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HomeMy WebLinkAboutBudget Overview FY 2018-2019 Assistant City ManagerPatrick GallegosPresented by: City Manager’s OfficeBudget Overview •To provide effective municipal services in planning and control of City programs.benefit of the community and provide for the overall Code & provisions of the City Charter.accordance with City Council Policies, the Municipal •To enforce all municipal laws and regulations for the Mission Statement ----risk managementpublic informationhuman resources information technology •To provide municipal services by but are not limited to:finances and personnel. These include, effectively directing all City activities, Primary Activities -contract administration Organizational Chart Department Staff ••••City ManagerExecutive Assistant (partManagement AnalystAssistant City Manager-time) •Personnel Major Cost Reductions •••Contract Professional Information Trainings and Meetings ----management analyst (partstrategic media trainingplanningTechnology-time) -time) •Technology needs Potential Impacts to Service ••Service deliveryDomino effect--internalexternal Council BudgetCounty Discussion Items •••League of California CitiesCouncil Discretionary Association of CA Cities –Orange Questions Robin RobertsPresented by:City Clerk City Clerk’s OfficeBudget Overview It is our mission to provide courteous and professional Clerk is a full time employee of the City.the duties and responsibilities of the City Clerk. The City various codes of the State of California legally mandate constituents. The City Charter, City Municipal Code, and while serving the public, City Council, City staff and and providing clear, concise and transparent information other related Boards, Commissions and/or Committees; the actions of the City Council, Successor Agency and service in a fiscally responsible manner. The City’s Clerk’s Mission Statement Preparation of City Council agendasresponsible professional service in a fiscally City information from public (and State accordance with the City Charter with municipal elections in (Political Practices Commission Receive, review and legal Code and City recorded with the Countycontracts/agreements, and documents ordinances, resolutions, and official documents including FPPCbusiness) formsdocumentslawmannerCharter and certify and process CPRA’sFair )official Accurately record all meeting minutes Answer main line telephone calls Provide Provide RConduct Custodian Contract administration Administer oathsReceive/open bidsAdminister Process eceipt of claims and requests for courteous and amendments to the Municipal all activities associated of official City legal publicationsseal Major Responsibilities Executive AssistantPart time Deputy City Clerk Office of the City Clerk Organizational Chart City Clerk $13,400 further reduction from GIS/Planning. weekly75% or from approximately 30 hours to 8 hours 50% overall reduction -City Clerk reduction of •Position reduced from $55,800 to $27,900, plus Executive Assistant Part-time hours ••Reduced 15% (may increase to 50%)Unknown variables: Ballot Measure/Run Off Budget Reductions Membership and TrainingElection The California requests.most comply with 10 days to requires only generally Mandate that State unfunded is an Records Act Public will likely go higher Customer Service ••Approximately 400 annual10.4 days to close is our current average –this •••Primary PhoneInternal Assistance CPRA Compliance Related Impacts Discussion Items Questions Finance DepartmentNonRisk ManagementLegal Services-Departmental Director of FinancePresented by:Vikki Beatley Budget Overview Richards, Watson & Gershon Legal Services The City Attorney provides legal counsel and contract rates.that covered by the retainer are billed at approved covering all general legal services. Services beyond contract, the City pays a monthly retainer of $20,500 professional corporation (“Firm”). Pursuant to the services with Richards, Watson and Gershon, a all legal matters. The City contracts its attorney legal compliance and protecting the City’s interest in commissions, and staff with the goal of assuring representation to the City, City Council, Mission Statement Attend City Council meetingslawsdocumentsresolutions, litigation, and other actionsmeetings Attend Planning Commission Minimize risk of litigationCompliance with applicable Reviews contracts, ordinances, Represents the City in all legal Major Responsibilities Richards, Watson & Gershon Organizational Chart None retainer was offset by reductions-$6,000 (2.5%) increase in the Proposed Budget Reductions Questions Finance Finance is a servicethe City and Successor Agency of the financial reports and conducting fiscal planning of safeguarded against theft or misuse, preparing transactions, ensuring that City assets are are to be prudent in classifying and recording finance, and treasury. The department’s priorities responsibilities fall into three categories: accounting, heads, employees, and residents. The main Public, City Council, City Manager, other department -oriented department serving the Mission Statement Citycitation administrationBusiness License Tax complianceportfolioaccounts.payments for approximately 5,500 invoices and processing all Sort, open, and distribute all mailCity’s cost recovery scheduledocuments (GAAP, GASB)-wide cash receipting Accounts payableBudgetAssessment District AdministrationDebt AdministrationSuccessor Agency AdministrationBack up City phones coverageParking meter administrationParking permit issuance and Administer Utility Users Tax and Oversee property management Production of all utility billing Fixed Asset administrationMaintain appropriate internal controlsCoordinate annual review and update of the Annual auditGeneral ledger maintenanceFinancial statements and required PayrollInvestment administrationCash management and bankingAccounts receivablePurchase order processing Major Responsibilities Director of Finance Organizational Chart Finance ManagerAccount Clerk (P/T Cashier)Accounting Technician (3)Senior Accounting TechnicianAccountant Elimination of the fullOperations costs(cashier)-time Account Clerk •Part-time hours only Proposed Budget Reductions 8% reduction in Maintenance and ••••CityInternal AssistanceEfficiencyCounter Service-wide phone (back-up) Customer Service Training Related Impacts Questions California Joint Powers Insurance Authority Risk Management Oversee administration of City’s Risk Management claims settlement.of insurance premiums, claims administration and City. Worker’s compensation insurance reflects cost claims settlement for any liability incurred against the covers insurance costs, claims administration and worker’s compensation insurance. Public liability Program including public liability insurance and Mission Statement Administration litigationloss to the City and to provide City representation in claims vehicles, and preventing injuries, incorporate current practices and philosophies most effective in materialsof the City’s insurance liabilities, and damage to City equipment, programs Administration Identifying and minimizing exposures that could result in financial of comprehensive loss prevention programs that Major Responsibilities $435,000 (31%) cost increase Discussion Items Questions City-wide administration Non-departmental th Administration of CityWetlands-wide programs such as: •••••••••••••Retiree health benefitsOCTAP Long Beach TransitLAFCO contributionSchool Resource OfficerCity4City coAED programState of the CityCouncil meeting costsMemberships Postage/mailingof July Fireworks-wide contracts-sponsored events–Taxi administration–Santa Ana River Flood, Los Cerritos Major Responsibilities $29,000 (5.8%) Maintenance & Operations cuts Proposed Budget Reductions Questions City-wide administration Orange County Fire Authority We enhance public safety and meet the evolving prevention, and emergency response.needs of our communities through education, Mission Statement The Orange County Fire Authority is a regional fire service agency that serves 23 throughout Orange County.throughout Orange County. OCFA Reserve Firefighters work 10 stations cities in Orange County and all unincorporated areas. The OCFA protects over 1,680,000 residents from its 71 fire stations located Major Responsibilities $50,100 (18%) increase for retiree pension ••••4.5% contract increaseVehicle replacementCapital ChargeCatch-up provision Discussion Items $260,100 (5%) increase Questions City-wide West Cities Police Communications The mission of the West Cities Police ability at all times.commit to perform to the best of each individual’s field personnel; maintain professional conduct and ensure a safe environment for all JPA officers and efficient service to all citizens in their time of need; Communications Center is to provide effective, Mission Statement Provides 9-1-1 police dispatching service Major Responsibilities $44,900 (5.7%) increase