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HomeMy WebLinkAboutItem 1d: Resolution 6837: Operating Budget for FY 2012-13 & Resolution 6838: Capital Plan through 2016-17 ,r pF A t, o ti, /v maw y, ! 9 Au.ume 14. iI �4 STAFF REPORT 4�t �nity Of Office of the City Manager DATE: June 19, 2012 TO: Mayor and City Council FROM: Dominic Lazzaretto, City Manager Hue Quach, Administrative Services Director ? , SUBJECT: APPROVING THE OPERATING BUDGET FOR FISCAL YEAR 2012-2103, A CAPITAL IMPROVEMENT AND EQUIPMENT PLAN FOR FISCAL YEAR 2012-2013 THROUGH 2016-2017 BY ADOPTING THE FOLLOWING RESOLUTIONS: RESOLUTION NO. 6837 ADOPTING THE OPERATING BUDGET FOR FISCAL YEAR 2012-13 AND APPROPRIATING THE AMOUNTS SPECIFICIED THEREIN AS EXPENDITURES FOR THE VARIOUS FUNDS Recommendation: Adopt RESOLUTION NO. 6838 ADOPTING A CAPITAL IMPROVEMENT AND EQUIPMENT PLAN FOR FISCAL YEARS 2012-13 THROUGH 2016-17 Recommended Action: Adopt SUMMARY Sections 1204 and 1205 of the Arcadia City Charter require a public notice and a public hearing for consideration of the proposed Operating Budget and Five-year Capital Program for the ensuing fiscal year. Notice has been given and the public hearing is designed to seek community input on the proposed budget and program of services for the upcoming year. The Five-year Capital Improvement and Equipment Plan are also presented for approval. The Charter requires that the Budget be adopted on or before July 1 of each year for the ensuing fiscal year. The recommended actions are necessary to implement the budget for Fiscal Year 2012-13. APPROVING THE OPERATING BUDGET FOR FISCAL YEAR 2012-2103, A CAPITAL IMPROVEMENT AND EQUIPMENT PLAN FOR FISCAL YEAR 2012-2013 THROUGH 2016-2017 June 19, 2012 Page 2 of 7 DISCUSSION The FY 2012-13 Preliminary Budget was distributed to the City Council on May 10, 2012. Submitted for the City Council's review were all operating funds including General, Special Revenues, Enterprise, and the Successor Agency budget that accounts for the winding down of the Arcadia Redevelopment Agency. Additionally, in a separate document, also submitted for City Council were the Capital Improvement and Equipment Replacement Fund budgets. All funds total about $88 million; the General Fund portion of that is $49,723,560. As Special Revenues, Enterprise, and Debt Service funds are restricted to specific purposes and are generally self-sustaining, this report will primarily focus on the General Fund's Operating Budget. Summarized in the table below is the General Fund Operating Budget for: FY 2011-12 Year Ending Estimates, FY 2012-13 Proposed Budget for adoption, and FY 2013-14 Preliminary Budget Outlook. Please note that FY 2013-14 is not proposed for adoption as the City adopts the Operating Budget annually. fY 11-12 FY 12-13 FY 13-14 Estimates Proposed Preliminary ,Budget Budget Outlook Beginning Fund Balance $ 9,139,600 $ 8,506,310 $ 6,992,240 Estimated Revenue: Revenues 42,255,350 43,547,030 44,501,760 Transfers-In from other funds 4,879,790 4,662,460 4,248,490 Total Revenues 47,135,140 48,209,490 48,750,250 Proposed Expenditures: Transfers-Out to other funds 722,480 743,530 747,070 Expenditures 45,545,950 48,980,030 49,681,980 Total Expenditures 46,268,430 49,723,560 50,429,050 Revenue Over Expenditure 866,710 (1,514,070) (1,678,800) Fund transfers to Liability/Workers' (1,500,000) 0 0 Compensation Fund and the Emergency Response Fund Ending Fund Balance $ 8,506,310 $ 6,992,240 $ 5,313,440 APPROVING THE OPERATING BUDGET FOR FISCAL YEAR 2012-2103, A CAPITAL IMPROVEMENT AND EQUIPMENT PLAN FOR FISCAL YEAR 2012-2013 THROUGH 2016-2017 June 19, 2012 Page 3 of 7 Following the distribution of the budget documents, three budget study sessions were held on May 15, May 29, and June 5. At the May 15 study session, staff presented the Preliminary General Fund budget that projected a shortfall or deficit of expenditures to revenues of $914,070. This balance was later revised to $1,514,070 as the one-time revenue of $600,000 from the expected Corto Road land sale was removed from the General Fund and placed in the Capital Improvement Fund. The preparation of this budget assumed a flat