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RPVCCA_CC_SR_2015_05_19_02_Hybrid_Zero_Based_Budgeting_Menu_ExerciseCITY OF MEMORANDUM IL RANCHO PALOS VERDES TO: HONORABLE MAYOR & CITY COUNCIL MEMBERS ',,A FROM: KATHRYN DOWNS, ACTING DIRECTOR OF FINANCE (�vJ DATE: MAY 19, 2015 SUBJECT: HYBRID ZERO -BASED BUDGETING MENU EXERCISE REVIEWED: DOUG WILLMORE, CITY MANAGER®for DW RECOMMENDATION 1. Conduct the Hybrid Zero -Based Budgeting "Menu" exercise; and 2. Provide additional direction to Staff for preparation of the draft FY15-16 Budget. DISCUSSION Staff has prepared a draft of the FY15-16 Budget that incorporates City Council direction provided during discussion of Budget Policy Issues on April 7, 2015. Presentation of the entire draft budget document to the City Council is currently scheduled for June 2, 2014. The June 2nd draft document will include decisions made by the City Council with this agenda item. Budget Process The City's Hybrid Zero -Based Budget process begins with a draft budget prepared by Staff that includes expenditure categories for full staffing, non -discretionary expenditures, revenue -generating expenditures, and current service levels. The City Council provides direction regarding which expenditure items should be moved to a "Menu" for City Council consideration (see Attachment A). As employee compensation is subject to negotiation, it has not been placed on the Menu. The annual transfer to fund infrastructure, equivalent to transient occupancy tax ($5,026,400), has not been placed on the Menu; as City Council Policy No. 41 — Reserve Policies requires the transfer. Expenditures categorized as non -discretionary include: water quality compliance, assessments on City -owned parcels, county fees for elections and property tax administration, open space fuel modification as required by the Fire District, general HYBRID ZERO -BASED BUDGETING MENU EXERCISE May 19, 2015 Page 2 of 4 liability insurance, legal notices, audit fees, and tree trimming as required by the City's municipal code for view restoration. Per City Council direction from April 7, 2015, Staff has included General Fund items on the Menu that fit the following criteria: 1. Expenditures increasing more than 5% and $25,000 from the prior year; 2. Discretionary expenditures; 3. Increases of service levels (including new mandates); 4. Expenditures of $250,000 or more; and 5. Proposals to support City Council Goals. Draft FY15-16 General Fund Budaet Draft FY15-16 General Fund Budget Revenue Transfers From Other Funds Estimated Excess General Fund Reserve Increase of General Fund Reserve Threshold (50% of Increase to Expenditures) Expenditures & Transfers to Other Funds - On Menu Expenditures & Transfers to Other Funds - Not On Menu Draft FY14-15 Net Activity Ongoing One -Time Total $ 27, 891, 786 $ $ 27, 891, 786 208,000 208,000 2,604,795 2,604,795 (414,088) (414,088) (9,091,790) (430,000) (9,521,790) (181789,717) - (18,789,717) $ 218,279 $1,760,707 $ 1,978;986 The draft budget for FY15-16 results in estimated net recurring activity of $218,279 in the General Fund (a balanced budget), and continued General Fund Reserves in excess of the Reserve Policy threshold. However, Staff expects that beginning in FY16-17, due to decreasing Highway User Tax revenue, it will be necessary for the General Fund to subsidize right-of-way maintenance in the Street Maintenance Fund (subsidy currently estimated to be about $0.5 million annually). General Fund Revenue is expected to increase by about 2.6% in FY15-16; and draft expenditures are expected to increase by about 4.0%, primarily due to public safety initiatives. A General Fund Expenditure Summary that includes 3 years of actual history, the current year budget and proposed FY15-16 expenditures has been prepared (see Attachment B). Both the Menu and the Expenditure Summary Excel files have been provided to the City Council via email. City Council Policy No. 45 — Balanced Operating Budget states: "The City Council shall adopt an annual operating budget where recurring expenditures do not exceed recurring revenues, and ongoing program expenditures are not funded with one-time revenue 2 HYBRID ZERO -BASED BUDGETING MENU EXERCISE May 19, 2015 Page 3 of 4 sources." The summary above indicates that the draft FY15-16 General Fund budget is balanced as required. Finance Advisory Committee Recommendation On March 25, 2015 and April 29, 2015, the