Discussion Items Questions Seal Beach Police Department Presented by:Police ChiefJoe Miller Budget Overview •The mission of the Police Department visitors of Seal Beach. the quality of life for residents and is to drive down crime, and improve Mission Statement Organizational Chart Department personnel take on a number of ancillary duties and sworn Police Officers. the Police Supervisory staff (Sergeants and Corporals) and the citizens of Seal Beach.responsibilities to meet the needs and expectations of the The following slides are an overview of the collateral duties of Duties and Responsibilities •••••••••First RespondersReactive (Response) v. Proactive (Prevention)Homeless Liaison OfficersTerrorism Liaison OfficersPolice ReservesField Training ProgramCommunity Relations Crime Scene SecurityPrimary Investigation–Bike Team and McGaugh Area and Primary Responsibilities: 1. Patrol Operations Bureau •••••••FollowReactive (Response) v. Proactive (Prevention)Serious Traffic Accident Response (STAR) TeamAccident Investigations (Civil and Criminal)Traffic Safety Education and EnforcementReactive (Response) v. Proactive (Prevention)Case Filing-up Investigations 2.Investigations 3. Traffic –Police Officers on Motorcycles Operations Continued •••••••Inner Perimeter Relief (React/Entry Team)Reactive (Response) v. Proactive (Prevention)Tactical DispatchCrisis Negotiations Team (SNT)Long Rifle Outer Perimeter Relief (Containment)–Sniper Team 4.Special Weapons and Tactics (SWAT) Operations Continued th 5.and Red Ribbon WeekBand on the Sand, 4Special Events –Run SB, Car Show, St Patty’s Day, of July, Holiday Parade, NNO, ••••Event SafetyReactive (Response) v. Proactive (Prevention)Crime PreventionPhysical Presence Operations Continued ••Records Bureau MaintenanceMaintenance Volunteer Programs Professional Standards ••••••••••••Detention CenterPolice Asset Management & Police Budget and Purchasing IT LiaisonFleet Acquisition and Animal Control LiaisonParking Management Emergency Management Public Information & Social Media Personnel and Training Support Services Bureau •24/7/365 •Contract with Long Beach Animal Care •••••••20 Hours Per Week ACOCoyote Management PlanCruelty, Neglect and Vicious AnimalsBarking ComplaintsAnimal Injury / Threat Emergency ResponseAnimal Licensing Provide All Training and Equipment Animal Care Services Maintenance and operations budget reductions by departmentPersonnel cost reduction Budget Comparison Total budget reduction: $135,000 Budget Comparison Continued Police Services Study Discussion Items Crime Impact Questions Development Director Interim Community Crystal LandavazoPresented by: Community Development Budget OverviewDepartment andprofessionalcommissionsprovidebusinesses,valuesenvironmentallyofresidents,theandandcommunitywithcourteousvisitorsmerchants,sustainableaccurate,toandmannerthetocommunitydetailed,useelectedenhanceth atofland,sustainsofficials,.andtheItconsistentisqualitytimelythetheandpublicdepartment’sofwithinformationCitylifetrusttheboardsfor.goalscitizens,goalinandandtoa wellbeingbuilding,complaintsprimaryCityreviewaccomplishesTitleapplicableresults24ofplanning,responsibilityplansoflocal,Stateinofresidentssafethisviolationsandstate,publicaccessibilitystructuresthroug hinspectionsandofandnuisance,ofneighborhoodfederalthethevisitors.tocourteous,CitystandardsverifynoiselawsbyMunicipalensuringthatrelatedandservices.prompt,allenvironmentalTheconstructiontoCodecomplian cebuildingBuildingisandwhichtoprofessionalrespondsafetyissueswithinincludesDivisionwithand.theallto Building & Safety •ThemissionofthePlanningDepartmentistopromotesoundeconomic ••TheNeighborhoodmissionofServicestheBuildingisalsoDivisionpartofistothepromoteBuildingtheDivisionsafety.Theand Planning Mission Statement ••••••••••Plan Checks, Permit Issuance, InspectionsKeep Updated on Legislative Mandates and Impacts to City (ADUs, Coastal Act, Affordable Housing) Coordination with Outside Agencies Along with Monthly, Quarterly, & Annual Reporting Provide General Information to Public Regarding Codes & Processes (Counter, Phone, Email)Environmental Reviews for Projects within the City and Adjacent JurisdictionsReview & Approval of Proposed Uses for Business LicensesReview and Process Entitlement Applications for Special or Sensitive Uses (CUP, MUP)Specific PlansHousing Element Updates, General Plan Updates, Zone Code Amendments, Local Coastal Plan, Investigation & Corrective Action for Municipal Code ViolationsIssuance of Certificates of