line expenditure on all controllable operational line items. With a continuing outlook of a slow recovery, revenues were forecast to increase modestly and far from its peak just a few years ago. Staff projected a modest revenue increase of 2.28% versus the prior Fiscal Year. The overall expenditure budget of the General Fund is proposed to increase 3.94%. Where possible, expenditures have been cut in areas that would not directly affect services provided to the public. Increases to the expenditure budget were the result of contractual labor agreements, proposed new programing, and the City's General Liability program due to recent increase claim activities. These programs will be discussed further in the Expenditure section below. FY 2011-12 On a positive note, for the Fiscal Year ending 2011-12, it is projected that the General Fund will end with a surplus of $866,710. This is approximately a $1.6 million swing as the FY 2011-12 Budget had initially projected an $848,000 deficit. Analysis of the change indicated the majority of the savings are achieved through lower personnel expenditures, notably the Police and Fire Departments had combined savings of $1,038,660. A few other areas of savings were achieved from various operating expenditure line items such as: Contract Services, Vehicle Maintenance, Training, and Tuition Reimbursements. Revenues are estimated to end the year at about 0.38% above initial budgeted estimates, therefore not a factor in contributing towards the overall surplus amount. FY 2012-13 Proposed Revenue Recent economic indicators suggest improvement over the prior year, but the lingering effects of worldwide economic issues, high fuel costs, and stubbornly high unemployment rates have continued to bring challenges to predicting definite growth. For FY 2012-13, total General Fund revenues are expected to be $48,209,490, an increase of 2.28%. Property Tax, Sales Tax, and Transient Occupancy Tax provide the majority of the anticipated increases. While these have been anticipated to grow from budget year to budget year, anticipated increases from the year end projections for FY 2011-12 are relatively flat. Sales Tax is projected to be above "normal" due to the APPROVING THE OPERATING BUDGET FOR FISCAL YEAR 2012-2103, A CAPITAL IMPROVEMENT AND EQUIPMENT PLAN FOR FISCAL YEAR 2012-2013 THROUGH 2016-2017 June 19, 2012 Page 4 of 7 anticipated occupancy of 117,000 sq. ft. of space by retailer Forever 21. The table below provides comparable data on the changes from the prior year in these three categories. FY 201.1-12 FY 2012-13 Description Projected Proposed Difference '% Change Property Tax $ 9,309,360 $ 9,542,090 $ 232,730 2.50% Sales Tax $ 9,030,320 $ 9,600,000 $ 569,680 6.31% Transient Occupancy I $ 2,619,130 $ 2,710,800 $ $91,670 3.50% Tax Other major tax categories — Franchise Tax and Utility Users Taxes — are projected to equal the year end result for FY 2011-12. Licenses and Permits are expected to grow moderately by 2.88%. Although Building and Plan Check fees are not expected to increase significantly, the trend of strong single family residential redevelopment is expected to continue. Plan Check and Building Permit Fees are projected at $800,000 and $1 million, respectively, their highest levels in the past four years. All other revenue categories for the General Fund are expected to have minimal growth for the coming Fiscal Year. It should be pointed out that the use of one time revenue is included in the overall General Fund revenue projections. This approach has worked in tough financial times and has helped the General Fund weathered the last few years. Transfers of $200,000 in Gas Tax monies and $300,000 of Solid Waste Funds for related and qualifying operational expenditures are included in part of the overall General Fund Revenue. FY 2012-13 Proposed Expenses The overall expenditure budget in the General Fund is proposed to increase 3.94%. Due to the dissolution of the Redevelopment Agency, the General Fund's proposed budget has absorbed approximately $210,000 in staffing costs. Other increased expenditures are in the areas of Contract Services and General