20,500.00 8 Supplemental tree trimming (Attain 3 -year trim cycle). $100,000.00 Total $268,500.00 ,yyJ�,7yy • 11 ,a A ff A,,f 0 E Supplemental Budget Request FY 2000/01 Community Services Department Recreation Division Priority Ranking Item Description Amount Requested 1 Funding required for Community Services $62,500 Department acceptance of custodial responsibilities 4310 -8080 of eleven buildings and restrooms. The Community Services Department is scheduled to assume responsibility for the cleaning and minor repair to an additional nine community center buildings and four associated outdoor restrooms, beginning July 1, 2000. These buildings are heavily used by the general public for classes, rentals, and youth programs, The buildings are: • Balboa Community Center • Bonita Creek Community Center • Carrot Beek Community Center • Cliff Drive Community Center • Community Youth Center • Lincoln Gymnasium • Mariners — Outdoor Restrooms • Newport Lawn Bowling Center • Newport Theatre Arts Center • West Newport Community Center This program is not funded in General Services Budget for FY 2000/01. Therefore funding for this activity, as a supplemental request, is critical. If funding is not approved, these City buildings will not be cleaned. General Service is transferring one man and one vehicle to assist in this project of cleaning all these buildings, and the associated public restrooms, seven days per week. The supplemental funding is required to keep the buildings clean and ready for use by the public. The request is associated with additional revenue ($30,000), already reported to the Administration Services Director, plus the dollar amount ($27,500) previously determined by the City Manager. LaDonna Kienitz, Community Se i ctor /City Librarian Supplemental Budget Request FY 2000 -01 Community Services Department — Recreation Division Priority Rankin Item Description Amount Requested 1 Reinstate funding for staff for after school $16,844 in 4350 -7030 program at Newport Heights Elementary School Part time Recreation Leaders $ 700 in 4350 -8200 supplies The Community Services Department has 148 children registered for the After - School Drop - in Program at Newport Heights Elementary School. The average attendance for this program on any given day is 75 children. Of the 148 registered kids, 104, or 70 %, are from Newport Beach. Last year the program at Newport Elementary School was closed at that school's request. Children are currently being bused to the Newport Heights program from the peninsula in addition to the children who attend Newport Heights ES. The Newport Heights program, which is conducted afterschool everyday of the school year, costs $17,544 for hiring Rec leaders and supplies. Staff will work to persuade the school to allocate a room afterschool for the program, which will greatly improve the current program. The program would then be modeled after the Mariners and CYC programs. LaDonna Kienitz, Community • • 0 a n U C r U W Y O U 6 w x m O Y O K M U = N S W z Q O O W � N m m ; 3 W O Z W o n O X w Y r H u U w W C 4 n QK N 3 Y K U 2 3 J � U � .w K W m � • R O W � O U 1!1 O � M � O O 2 w O O £ \ 1 r C O LLLLO o� 3 0 M P N N N m n M N N N N O N a w u m H O Y 4 4 r W m N r Y N J 0 U W 6 V V m O °o A M O 4 z K 0o W C u 3 ow �z m .w v W M 1- O w a0 J n a0 1 Y N U � U Y i w J m f� ui o m 4 M V ui �O m � r U M P •1 N O •O �O v� 6 N M N N � O � Y � �- �O N •O �O w O �n M O r r r N M r N R LL C W O N S U •j 3 W w n U H N V1 F 6 6 4 4 4 U U U U U K C K K K r U r U r U u U r U W w W W W J fA O O O O O � M .1 .O •O •O 0 M P N N N m n M N N N N O N a w u m H O Y 4 4 r W m N r Y N J 0 U W 6 V V m O °o A M O 4 z K Supplemental Budget Request Department: Public Works, Transportation 5200 Priori), Item Description Amount Requester! Ranking 1 Traffic Engineering Technician - New Position $43,235 (Annual Salary at Step.C�) d Traffic Engineering Technician Justification • City now has 71 traffic signals it operates and maintains • 3 more will be added by City in next year • 2 more will be added by developers in next year • Annexation of Newport Coast will add 8 signals • Relinquishment of the Bristol Couplet from Caltrans will add 7 signals • If Coast Highway east of MacArthur Blvd. is relinquished, will add 6 more signals E This means an additional 26 signals or a 37% increase in locations that need to be timed, • maintained, and coordinated with adjacent signals. New Traffic Engineering Technician will: • Be assigned to field review 50% of their time • Perform field investigations of traffic requests /complaints the other 50% of the time. This will allow the existing, more experienced Traffic Engineering Technician (Ron Garrett) to increase the percentage of his time spent on traffic signal related work from the current 50% to at least 80 %. This will provide increased attention to the signals in the following ways: • Each signal will be observed and inspected once per week. • Staff will be more available to assist Maintenance Contractor, when required. • Staff will be more available to assist during roadway and Signal Construction. • More staff time will be available for timing individual signals. • More staff time will be available for timing coordinated groups of signals. • Staff will have more time to monitor efforts by Caltrans and City's Maintenance Contractor. • 1(- 0 • • Supplemental Budget Request Department: Public Works Priority Ranking Item Description Amount Requested I Computer Equipment for replacement and $8,100 upgrade. The Public Works Department currently has 30 computers and anticipates the replacement or upgrade of 25% of the machines each year. A budgeted line item for Computer Equipment has not previously been possible due to funding constraints. Moe99-00.xls 1999 -2000 Maintenance of Effort (MOE) Department Division No. Public Works Admin 5050 Public Works Engineering 5100 Public Works Transp. & Dev Svs. 5200 General Services Admin 3110 General Services Field Maint 3130 General Services Signs & Marks 3140 General Services " "' Equip Maint 6110 General Services Parks, Prkways, Etc 3170 General Services Street Trees 3180 Public Works Electrical 5300 Salaries, Maintenance & Operation Expenditures 0 Percent 100% (1) MOE 60% 424,509 254,705 60% 1,285,313 771,188 50% 1,337,060 668,530 50% 449,840 224,920 88% 3,477,679 3,060,358 100% 710,551 710,551 60% 1,555,232 933,139 20% 2,458,914 491,783 100% 592,730 592,730 60% 873,122 523,873 13,164,950 8,231,777 (1) General Fund Street Project CIP's 1,360,000 (a) (2) Total 1998 -99 MOE 9,591,777 Prop 111 Three Year Average Annual Base Year Expenditure 8,693,280 (2)(3) Note: (a) This amount is based on the following capital projects: 7013- C3130015 150,000 7013- C3130016 200,000 7013- C5100014 100,000 7013- C5100019 30,000 7013- C5100020 100,000 7013- C5100NEW 500,000 REBUDGETS 280,000 1,360,000 Notes (1) Based on the 1999 -00 Preliminary Budget (2) Maintenance of Effort Maintained (3) Based on the Section 2105 Average Annual Base Year Report Page 1 Measure "M" Five Year Average Annual Base Year Expenditure Year Expenditure Average 89 -90 9,203,309 88 -89 9,603,293 • 87 -88 7,875,217 86 -87 7,682,576 85 -86 6,780,334 41,144,729 8,228,946 (2) Over (Under) Maintenance 1,362,831