The URL can be used to link to this page

Home My WebLink AboutSS2 - Budget Adoption0 * fScA Kiff, Dave gldf o'i1 From: Edward Selich iedselich @roadrunner.comj Sent: Wednesday, June 09, 2010 7:38 AM To: Kiff, Dave Subject: FW: Balboa Island Museum & Historical Society Dave The email below is a communication from the Balboa Island Historical Society requesting and justifying continued funding from the city. Ed From: adshonk @msn.com [mailto:adshonk @msn.com3 Sent: Tuesday, June 08, 2010 2:51 PM To: Edward Selich Subject: Balboa Island Museum & Historical Society Dear Ed: On behalf of the Board of the Balboa Island Museum & Historical Society, I would like to thank you and the City for the wonderful support that you have given us ever since we were founded. If it wasn't for the City we would not have been able to survive for over ten years. The City first started to support the Museum with a $ 10,000 donation in 2002, which was later increased to $ 15,000. As you are well aware Balboa Island for a number of years has been a popular tourist destination for people from all over the World. Many of these people come to the Museum to learn of the development of the Island and Its place within the City of Newport Beach. The purpose of the Museum is to showcase significant Island historical literature, photos, memorabilia, maps and other interesting items. It is a place where Islanders and Visitors can gather and share Island memories. We provide plaques for historic homes on the Island that are at least sixty years old and next May plan to sponsor a tour of historic homes. The Museum is now open at least three days a week, but as more volunteers are recruited we plan to be open every day. We also provide a place where historic documents can be safely stored - -such as the records of the BIIA. We realize that the City only has limited funds and must cut back because of the current economic conditions, but hope you will be able to find the funds to continue to support the Museum. We feel that we provide a great service to Balboa Island and Newport Beach. Best personal regards, Al Shonk, President BIMHS 0 BALBOA ISLAND Dave Kiff, City Manager City of Newport Beach P.O. Box 1768 Newport Beach, CA 92663 -8915 Dear Dave, EM ENT ASSOCIATION As president of both the Balboa Island Improvement Association (BIIA), and the Little Balboa Island Property Owner's Association (LBIPOA), and on behalf of both of these associations, I wish to request of the city continued funding for: Holiday Bridge Decorations (Marine Ave. Bridge) Maintenance of hanging flower pots on Marine Ave. Bridge The city has been most generous In past years in providing funding to help offset the cost of these two projects to our association (BIIA). However, we realize that "belt tightening" is the current mode for the city (and understandably), so I thought it would be best that we put this request in writing for your consideration. As you are well aware, Balboa Island is one of the main attractions in the city, especially during the holiday season. To compliment the Holiday Boat Parade, and to continue to present to the thousands of people who come to Balboa Island during the holiday season, as well as throughout the year, a festive and welcoming atmosphere and climate, we feel that the two projects listed above greatly enhance and contribute to the overall reputation of the city. Moreover, the more people we attract to our businesses on the island, the more revenue we generate for the city in the form of sales tax. We would appreciate your taking these factors into consideration when prioritizing the allocation of funds to the various community organizations. We understand that a reduction in the level of funding the city has provided for these projects in past years may be necessary; it is my hope that you will agree that "the island" is truly a major attraction within the city, and our ability to continue with these two projects clearly benefits not only island residents, but those who live within the city, and those who visit our city. In Appreciat_i/on, . V�t� Je erdman President — Balboa Island Improvement Association President — Little Balboa Island Improvement Association P.O. BOX 64 • BALBOA ISLAND, CALIFORNIA 92662 • TELEPHONE (949) 675 -1773 • FAX (949) 481 -6862 Proposed Classifications, Salary Ranges, and Staffing Changes for FY2OIO -11 Rev. 6/22/2010 Proposed Monthly Restructuring Department Job Class /Position • Salary Range Proposed lob Class Salary Range as a Result of Discussion and Impact ERIP? Finance Officer $9,470 - $11,511 Proposed Accounting Manager is combination of duties performed by Finance Admin Services Accounting Manager $8,454 $10,273 Yes Officer and Principal Accountant; reduction Principal Accountant $6,288 - $8,850 n salary range of approx 12% Budget Mgr incorporates elements of the Admin Services Fiscal Operations $9,470 - $11,511 Budget Manager $8,454 $10,273 Yes Senior Budget Analyst and Fiscal Operations Manager Manager into one classification; reduction in salary range of approx 