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FY 2012-13 Budget Adjustments - Second Year Revise City & SDWD staff reportSPECIAL JOINT MEETING CITY OF ENCINITAS SAN DIEGUITO WATER DISTRICT AGENDA REPORT Meeting Date: June 20, 2012 TO: City Council VIA: Gus Vina, City Manager FROM: Paul Bussey, Finance Department Teri Shoemaker, Finance Manager Contributions from All Departme SUBJECT: Approval of Fiscal Year (FY) 2012 -13 Operating Budget ( "Second Year Revise ") and Capital Improvement Program with Appropriations for FY2012 -13. BACKGROUND: The City of Encinitas and San Dieguito Water District adopt a Two -Year Operating Budget and Six-Year Financial Plan/Capital Improvement Program for all funds. Presented for your consideration are the adjustments to the FY2012 -13 annual Operating and Capital Improvement Program budgets. On May 16, 2012, staff presented recommendations for the FY2012 -13 Operating Budget ( "Second Year Revise") and adjustments to the FY2012 -13 appropriations for the Capital Improvement Program budget. Council requested several adjustments to the proposed budget which staff has responded to in this staff report. The purpose of this report is the provide Council with an overview of the budget and give final consideration to the FY2012 -13 Operating and Capital Improvement Program budgets. A resolution to establish the FY2012 -13 appropriation limit and a resolution to dissolve the Special Projects Fund are also included for Council action. ANALYSIS: The Second Year Revise includes modifications to the originally adopted budget for FY2012 -13. The revised budget is balanced and maintains all of the Council directed reserves at target levels. Last printed 6/12/2012 4:25:00 PM 06/20/2012 ITEM #J1 1 Per Council direction, staff has removed the operating expenses for one traffic deputy previously funded through North County Transit District (NCTD) subsidy. This results in a reduction of General Fund expenditure costs of $226,500. The request for a Communications Specialist/Officer position has also been removed from the proposed budget, reducing General Fund operating expenditures by an additional $160,206. At the May 23, 2012 City'Council meeting, the Council discussed various alternatives to providing improved fire and EMT services to the Olivenhain community. After discussion, the Council gave direction to staff for an alternative that staff is now estimating to cost approximately $700,000. It is recommended that the first year funding be made available from the cost savings of $226,500 from the NCTD traffic deputy and the $160,206 from the Communications Specialist/Officer position along with the original staff recommendation of $322,000. Further analysis will be necessary during the next two year budget process to determine projected costs needed to maintain this service level in future budget years. There is a minor change to the Classification Maintenance Project results reported in the staff report dated May 16, 2012. The Parks and Recreation department has withdrawn their request to review the current title and job description for Recreation Center Manager at this time. Human Resources found the current title of Recreation Center Manager continues to be adequate for the level and nature of work currently assigned to incumbents of the classification. Therefore, the request for the title change to Recreation Manager is withdrawn from the 2011 -2012 Classification Maintenance Project findings. There is no fiscal impact for this change. The number of employees is measured in full -time equivalent (F.T.E.) units. One F.T.E. equates to 2,080 work hours per year; a half -time employee working 1,040 hours per year counts