Liability. The majority of increases in the Contract Services category are due to newly proposed programs in the Police, Development Services, and Fire Departments. All are ongoing programs. They include: • Contracting for Jail Services ($111,446). The Police Department has received City Council approval to contract for jailing services with a private firm and to reallocate existing jail employees elsewhere in the Department in order to APPROVING THE OPERATING BUDGET FOR FISCAL YEAR 2012-2103, A CAPITAL IMPROVEMENT AND EQUIPMENT PLAN FOR FISCAL YEAR 2012-2013 THROUGH 2016-2017 June 19, 2012 Page 5 of 7 strengthen or resurrect core safety services such as community policing and neighborhood watch efforts. The annual contract cost of $244,082 would be offset by not filling two vacant Community Services Officer positions at savings of $132,636. • Creating an Economic Development Division ($220,720). The Development Services Department is proposing a new division, Economic Development, to promote economic vitality and programs that were handled by the former Redevelopment Agency. This will be a key component in the City's efforts to enhance the commercial districts and to be proactive in seeking new development opportunities throughout the City that will enhance the City's tax base. • Implementing a Mass Notification System ($30,000). The Fire Department is proposing a Reverse 9-1-1 system to allow for mass notification in the event of major natural disasters similar to the windstorm the City experienced last year. General Liability expenditures are expected to increase as a result of claims activity and related payouts in recent years. The proposed Budget also anticipates a transfer from the General Fund to replenish the Self-insured Liability Fund balance. It will be essential for the City in the coming years to reverse the claims trend. For this reason, the Budget anticipates significant expenditures on staff training to identify and remediate hazards and for corrective maintenance of the City's infrastructure and facilities. Salary and Benefits increased by 2.7%. This increase is mostly due to the adopted labor agreements, where a cost of living adjustment (COLA) was agreed to as a direct "offset" to employees contributing to their pension costs. In FY 2011-12, Public Safety groups received a 3.0% COLA and Miscellaneous Employee groups received a 2.34% COLA. In FY 2012-13, Sworn Public Safety employees will be contributing 6.0% and Miscellaneous Employees will be contributing 5.67% (Miscellaneous Employees were already required to contribute 1% from previous negotiations). As a result, employees will receive a 3% and 2.33% COLA, respectively. By FY 2013-14, all employees will be contributing 100% of their employee pension share (9% or 8% for current employees). Employees that were hired after July 1, 2011, are already contributing 100% of their share of retirement costs; due to lower pension programs offered to new employees, for Miscellaneous Employees, the full employee share is 7%. APPROVING THE OPERATING BUDGET FOR FISCAL YEAR 2012-2103, A CAPITAL IMPROVEMENT AND EQUIPMENT PLAN FOR FISCAL YEAR 2012-2013 THROUGH 2016-2017 June 19, 2012 Page 6 of 7 STATE BUDGET As typically is the case at this time of year, the City Budget is prepared without knowing what actions the State may take that could impact local government finances. What is known now is that State revenues have failed to meet the growth assumptions included in the current year's Budget. A number of tax measures are included in the November 2012 General Election and, depending on the outcomes, there may be adverse consequences to local government as the State looks for other ways to achieve balance. No takeaways of State funding — Gas Tax, COPS grants, or otherwise — have been anticipated in the proposed Budget. Any actions by the State that are a major departure from the presently proposed Budget will be brought to the City Council for discussion and resolution at that time. As noted at the beginning of this memo, the General Fund is projected to have a deficit of $1,514,070 for FY 2012-13. Where possible, expenditures have been cut in