Finance Advisory Committee met to review the draft 2015 Five -Year Financial Model pursuant to the Committee's approved work plan. The following recommendation was developed on April 29th and approved 4-0. The Finance Advisory Committee (FAC) recommends that the expenditure for additional sheriff services be linked to the Sheriff's crime data, so that it may be subject to review if the data changes in the future. Furthermore, after review of the draft 2015 Five -Year Financial Model, the FAC recommends that the City Council closely review draft FY15-16 expenditures for the following General Fund programs: City Clerk, Legal Services, RPVty, and Information Technology — Data. Employee Compensation The draft FY15-16 budget includes a placeholder for a full-time RPVty station manager position, with a net increase of $48,727 (vs. a part-time contracted position). Staff also requests an increase of $32,408 for part-time staffing at the Point Vicente Interpretive Center to improve coverage and customer service. The draft FY15-16 budget includes a full year of staffing for all positions; but does not include any changes that may result from employee negotiations. Capital Improvement Projects (CIP) Reserve The CIP Reserve is used to fund projects approved by the City Council that do not have sufficient restricted funding sources. Although not directly accounted for within the General Fund, the proposed uses of the CIP Reserve for FY15-16 (totaling $1.2 million) have been included on the Menu (see Attachment C). Project sheets for projects that exceed $100,000 are included for reference (see Attachment D). If the City Council approves these projects, the estimated CIP Reserve at June 30, 2015 would be about $17 million, or $14 million in excess of the CIP Reserve Policy threshold. Staff expects that the Infrastructure Management Advisory Committee will be prepared to offer project recommendations for the 2016 budget process (next year). As such, Public Works Staff has recommended a minimal list of new projects to be appropriated for FY15- 16. Staff expects that with the 2016 budget process, use of the excess CIP reserve will be programmed within the next five years. Next Steps The next steps in the 2015 Budget Process are summarized below. • May 21 S' — Oversight Committee public hearing for proposed FY15-16 storm drain 3 HYBRID ZERO -BASED BUDGETING MENU EXERCISE May 19, 2015 Page 4 of 4 user fee. May 261h —Planning Commission review of draft 2015 Five -Year Capital Improvement Plan. June 2nd — City Council review of draft budget, draft 2015 Five -Year Financial Model, and draft 2015 Five -Year Capital Improvement Plan. June 16th _City Council public hearing to consider adoption of budget and FY15- 16 storm drain user fee. Attachments A — Hybrid Zero -Based Budget 2015 Menu Exercise (page 5) B — General Fund Expenditure Summary (page 8) C — Proposed Uses of Capital Improvement Projects Reserve (page 14) D — Capital Improvement Project Sheets (page 15) C! 2015 Hybrid Zero -Based Budget Menu General Fund Attachment A Page 1 of 3 Mobile Speed Trailer. Purchase one unit with Automatic License Plate Recognition (ALPR) capability. The estimated cost includes the one-time purchase of $50,000, plus $6,000 annually for a work crew to move the GF8 __Ye_s _ trailer to various locations throughout the City. 6,000 50,000 Radar Speed Trailer. Purchase one unit. The estimated cost includes the one-time purchase of $12,000, plus $6,000 annually for a work crew to GF9 __ Yes_ move the trailer. _ 6_,000 12,000 Driver Feedback Units. Purchase 5 units at $2,600 each to facilitate GF10 Yes traffic calming. 13,000 Neighborhood Traffic Safety Program. Implementation of small-scale projects in accordance with the City's neighborhood traffic calming GF11 Yes program. 90,000 5 Estimated Resources 28,099,786 2,604,795 Support Baseline Budget 18,789,717 414,088 City Menu Selections 9,091,789 430,000 Council Net Available 1 218,2801 1,760,707 Recurring One -Time Item Goal? Description The Sheriff has indicated that the cost of service will increase by 2.5% for FY15-16. The amount reflected here includes the increase, and maintains the current service level of 33,920 hours (about 19 full-time equivalents at 1,789 hours each). Service includes general law enforcement ($4,051,300), Community Resource policing team ($216,900), and required 6% deposit to the Sheriff's liability trust fund GF1 Yes ($256,100). _ _ Sheriff Dedicated Patrol Deputy. Estimated cost includes estimated FY15- 4,524,300 16 rate and related liability trust fund deposit, as reported during the GF2 Yes April 21, 2015 Study Session. Sheriff Dedicated Surveillance & Apprehension Team Detective. 