Loading...
HomeMy WebLinkAbout21 - Fiscal Year 2015-16 Budget Adoption - Amended„ �. TO: FROM: PREPARED BY: PHONE: TITLE: ABSTRACT: AMENDED CITY OF NEWPORT BEACH City Council Staff Report May 26, 2015 Agenda Item No. 21 HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL Dave Kiff, City Manager — (949) 644 -3002, dkiff @newportbeachca.gov Dan Matusiewicz, Finance Director (949) 644 -3001 Resolution No. 2015 -43: Fiscal Year 2015 -16 Budget Adoption The City's Charter requires the City Council to adopt an annual budget by resolution each year prior to June 30th. RECOMMENDATION: a) Hold the public hearing on the Proposed Budget for Fiscal Year 2015 -16. After taking public input, discuss Council member recommendations for additions, deletions, or modifications to proposed budget and budget checklist; b) Conduct a straw vote on the "checklist" of budget revisions, including those items added, changed or removed during the public hearing. Based on the straw vote, checklist items approved will be included in the City's Fiscal Year 2015 -16 Approved Budget; c) Approve Resolution No. 2015 -43, A Resolution of the City Council of the City of Newport Beach Adopting the Budget for the 2015 -16 Fiscal Year, as amended by Items 1 -2 above; and d) Approve the list of projects, scope (as measured in dollars), and timing contained within the Facilities Financial Plan (FFP). FUNDING REQUIREMENTS: The City Council, upon adoption of the Budget Checklist as indicated on Attachment A and the originally proposed FY 2015 -16 Budget Resolution as indicated on Attachment B, will be authorizing the total appropriations for Fiscal Year 2015 -16. Projected revenues are expected to balance the proposed operating budget including the attached Budget Checklist. DISCUSSION: Background Pursuant to Section 1102 of the Newport Beach City Charter, and Council Policy F -3 titled Budget Adoption and Administration, the Proposed Budget for the 2015 -16 Fiscal Year was first submitted to the City Council on April 30, 2015, and made available to the public on May 1, 2015. The Finance Committee met to review the budget on May 11, 2015, and recommended that staff forward the budget to the City Council for further consideration. An overview of the budget was presented to the City Council at a study session on May 12, 2015. The budget itself is intended to be a reflection of City policies, goals and priorities. The proposed budget reaffirms our commitment to maintain high service levels and increase our investments in technology and community infrastructure at a level of service that the community expects and deserves. The City Manager's Proposed Budget for Fiscal Year 2015 -16 is balanced with no use of reserves for operations. It emphasizes four guiding principles: . Providing the local government desired by our residents and businesses. . Providing safe neighborhoods . Keeping Newport Beach looking great . Maintaining a prosperous, fiscally sustainable and economically viable community and City. General Fund The General Fund is the key operating fund within the City's budget. The General Fund accounts for discretionary revenues and expenditures, while all other funds are used to account for enterprise activities, internal service activity, major capital improvement projects, and special revenue sources that are restricted for specific purposes. The General Fund budget as proposed is balanced and includes $178.2 million in General Fund operating expenditures and $5.3 million in new General Fund Capital Improvement Plan Expenditures. Appropriations for operating expenditures are balanced in relation to projected revenue sources and will not over -rely on one -time revenue sources or reserves. A summary of the FY 2015 -16 Proposed Budget (General Fund) is attached. Revenues Revenue projections are, as always, based on conservative assumptions to minimize adverse deviations from original projections and to assure the City has adequate financial resources to meet obligations and complete the programs approved by the City Council. The General Fund operating revenues for FY 2015- 16 are projected at $191.7 million. This represents a 6.01% increase from the FY 2014 -15 revised budget due largely to favorable economic trends impacting the General Fund's top three revenue sources (Property Tax, Sales Tax, and Transient Occupancy Taxes). We're projecting that property taxes will increase 4.7 %, Sales Taxes will increase 13% (4.7% net of one -time aberrations), and Transient Occupancy Taxes (TOT) will increase 6.4% over our FY 2014 -15 revised revenue estimates. Operating Expenditures This budget focuses on programs and activities that support qualities that make Newport Beach an extraordinary place to reside or visit: a high quality physical environment; a sense of community enjoyment