as 0.5 F.T.E. There are currently 237.15 approved F.T.E.'s. The City Manager is recommending a consolidation of the Engineering and Public Works department which results in the elimination of 1.0 F.T.E. for a Department Director position. The proposed FY2012 -13 F.T.E. units would decrease to 236.15 and this also results in a personnel cost savings of $221,916 as previously reported in the May 16, 2012 staff report. As part of the budget approval process, the City's appropriation limit for FY2012 -13 has also been included for Council approval. Prior to each fiscal year, City Council is required to adopt by resolution the Appropriation Limit (GANN) for the upcoming fiscal year. The appropriation limitation imposed by Proposition 4 and modified by Proposition 111 creates a restriction on the amount of revenue which can be appropriated in any fiscal year. The revenues which are subject to the limitation are those considered "proceeds of taxes." The basis for calculating the limit began in fiscal year 1978 -79 and is adjusted annually based on population and inflation growth factors. During any fiscal year, the City may not appropriate any proceeds of taxes it receives in excess of its established limit. The appropriation limit for FY2012 -13 is set at $89,137,256. The City's appropriations subject to the limit are well below the approved appropriations limit as demonstrated in Attachment B. Last printed 6/12/2012 4:25:00 PM 06/20/2012 ITEM #J1 2 As discussed in the May 16, 20.12 agenda report, staff is also recommending that Council rescind Resolution No. 2006 -35 which was originally set up to segregate certain capital project funding sources into a restricted fund. The specified restrictions contained in the resolution have been satisfied. Therefore, Attachment C contains Resolution No. 2012 -30 to rescind and dissolve the Special Projects Fund. FISCAL AND STAFF IMPACTS The fiscal impacts are shown in the attachments to the resolutions for each fund. RECOMMENDATION: Staff recommends that Council adopt City of Encinitas Resolution No. 201245 and San Dieguito Water District Resolution No. 2012 -08, approving the FY2012 -13 Operating Budget and Capital Improvement Program Appropriations; adopt City of Encinitas Resolution No. 2012- 46, Establishing the Fiscal Year 2012 -13 Appropriations Limit; and adopt Resolution No. 2012- 30 To Rescind Resolution No.2006 -35 and Dissolve the Special Projects Fund. ATTACHMENTS: Attachment A: Authorizing Resolutions for City of Encinitas and San Dieguito Water District Resolution No. 2012 -45 City of Encinitas: Approval of Fiscal Year 2012 -13 Operating Budget and Capital Improvement Program Appropriations with accompanying Schedule A Resolution No. 2012 -08 San Dieguito Water District: Approval of Fiscal Year 2012 -13 Operating Budget and Capital Improvement Program Appropriations with accompanying Schedule A Attachment B: Resolution No. 2012 -46, Determining and Adopting the Appropriation Limit for Fiscal Year 2012 -13 Attachment C: Resolution No. 2012 -30, Rescind Resolution No. 2006 -35 and Dissolve the Special Projects Fund Attachment D: PowerPoint Summary Last printed 6/13/2012 10:19:00 AM 06/20/2012 ITEM #J1 3 RESOLUTION NO. 2012-45 A RESOLUTION OF THE CITY OF ENCINITAS CITY COUNCIL ADOPTING THE FISCAL YEAR 2012 -13 OPERATING BUDGET AND FISCAL YEAR 2012 -13 CAPITAL IMPROVEMENT PROGRAM APPROPRIATIONS WHEREAS, each year the City Council adopts an Operating Budget for revenues and expenditures for the City of Encinitas for the upcoming year; and WHEREAS, each year the City Council adopts a Capital Improvement Program with appropriations for the upcoming year•, and WHEREAS, the City Council desires to make provision for a level of service commensurate with the needs of the City; and WHEREAS, the City Council has reviewed the proposed Fiscal Year 2012 -13 Operating Budget, and WHEREAS, the City Council has reviewed the proposed Fiscal Year 2012 -13 Capital Improvement Program Budget. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Encinitas does hereby adopt the Annual Operating Budget for Fiscal Year 2012 -13 as summarized by Schedule A attached hereto, and BE IT FURTHER RESOLVED that the City Council of the City of Encinitas does hereby adopt the Capital Improvement Program Budget for Fiscal Year 2012 -13 as summarized by Schedule A. PASSED AND ADOPTED at a special joint meeting of the City Council of the City of Encinitas and the Board of Directors of the San Dieguito Water District on the 20th day of June, 2012, by the following vote, to wit: AYES: NAYS: ABSENT: ABSTAIN: Jerome Stocks, Mayor ATTEST: Kathy Hollywood, City Clerk 06/20/2012 ITEM #J1 4 RESOLUTION NO. 2012-08 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE SAN DIEGUITO WATER DISTRICT ADOPTING THE FISCAL YEAR 2012 -13 OPERATING BUDGET AND FISCAL YEAR 2012 -13 CAPITAL IMPROVEMENT PROGRAM APPROPRIATIONS WHEREAS, each year the Board of Directors adopts an Operating Budget for revenues and expenditures for the San Dieguito Water District for the upcoming year; and WHEREAS, each year the Board of Directors adopts a Capital Improvement Program with appropriations for the upcoming year; and WHEREAS, the Board of Directors desires to make provision for a level of service commensurate with the needs of the City; and WHEREAS, the Board of Directors has reviewed the proposed Fiscal Year 2012 -13 Operating Budget, and WHEREAS, the Board of Directors has reviewed the proposed Fiscal Year 2012 -13 Capital Improvement Program Budget. NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of the San Dieguito Water District does hereby adopt the Annual Operating Budget for Fiscal Year 2012- 13 as summarized by Schedule A attache ere o, an BE IT FURTHER RESOLVED that the Board of Directors of the San Dieguito Water District does hereby adopt the Capital Improvement Program Budget for Fiscal Year 2012 -13 as summarized by Schedule A. PASSED AND ADOPTED at a special joint meeting of the City Council of the City of Encinitas and the Board of Directors of the San Dieguito Water District on the 20th day of June, 2012, by the following vote, to wit: AYES: NAYS: ABSENT: ABSTAIN: Kristin Gaspar, President ATTEST: Gus Vina, Secretary to the Board 06/20/2012 ITEM #J1 5 Schedule A Attachment to Resolutions No. 2012 -45 City of Encinitas and No. 2012 -08 San Dieguito Water District Page 1 of 2 Budget Summery Schedule A: Proposed Revised FY201243 q} ( (3} (4) (fi( ( j Adjusted Intemd Into and lne bmd Ind C lifit Adjusted Fund Revenue Approved Transfers Transers Transfers Transfers Year Projected no now SsMos Capita Summary Fund Balance Baloeme Projections Expenditures • Operating T FUNDS General 101 15,982,848 52,477,922 49,884,087 98,520 51,856 ($879,161) (1,100,748) 0 (2,229,696) 211,409 13,753,152 3,003,449 Self- Insurance (601) 113 2,792,040 1,072,486 1,706,077 845,000 0 0 0 0 0 0 0 Special Projects Fund Jr Lifeguard Program Fund (572) 119 135 0 27,282 0 158,877 0 158,877 0 0 0 0 0 0 0 0 92,138 27,282 308,212 Recreation Programs (572) 146 216,074 1,238,581 1,144,443 0 0 335,747 83,618 0 0 TRANSPORTATION FUNDS 201 31,692 1,697,467 0 (990,059) 0 0 (732,936) (25,528) 12,164 Gas Tax Federal Capital Grants (223) 202 0 791,964 0 0 0 0 0 0 (791,954) (231,750) 0 0 0 204,633 State Capital Grants 203 204,633 231,750 0 0 0 0 0 0 (1,377,064) 62,936 (359,469) Transnet Prop A Sales Tax (211) 204 (422,405) 