12% Due to increased Building Department Building Senior Building $5,349 - $7,529 Subtrade Plans $6,212 - $8,737 Yes activity recommend reinstating position at Inspector Examiner the Plans Examiner level; increase in salary range of approx 16% Recommendation based on division City Manager's Office Public Information $6,409 - $9,018 Public Information $4,870 - $6,852 Yes restructuring; recommend staffing the Officer Coordinator position at the Coordinator level; reduction in salary range of approx 31% Fire Support Services $7,777 - $9,453 Administrative Analyst Initial assessment indicates staffing at Manager Analyst level, not Manager level, will still Fire Department $5,038 - $7,091 Yes meet organizational needs; reduction in Part of FD Org Study - Under Review salary range of approx 33% Fire Captain + 7.5% 56,539 - $9,202 Fire Facilities Initial assessment indicates not necessary to Fire Department Coordinator $4,295 - $6,047 Yes maintain sworn status; recommend staffing Part of FD Org Study - Under Review as civilian position; reduction in salary range f aoorox 52% Carpenter (2) and Sign Recommend broadening the job General Services & Paint Shop $3,851 $5,416 I Facilities Maintenance I $3,851 $5,416 Yes classification to include more generalist Technician Technician (4) I I duties; no change to salary range Rev. 6/22/2010 Proposed Classifications, Salary Ranges, and Staffing Changes for FY2O1O -11 Single position changes unless otherwise indicated () 0 Rev.6/22/2010 19 Proposed Monthly Restructuring Department Job Class /Position Salary Range Proposed Job Class as a Result of Discussion and Impact Salary Range ERIP? Recommendation based on departmental Human Resources Senior HR Analyst $6,137 - $8,637 Human Resources $6,768 $9,521 Yes restructuring, resulting in increased Supervisor supervision and expansion of duties; increase in salary range of approx 10% Recommendation based on departmental Human Resources /Risk restructuring, expansion of Risk Human Resources Risk Manager $9,018 - $10,959 Management $9,470 - $11,511 Yes Management activities and administrative Administrator responsibilities; increase in salary range of approx 5% With the expansion of Oasis and the Recreation & Sr Recreation Coordinator Recreation Supervisor resulting reorganizing, recommend staffing $3,894 - $5,480 $4,295 - $6,045 No Services 121 (2) at the supervisory level; increase in salary range of approx 10% Recommend creating a mid -level position Utilities Specialist 6 ) Utilities ( P $3,558 - $5,011 Senior Utilities $3,827 - $5,388 Yes for greater lead supervision, training, and Specialist (6) field operations oversight; increase in salary range of approx 7% Recommend creating safety position Utilities Utilities Crew Chief $4,295 - $6,047 Utilities Safety Officer $4,638 - $6,526 Yes administer safety program and promote regulatory compliance; increase in salary range of approx 8% Single position changes unless otherwise indicated () 0 Rev.6/22/2010 19 0 0 0 #55a- tolox) jo rod H Pod ,v LU \LI 01?- %/ City of Newport Beach Fiscal Year 2010 -11 Budget Adoption 0 Review of 2009 -10 Budget Actions Fall of 2009, projected deficit of $5.5 million, increased to $8 million in January 2010. o Corrective actions taken: Early Retirement Incentive Program (ERIP). Council Adopts Fiscal Sustainability Policy (Resolution 2010 -04). Organizational Review = Operational Savings. Labor assistance — NBFA, LMA — 3.5% to Pension Costs. • • 0 0 Review of 2009 -10 Budget Actions, Continued ► Corrective actions taken, continued Deferral of some CIPs. ISF Surpluses, Round #1- $618,000. Contract renegotiation and competitive contracting. Some fees raised — parking meters, parking lots, more. ► Result: Will likely conclude the year with $0 deficit. • Major Contracted Services ► In the 1990s: Tree Trimming (West Coast Arborists) — 1994 of our parks maintenance + all new parks (1996). ► In the 2000s: Municipal Service Billing — 2005 Alley Sweeping — 2006 Storm Drain Cleaning — 2006 Trucking refuse to the transfer station — 2007 E 0 0 Major Contracted Services ► In 2009 -10: Street Sweeping Water Meter Reading ► Under consideration for 2010 -11: Beach Trash Cans Parking Meters More. Cl Reviewing 2009 -10: We Did Many Things Well 0 • Accomplishments FY 2009 -10 P Continued providing exceptional customer service at all Libraries, Recreation & Senior Services facilities, City Hall; No closures; reduction in hours; or reduction in programs offered a � Most challenging budget process in 20 years. Balanced an $8 million budget gap for FY 2010 & a $12 million gap for FY 2011, even with significant reduction in staffing due to ERIP. Increased future revenue by more than $2 million beginning in FY 2011 for parking meters and lots. Resident permits remained • the same. Maintained building inspection service levels and plan review and counter service requests. 