CC - Item 5A - Mid-Year Budget Amendments 4E 15 M
ROSEMEAD CITY COUNCIL
* STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL MEMBERS
FROM: JEFF ALLRED, CITY MANAGER ' I�(
DATE: FEBRUARY 9, 2016
SUBJECT: MID-YEAR BUDGET AMENDMENTS
SUMMARY
The City Council will consider adjustments to the current Budget for the 2015-16 Fiscal
Year. During any fiscal year, unforeseen financial needs and opportunities typically
arise which require Council approval of adjustments to projected revenues and
expenditures. At this time there are several items that will require appropriations as well
as projected revenue adjustments. The net impact of all recommended adjustments to
the General Fund operating budget are positive, reflecting more anticipated revenues
than expenditures.
Staff Recommendation:
Staff recommends that the City Council approve Resolution No. 2016-06 approving
various appropriations for the remainder of the current fiscal year.
BACKGROUND/ANALYSIS OF OPERATING BUDGET ADJUSTMENTS
During any fiscal year unforeseen financial needs and opportunities may arise which
require City Council approval of additional appropriations. Without the additional
appropriations various auditors could have cause to make an adverse finding in the
annual audit reports, a circumstance that is certainly unwanted. Additionally, the City's
Comprehensive Annual Financial Report (CAFR) includes a comparison of budget
versus actual, and the City's actions to provide regular updates to the budget
demonstrate that careful oversight of the budget has occurred. Such actions are
important to ensure transparency and sound financial management practices.
The needed mid-year adjustments to the current operating budget include the following.
• City Clerk: The Legal Advertising account in City Clerk's office is used for
publishing notices and ordinances for all departments. The City Clerk's office
pays for all legal publications and we have had some rather large ordinances and
summary ordinances to publish. This will result in an additional appropriation of
$20,000.
ITEM NO. 5.A
City Council Meeting
February 9, 2016
Page 2 of 3
• Human Resources Due to recent personnel turnover the City will be incurring
additional recruiting services. We need to increase the Recruiting account by an
estimated $25,000.
• Information Technology We need to increase this account by $40,900. Since the
Assistant City Manager position is now vacant, we will be requiring more
information technology support. We have increased the support hours for
Strategic Business Resources to provide support three days a week instead of
two and also to provide support at Council meetings to assist with the Granicus
system. These additional hours will result in increased appropriation of $25,000
to the General Fund. In addition, our telephone hardware support contract was
renewed at a net cost of $15,900. This support will be for the next five years.
• Street Medians Retrofit The Garvey Avenue street medians have been retrofitted
with drought tolerant landscaping including new synthetic turf and river rock. This
will enhance the appearance of these medians and keep them green year round
with reductions in water consumption. This median renovation project will result in
an additional appropriation of$73,600. This project was budgeted in the FY 14/15
budget; however, the funds were not expended until FY 15/16.
• Sewer System Comprehensive Study The Public Works department will be
conducting a sewer system comprehensive study for this fiscal year to be paid for
out of the General Fund. This study will cost an estimated $100,000 and is
needed to: 1)Update the Sewer model to utilize modernized sewage discharge
rates reflective of recent and projected water conservation requirements;
2)Update the Sewer System Master Plan identifying an optimized sewage system
to better serve existing and anticipated future development, inclusive of those
specified in the Garvey Avenue Specific Plan and General Plan; 3)Prepare a
Sewer System Management Plan for submittal to the Regional Board pursuant to
State General Waste Discharge Requirements, Monitoring and Reporting
Program (WDRs); and 4) Conduct a development impact and financial analysis
pursuant to AB1600 for establishment of a sewer system development impact fee
(DIF).
• Community Development Department. Due to increased development and more
projects in the City, the Building and Safety Plan Check expenditures will increase
by $175,000. The increase in expenditures will be partially offset by $75,000 in
increased revenues.