1,440,000 335,747 83,618 0 0 0 0 162 2,398 Federal MA Grants (224) Coastal Zone Management Fund (212) 205 210 2,236 574,603 162 243,818 0 268,607 0 0 0 0 (24,789) 549,814 GRANT FUNDS Sr Nutrition Grant Fund 221 296 84,000 126,143 46,539 0 0 0 0 ( 98+244) 4,396 0 4,682 Comm Devel Block Grant (CDBG) 222 0 296,231 199,987 0 0 0 0 0 606,897 Affordable Housing (253) Encinitas Housing Au" (551652) 225 226 606,897 77,991 0 1,1,191,7W 1,233,398 6 0 0 0 0 0 (35,696 6) 0 42,295 0 FAME Entitlement 227 228 0 518,648 335,747 179,392 335,747 83,618 0 0 0 0 0 0 0 (26,250) 89,524 608,172 Govemmental/Educallon Access (213) Recyd gSolid Waste/HHW (214) 229 1,417,141 406,000 488,027 0 0 0 0 0 (82,027) (4,576) 1,335,114 94,489 Asset Forfelfure (215) 261 99,065 517 5,093 0 0 0 0 0 0 0 0 State Law Enforcement Grant (202) 262 0 100,000 100,000 0 0 0 0 0 0 Federal Law Enforcement Grant (228) 263 0 10,000 10,000 0 DEVELOPMENT IMPACT FUNDS 0 0 0 0 0 76,187 98,779 Park Improvement fees 231 234 22,592 38,603 76,187 203,838 0 0 0 (100,000) (100,000) 3,838 42,441 Park Acquisition Fees (232) 232 27,272 48,275 0 0 0 0 (50,000) (1,725) 25,547 Food Control Fees (2�) 0 0 0 0 (127,500) 98,528 2,073,461 Traffic Mitigation Fees (233) 233 1,976,933 224,028 0 0 0 0 (15,000) (1,185) 4,507 Open Space 235 5,692 13,815 0 0 0 00 00 3,5240 7,040 Recreational Trails 236 3,524 0 3,524 18,272 0 0 (18,272) Community Facilities 237 32 p D 0 0 0 32 6,481 In lieu Curb Gutter Sidewalks (251) 238 6,449 0 0 0 0 0 2,513 508,319 In Lieu Underground Utilities (252) 239 505,806 2,513 0 0 131,019 437,675 RTCIP- Reglonal Arterial System (234) 306,586 139,584 t 300 0 (39,584} 0 0 0 0 Firs Mitigation Fees (238) 242 MUNICIPAL IMPROVEMENT DISTRICTS 0 0 0 0 (2,433) 133,818 Village Park MID (293) 290 136,051 33,319 35,752 0 0 0 Ville" Road MID (291) 291 235,083 21,764 39,343 17,162 29,990 0 0 0 0 9, . Cerro Swat MID (292) EndrulasLightinglCitywide 292 295 247,460 238,527 1,171,285 1,249,432 0 0 0 (28,800) 0 (106,947) (4,978) 131,580 5,072 ro Park (294) 296 10,050 11,039 16,017 0 D 0 0 0 �c 0 123,175 1,371,058 c .c,�e a� �, nictriN 297 1.241,883 671,411 548,236 :a- - My H ens ne, WEIR 479 06/20/2012 ITEM #J1 6 Schedule A Attachment to Resolutions No, 2012 -45 City of Encinitas and No. 2012 -08 San Dieguito Water District Page 2 of 2 Budget Summary Sdtedule k Proposed Revlaed FY2O12.13 (t) 521 (Z) (3) (4) WerWnd In (bdund Inlarbtnd In (terfuna CUrrad MOW Opera6ons 522 Fund F Revem� ed Approved Transfers Tranaiara Transfers Transfers Year Projected Capital Replacement 523 Balartcs Projectlons Ezpera flu 0p�9 Otlrer Debt Suvh a Capital Summery Fund Balance Capital Expansion 894 562,718 0 0 0 0 0 0 (+3u xmary)? 1 +2+9) FUND NAME (FUND NO.) 525 July 1, 2012 678,000 60%000 0 0 0 0 (443,409) 5,809,605 ENCItITAS PUBLIC FINANCING AUTHORITY 6,253,014 2,938,612 3,382,081 0 0 3,979,161 0 0 0 Dad service (301) 321 0 135,000 4ti114t61 0 0 0 3,979,161 0 0 0 TOTAL DEBT SERVICE FUNDS 534 0 135,000 4,114,161 0 0 0 0 1,052,226 1,066,882 (712774) 1,066,682 5,460,830 2,164,143 CARDIFF SANITARY DIVISION FUNDS 501 744,779 4,580,170 2,901,267 0 0 0 (1,K1q (20,266) 724,513 Operations (511) 502 3,336,338 0 2,533,101 0 0 (664,904) 1,693,169 (1,504,836) 1,831,502 Capital Replacement (512) 539 418,735 0 0 0 0 0 0 51,255 241,814 Capital Expansion (513) 503 190,559 51,255 154%936 0 0 664,904 0 0 0 Debt Service (511) 504 0 30,000 694,904 0 0 0 0 0 1,228 766 Rate Stabiaa0on 511 506 1,228,766 0 0 0 0 0 0 (1,473,847) 4,026, 6 Tnw r:snRINnS 5,500,443 4,661,425 6,135272 ENCINITAS SANITARY DIVISION FUNDS 521 461,088 2,858,272 1,583,304 0 0 0 (1,34%230) (65,262) 395,826 Opera6ons 522 2,963,184 0 1,798,117 0 0 0 1,340,230 (458,547) 2,504,631 Capital