11 Accomplishments FY 2009 -10 ► Successfully completed negotiations (including pension contributions) NBFA & LMA. PEA — PMA — ANBOL about done, too. r Completed CNG fueling station, at no cost to City, through partnership with Clean water demand. Energy and acquiring an AQMD grant. ► Still considered the "best refuse collection service around "! ► Completed water rate study, incl. 5 -year financial plan. 0 ► Adopted Water Conservation Ordinance & public outreach resulted in a 20% reduction in the City's water demand. 0 0 0 0 0 0 Accomplishments 2009 -10 o7 Implemented an Urban Search and Rescue (USAR) program & received state certification. r. Working on a succession plan for the Fire Command Staff and Officers. Began departmental assessment study to improve efficiencies and reduce overtime & operational costs. w Improved promotional process for PD. Police Sergeant, Police Lieutenant and Police Captain — sworn in this morning. • Police Chief Jay Johnson starts July 3, 2010 r Completed 30 CIP projects (shown to Council 6/8). r 0 Looking to FY 2010 -11 • A Tough Year, but Many Tough Choices Made Already 0 0 0 Preview of 2010 -11 Budget ► January 2010, projected deficit for 2010 -11 of $11.7 million $4 million of that = one -time Capital Project (Rhine Channel) • ► Early corrective actions taken that helped 2010 -11: Some revenues looking brighter - $1.1 million ► Continued Operational reductions, including about $3 million for ERIP's continued savings - $4.9 million ► ISF Surpluses, Round #2- $618,000 ► Contract renegotiation and competitive contracting - $209,000 r Impacts of 2009 -10 fee increases - $2,356,000 0 Preview of 2010 -11 Budget, Contd. Result: Operating Budget Reduced by $18.6 million between FY 10 • and FY 11. More operational reductions during FY 10 -11 ($2.56 million) should allow us conclude FY 10 -11 with $0 deficit. Labor again — PEA, PMA, Misc Groups Costa Mesa's action on A.B.L.E. Fire — Lifeguards Assessment More • • • • Summary General Fund Operations General Fund CIPs Total General Fund Budget All Operations All CIPs Total Budget Full Time Positions Part Time Positions (in FTEs) Total Positions (FT + FTEs) 0 IS 5,780.834 15 8.636.613 IS 8.162.989 IS 4,790,100 1 -70.4% IS (3,372.889) 1 $ 194,434,034 $ 195,805,687 15196,486,304 $ 187,741,905 -4.7% $ (8,744,399) IS 30,606,727 IS 60,784,459 15 60,962,102 $ 51,043,789 1 -19.4% IS (9,918,313) $ 225,040,761 $ 256,590,146 $ 257,448,406 $ 238,785,694 -7.8% 5(18,662,712) 832 833 805 806 0.1% 1 135.07 142.31 140.91 134.74 - 4.6`Yo -6.17 967.07 975.31 945.91 940.74 - 0.5`Yo -5.17 0 • 0 Proposed P -------------------------CI --------------------Budget -----for ---------FY ----------2010 -11------------------------------------------- - - - - -- ----- ----- - - -- - -- -- --- - - - - -- - -- --- - -- — — -- -- -- - - -- - ---------------------------------------- • • • 1.Y2011 CIP Category Budget Major Project 6xaraples: Facilities $1,080,000 Civic Center / OASIS Streets and Drainage $21,729,249 Jamboree Bridge and Road Improvements Traffic $1,345,000 Traffic Signal Modernization Parks, Harbors and Beaches 517,448,000 Rhine Channel Dredging/ Marina Park/ Sunset Ridget Park Water Quality and Environmental $2,874,860 Big Canyon Wash Restoration Water $2,750,000 Penninsula Pt. Water Main Improvements Wastewater 5844,780 Sewer Pump Station Master Plan Miscellaneous $2,971,900 Santa Ana Heights Utilities Undergrounding Tolat pr All Categories S51,043,789 • ----- ----- - - -- - -- -- --- - - - - -- - -- --- - -- — — -- -- -- - - -- - ---------------------------------------- • • • Historical CIP Trend ---------------------------------------------------------------------------------------------------------------------------- $70,000 T— - — N $50,000 N 0 $40,000 r C $30,000 ra 0 0 $20,000 $10,000 5- 2002 -03 2003 -04 2004 -05 2005 -06 2006 -07 2007 -08 2008 -09 2009 -10 2009 -10 2010 -11 Actual Actual Actual Actual Actual Actual Actual Adopted Estimated Proposed Budget Budget Year -------------------------------------------- - - - - -- - ---- -- ----- ------------------- ----- ---------------------------------- • J About the Civic Center Project COPS and BABs 0 0 0 1�1 Civic -Center -----------------------------------------Funding: -----------COPs ----------------and --------BABs - ---- - - - - -- -- 6. • Design Competition • Conceptual Design • Schematic Design • Design Development • Construction Documents • Incidentals • EIR, Geologic Report • Early Construction Management • Grading & Mass Excavation • Parking Structure ----------------------- - - - - -- ------ - - - - -- - - - -- 0 4 • Reimburses GF for Pre -Issue Expenses (about $30M) • Funds Major Project Components ($90M) • Sets -aside Debt Service Reserve ($10M) • Funds Cost of Issuance (X) • • $8M /year (<S% of GF Operating Expenses) • Construction Costs supplemented by Developer Fees, more • More fees = less borrowing later. • Fewer fees = more • project phasing FFQ Se ees �ti� 5� oe Je\oPe� F About the Debt Instrument Certificates of Participation or "COPs ": The most commonly used debt instrument by local governments in California. 