Occupancy Compliance with CA Building CodeCompliance with Seal Beach Municipal Code Long Range PlanningCompliance with State Regulations & MandateEducationLand Use Major Responsibilities Improvement OfficerBuilding InspectorSPLIT POSITIONAssistant PlannerSenior PlannerNeighborhood Senior Permit Development VACANT Community TechnicianVACANT DirectorBuilding OfficialCONTRACT–-LIMITED SPLIT POSITIONCONTRACT Department Staffing Community Development Director Position Frozen Major Cost Reductions Limited Availability of Building OfficialCrossLimited Training -Training Staff (Certification Maintenance) Processing Time review Phone & Email InquiriesCounter & PhoneProject Timeline Longer Application ReProcessing Times-Organization Limited Access to ServiceBuilding Official •••••••Entitlement Applications More staff time for PRASlower response to PRALimited Educational ServicesCoverageLonger Application Limited Staff Availability ••••Delayed plan check Delayed Response to Limited Availability for Continuous Staff Deferred Record Keeping Limited Customer Related Impacts to Service Administratively ConstrainedResponsibility of All Services Provided Discussion Items Not Full Cost RecoveryOperate with Understanding of Questions Public Works DirectorPresented by:Steve Myrter Budget OverviewPublic Works Department Our mission is to provide safe, reliable, facilities, parks, and landscapingand well-maintained infrastructure, Department Mission 77 OVERVIEWSDIVISION Maintenance ProgramConcerning Public WorksCleaningQuality WaterRequirements of Lift StationsMaintenance ContractsDrinking Water Projects/ContractsServiceMaintenanceand TreatmentMarkingsStds. -RemovalFleet VehicleRepairs --MaintenanceVehicleVehicle Purchases Community ParksServices & Operations Vehicle Sewer System Storm DrainsEngineeringMaintenanceBeach MaintenanceAdministration -Federal/State Funding Grant Oversight -----Customer ServiceGraffiti Removal Capital ProjectsCoordinate Resident Questions & RequestsSenior ServicesService Activations Meet or Exceed State Water System Water ProductionDelivery of HighSWRCB System Conduct SSO Customer ServiceCity Trash CansPump StationSD Pipe CleaningCatch Basin Maintain Street Const. InspectionsEng. Plan ChecksDevelopmentEncroachmentOversee TrafficRepresent the City in Regional Issues Maintain Engineering / Project FilesLiaison to Utility Franchises Oversee Department BudgetJanitorialPlayground Street SweepingTree TrimmingLandscapingBu ildingsStreet Repair -Beach GroomingTrash CansPier Deck CleaningGeneral Trash Public Works & Community Services Department Total Department FTE = 36.51Organization Chart Tidelands3.60 FTE14.53 FTE 9.35 FTE6.76 FTEGeneral VariousSewerVacantWaterOther Fund2.27 Public Works & Community Services Department FTE’s 3.46 80 Signal systemsServicesServicePermitsProjects/Contracts Engineering ENGINEERING DIVISION --------Capital ProjectsEnvironmentalEng. Plan ChecksDevelopmentEncroachment Major MaintenanceOversee Traffic 81 MarkingsMaintenanceCleaning Streets & Storm Drains STORM DRAIN DIVISIONSTREETS & -------Graffiti Removal City Trash CansPump StationSD Pipe CleaningCatch Basin Maintain Street Street Repair 82 Maintenance Contracts Community Services & Parks COMMUNITY SERVICES / PARKS ---------Tree TrimmingTennis CenterSenior ServicesSpecial EventsJanitorialPlayground Street SweepingLandscapingBuildings 83 Removal Beach Maintenance BEACH OPERATIONS DIVISION -----Trash CansBeach GroomingPier Deck CleaningGeneral TrashBeach Facilities 84 --MaintenanceVehicleFleet VehicleRepairs Vehicle Maintenance-Vehicle Purchases CITY FLEET DIVISION 85 Programof Lift StationsRequirements Sewer System Operations SEWER OPERATIONS -----Customer ServiceSWRCB System Weekly InspectionClean Sewer LinesConduct SSO 86 Quality WaterWater Stds.and TreatmentMaintenance OperationsWater System WATER SYSTEM OPERATIONS -------Water Meter ReadCustomer ServiceService Activations Meet or Exceed Water System Water ProductionDelivery of High 87 1.6.5.4.3.2.Senior TransportationTree Trimming ReductionSB 1Main Street MaintenanceJanitorial ServicesBeach Grooming Proposed Cost Savings Measures 88 Reduce Operating ServiceEliminate Thursday Shopper ShuttleOption1.2.3.to & from Senior Meals ProgramAnnual Savings$120,000$40,000$20,000Hours (9am to 3pm)TitleSUMMARY Currently the City offers the following Senior Transportation services:The•••DialThursday Shopper Shuttle Nutrition/Shopper Shuttle annual-OCTAGeneralAQMDA-Ride costOptions To Reduce Annual General