and safety; civic engagement within the community and with City government; and an accountable and responsive City government. Departments continue to review all programs to ensure they support these qualities and at the same time continue to look for department operating reductions or increased revenue opportunities, where appropriate. Total proposed General Fund operating expenditures amount to $178.2 million. This represents a 1.3% increase from the FY 2014 -15 revised budget and includes increases and decreases. Decreases include $4.0 million for the elimination of prior year one -time costs related to one- time grants and funds carried over from the prior year that can be removed from the budget as planned. Increases are the result of negotiated salary and benefit increases, increases in operating costs, and some growth due to new programs or enhancements to existing programs. Payroll increases in the amount of $1.4 million are the result of negotiated salary and benefits changes, (including cost of living adjustments and merit increases) as well as higher contributions toward health /dental /vision benefits. Operating increases in the amount of $2.5 million will provide for the cost of higher information technology and other internal service contributions that reflect updated trends in general liability claims. We want to highlight some key program increases for this coming year, because it is unusual that we grow like this in cost and FTEs. These increases amount to $2.6 million and will allow us to: Staff and operate the community's new Marina Park facility on the Balboa Peninsula, including its park, sailing center and community center. While four staff members will coordinate this work, dozens of other private sector contractors will provide marina management, run the cafe, maintain the building and park, and teach classes and run programs. Much of these expenses will be offset by revenue from rentals and class and program participants. Better address a variety of important issues on the Balboa Peninsula, including safety on Ocean Front Walk, traffic congestion where pedestrians, motorists, cyclists, surreys, and similar activities all mix, property crime, persons drunk in public, and a variety of other quality of life issues. We propose doing this with three additional police officers and one police sergeant. Other increases address police vehicle radio replacements, and increasing contractual services for traffic signal maintenance and emergency repairs. Supplemental increases will also provide for Police facility improvements, such as renovating the Firearms Range. In part to mitigate the cost of the proposed supplemental increase in public safety patrol in high traffic tourist areas, this budget includes an adjustment in parking meter and pay station fees that will add from 10 cents per hour to 50 cents per hour to the current meter rate, in conformance with California Coastal Commission guidelines. Even with the increase, we will stay in line with rates at other beach cities. This proposal defrays the cost to residents by including the tourist population who make substantial contributions to parking meter revenues. Residents are less impacted by these increases if they continue purchasing our popular parking passes, as these are not proposed for an increase. Capital Improvement Expenditures The CIP serves as a funding plan for public improvements, special projects and many ongoing maintenance programs. Projects in the CIP include construction and rehabilitation of arterial highways, local streets, storm drains, bay and beach improvements, parks and buildings, and water and wastewater improvements. The FY 2015 -16 CIP budget consists of over $25 million in new appropriations ($5.3 million of which comes from the General Fund) and an estimated $41.6 million in re- budgeted funds to be carried forward from the current fiscal year for a total CIP budget of just over $66.6 million. When encumbered project balances are carried forward to the new fiscal year, CIP appropriations are expected to exceed $100 million. Specific project plans for this budget year are discussed in more detail in the CIP section of the Budget documents. Transfers Inter -fund Transfers or "transfers -in" total $7.8 million and include resources transferred from other funds, which are used to offset administrative and maintenance costs necessary to conduct particular projects or programs within the General Fund. The majority of transfers -in is from the Tidelands Fund to offset costs for activities, programs, or functions whose primary purpose benefit the Tidelands, such as Harbor Resources, Police, Fire /EMS, and lifeguarding. Remember that Newport Beach's Tidelands include the ocean beaches, and the visitor use here is high, adding revenue but also