0 Structured as lease obligations, COPS are like bonds. Unlike GO bonds, no increases in local taxes. Interest on COPS is low because it is tax - exempt to the holders and when the COPS mature, the facility belongs to the city. s The city Facilities Financing Plan prohibits debt service on COPS from exceeding 5% of our general fund budget which is a very low ratio. I COPs and Build America Bonds ► COPs may be issued under ARRA 2009's Build America Bonds (BABs) Program ► Authorized by the 2009 Fed Stimulus Act ► Unlike most municipal bonds, the income BABs generate is taxable. a ► BAB issuers (i.e. City) receive a subsidy from Feds equal to 35% of the interest paid to investors for purchasing the bonds. ► As a result, the City can issue bonds that pay interest rates that are competitive with the rates paid by corporations. ► The decision to issue tax - exempt COPS or taxable BAB COPs is simply economic and will be evaluated right up to pricing. ► In today's market, BABs may provide about a 40 -50 basis point advantage over tax - exempt COPs. ► Our transaction may likely include both tax - exempt COPS in the shorter maturities and taxable BAB COPs in the longer maturities. About Staffing Levels • Historical Trends and Proposed for FY 2010 -11 0 0 0 U 0 Historical Full Time Positions ---------------------------------------------------------------------------------------------- 840 832 833 830 820 810 800 790 780 770 760 750 740 U 2002 -03 2003 -04 2004 -05 2005 -06 2006 -07 2007 -08 2008 -09 2009 -10 2009 -10 2010 -11 Actual Actual Actual Actual Actual Actual Actual Adopted Estimated Proposed Budget ----------------------------------------------------------------------------------------------- ---- -- --- ----------- --- -- -- — • • Historical FTEs - - 980 �— 970 960 950 940 930 920 910 2006 -07 Actual 2007 -08 Actual 2008 -09 Actual 975.31 2009 10 Adopted 2009 -10 Estimated 2010 -11 Proposed Budget --------------------------- ---- ----- ----- -- - - - - -- — ---- — --- — -------------------------------------------------------------- • • • • • Retirement Contributions FY 2008 -09 investment losses recognized beginning FY 2011 -12 -------------------------------------------------------------------------------------------- - - - - -- 530.000.000 ,,, ,,, $20,000,000 515,000,000 $10,000,000 $5,000,000 ---------------------------------------------------------------------------------------------------------------------------- CI • 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 Total City Cost 11,979,481 14,420,311 1S,477,087 16,331,846 18,917,869 20,970,494 20,850,387 21,610,200 23,960,733 27,272,795 • Employer* $7,687,339 $9,832,895 $10,720,16 $10,722,16 $12,312,38 $13,166,05 $13,079,08 $13,549,85 $15,006,18 $17,058,26 • Employee Misc 0 0 0 $604,666 $1,284,197 $1,592,721 $1,590,166 $1,651,378 $1,840,739 $2,107,562 • Employee Safety Fire & LMA 0 0 0 0 0 $173,224 $429,190 1 $443,442 $445,942 1 $448,442 ■EPMC' $4,292,142 $4,587,416 54,756,921 55,005,016 $5,321,284 $6,211,718 $6,181,132 $6,408,971 $7,113,806 $8,106,968 ---------------------------------------------------------------------------------------------------------------------------- CI • C� Impacts of Reduced Staffing Levels Things we will monitor closely in FY 2010 -11 • • • 0 0 0 Things we will be watching ► Essential services protected. ► But other possible impacts: General Services: Decreased street repair activity (potholes) by — (10 %) Increased response time for beach crew calls (broken volleybal poles, fire pits, restroom issues) Decreased in sidewalk and curb /gutter repair — (10 %) Increased to a 1x/4 year tree trim cycle (from 1x/3) • Some service level reductions in landscape maintenance contracts (median, parks /sports fields, and Right of Way) Th i ngs we will be watching ► Fire & Lifeguards Officers may assume more administrative roles. ► Facilities need replacement, so we may see an increase in facilities repair and maintenance costs. ► Police: ► Overtime ► Planning for some decrease in community outreach. ► Increased case loads may cause delays in investigations. 40 ► Decreased animal control services. ► Reduced A.B.L.E. hours — impacts likely to reduce hours by 50 %, which will also reduce costs. 0 0 40 0 0 Proposed Staffing Changes FY 2010 -11 ---------------------------------------------------------------------------------------------------------------------- - - - - -- Administrative Services - Budget Manager City Attorney's Office - Paralegal - Department Assistant Recreation and Sr. Services - Recreation Coordinator /OASIS General Services - Equipment Operator II Totals (est) 1 $ 115, 000 $ 38,768 $ 153,768 1 $ $ 59,800 $ $ 26,876 $ $ 86,676 1 $ $ 52,599 $ $ 25,323 $ $ 77,922 46,737 $ 24, 054 $ 70, 791 3 1 $ (168, 540) $ (76, 200) $ 7(2744,740) $ 105,596 $ 38,821 $ 144,417 0 Office of the City Attorney * Beginning of FY 09, however increased to FY 10 staffing approved by Council in Spring 2009. Note: Total staffing need projected by City Attorney in July 2009 was 12 FT /FTE. --------------------------------------------- -- - - - - -- - - - - - - - -- - -- ------------- - -- - - -- - - ----- ------------- - - - --- -- -- • • FY 