FY 2012/13 Budget Process

Budget Schedule
2012 February Wed, Feb 15 Mon, Feb 27 Mar 14 Mar 20 Thu, Mar 29 Week of Apr 2-13 Week of Apr 19-27 Wed, May 2 Wed, May 16 Wed, Jun 6 Action Boards & Commissions input during monthly public meetings Mid-Year Budget Review presented to the City Council. Budget Preparation materials distributed to departments. Begin to update narratives Budget Information Session #1 Budget Information Session #2 Budget Workshop Departments finalize and submit department budgets to Finance Director (department descriptions, goals and performance measures, revenue projections, expenditure projections, and detail pages) City Manager Review and finalize Proposed Budget Summary of Budget Study Session Presented at City Council meeting Proposed FY 2012/13 Operating and CIP Budget Presented at City Council meeting Public Hearing and Budget Adoption

P P P

P P P

Public Input

CityClerksOffice
Functions
City Council (meetings, support, documents, ceremonial, events) Coordination: Claims; Commissions Filing Officer (Fair Political Practices Commission) Records Management; Notary; Bids Public Records Requests; Research Elections Audiovisual & Web Streaming Operations, Chambers Media Relations; Publicity; Disaster PIO; Web Updating Municipal Code Updates: Online and Print General Information for Public, Complaints

Employees
3 full-time employees (1 vacant, 1 frozen currently)

Budget

(2011/12 Adopted) $255,921 $235,170 (includes elections, budgeted every other year)

Wages & Benefits Operations & Maintenance

Items to Consider
Description 1. 2. 3. 4. Citywide Records Management Audiovisual Upgrades IT/Information Database/Research Infrastructure support Records Retention Schedule update Estimated Cost $150,000 plus $20,000/year $30,000
(shortfall after PEG fees)

Notes Offsite Storage, Destruction, Maintenance, Retrieval System plus staff Audiovisual and Related Upgrades, Council Chambers Development & maintenance of electronic source documents In house coordination staff time plus consultant cost

$100,000/year $10,000

CityManagersOffice
Functions
City Administration Personnel Labor Negotiations Risk Management Legal Services Transportation Planning Grants Management Public Information

Employees
7 full-time employees (one vacant) 3 part-time professional interns

Budget

(2011/12 Adopted) $806,983 $915,497

Wages & Benefits Operations & Maintenance

Items to Consider
Description 1. 2. 3. 4. 5. Reverse 911 System Mission-Meridian Parking Garage Improvement SR- 710 tunnel model Monterey Road Improvements Hook Ramp -Fair Oaks/SR-110 Interchange Estimated Cost $25,000/ annually $75,000 + $10,000 $2.6-3.2 Million $6 Million (shortfall from
$18.5 Million project total)

Notes Customized Communication Software New Parking Vending Machines Support AIA to build a 3D model and video Range due to design options Design, ROW acquisition, construction

CommunityServices
Functions
Community Services special events & programs Seniors lunch program and activities Transit funded by Prop A and C Youth Services Camp Med, leisure classes and programs Parks and facility rentals Contract management of golf course, tennis club, batting cages & stables

Employees
6 full-time employees (2.5 from Prop A and C) 20 part-time employees

Budget

(2011/12 Adopted) $966,126 $461,287

Wages & Benefits Operations & Maintenance

Items to Consider
Description 1. 2. 3. 4. 5. 6. 7. 8. 9. Playground Equipment Arroyo Park Banquet chairs and tables War Memorial Replace sink and cabinet Senior Center kitchen Replace tennis lights fixtures Garfield Security System Orange Grove Recreation Replace two sliding doors Senior Center Kitchen Renovation War Memorial Replace four exterior doors War Memorial City Celebration of 125th Birthday Estimated Cost $125,000 $10,000 $10,000 $6,000 $5,000 $7,000 $50,000 $16,000 $25,000 More efficient lighting and less burn outs To create a safe environment for public and staff To be ADA compliant To increase rental usage Current doors are wood and need to be updated Notes Use Park Impact Fee For Reservation and Rentals

FinanceDepartment
Functions
General Accounting/Finance Business Licenses Utility Billing Information Technology Filming

Employees
8 full-time employees 1 part-time professional intern

Budget

(2011/12 Adopted) $713,987 $615,875

Wages & Benefits Operations & Maintenance

Items to Consider
Description 1. 2. Outsourcing Utility Billing Outsourcing Animal Licensing Estimated Cost $100,000 annual savings $10,000 annual savings Renegotiate existing contract with PHS Notes