Fund Contributioncontributescontributes–expendituresforRuns from 8am to 4:30pm Mtheabove$$6030–,are–000,servicesRuns from 8am to 4:30pm M000Runs from 8am to 4:30pm Thursdays only$120,000isapproximately-F$210-F,000 SENIOR TRANSPORTATION 89 Current Contract ScopeProposed Contract Scope2.1.Trim approx.1600 palms treesbasisbe trimmed on an as needed on a five year cycleTrim remaining 5,041 trees in Hill / Old Town Districts annually ••Awarded for $150,000 annually in FY 2016 (preThree year contract term -expires June 30, 2018-prevailing wage law) The Current Annual Tree Trimming ContractProposed new contract award goal is $100,000 1.3.2.Trim only queen palms annuallyAll other City Trees (5,041) would Fan palms -every other year TREE TRIMMING CONTRACT 90 Proposed New Contract Award Goal is $60,000 52 weeks per year(including 20 overtime hours)365 days per yearWednesday(No overtime hours required) Proposed Operating ProcedureCurrent Operating Procedure BEACH GROOMING OPERATIONS -----Beach groomed Staff hours required = 186Beach groomed 7 days a weekStaff hours required = 125Would not groom Tuesday and 5 days a week 91 Proposed new contract award goal is approximately $120,000 Facilities Janitorial Services will be reduced throughout all City facilitieswhich includes: Reducing services from daily to 3 times a week in Community Reduce porter services at Pier to seasonal only •••The current contract annual cost is $220,000Rebid with a proposed reduction in the scope of services Contract expires in December JANITORIAL SERVICES 92 •••••Current Annual Street Sweeping Costs is $120,200 Revenue produced by this City Fee is $39,000Current Annual Trimming Costs is $150,000 based on current scopeRevenue produced by this City Fee is $54,000Based on 4,000 curb miles City Established a Street Sweeping Fee in 1988City Established a Tree Trimming Fee in 1988 Tree Trimming FeesStreet Sweeping & 93 ••••••7City subsidy is approximately $33,723 (to date)Annual revenues is $171,375 Annual operations costs is $205,098Pay to play facilityPrograms offered consists of:gym, and locker rooms-acres facility with 16 tennis courts, clubhouse,ClassesPickle BallTournaments Tennis Center City Tennis Center 94 1.Pressure washing: $42,000 MAIN STREET ANNUAL MAINTENANCE COST 2.4.3.Paver Maintenance: Trash Cans / Watering (City staff): 1.0 FTE$20,000 $7,000 95 SENATE BILL 1 (SB1) $440,000 REQUIRED MAINTENANCE OF EFFORT:ANNUAL PROJECTED REVENUE: Questions Marine Safety ChiefPresented by:Joe Bailey Budget OverviewMarine Safety Department To provide the highest quality safety enforcement.aid, outreach, beach management, and prevention, education, rescue, medical environment for the public through services in the coastal and aquatic Department Mission 365 days a yearSummerlap swim ••8am to 6pm8am to 5pm •8am to 8pm Hours of Operation Pool 360 days a year WinterSpring and Fall Permanent Staff Department Staff •••••Marine Safety Chief25 part50 partTwo Marine Safety OfficersMarine Safety Lieutenant--time Beach Lifeguardstime Pool Lifeguards Recurrent Staff •Warn and advise the public of dangerous 20172017situations. 214,178 public contacts in 2017 Beach Lifeguards ••••Rescue persons in distress. 864 rescues in Enforce City Ordinances. 43,564 COV’s in Reunite lost children and adults. 57 in 2017Provide first aid. 975 medical aids in 2017 Adult Lap Swim. 323 annual passesparticipants each year.2017 Pool Lifeguard Kids swim lessons. 796 participants in Pool partiesAfter school swim class. Over 100 in City facilitiessupplies City Wide AED Program ••••22 AED’s in Police units, Lifeguard units and Train City staff in the use of AED’s and CPRKeep AED units up to date. Software and Maintain Medical Direction for the program 300 kids, ages 9priority registration$550 for nonocean safety, and have a great time-residents; residents get -17 Junior Lifeguard Program Kids learn about lifeguarding, beach and SelfCurrent cost Experienced lifeguard instructors-funded program-$520 for residents and Reductions FY 18-19 proposed budget •Maintenance & Operations: $10,600 Adult Lap Swim feesLifeguard program from 300 to 320 •Additional Revenue Sources •••Junior Lifeguard Program, Resident $520 to $575Adult Lap Swim, annual pass $255 to $300Swim Lessons, resident $47 to $75••••Revenue increase $16,500Revenue increase $11,500Revenue increase $14,535Revenue increase $22,288 ••Increase in Junior Lifeguard, Swim Lesson, and Increase the number of participants in the Junior Discussion items Questions