169,037 Estimated cost includes estimated FY15-16 rate and related liability trust GF3 I Yes fund deposit, as reported during the April 21, 2015 Study Session. Sheriff Targeted Enforcement. The Sheriff has recommended targeted 183,678 GF4 Yes patrol of the Palos Verdes Drive East switchbacks. 12,000 Regional ALPR System. Install an ALPR system on one Sheriff Car, as part GF5 Yes of the regional law contract (City share is 68% of cost). _ -----3,400 Dedicated ALPR System. Install an ALPR system on one Sheriff Car that is GF6 Yes dedicated to patrol in the City. Camera Systems on Arterial Roadways. Purchase and install three (3) 5,000 GF7 Yes cameras with ALPR capability at an estimated cost of $60,000 each. 180,000 Mobile Speed Trailer. Purchase one unit with Automatic License Plate Recognition (ALPR) capability. The estimated cost includes the one-time purchase of $50,000, plus $6,000 annually for a work crew to move the GF8 __Ye_s _ trailer to various locations throughout the City. 6,000 50,000 Radar Speed Trailer. Purchase one unit. The estimated cost includes the one-time purchase of $12,000, plus $6,000 annually for a work crew to GF9 __ Yes_ move the trailer. _ 6_,000 12,000 Driver Feedback Units. Purchase 5 units at $2,600 each to facilitate GF10 Yes traffic calming. 13,000 Neighborhood Traffic Safety Program. Implementation of small-scale projects in accordance with the City's neighborhood traffic calming GF11 Yes program. 90,000 5 2015 Hybrid Zero -Based Budget Menu General Fund Attachment A Page 2 of 3 Estimated Resources 28,099,786 2,604,795 Support Baseline Budget 18,789,717 414,088 City Menu Selections 9,091,789 430,000 Council Net Available 1 218,2801 1,760,707 Item Goal? Description Recurring One -Time Each City Council Member receives a part-time salary of $400 per month, plus health insurance benefits. The City pays 100% of the health insurance for the City Council Member and 50% for dependents, or a stipend of $304 per month for declining the insurance. The City also pays GF12 the employer portion of Medicare tax (1.45%). 111,750 Legal Services. The estimated cost includes City Attorney services (both general services and litigation), as well as an allocation of $150,000 for specialized legal services from other attorney firms (e.g. labor GF13 negotiations, litigation, and prosecution). 1,030,000 GF14 Land Purchase of tax -defaulted parcels at 37-& 41 Cherry Hill. 75,000 Performance Measurement Design & Implementation. The one-time [ff15[ Yes expenditure would enable City Staff to develop performance measures. 25,000 Many General Fund programs include an allocation for meetings & conferences; which are discretionary but useful to share knowledge among professionals, conduct City business, and enable the City Council to attend outside meetings. The proposed FY15-16 amount is $2,150 GF16 more (or 2.5% more) than the corresponding FY14-15 budget of $84,550. 86,700 Discretionary City Memberships includes the Coastal Coalition, California Contract Cities Association, South Bay Council of Governments, Southern GF17 Yes California Association of Governments, and League of California Cities, 44,6.90 Discretionary Community Outreach supplies includes City tiles, lapel pins, _GF18 Yes engraving and proclamations. _ 4,000 The City newsletter is currently mailed to every Rancho Palos Verdes GF19 Yes household four times annually. 22,000 RPVty Station Manager. The estimated increase of cost to replace the GF20 part-time contracted position with a full-time employee position. __ 48,727 Information Technology Maintenance Services. Includes both hardware and software maintenance and support for the City's data network and GF21 systems. 327,691 Information Technology Professional Services. Includes IT services provider ($200,000), GIS Services ($100,000), Audio/Visual Services and Other Services ($40,000), and one-time consulting support for strategic GF22 plan development ($10,000). 