2007 -08 FY 2008 -09* FY 2009 -10 FY 2010 -11 Positions FT /FTE FT /FTE FT /FTE FT /FTE Full -time City Attorney 1.00 1.00 1.00 1.00 • Asst City Attorney 1.00 2.00 2.00 2.00 Deputy City Attorney - - 2.00 2.00 Paralegal - - 1.00 2.00 Administrative Assistant 1.00 1.00 1.00 1.00 Office Assistant - - 1.00 1.00 Department Assistant - - 1.00 Part-time Contract Deputy Attorney 1.50 0.75 - Deputy City Attorney - - - 0.70 Contract City Attorney - 0.75 0.40 - Paralegal 0.75 0.75 - Office Assistant 0.63 0.63 - • 5.88 6.88 8.40 10.70 * Beginning of FY 09, however increased to FY 10 staffing approved by Council in Spring 2009. Note: Total staffing need projected by City Attorney in July 2009 was 12 FT /FTE. --------------------------------------------- -- - - - - -- - - - - - - - -- - -- ------------- - -- - - -- - - ----- ------------- - - - --- -- -- • • 0 Positions Reclassified 0 0 ------- ----- --------- -- -- - --- - -- - -- ---- -- ----- ------ — -- -- --- -- -- ------ ----------- — ------------------------------- 11 • Restructuring Department Job Class /Position Proposed lob Class as a Result of Monthly Salary Discussion Range ERIP? Finance Officer Proposed Accounting Manager is combination Admin Services Accounting Manager Yes $8,454 - $10,273 of duties performed by Finance Officer and Principal Accountant Principal Accountant Budget Mgr incorporates elements of the Adman Services Fiscal Operations Budget Manager Yes $8,454 - $10,273 Senior Budget Analyst and Fiscal Operations Manager Manager into one classification Senior Building SubtradePlans Due to increased Building Department activity Building Inspector Examiner Yes $6,212 - $8,737 recommend reinstating position at the Plans Examiner level Public Information Public Information Recommendation based on division City Manager's Office Off icer Coordinator Yes $4,870 - $6,852 restructuring; recommend staffing the position at the Coordi na tor I evel Fi re Su pport Servi ces Administrative Initial assessment indicates staffing at Fire Department Manager Analyst Yes $5,038- $7,091 Analyst level, not Manager level, will still meet Part of FD Org Stud -Under Review organizational needs Fire Captain +7.5% Fire Facilities Initial assessment indicates not necessary to Fire Department Coordinator Yes $4,295 - $6,047 maintain sworn status; recommend staffing as P—Ort of FD Org Stud -Under Review Icivilian position ------- ----- --------- -- -- - --- - -- - -- ---- -- ----- ------ — -- -- --- -- -- ------ ----------- — ------------------------------- 11 • Positions Reclassified ____________________________________________________________________________________________________________________________ • • • • • Carpenter(2)and Facilities Restructuring Monthly Salary Recommend broadening classrficauon Department Job Class /Position • Proposed Job Class as a Result of $3,851 - $5,416 Discussion Range egalist duties to include more generalist duties Technician (2) Technician (4) ERIP? ____________________________________________________________________________________________________________________________ • • • • • Carpenter(2)and Facilities Recommend broadening classrficauon General Services Sign & Paint Shop Maintenance Yes $3,851 - $5,416 egalist duties to include more generalist duties Technician (2) Technician (4) Recommendation based on departmental Human Resources Senior HR Analyst Human Resources Yea $6,768 - $9,521 restructuring, resulting in increased Supervisor supervision and expansion of duties Human Recommendation based on departmental Human Resources Risk Manager Resources /Risk Yes $9,470 - $11,511 restructuring, expansion of Risk Management Management activities and administrative responsibilities Administrator With the expansion of Oasis and the resulting Recreation & Sr Recreation Recreation Supervisor No $4,295 - $6,045 reorganizing, recommend staffing at the Services Coordinator (2) (2) supervisory level Recommend creating a mid -level position for Utilities Utilities Specialist (6) Senior Utilities Yes $3,827 - $5,388 greater lead supervision, training, and field Specialist (6) operations oversight Recommend c rea ti ng s a fety position Utilities Utilities Crew Chief Utilities Safety Officer Yes $4,638 - $6,526 administer safety program and promote ]regulatory compliance ____________________________________________________________________________________________________________________________ • • • • • • • Some Council Policy Issues Council Grants Report, Special Events Policies • • • Council Policy Issues Within Budget ► Policy #A -12 - We're proposing: a For City Council Discretionary Grants, funding at $42K ($6K each district) for FY 2010 -11 (a 17% cut). An amendment. r Policy A -12 also requires we show the following slide (where Council Discretionary Grants went in FY 2009 -10). Ll 0 0 City Council Discretionary Grants - FY 2009 -10 0 Zonation /Contribution District 1 District 2 District 3 District 4 District 5 District 6 District 7 Totals American Cancer Society 