CC 2024-11-26_09b FY 24-25 FQ Status ReportItem 9.b.
MEMORANDUM
TO: City Council
FROM: Nicole Valentine, Director of Administrative Services
SUBJECT: Fiscal Year 2024-25 First Quarter Status Report and Budget
Adjustment Request Approval
DATE: November 26, 2024
RECOMMENDATION:
Receive and file the Fiscal Year 2024-25 First Quarter Financial Status Report and
approve Budget Adjustment Requests.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
Preparation of the Fiscal Year (FY) 2024-25 First Quarter Financial Status Report (the
“Q1 Report”) requires staff time within the existing work plan and budget for the
Administrative Services Department. At the end of the first quarter, FY 2024-25 revenues
for the Consolidated General Fund were $2.7 million, or one percent (1%), lower than the
Budget Target (“Target”). Actual Expenditures were $7.7 million and below the Target by
approximately $1.5 million, or five percent (5%).
The City Council is being asked to approve 12 budget adjustments. The overall impact to
the budget is reflected in the following Table 1:
Page 50 of 243
Item 9.b.
City Council
Fiscal Year 2024-25 First Quarter Status Report and Budget Adjustment Request
Approval
November 26, 2024
Page 2
Table 1: First Quarter Budget Adjustment Request
BACKGROUND:
Each fiscal year the City Council adopts a budget, which commits government resources
and services to accomplish the City’s mission of making Arroyo Grande the best place
possible for everyone who lives, works, and visits here. The Q1 Report is the first of four
financial performance reports that staff will present to Council during the 202 4-25 fiscal
year. The purpose of the FY 2024-25 Q1 Report is to:
Compare first quarter revenues received and expenditures incurred to the first
quarter of the prior year and to the budgeted Target to determine the City’s financial
performance;
Provide explanations for key account variances and identify any potential trends
that might impact financial planning; and
Provide other key first quarter information including headcount statistics, status of
Capital Improvement Projects, and requests for City Council’s approval of Budget
Adjustment Requests that have not previously been approved.
The City’s actual first quarter financial results will be compared to both the prior ye ar’s
first quarter and the budgeted Target. The Target for expenditures is calculated as one
fourth (25%) of the FY 2024-25 Budget and represents the 3-month period from July 2024
Request Revenue Expenditure
General
Fund Impact
Water Fund
Impact
Water Availability
Fund Impact
COPS
Fund
Carryover Affordable Housing Trust
Fund Balance to support the
development of HASLO’s affordable
housing project consisting of 63
affordable MF units 448,370 448,370 - - - -
Carryover Retraining Scholarship
Program to Reallocate to "Buy
Local" program 21,500 21,500 - - - -
Carryover Economic Development
Funding - 37,500 37,500 - - -
Carryover Contractual Services
related to the General Plan Update 243,900 243,900 - - - -
Carryover related to replacing the
pump on Well #3 from the Water
Fund 52,200 - 52,200 - -
Carryover related to replacing the
galvanized service replacements
from the Water Fund 25,300 - 25,300 - -
Carryover Cash for Grass Program - 114,200 - - 114,200 -
Carryover OTS Grant for Traffic/DUI
Enforcement 44,100 44,100 - - - -
Carryover Alcoholic Beverage
Control (ABC) Grant 28,047 28,047 - - - -
New Duty Firearms - 48,900 - - - 48,900
Radio Encryption Equipment - 80,000 - - - 80,000
Reallocate ARPA Funds to
Governmental Services 276,993 276,993 - - - -
Totals 1,062,910 1,421,010 37,500 77,500 114,200 128,900
Page 51 of 243
Item 9.b.
City Council
Fiscal Year 2024-25 First Quarter Status Report and Budget Adjustment Request
Approval
November 26, 2024
Page 3
through September 2024, except for the Non-Departmental Annual Payments line that
has a Target of the full budget. This approach increases the expenditure Target from 25%
to 30% for the first quarter. The Target for revenues does not use the 25% Target but a
Target of 12.4% that more accurately reflects the anticipated revenues to be received in
the first quarter of the fiscal year. Using the Target as a comparator against actual results
provides a simplified method to evaluate performance for the quarter.