Replacement 523 1,922,942 80,400 0 0 0 0 0 80,400 2,003,342 Capital Expansion 894 562,718 0 0 0 0 0 0 0 905.800 Rate Stabilization 521 525 905,800 678,000 60%000 0 0 0 0 (443,409) 5,809,605 TOTAL ESD FUNDS 6,253,014 2,938,612 3,382,081 0 0 SAN DIEGt8TO WATER DISTRICT FUNDS 531 2,005,590 15,111,061 11,046,786 0 (95,000) (1,753,150) 11 (2, 6,908) 97,217 2,102,807 Operations Capital Replacement (534 534 6,173,604 50,000 1,815,000 0 0 0 0 1,052,226 1,066,882 (712774) 1,066,682 5,460,830 2,164,143 Rate stabilization (531) 535 1,097,461 0 0 0 0 0 1,753,150 0 0 Debt Service Fund (534) 536 537 0 0 0 450,000 1,753,150 500,000 0 50,000 0 0 0 Recycled Water (531) 1) 539 418,735 0 125,000 0 45,000 0 (80,x) 338,735 Fleet Replacement 9695 1 611.061 154%936 0 0 0 0 371,125 10066,515 TOTAL SDWD FUNDS AFFORDABLE HOUSING STOCK 0 0 0 0 ",818 440,676 Pacific Rnes Condorninlums 561 403,860 233,789 196,973 _ _ -- - .. n n 7Ret6 4110.976 INTERNAL SERVICE FUNDS 616 0 984,957 984,951 0 0 0 0 0 0 WasierraterSupport(611) 692 0 528,152 528,152 0 0 0 0 0 0 Fleet Maintenance (621) 693 496,376 73,000 278,000 0 0 0 0 (205,000) 291,376 Vehicle Replacement (622) Machinery/Equipment Replacement (623) 894 562,718 185,000 207,000 0 0 0 0 (22,000) 540,718 430,789 Fire Apparatus lacement 624 695 352,789 678,000 60%000 0 0 0 0 0 0 78,000 (149,000) 1'26283 INTERNAL SERVICE FUNDS 1,411,883 2,449109 2,598,109 0 0 TOTALS ALL FUNDS 504,143 90,700276 89,28023 0 0 0 (4,64244) (3,266,489) 47,141,664 06/20/2012 ITEM #J1 7 RESOLUTION NO. 2012 -46 A RESOLUTION OF THE CITY OF ENCINITAS DETERMINING AND ADOPTING THE APPROPRIATION LIMIT FOR FISCAL YEAR 2012- 13 IN ACCORDANCE WITH ARTICLE XIII -B OF THE CONSTITUTION OF THE STATE OF CALIFORNIA WHEREAS, each year the City of Encinitas City Council is required under Section 7910 of Chapter 1205 of the California State Statutes of 1980 to establish an appropriations' limit by resolution; and WHEREAS, the City Council desires to make provision for a level of service commensurate with the needs of the City; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Encinitas does, hereby, adopt the appropriations' limit for Fiscal Year 2012 -13 at $89,137,256, and as summarized by the schedule attached hereto. PASSED AND ADOPTED at a meeting of the City Council on the 20th day of June, 2012, by the following vote, to wit: AYES: NAYS: ABSENT: ABSTAIN: Jerome Stocks, Mayor ATTEST: Kathy Hollywood, City Clerk 06/20/2012 ITEM #J1 8 City of Encinitas Schedule of Annual Appropriation Limitation For Fiscal Year 2012 -2013 Fiscal year 2011 -2012 appropriation limit, adopted A. Per Capita Cost of Living adjustment B. Population adjustment Change Factor (A x B) Increase in appropriation limit Fiscal year 2012 -2013 appropriation limit Projected Revenues from Proceeds of Taxes Remaining appropriation capacity Percentage under Appropriation Limitation 1.0377 1.0087 1.0467 3,976,985 Attachment B $ 85,160,271 $ 89,137,256 $ 50,601,623 $ 38,535,633 43.23% Article XIIIB of the California Constitution, more commonly known as the Annual Appropriation Limitation or "Gann Limit ", specifies the amount of allowable revenue the City of Encinitas can appropriate from the proceeds of taxes. In accordance with Proposition 111 and SB 88 (Chapter 60 -90) the Appropriation Limitation is calculated utilizing a format based on the percentage of growth in California Per Capita Income and County population. The City's Appropriations Subject to the Limit are well below the approved Appropriations Limit. (The San Dieguito Water District is excluded from the Gann Appropriation Limitation per Resolution No. 90 -12.) As part of the City's annual audit, an independent accounting firm reviews the calculations for compliance. 