1,000 1,000 2,000 -alboa Island Artwalk 200 200 ,alboa Island Improvement Assn - Balboa Parade 2,500 2,500 alboa Performing Arts Foundation 2,000 2,000 ayside Village HOA 500 500 orona del Mar BID 1,000 1,000 orona del Mar Residents Association 500 500 rystal Cove 300 300 nvironmental Nature Center 3,000 3,000 riends of OASIS 2,000 2,000 olden Communications - website maintenance 1,576 1,576 relevant Week 1,000 1,000 1,000 1,000 1,000 5,000 lewport Beach Arts Foundation 200 200 lewport Beach Chamber of Commerce 2,000 2,000 lewport Harbor High Grad Night 500 500 lewport Harbor Nautical Musuem 1,000 1,000 IASIS Building Fund 1,000 3,000 2,500 6,500 IASIS Fitness Equipment 4,876 4,876 o Calif Water Committee Silver Jubilee Dinner 200 200 IS Post Office Box rental 48 48 TOTALS 3.000 3.700 7.000 7.000 6.700 1.500 7.000 35.900 ---------------------------------------------------------------------------------------------------------------------------- • • r Council Policy Issues Within Budget ► Special Event - Related Policies and NBMC 11.03: ► B -31 B -7 and B -12 and NBMC 11.03 would be amended to take 0 effect in Jan 2011 as follows: Events categorized (athletic, fundraising, etc.). Council will set City's cost recovery % for each category in annual Master Fee Resolution. All event costs will be documented to applicant, City Council in advance of the event. City Manager will work with PD and Fire to minimize their costs. 0 ► 2010 = transition year. City to document total event costs in preparation for 2011. • • • 0 0 0 Recommended Direction Calculate and make known the full cost of each event early (to applicant, Council, staff). Offer service options, where possible. • Establish event categories. • Adopt a policy setting % -age of costs waived: Involve Special Events Advisory Committee Percentage waived could vary by category. Bring to Council early in the year to reconsider or retain last year's waiver percentages. 0 Implement for all 2011 events. • Community Cash Grants Recipient Proposed City Council Requested in FY 201411 Grants - FY 2010-11 Operations $ 15,000 $ 15,000 N/A $ 15,000 Balboa Island Improvement Assn (BIIA) Flowers and Holiday Bridge Decoration $ 11,250 $ 11,250 N/A $ 11,250 CdM Chamber CdM Christmas Walk $ 20,000 $ 15,000 N/A $ 15,000 Leadership Tomorrow Sponsorship $ 10,000 $ 10,000 N/A S 7,000 Newport Beach Film Festival Sponsorship $ 102,400 $ 105,500 $ 105,500 S 80,000 NB Restaurant Week ° Sponsorship $ 50,000 $ 50,000 N/A S 50,000 Newport to Ensenada Race Sponsorship $ 20,000 $ 20,000 $ 20,000 Susan G. Komen Fdn /Race for the Cure Race for the Cure $ 24,620 $ 24,620 $ 15,000 OC Marathon Sponsorship $ 50,000 $ 50,000 $0-$25,000 $ 20,000 Irrelevant Week Promotion, Match $ - $ 10,000 N/A $ 10,000 s z 3 $ 303,270 $ 311,370 $ 243,250 Recipient Purpose of Grant Given in FY 2009 - 10 (includes waived costs) Requested in FY 201411 SEAC Rec, if applicable City Manager Proposed Balboa Island Historical Society Operations $ 15,000 $ 15,000 N/A $ 15,000 Balboa Island Improvement Assn (BIIA) Flowers and Holiday Bridge Decoration $ 11,250 $ 11,250 N/A $ 11,250 CdM Chamber CdM Christmas Walk $ 20,000 $ 15,000 N/A $ 15,000 Leadership Tomorrow Sponsorship $ 10,000 $ 10,000 N/A S 7,000 Newport Beach Film Festival Sponsorship $ 102,400 $ 105,500 $ 105,500 S 80,000 NB Restaurant Week ° Sponsorship $ 50,000 $ 50,000 N/A S 50,000 Newport to Ensenada Race Sponsorship $ 20,000 $ 20,000 $ 20,000 Susan G. Komen Fdn /Race for the Cure Race for the Cure $ 24,620 $ 24,620 $ 15,000 OC Marathon Sponsorship $ 50,000 $ 50,000 $0-$25,000 $ 20,000 Irrelevant Week Promotion, Match $ - $ 10,000 N/A $ 10,000 ' CdM Chamber also received $5,000 in FY 10 for marketing costs associated with the CdM SK. For FY 11, those funds were included in the CdM SK Budget which is administered by Recreation. ' Newport to Ensenada race contribution is contracted @ $25K per year for one more year (through FY 2010 -11). 'Reflects letter commitment by City Manager. ' Proposed $100K for 2 RW events in FY 2009 -10. Second event (planned for Oct 2010) cancelled. SSOK in fund,ng for Ian 2011 RW carried forward per Council action on March 23, 2010. V Areas in yellow are a correction and different from the printed staff report. ------------------------------------------ ------------------------------- - ----------------- - --------------------- - -- - -.. -. • • 0 0 About Harbor Charges 0 0 Ci Mooring Administration Costs ► New OCSD Mooring Admin Contract = increase of $70K for FY 2010 -11. 0 ► Council asked that the $70K be added to Mooring Fees for FY 2010 -11. ► Recommended action tonight would direct staff to do this as soon as possible but pursuant to notice requirements. • 0 0 0 0 What to Expect in FY 2010 -11 Uncertainty Remains 0 0 • In Summary ► FY 2009 -10 Budget — Balanced Deficit from $8 million in January 2009 to $0 by close of FY through early retirements, strong budget reduction strategies. ► All essential services protected — but there are impacts (discussed earlier). ► FY 2010 -11 Budget r Deficit was projected at $11.7 million. At least $9 million of that is addressed in the proposed budget tonight. 