The Q1 Report also includes a section regarding Budget Adjustments Request s. This
section summarizes individual budget adjustments approved by the City Council during
the first quarter, as well as administrative adjustments completed by City staff.
Additionally, this section of the report includes new Budget Adjustment Requests not
otherwise addressed in past City Council agenda items. Approval will enable the City to
complete important work items and meet the needs of the community.
ANALYSIS OF ISSUES:
Year-End Revenue and Expenditures Compared to Prior Year
Table 2: Current Year Q1 Actuals Compared to Prior Year Q1 Actuals
The Consolidated General Fund shown in Table 2 is the primary operating fund of the
City and accounts for resources and services traditionally associated with government.
The Consolidated General Fund provides administrative, financial, police protection,
community development, public works, fire, and recreation services to the community and
other funds. The Consolidated General Fund accounts for revenues that have
unrestricted uses and are not required legally or by contractual agreement to be
accounted for in another fund. The City has historically reported on the Consolidated
General Fund separately from the Local Sales Tax Fund, although the City’s auditors
traditionally combine this information in the Annual Comprehensive Financial Report.
The Measure O 2006 Sales Tax Fund accounts for the revenues derived from Measure
O 2006, a local 1/2% sales tax approved by the City's voters in November 2006. Measure
O 2006 included advisory measures when passed, providing direction on the uses to
which the funding should be allocated. To ensure accountability, the measure included a
provision requiring the City to publish and distribute an annual report to each household
on the revenues and expenditures from the sales tax proceeds. To aid in the collection
and reporting of this information, the City has accounted for this fund in a separate
account.
First Quarter
FY 2024-25
First Quarter
FY 2023-24 Variance
Revenue 2,722,776 2,554,661 168,115
Expenditures 7,673,579 7,024,014 649,565
Page 52 of 243
Item 9.b.
City Council
Fiscal Year 2024-25 First Quarter Status Report and Budget Adjustment Request
Approval
November 26, 2024
Page 4
This report presents information for the Consolidated General Fund that includes
Measure O 2006 Tax Fund revenues and expenditures. Consolidated General Fund
revenues at the first quarter of this year were approximately $168,115 higher than the first
quarter of the prior year. Expenditures were approximately $649,565 higher at the end of
the first quarter of the current fiscal year versus the first quarter of the prior year. A more
thorough explanation of first quarter variances is set forth in the attached financial report
(Attachment 1). The following is a summary of the first quarter variances between the two
fiscal years.
Q1 Revenue and Expenditures Compared to Target
Table 3: Current Year Q1 Actuals Compared to Target
Table 3 above compares first quarter actual results to the budgeted Target. Q1 actual
revenue was short of the Target by $325,720. Q1 actual expenditures were short of the
Target by approximately $1.5 million. The following is a summary of the Q1 revenue and
expenditure variances compared to the budgeted Target. A more thorough explanation
of first quarter variances is set forth in the attached financial report.
Revenue ($325,720 lower)
General Fund revenue for FY 2023-24 is more than the Adjusted Budget by $325,720.
The majority of the variance is related to increased Property Tax, Measure O-2006 Sales
Tax, User Fees, and Franchise Fees revenues that exceeded the Adjusted Budget. The
Q1 Report includes greater detail regarding the causes for the revenue variances.
Expenditures (approximately $1.5 million lower)
Actual expenditures were $1,551,412 under the Target. Some of the more significant
savings occurred in the Police, Administrative Services, Community Development, and
Public Works Departments. The Q1 Report includes greater detail regarding the causes
for the expenditure variances in these departments.
Budget Adjustments
One of the purposes of the First Quarter Financial Status report is to recommend the
reappropriation (carryovers) of prior year budgets for services/products that were begun,
but not completed, as of June 30, 2024. These requested carryovers do not include capital
improvement projects. Each year, the City Council adopts a budget which commits
resources to the Capital Improvement Program (CIP) that addresses infrastructure
maintenance and improvements throughout the City. The CIP is funded through a variety
of sources, including significant grants and transfers from other funds. CIP funds do not
FY 2024-25
First Quarter
FY 2024-25
First Quarter Variance
Revenue 3,048,496 2,722,776 (325,720)
Expenditures 9,224,991 7,673,579 (1,551,412)
Page 53 of 243
Item 9.b.