areas that would not directly affect services provided to the public. Throughout the year, Departments will be encouraged to manage their expenditures and delay any new hires until the positions are absolutely necessary. This approach — plus a history of under spending budgets by approximately 2% each year — has allowed for a balanced budget at the end of every year since the economic downturn began in 2008. Although these short term solutions have been successful and shown that the deficit is manageable, it will be necessary in the coming year to identify funding sources to continue supporting current level of services through a comprehensive long-range financial plan to address structural budget deficits facing the operating budget. In light of the projected FY 2012-13 deficit balance, Departments prepared a 2.25% prioritized list of cuts totaling $1,165,082 that could be made to reduce or eliminate the anticipated deficit. Because Departmental budgets have been reduced significantly over the past several years, the opportunity for additional cuts that would not affect the level of service provided to the community is limited. The list is primarily composed of either one-time deferrals of costs that would eventually need to be incurred or items that would affect front-line service delivery. Noting that the practice of conservative budgeting has provided positive results that have significantly reduced or eliminated projected deficits in past years, it is recommended that the City Council not implement these cuts. Additionally, the deferral of service cuts is appropriate as those considerations would be better combined into the long range financial plan that will explore potential long-term solutions in incorporating the community's priorities and Council policies. Fiscal Year 2012-13 represents another challenging year due to the ongoing economic recovery. The proposed Budget reflects very modest revenue growth and slightly APPROVING THE OPERATING BUDGET FOR FISCAL YEAR 2012-2103, A CAPITAL IMPROVEMENT AND EQUIPMENT PLAN FOR FISCAL YEAR 2012-2013 THROUGH 2016-2017 June 19,2012 Page 7 of 7 growing expenses, leaving a small, but manageable, General Fund deficit for the coming year. Departments have done an outstanding job over the past four years cutting expenses and managing their budgets, which has allowed the City to turn expected deficits into slight surpluses. Staff will continue to operate in the same fiscally responsible manner while also maintaining a commitment to the exceptional service that Arcadians have come to expect. Enclosed with this staff report are Exhibits A and B summarizing all City Funds with their respective Operating Budget and the proposed Five-Year Capital Improvement and Equipment Replacement Plan. • Exhibit "A" is the summary of Sources and Uses of Funds for All Funds reflecting the proposed Operating Budget presented to Council for adoption. • Exhibit "B" summarizes the proposed Five-year Capital Improvement and Equipment Replacement Plan. RECOMMENDATION It is recommended that the City Council: 1) Adopt Resolution No. 6837 a Resolution of the City Council of the City of Arcadia, California, adopting a budget for Fiscal Year 2012-13 and appropriating the amounts specified therein as expenditures from the Funds. 2) Adopt Resolution No. 6838 a Resolution of the City Council of the City of Arcadia, California, adopting a Capital Improvement and Equipment Plan for the Fiscal Years 2012-13 through 2016-17, and finds that the Capital Improvement Program adoption is exempt from the requirements of the California Environmental Quality Act (as specified in Title 14, Section 15273 of the California Administrative Code). Attachment: Exhibit A — All Funds Operating Budget Summary Exhibit B — Five Year Capital and Equipment Plan Resolution No. 6837 and Resolution No. 6838 OOP ao O o 0 Ln 0 0 0 0 0 O o 0 0 0 0 0 0 0 0 0 0 0 0 o O O o 0 0 0 .- -p a h N et 0 in iv in m LO e-1 LO M O 00 O LO 0 et Lfl O 00 Ln Ln et C N 01 N m 01 L0 Ln N e-I Ln N ,-I O e1 et Lfl l7 M LO O N V 01 N LO N M N O N Ln 00 h N M h N M M V LO oi Ln Cl C1 h u1 Cl N C1 M e-I r 01 Lf1 1-1 CD R N Ql In i--1 N Ct Co O Co O 00 .