06/20/2012 ITEM #J1 9 RESOLUTION NO. 2012-30 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ENCINITAS DECLARING ITS INTENT TO OFFICIALLY RESCIND RESOLUTION No. 2006 -35, A RESOLUTION WHICH ORIGINALLY DECLARED THE CITY'S INTENTION TO SEGREGATE CERTAIN CAPITAL PROJECT FUNDING SOURCES IN A SPECIAL RESTRICTED CITY FUND FOR ACCOUNTING AND CAPITAL PROJECT FUNDING PURPOSES WHEREAS, Resolution No. 2006 -35 was passed, approved, and adopted by the City Council of the City of Encinitas on the 23`a day of August, 2006, WHEREAS, Resolution No. 2006 -35 required that all funds specified under that Resolution, including interest earned thereon, be maintained in a special restricted fund, and that their use should be restricted to the funding of three (3) designated capital projects, WHEREAS, since that date, all of the specified restrictions contained in that Resolution have been continuously satisfied, WHEREAS, Section 3 Changes on the Restrictions contained herein. of Resolution No. 2006 -35 states that: "Any changes to the use restrictions created herein must be made via City Council action rescinding this Resolution and further directing the use and disposition of the existing fund balances at the time." WHEREAS, The City Council of the City of Encinitas now desires and intends to officially rescind Resolution No. 2006 -35. NOW, THEREFORE, BE IT RESOLVED, DETERMINED AND ORDERED BY THE CITY COUNCIL OF THE CITY OF ENCINITAS AS FOLLOWS: Section I. Declaration of Intent — the City Council hereby declares its intent to officially rescind, in its entirety, all of the actions taken in the adoption of Resolution No. 2006- 35. Section 2. Changes to the Restrictions contained in Resolution No. 2006 -35 — the City Council hereby directs that all remaining existing fund balances in the special restricted fund (Fund #119) be transferred to the City's General Fund (Fund #101), and that all existing capital appropriations related to the monies be maintained consistent with the capital projects to which they are currently assigned. Any remaining unappropriated fund balance shall be designated, at the earliest possible opportunity, to one of the two remaining capital projects originally designated in Resolution No. 2006 -35. The assignment of that remaining fund balance is entirely at the discretion of the City Council. Section 3. Future changes to the resulting capital appropriations created under Resolution No. 2012 -30 — Upon the transfer of the remaining monies (either appropriated or unappropriated) to the City's General Fund (Fund #101), the City Council shall henceforth 06/20/2012 ITEM #J1 10 direct, at its sole discretion, the assignment of these funds for whatsoever purpose as they may see fit. Section 4. Effective Date — This Resolution shall take effect upon adoption. The transfer of the remaining funds and related appropriations shall take place no later than June 30, 2012. PASSED, APPROVED AND ADOPTED by the City Council of the City of Encinitas this 20th day of June, 2012 by the following vote to wit: AYES: NAYS: ABSENT: ABSTAIN: Jerome Stocks Mayor, City of Encinitas ATTEST: Kathy Hollywood City Clerk, City of Encinitas 06/20/2012 ITEM #J1 11 A" rB kv I L U 0 >N 4. CICY got ,4L. , " JI 9 41 o4 0 TOO C14 LL 0 & 0 CY) T- N 0 V) *Oki > 0 W 46a 0 ow W uw 0 c MINNOW L) co > co 0 0 .0 & 0 CY) T- N '14 A 4 to 0 9.10 1.0 d) IRr IV L L 2! 0 41=0 IN m CO LLJ 411 C a "'C 0 cr to 0 9.10 1.0 I O v N N C O a m 3 0 a 0 N O N Cfl O O O Lo.. (0 CD O CO N N O N O t�- C� 00 .. r- O O . _. U p (` '� 0 �- .. N L-1- 4-, 0 - . _ E -O .O Q 4-j � O U 0 42 -� UJ E E U- J v 0. O . 0 I- I O v N N C O a m 3 0 a 0 N O N Cfl O co T- 5a 8"w o � C� N