FireDepartment
Functions
Administration Fire Prevention Rescue Service Fire Suppression Hazardous Materials Medical Transportation

Employees
21 full-time employees 3 part-time employees

Budget

(2011/12 Adopted) $3,832,843 $292,523

Wages & Benefits Operations & Maintenance

Items to Consider
1. Description Fire Battalion Chief Vehicle Estimated Cost $100,000 Notes Need Replacement within 2 yrs

Library
Functions
Collections of Books, Magazines, Newspapers, CDs, and DVDs Online Databases Public Computers and Wi-Fi Preservation and Enrichment of Local Culture and History Community Room for Meetings & Events Wide Variety of Programs and Events for all ages Reference service for young and old Study and Reading Space

Employees
11 full-time employees (1 is frozen) 18 part-time employees (10.6 FTE) and 14 substitute librarians (FTE 0.4)

Budget

(2011/12 Adopted) $1,137,146 $400,000

Wages & Benefits Operations & Maintenance

Items to Consider
Description 1. 2. 3. 4. 5. Debt Collection Module Exterior Painting of Library Hanging of The Childrens Hour Elevator Upgrades Backup Emergency Lighting System Estimated Cost $6,520 $25,000 $5,000 $32,000 $10,500 Notes To connect our delinquent borrower information with collection agency Has not been repainted in many years Art restorers project estimate was low ADA compliance and door repairs For power outages & other emergencies

Planning&BuildingDepartment
Functions
General Plan and Zoning Administration Development Application Processing Commission Support (Planning, Cultural Heritage, Design Review) Code Enforcement Building Plan Check and Building Permits Building Inspections Energy Efficiency Grant Management

Employees
5 full-time employees 2 part-time professional interns 3 contract employees (Building Division)

Budget (2011/12 Adopted)

Wages & Benefits Operations & Maintenance $578,729 $376,900

Items to Consider
Description 1. 2. 3. 4. 5. 6. 7. 8. Building Permit Scanning Phase 2 GIS Database Cultural Heritage Inventory Update Housing Element Update Cycle 5 Code Enforcement Field Support Parking Code/ Parking Mgmt. Study General Plan Update Digitize Building Plans Estimated Cost $14,000 $21,245 $75,000 $35,000 $1,300 $75,000 $1,000,000 $75,000 Notes Phase 1 underway LA County data; can pay over 2 years Partial offset with grants possible State law requirement One-time cost, plus $50/month Estimate only Over 3 years, estimate only, includes EIR Estimate only

PoliceDepartment
Functions
Patrol Services 911 Emergency Dispatch Services Investigations Traffic and Parking Enforcement Traffic Safety Programs Neighborhood Watch and Crime Prevention

Employees
51 Full-Time (Authorized 36 Sworn, 15 Civilian) 9 Part-Time

Budget

(2011/12 Adopted) $5,983,929 $912,791

Wages & Benefits Operations & Maintenance

Items to Consider
Description 1. 2. 3. Emergency Preparedness and EOC Update and Maintenance Replace Two Patrol/ Admin. Vehicles Obtain Grant-Funded Police Officer Estimated Cost $12,000 $70,000 $40,000 Notes Cost shared with Fire Department and School District Offsets maintenance costs of older vehicles Three Year Grant; Replace future vacancy/ Realize 50% cost savings over grant term

PublicWorksDepartment
Functions
Administration Capital Project Design, Construction & Management Water Production Maintenance of Public Right-of-Way, Utilities Street sweeping & Trash Collection Tree and Park Maintenance

Employees
30 full-time employees 1 part-time professional intern

Budget

(2011/12 Adopted) $2,824,513 $5,901,942

Wages & Benefits Operations & Maintenance

Items to Consider
Description 1. 2. 3. 4. 5. Street Rehabilitation/Resurfacing Curb, Gutter &Sidewalk Repairs Comprehensive Tree Program Civic Center Renovation City Yard Building/CNG Station upgrade Estimated Cost $6 million/annually $2.5 million/annually $1 million/annually $10 million $6 million Notes 10 year recycling/resurfacing program 10 year program Arborist, tree trimming and replacement City Hall, Police and Fire Station Relocate City Yards from Mission Street