causing significant expense in terms of police, lifeguard, and emergency medical response. In addition to departmental operating expenditures, transfers -out total $12.4 million and include $8.5 million to the Facilities Financial Planning Reserve, $1.5 million to the Facility Maintenance Reserve, and $1 million to the Equipment Replacement Fund in support of the City's share of the 800 MHz Countywide Coordinated Communications System (CCCS). The CCCS is Orange County's analog /digital trunked public safety radio communications system that provides radio communications services and interoperability among City and County law enforcement, fire services, public works and lifeguard /marine safety departments in Orange County. There were also transfers -out in the amount of $0.9 million to the Contributions Fund, and $0.3 million to the Information Technology Internal Service Fund for future technology improvements to the permitting and plan check systems. A complete list of inter -fund transfers is included in the attached budget resolution. Set Asides City Council Reserve Policy F -2 dictates that some portion of the funds available to the City be reserved or "set aside" for future use. Set asides for FY 2015 -16 total $3.4 million and include $2.5 increase for the contingency reserve, $0.5 million for in lieu parking and neighborhood enhancement reserves, and other set - asides. General Fund Surplus The net of revenues and transfers in; less expenditures, set - asides, and transfers -out resulted in a General Fund, budget surplus of approximately $228,700. After considering $189,231 ($19,231 +$60,000 +$110,000) of further revisions to the proposed budget, as documented on the Budget Checklist described below, the General Fund surplus now approximates $38,569. Budget Checklist The City Manager is recommending changes to the Proposed Fiscal Year 2015 -16 Budget released on April 30, 2015. These revisions are itemized and documented on the Budget Checklist, Attachment A. As stated in City Council Policy F -3, all Council directed changes to the City Manager's Proposed Budget shall be added to the Budget Checklist. The Mayor will call for a straw vote on each checklist item during the public meeting. The expenditure appropriation request for Fiscal Year 2015 -16 is attached (Attachment B): ' A rebudgeted capital improvement project (CIP) is an appropriation request to reauthorize a project which originated and was funded by revenues in a prior fiscal year. Staffing Changes The City Manager's Proposed FY 2015 -16 Budget includes funding for 732 full -time and 129.65 full -time equivalent (part-time) positions, an increase of 2 full -time and an increase of 5.03 full -time equivalent positions from FY 2014 -15. Some additional position changes are being submitted for consideration on the Budget Checklist: Full -time Position Budget Checklist Changes: Reclass one (1) full -time Public Information Specialist to Administrative Analyst Reclass one (1) full -time Department Assistant to Senior Fiscal Clerk in the Fire Department Delete one (1) full -time Lifeguard Officer position in the Fire Department Reclass three (3) full -time Lifeguard Officer positions to Lifeguard Captain Delete one (1) Librarian II position Reclass one (1) Refuse Superintendent to Senior Management Analyst in Municipal Operations Full -time Eauivalent (part-time) Position Budget Checklist Changes: Add three (3) .75 FTE Lifeguard Officer positions Add four (4) .49 FTE Library Assistant positions Add one (1) .75 FTE Senior Fiscal Clerk Limited Term in the Fire Department (total funding cost $47,716 with ''% appropriated in the IT ERP budget and 1/2 being absorbed in Fire Admin budget). Add one (1) Student Intern - Conservation of Outside Irrigation Water (Notification to Customers) The net fiscal impact of the Staffing Changes including the Lifeguard Management Restructuring described below is estimated to total $43,089 ($19,231 General Fund and $23,858 IT ERP). Lifeguard Management Restructuring Included in the FY 2015 -16 Budget Checklist is a reorganization of the management structure of the Marine Division within the Fire Department. Currently, the division is budgeted for thirteen (13) full -time employees and over two hundred (200) seasonal Lifeguards. Management staff is responsible for the administration of the division, supervision of the seasonal lifeguards, and day -to -day operations for the 7 miles of oceanfront the City protects. Staff has developed a proposal to enhance management oversight by upgrading three (3) full -time Lifeguard Officer positions to Lifeguard Captain, eliminating one (1) full -time Lifeguard Officer position and adding three (3) part -time (.75 FTE) Lifeguard Officers. This will result in a total of twelve (12) full -time employees and