-1 e-i 00 N O e1 N N M Ill e-1 m L.f1 N c m O N h N lD e1 N e-1 N M M m N. C W O o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o LO M1 0 al L0 M O 01 e1 O N 0 O O O N LO LO N N e--I iv Ln C Ln N in et C N N N N 00 V) Ln Ct O 01 If1 N N O 00 O O C1 00 01 N 01 N N N Ct CY Lf1 Cl 00 .1 p et et et 00 Q w Co CO O Ci 0 Co 00 O CO u1 O 00 L0 00 Co C1 L0 N. T R. 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I- Ln I` U co > Lv L� z l7 (9 ~ Exhibit B CITY OF ARCADIA SUMMARY OF PROPOSED FIVE YEAR CAPITAL PROGRAMS FISCAL YEAR 2012-13 THROUGH 2016-17 ESTIMATED ESTIMATED PROPOSED ESTIMATED FUNDS FIVE-YEAR FIVE-YEAR FUNDS 7/1/2012 REVENUE EXPENDITURE 6/30/2017 CAPITAL OUTLAY FUND 2,939,690 6,900,100 (7,417,450) 2,422,340 GAS TAX FUND 120,490 7,399,000 (7,381,700) 137,790 PARKS AND RECREATION FUND 1,281,160 6,084,300 (415,000) 6,950,460 PROP C FUND 500,250 4,367,100 (4,861,490) 5,860 TRANSPORTATION IMPACT FUND 450,700 1,877,000 (1,434,800) 892,900 SEWER FUND 2,528,300 6,570,830 (7,555,080) 1,544,050 EQUIPMENT FUND 4,109,400 333,500 (6,377,370) (1,934,470) WATER FACILITY RESERVE 23,953,470 7,336,030 (10,839,470) 20,450,030 WATER EQUIPMENT RESERVE 1,452,270 676,620 (1,152,250) 976,640 RESOLUTION NO. 6837 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, ADOPTING A BUDGET FOR FISCAL YEAR 2012-13 AND APPROPRIATING THE AMOUNTS SPECIFIED THEREIN AS EXPENDITURES FROM THE FUNDS WHEREAS, on June 19, 2012, the City Manager submitted to the City Council a proposed Budget for Fiscal Year 2012-13, a copy of which is on file in the Office of the City Clerk; and WHEREAS, Section 1204 of the Arcadia City Charter requires notice and public hearing for consideration of a proposed operating budget, and its adoption by resolution; and WHEREAS, the aforementioned proposed Budget includes the budget for the ensuing Fiscal Year 2012-13; and WHEREAS, notice of the public hearing on the proposed Budget and a summary of the proposed Budget were published on June 7, 2012; and WHEREAS, the duly noticed public hearing was conducted by the City Council on June 19, 2012. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: SECTION 1. That certain "City of Arcadia Budget, Fiscal Year 2012-13", as on file in the office of the City Clerk, together with any approved amendments thereto, is hereby adopted, in pertinent part, as the official budget of the City of Arcadia for the Fiscal Year 2012-13 and the amounts specified therein as expenditures from the funds indicated are hereby appropriated for the purposes specified therein. 1 SECTION 2. The City Clerk shall certify to the adoption of this Resolution. Passed, approved and adopted this 19th day of June , 2012. Mayor of the City of Arcadia ATTEST: City Clerk APPROVED AS TO FORM. a . P. Stephen P. Deitsch City Attorney • 2 4: RESOLUTION NO. 6838 OF THE CITY COUNCIL OF THE CITY OF .JFORNIA, ADOPTING A CAPITAL IMPROVEMENT AND EQUIPMENT PLAN FOR FISCAL YEARS 2012-13 THROUGH 2016-17 WHEREAS, on June 19, 2012, the City Manager submitted to the City Council a proposed plan entitled, "Capital Improvement and Equipment Plan, Fiscal Years 2012- 17", a copy of which is on file in the office of the City Clerk; and WHEREAS, Section 1205 of the Arcadia City Charter requires notice and public hearing for the consideration of a capital program, and its adoption by resolution of the City Council; and WHEREAS, notice of the public hearing on the proposed Capital Improvement and Equipment Plan was published on June 7, 2012; and WHEREAS, the duly noticed public hearing was conducted by the City Council on June 19, 2012. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: SECTION 1. That certain "Capital Improvement and Equipment Plan, Fiscal Years 2012-17", as on file in the office of the City Clerk, together with any approved amendments thereto, is hereby adopted, in pertinent part, for Fiscal Year 2012-13. SECTION 2. The City Clerk shall certify to the adoption of this Resolution. [SIGNATURES ON NEXT PAGE] Passed, approved and adopted this 19th day of June , 2012. Mayor of the City of Arcadia ATTEST: City Clerk APPROVED AS TO FORM: S"(AtL- P Stephen P. Deitsch City Attorney