• Retrofitting Explorer Buses The recently purchased Explorer buses will be
retrofitted with propane tanks per Council direction. The cost to retrofit the buses
is $13Q100 and this requires an additional appropriation. We will also be
purchasing new stands to advertise the Rosemead Explorer program at a cost of
$6,500. These are both Proposition A funds projects.
City Council Meeting
February 9,2016
Page 3 of 3
• Transient Occupancy Tax (TOT) Revenues Our Transient Occupancy Tax
revenues have shown significant increase over previous years, largely due to the
newly expanded Double Tree Hotel. We project TOT revenues to increase by
$120,000 over initial projections for the current fiscal year.
• County Grant Revenues The City received $95,000 in County grant revenue for
the County of L.A. Safe Neighborhood Prop A Grant. The title of this grant is
somewhat misleading. These are actually General Fund monies rather than Prop
A transportation funds.
• Public Works Permit Revenues The City has seen increased development over
the past year. This includes a large mixed use project on Garvey Avenue that
resulted in large one time fees. As a result, Public Works Permit revenue has
increased significantly. Projected revenues from Public Works Permit revenues
are estimated to increase by $150,000 over initial projections.
• Salary Savings Due to several recent vacancies in key management positions, we
project cost savings of $335,000 in salary and benefits in the General Fund.
These cost savings are from the Assistant City Manager, Director of Parks &
Recreation, City Clerk and Management Analyst positions. The Assistant City
Manager position has been vacant since September 2015 while the Director of
Parks & Recreation and City Clerk positions have been filled with Interim
Directors. The Management Analyst in the Recreation department has not been
filled. These total salary savings will continue to help offset the additional
appropriations in the General Fund for the remainder of the fiscal year. These
salary savings are in addition to the revenues mentioned above.
The total General Fund Additional Appropriations is $434,500 and the total General
Fund Additional Revenues is $440,000 which results in a positive net impact to the
General Fund's operating budget.
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process.
Prepared by:
C . CCU
Carolyn A. Chu
Finance Director
Attachments: Resolution 2016-06
RESOLUTION NO. 2016-06
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD,
CALIFORNIA, APPROVING VARIOUS APPROPRIATIONS
WHEREAS, appropriations are the legal authority for a City to spend its funds; and
WHEREAS, from time to time it is necessary to amend the budget with additional
appropriations; and
WHEREAS, purchases charged to the line items requiring additional appropriations
have received prior City Council approval.
NOW THEREFORE, $571,100 is appropriated for Expenditures and $440,000 for
Revenues as defined below:
Expenditures — General Fund
$ 20,000 101-1115-5450 City Clerk - Legal Advertising
$ 25,000 101-1310-5550 Human Resources — Recruiting
$ 40,900 101-1315-5299 Information Technology— SupporUphone contract
$ 73,600 101-3030-5330 Grounds Repair & Maint— Garvey Median Project
$ 100,000 101-3035-5235 Sewer System Comprehensive Study
$ 175,000 101-5110-5490 Plan checks — increased projects
$ 434,500 Total General Fund
Revenues — General Fund
$ 120,000 101-0000-4035 Transient Occupancy Tax
$ 95,000 101-0000-4215 County Grants
$ 150,000 101-3035-4130 Public Works Permits
$ 75,000 101-5110-4125 Building Permits/Plan Checks
$ 440,000 Total General Fund
Expenditures — Proposition A Fund
$ 130,100 215-3040-5825 Retrofit Explorer buses
$ 6,500 215-3040-5440 Advertising Stands
$ 136,600 Total Proposition A Fund
The additional appropriation is made a part of the approved FY 2015-16 Budget as though
it were a part of the initial approved budget fully set forth and the City Manager is
authorized and empowered to expend such sum for the purpose of such account, but with
no expenditure by any office or department for any item within an account shall exceed the
amount budgeted therefore without prior written approval of the City Manager.
PASSED, APPROVED AND ADOPTED this 9th day of February 2016.
Margaret Clark
Mayor
ATTEST:
Carol Cowley
Interim City Clerk
APPROVE AS TO FORM:
Rachel Richman
City Attorney