three (3) permanent part -time employees. (There will also be a reduction of two seasonal lifeguard positions during the spring, summer and fall months, however neither the proposed budget nor the Budget Checklist reflects this part of the restructuring.) As proposed, the part -time Lifeguard Officer positions will work full -time during peak season and shift to fewer hours in the off - season, maximizing management resources during the busiest times. If the position changes on the Budget Checklist (Attachment A) are approved as listed, it will result in funding for 730 full -time and 134.61 full -time equivalent (part -time) positions. The 730 full -time positions include 3 limited term, grounds worker positions that will be removed in approximately 12 months, depending on the position. A similar amount of limited term positions plus the proposed .75 FTE Senior Fiscal Clerk are included in the 134.61 full -time equivalent position count and will also be removed in approximately 12 months. Therefore, 12 months from now, the expected FTE count may be six fewer at 724 FTE (acknowledging that unknown factors could change that - with Council review and approval - between now and then). U,1919•.,uET,17111 i'fI Pursuant to previous Council direction, the City is in need of contract management of our Cultural and Arts program. Staff believes this can be accomplished with an independent contractor providing assistance 24- 32 hours per week at an estimated annual cost of $60,000 per year (General Fund). This item was not included in the proposed budget and is added to the Budget Checklist for Council consideration. Contract Security This request proposes contract security for nighttime beach and fire ring enforcement 7 days a week in the summer and 3 days a week during the offseason at Big Corona and Balboa Pier. The fiscal impact of this item is $110,000 to the General Fund. Equipment Replacement Office technology equipment is centrally managed through the use of an internal service fund. Departments are charged annually and funds are set -aside for the periodic replacement of technology equipment. While the department charges were incorporated in the budget, the appropriation for anticipated equipment purchases was erroneously omitted from the proposed budget. To properly align the expenditure -side of the budget, $954,922 is requested via the Budget Checklist. Disposition of Prior Year Surplus At the close of the fiscal year 2014 -15, it is estimated the General Fund will have a surplus of at least $1,982,412. Staff recommends that $991,206 of the surplus be transferred to a Neighborhood Enhancement Fund to fund the CDM Entryway Project for $400,000, $500,000 to fund drought - friendly landscaping and irrigation improvements in turf medians with the balance to remain in the Neighborhood enhancement fund. Staff also recommends that $991,206 be transferred to the Retiree Insurance fund to further reduce OPEB liabilities associated with a new actuarial standard. Municipal Code Required Position Classification and Salary Range Review Newport Beach Municipal Code (NBMC) 2.28 pertains to the City's Compensation Plan. NBMC 2.28.030 states that the City Manager shall review the provisions of the resolutions at least annually and recommend changes deemed necessary to remove inequities or to meet the operational needs of the City. The City Manager is not recommending any adjustments to current classifications and /or salary ranges. However, the City is currently in negotiations with its recognized bargaining units and any agreements that are negotiated between the City and recognized bargaining units or unrepresented employees that necessitate salary range adjustments will be presented to the City Council for consideration and approval at that time. Approval of Updated Facilities Financial Plan City Council Policy F -28, Facilities Financing Plan (FFP), requires that staff prepare an update to the long- term facilities replacement plan annually. Several projects have been removed from the FFP plan including the Balboa Fine Arts Center, Newport Pier renovation and BVAC master plan projects. Others projects were added including, Sunset View Park with Parking, Pedestrian Bridge and Dog Park and Fire Station 1 Land Acquisition. Finance Committee reviewed the recently updated Facilities Financial Plan on May 11, 2015 and directed staff to forward it to the City Council for approval. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). The Public Notice for this item was published in the Daily Pilot on May 16, 2015. ATTACHMENTS: Description Attachment A - FY 2015 -16 Budget Checklist Attachment B - Resolution 2015 - Attachment C - Summary of the FY15 -16 Proposed Budget Attachment D - Summary of the Proposed Budget and Checklist Revisions Correspondence