340,000 10,000 2015 Hybrid Zero -Based Budget Menu General Fund Attachment A Page 3 of 3 Estimated Resources 28,099,786 2,604,795 Support Baseline Budget 18,789,717 414,088 City Menu Selections 9,091,789 430,000 Council Net Available 218,280 1 1,760,707 Item Goal? Description Recurring One -Time Water Conservation Devices at City -owned facilities. Replace 70 water closets and urinals and 51 manual lavatory faucets for an estimated cost of $20,000. Replace 15 and upgrade 5 controllers for an estimated cost GF23 of $45,000. 65,000 Each Planning Commissioner is eligible to receive a part-time salary of GF24 _ $135 per month. The proposed amount includes payroll taxes. 12,208 Discretionary Recreation Special Events. The proposed budget includes allocations for a Fourth of July celebration ($25,900), Whale of a Day ($4,450), Shakespeare by the Sea performance ($1,600), the Junior Ranger Program ($4,050), Breakfast with Santa ($1,200), the Volunteer Program ($4,000), Outdoor Movie and other events and programs ($3,800). This item also includes part-time staffing ($11,700), equipment GF25 rental ($4,300), printing -& advertising ($12,500), and supplies ($16,000). 89,500 Point Vicente Interpretive Center Part -Time Wages. Staff proposes to increase the part-time allocation to provide improved coverage and GF26 customer service. 32,408 Abalone Cove Sewer District Subsidy. The proposed transfer is $30,000 GF27 Yes_ more than FY14-15, to provide for an increased level of maintenance. 80,700 Residential Street Rehabilitation Funding. 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E y E LL yLL ;a5 (.7Q O LL LL �a`a O�O'i mEl a`a`$ Co.6.6 c. 6.6-6.6-6 a`a`a`0. (((yyy NN w 0 i EE d O (X ab a q a« 10 tND d c C W W C C qS N E W C C W N C C W W yN pN U V W m U W A W 5 a ¢ �+ E — O 2 EMI E> � g a >>> W W m m > W W W w is wla >>>>> w W W 13 m W W m m '� U U U U U U U U U U U U U U U U 2 2= U U 2 U U 2 2 U U 2 U$ m;wv7z 1= �'c C— 1 g o O '� w= 2 n E m m w a E qts q ggo:55> 555555555555 '>t������ ���>> 0000000000 ti mop ow, v, (am V) (n to nvra as aaaaaaaa CL a- aaaaaaa a(n toW -rr F- HI -1- M T_ a 2015 Hybrid Zero -Based Budget Menu Capital Improvement Projects Attachment C Page 1 of 1 14 Estimated Resources 12,445,191 Menu Selections 1,220,030 Net Availablel 11,225,161 Item Description One -Time CIP 1 Corporate Yard Space & Utilization Study 30,000 CIP 2 Infrastructure Management Plan 25,000 CIP 3 Abalone Cove Sewer System Plan 25,000 Traffic Safety Improvements on Palos Verdes Drive East at Bronco Drive. Total project cost of $500,300 with CIP 4 $450,270 of federal grant funding. 50,030 CIP 5 Pavement Management Plan Update 120,000 Storage and Supply Depots at Lower Point Vicente, Abalone Cove Shoreline Park, Ladera Linda Community CIP 6 Center and Eastview Park 30,000 CIP 7 PVIC Acoustical Improvements to Sunset Room 80,000 CIP 8 Corporation Yard Safety & Security Improvements 75,000 CIP 9 Corporation Yard Resurfacing 90,000 Storm Water Quality Regional Improvement Project to CIP 10 comply with MS4 requirements 100,000 CIP 11 Portuguese Bend Landslide Strategic Plan 75,000 450,000 CIP 12 Landslide Dewatering Well Installation (3) Landslide Dewatering Well Reconstruction (1) CIP 13 70,000 Attachment C Page 1 of 1 14 Attachment D 15 TRAFFIC SAFETY IMPROVEMENTS PROJECT: PALOS VERDES DRIVE EAST AT BRONCO DRIVE TYPE: Traffic Improvements LOCATION: PVDE at Bronco Drive DEPARTMENT: Public Works Improve portions of PVDE to provide wider travel lanes in each direction, a shared use equestrian and pedestrian path located behind the existing guardrail, a high visibility equestrian crossing DESCRIPTION: at Bronco Drive complete with flashing beacons, augmented crossing signage and advanced crossing signage with flashing beacons, installation of safety barriers and railing to reduce vehicle collisions and cross-over accidents. PROJECT COST ESTIMATES (IF KNOWN) CATEGORY YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5 ACQUISITION ENGINEERING/DESIGN CONSTRUCTION $500,300 PROJECT MANAGEMENT/OVERSIGHT LEGAL TOTAL $500,300 IMPACT ON OPERATING BUDGET To be determined at the conclusion of design and construction. JUSTIFICATION FOR INCLUSION ON 5 YEAR CIP SAFETY X ECONOMY AND EFFICIENCY SUPPORTS ESSENTIAL CITY SERVICES X OUTSIDE FUNDING COMMITTED/ELIGIBLE X SUPPORTS CITY COUNCIL GOALS X COMMUNITY QUALITY/SUSTAINABILITY X OTHER PROJECT INFORMATION: Staff attained an HSIP grant that requires a 10% local match from CIP Reserve funds (General Fund money). LOCATION PHOTO MAP a yi 15 Attachment D PROJECT: PAVEMENT MANAGEMENT PROGRAM (PMP) UPDATE TYPE: Intangible Capital Outlay LOCATION: N/A DEPARTMENT: Public Works DESCRIPTION: The PMP is updated every three years to evaluate the condition of the City's roadway system and to identify Citywide Arterial and Residential Street Rehabilitation projects. The Metropolitan Transit Authority (Metro) requires the PMP update in order for the City to continue receiving Proposition C monies. PROJECT COST ESTIMATES (IF KNOWN) CATEGORY YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5 ACQUISITION ENGINEERING/DESIGN $120,000 $120,000 CONSTRUCTION PROJECT MANAGEMENT/OVERSIGHT LEGAL TOTAL $120,000 $120,000 IMPACT ON OPERATING BUDGET Funding and/or Grant Information: CIP Reserve funds (General Fund money).. JUSTIFICATION FOR INCLUSION ON 5 YEAR CIP SAFETY X ECONOMY AND EFFICIENCY X SUPPORTS ESSENTIAL CITY SERVICES X OUTSIDE FUNDING COMMITTED/ELIGIBLE SUPPORTS CITY COUNCIL GOALS X COMMUNITY QUALITY/SUSTAINABILITY X OTHER PROJECT INFORMATION: Attachment D 17 STORM WATER QUALITY REGIONAL PROJECT: IMPROVEMENT PROJECT TYPE: Storm Water Quality Project LOCATION: TBD DEPARTMENT: Public Works In order to comply with the new MS4 Permit requirements, the Peninsula cities will work together to address storm water quality issues by developing an Enhanced Watershed Management Plan (EWMP), including the development of structural treatment DESCRIPTION: projects. This is an estimate of the City's share of the cost to build these Storm Water Quality improvement projects. The first phase projects must be built within 30 months of when the MS4 Permit is received. Scope and timing of future phases will be determined upon approval of the EWMP by the Regional Storm Water Quality Board. PROJECT COST ESTIMATES (IF KNOWN) CATEGORY YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5 ACQUISITION ENGINEERING/DESIGN CONSTRUCTION $100,000 $100,000 $100,000 $100,000 $100,000 PROJECT MANAGEMENT/OVERSIGHT LEGAL TOTAL $100,000 $100,000 $100,000 $100,000 $100,000 IMPACT ON OPERATING BUDGET Funding and/or Grant Information: CIP Reserve funds (General Fund money). JUSTIFICATION FOR INCLUSION ON 5 YEAR CIP SAFETY I ECONOMY AND EFFICIENCY SUPPORTS ESSENTIAL CITY SERVICES X OUTSIDE FUNDING COMMITTED/ELIGIBLE I X SUPPORTS CITY COUNCIL GOALS COMMUNITY QUALITY/SUSTAINABILITY I X OTHER PROJECT INFORMATION: Required as part of MS4 Permit Enhanced Watershed Management Plan. Locations to be determined once pollutant monitoring studies are analyzed. The City will have an ongoing commitment to additional projects in the future. In the absence of more defined information, a placeholder of $100,000 annually has been included as the City's contribution to other storm water quality projects. 17 Attachment D PROJECT: INSTALLATION OF LANDSLIDE DEWATERING WELLS TYPE: Landslide Project LOCATION: Portuguese Bend and Abalone Cove DEPARTMENT: Public Works Dewatering Wells are a high priority and are considered to be the most effective method of minimizing runoff from entering the landslide, which helps slow land movement within the landslide. All runoff that percolates into the ground eventually becomes part of the groundwater and will cause an increase in the depth of the DESCRIPTION: groundwater table. Removing groundwater through dewatering wells helps to lower the groundwater table, relieving soil pressures at depth and minimizing the negative effects groundwater has on the landslide. These new wells should improve the system's effectiveness by increasing the system's water removal capacity and by removing water more rapidly. The cost to install each well is estimated to be $90,000. PROJECT COST ESTIMATES (IF KNOWN) CATEGORY YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5 ACQUISITION ENGINEERING/DESIGN CONSTRUCTION $450,000 $450,000 $180,000 $180,000 $180,000 PROJECT MANAGEMENT/OVERSIGHT LEGAL TOTAL $450,000 $450,000 1 $180,000 $180,000 $180,000 IMPACT ON OPERATING BUDGET Funding and/or Grant Information: CIP Reserve funds (General Fund money). JUSTIFICATION FOR INCLUSION ON 5 YEAR CIP SAFETY X ECONOMY AND EFFICIENCY SUPPORTS ESSENTIAL CITY SERVICES X OUTSIDE FUNDING COMMITTED/ELIGIBLE SUPPORTS CITY COUNCIL GOALS X COMMUNITY QUALITY/SUSTAINABILITY X OTHER PROJECT INFORMATION: Maintenance costs will be performed as needed. Wells will be installed in high -movement areas. Accordingly, they may fail quickly and will be re -drilled to continue groundwater removal until a time when groundwater movement slows. After which time, maintenance costs will be considered. `E:3