0 0 0 0 0 0 0 In Summary ► FY 2010 —11 Budget, Contd. r Remainder, $2.56 million, has multiple but TBD opportunities: Labor Negotiations More competitive contracting More restructuring Council directed that the $2.56 million be eliminated without tapping reserves. ► Still uncertain times ahead (State's budget, County's budget, Economic times, more). Caution required. • • Special Financial Reserves Transfers CIP Estimated Proposed or Additions Expenditure Ending FY 2009 -10 FY 2010 -11 FY 2010 -11 FY 2010 -11 FY 2010 -11 GENERALFUND Accounting Reserves Reserve forinwrilones 219.698 219.698 - - 219.698 • Reserve for Long term receivables 425.000 425,000 - - 425.000 Reserve for Prepaid Items 451,138 451,138 - - 451,138 Reserve for Encumbrances - - - - - Affordable Housing Reserve 1,686,724 1,686,724 - - 1,686,724 Designated Reserves Reserved for Facilities Financing Plan 27,50.000 27,500,000 (27.500.000) - - Senior Citizen Site 23.790 23,790 - - 23.790 Off Street Parking (11,932) (932) - (932) Paramedic Program (Hoag) 406,201 406,201 - - 406,201 Recreation Instruction Reserve 446,983 481.983 - - 481,983 Park In Lieu Fees 733,871 733,871 - - 733,871 In Lieu Parking Fees (44,532) - - - - Neighborhood Enhancement Res. A 152,030 152,030 - (328,000) (175,970) Neighborhood Enhancement Res. R 11,835 199,001 - 199,001 Oceanfront Encroachment 71,645 251,645 - - 251,645 Cable Franchise 1,357,436 1,357,436 - - 1,357,436 START Video Hoag Circulation Improvements 316,417 134,760 303.917 134.760 - - - 303.917 134,760 • Contingency Reserve 17,867, Stabiiizauon Reserves - Appropriatio 11,660,30 Appropriations Reserve (CIP rebudget) 3.729.100 3,729,100 - (3,729,100) - Fair Value Adjustment - - - - - Reserve for PERS Rate Changes FACILITIES FINANCING FUND (FFP Fund) Reserved for Facilities Financing Plan - - 30,900,000 1 (5,000,000) 25,900,000 TOTAL SPECIAL RESERVES 79.351.010 72.583.318 3.400,000 (9,057,100) 66.926.218 - - ---- -- --- -- 1 During FY 2011 the Facilities Financing Resene well be moved from the General Fund into the FFP Fund. We estimate approximately $5,000.000 needed to cash fund completion of the OASIS Senior Center CIP. 2 The FY 2011 Contingency Resene has been reduced to = 12% of annual General Fund expenditures per Council Policy F -2 • • • E 0 9 Recommended Actions Tonight i. Straw vote proposed changes to Position Control (Attachment Q. 1 Straw vote proposed Community Cash Grants as recommended by the City Manager, including consideration of SEAC's recommendations regarding funding for the Newport Beach Film Festival and the OC Marathon (Attachment B). Straw vote the items included on the Budget Checklist and determine by individual vote if the Budget Checklist items should be included in the Fiscal Year 2010 -11 Budget (Attachment E). C: E 1— Position Control • 1 • • • 0 0 0 Position Control Checklist Administrative Services - Budget Manager City Attorney's Office - Paralegal - Department Assistant Recreation and Sr. Services - Recreation Coordinator /OASIS General Services - Equipment Operator II Totals (est) 1 $ 115, 000 $ 38,768 $ 153,768 1 $ 59,800 $ 26,876 $ 86,676 1 $ 52,599 $ 25,323 $ 77,922 1 1 1 $ 46,737 1 $ 24,054 1 $ 70,791 3 1 $ (168,540) $ (76,200) $ (244,740) $ 105,596 $ 38,821 $ 144,417 - -- - -- -- -- --------- - - - - -- - - -- - ----------------- - - - - -- - - - - - -------------------------- • 0 C� 2— Community Cash Grants • 0 0 Community Cash Grants 0 ' CdM Chamber also received $5,000 in FY 10 for marketing costs associated with the CdM SK. For FY 11, those funds were included in [heCdM SK Budget which is administered by Recreation. ' Newport to Ensenada race contribution is contracted @ $25K per year for one more year (through FY 2010 -11). 'Reflects letter commitment by City Manager. ° Proposed $100K for 2 RW events in FY 2009 -10. Second event (planned for Oct 2010) cancelled. $SOK in funding for Jan 2011 RW carried forward per Council action on March 23, 2010. ' Areas in yellow are a correction and different from the printed staff report. U Proposed City Council Grants - FY 2010-11 Recipient Purpose of Grant Given in FY 2009 - 30 (includes waived costs) Requested in FY 2010 -11 SEAC Rec, if applicable City Manager Proposed Balboa Island Historical Society Operations $ 15,000 $ 15,000 N/A $ 15,000 Balboa Island Improvement Assn (BIIA) Flowers and Holiday Bridge Decoration $ 11,250 $ 11,250 N/A $ 11,250 CdM Chamber CdM Christmas Walk $ 20,000 $ 15,000 N/A $ 15,000 Leadership Tomorrow Sponsorship $ 10,000 $ 10,000 N/A $ 7,000 Newport Beach film Festival Sponsorship $ 102,400 $ 105,500 $ 105,500 $ 80,000 s NB Restaurant Week Sponsorship $ 50,000 $ 50,000 N/A $ 50,000 Newport to Ensenada Race Sponsorship $ 20,000 $ 20,000 $ 20,000 Susan G. Komen Fdn /Race for the Cure Race for the Cure $ 24,620 $ 24,620 $ 15,000 3 OC Marathon Sponsorship $ 50,000 $ 50,000 $0 - $25,000 $ 20,000 Irrelevant Week Promotion, Match $ - 5 10,000 N/A $ 10,000 $ 303,270 $ 311,370 $ 243,250 ' CdM Chamber also received $5,000 in FY 10 for marketing costs associated with the CdM SK. For FY 11, those funds were included in [heCdM SK Budget which is administered by Recreation. ' Newport to Ensenada race contribution is contracted @ $25K per year for one more year (through FY 2010 -11). 'Reflects letter commitment by City Manager. ° Proposed $100K for 2 RW events in FY 2009 -10. Second event (planned for Oct 2010) cancelled. $SOK in funding for Jan 2011 RW carried forward per Council action on March 23, 2010. ' Areas in yellow are a correction and different from the printed staff report. U ' CdM Chamber also received $5,000 in FY 10 for marketing costs associated with the CdM SK. For FY 11, those funds were included in [heCdM SK Budget which is administered by Recreation. ' Newport to Ensenada race contribution is contracted @ $25K per year for one more year (through FY 2010 -11). 'Reflects letter commitment by City Manager. ° Proposed $100K for 2 RW events in FY 2009 -10. Second event (planned for Oct 2010) cancelled. $SOK in funding for Jan 2011 RW carried forward per Council action on March 23, 2010. ' Areas in yellow are a correction and different from the printed staff report. U • W r- -I LJ W Q d4 lU r+ n f� rt 0 0 Budget Checklist Budget Checklist - Amendments to the Proposed Budget Fiscal Year 2010 -11 Department/Account Number /Description Exp Reductions Exp Increases Approved CHANGES TO THE PROPOSED BUDGET AS PRINTED - EXPENDITURES • Request for Community Grant Funding: 0110.8250 Request from Irrelevant Week to invest in long term stability and viability of Irrelevant Week S 5 10.000 Addition of Utilities Specialist position: 5600.78## Utilities Specialist position not included in proposed budget 5 S 66.281 Increased CIP Funding 74 1 0 - 01 002009 New CiHc Center $ 500,000 7411-C4002002 Marina Park $ 750,000 Funding Change for Assistant City Manager position: 5500 - ## ## 50 °0 of salary & benefits were proposed to be expensed to the Water Fund. $ 86,923 0310- # # ## Instead 100% of salary & benefits will be expensed to $ - • the General Fund. $ 86,923 Appropriate for professional services previously abated against revenue: Increase Professional & Technical for sales tax 0640 -8080 consultant S $ 100.000 Increase Professional & Technical for solid waste 0640 -8080 franchise audits S S 10.000 TOTAL CHANGES TO THE PROPOSED OPERATING BUDGET S 86,923 $ 1,523,204 -Budget Checklist------------------------------------ - - - - -- CHANGES TO THE PROPOSED BUDGET AS PRINTED - REVENUE Rev Inc/Exp Department/Account Number /Description Reductions Exp Increases Approved Increase revenue Estimate to eliminate revenue abatement: 9010 -4400 Increase sales tax estimates $ 100.000 9010 -4414 Increase solid waste franchise fee estimate $ 10,000 TOTAL CHANGES TO THE PROPOSED REVENUE BUDGET TOTAL CHANGES TO THE PROPOSED BUDGET BY FUND General Fund Civic Center Fund Marina Park Fund Water Fund Wastewater Fund 5 110,000 $ $ 110.000 $ 206.923 5 - $ 500.000 $ - $ 750,000 $ 86,923 $ $ - $ 66.281 Total Changes to the Proposed Budget ..................... $ 196.923 $ 1,523.204 ------------------------------------------------------------------------------------------ - - - - -- — -- — ---------------------- • • • • \J 0 Budget Checklist CAPITAL IMPROVEMENT PROGRAM REBUOGET BY FUND General Fund Neighborhood Enhancement B Gas Tax Traffic Congestion Relief Tidelands Contributions Circulation & Transportation Measure M Turnback Measure M Competitive Marina Park Sunset Ridge Park CIOSA Bonita Canyon Development Oasis Senior Center Misc Santa Ana Heights Projects Water Enterprise Fund (Capital) Sewer Enterprise Fund Equipment Maintenance Fund Total CIP Rebudgets(Changes Exp Reductions Exp Increases 5 78.600 5 347.997 $ 5.000 S • S - $ 25.000 $ - $ 197,344 S S 544.538 $ - S 1.704.670 S 325.000 $ 399.190 S - S 433.400 S 3.387 S - S 10.300 S $ - S 7.205 S 1.475.000 $ 450.330 S S 100.000 S 5 68.350 S 1.250.000 S - • S 425.000 S - $ 8.680 S 28.952 S 3.000 $ S 4.306.975 S 1583.967 Recommended Actions (cont'd) Authorize staff to apply any increase in Mooring Administration costs via the new OCSD Harbor Patrol contract (estimated at $70,000) to Mooring Permit holders as soon as is practicable given noticing requirements. s. Approve Resolution 2010 -_ adopting the City's Fiscal Year 2010 -11 Budget, as amended by Items 1 -3 above (Attachment A). 6. Council Policies — Approve revisions A -12, Council I Discretionary Grants, and direct staff to return with revisions • to Special Events Policies and NBMC relating to Special Events (NBMC Chapter 11.03). • • • 0 0 0 Recommended Actions, Contd. 7 Authorize the City Manager to appropriate the following from Fund Balance Available upon the close of FY 2009 -10 or the START Video Reserve: 0 a) Balboa Theater — Design Completion - $175,000; and b) Wayfinding Sign Program — Project Completion — up to $250,000, but tied to actual bid amounts if less than $250,000. LI -------------- -- -- - - - - - - 0 Questions and Comments J 1 • • •