City Council
Fiscal Year 2024-25 First Quarter Status Report and Budget Adjustment Request
Approval
November 26, 2024
Page 5
have annual appropriated budgets. Control over capital projects is maintained by a
project-length CIP budget. This project-length budget authorizes total expenditures over
the duration of a construction project, rather than year by year. A detailed accounting by
Project is included in Attachment 1 for information purposes.
Staff identified nine projects that were budgeted in FY 2023-24 and were not completed
in that fiscal year but are expected to be completed in the current fiscal year. It is
requested that the following carryover budget adjustments be approved:
Affordable Housing Trust Fund: Appropriate $448,370.37 from the Affordable
Housing Trust Fund Balance to support the development of Housing Authority of
San Luis Obispo (HASLO)’s affordable housing project consisting of 63 affordable
multi-family units located at 700 Oak Park Blvd. Approved on 07/25/2023 City
Council meeting, Item 9.m.
City Council: Reallocate $21,500 from the retraining scholarship program funded
using SB 1090 funds. This program was approved at the March 9, 2021, City
Council meeting, item 10.a., The original approval was for $40,000. In FY 2021 -
22, $15,000 was spent and in FY 2022-23, $3,500 was spent. This program has
now ended. The reallocation of $21,500 would support a future “buy local” program
for business impacted by the Traffic Way Bridge CIP project that will be brought
to the City Council in early 2025.
City Manager’s Office: Carryover $37,500 related to Economic Development
Consultant. This work effort was delayed during the recruitment and hiring process
of the City Manager and this project is currently underway.
Community Development Department: Carryover $243,900 from contractual
services related to the General Plan Update. This is an on-going project like a CIP
that spans over multiple fiscal years but is budgeted within the Community
Development department budget.
Public Works Department: Carryover $52,200 for replacing the pump on Well #3
from the Water Fund. This project was not completed in FY 2034-24, creating the
need to carryover these funds while the contractor completes the replacement.
Public Works Department: Carryover $25,300 for replacing the galvanized service
replacements from the Water Fund. This project is an ongoing work effort within
the Water Division to upgrade as many as practical each fiscal year.
Public Works Department: Carryover $114,200 for the Cash for Grass program
from the Water Availability Special Revenue Fund that has been allocated to
residents participating in the program but has not been processed for payment
related to completion of work in FY 2023-24.
Police Department: Carryover $44,100 related to the Office of Traffic Safety (OTS)
Grant for Traffic/DUI Enforcement Program. This Grant program operates from
October 1, 2023, through September 30, 2024. This carryover is due to the
misalignment of the program year ending in September but budgeted in FY 2023 -
24.
Page 54 of 243
Item 9.b.
City Council
Fiscal Year 2024-25 First Quarter Status Report and Budget Adjustment Request
Approval
November 26, 2024
Page 6
Police Department: Carryover $28,047 related to the Alcoholic Beverage Control
(ABC) 4207 Grant for implementing public awareness, minor decoy operations,
shoulder tap operations, Informed Merchants preventing Alcohol -Related Crime
Tendencies (IMPACT), and generally, implementation of ABC Alcohol Policing
Partnership program. This Grant program operates from October 1, 2023, through
September 30, 2024. This carryover is due to the misalignment of the program
year ending in September but budgeted in FY 2023-24.
Three additional budget adjustments are requested as described in more detail below:
Police Department: The proposed includes an increase in the Police Department’s
COPS Grant Fund 271 budget to add 2 line items, reflecting a total increase of
$128,900. This increase would include:
o Appropriate $48,900 from the COPS Grant Fund balance to purchase 19
Staccato firearms, these are the agencies new duty pistols.
o Appropriate $80,000 from the COPS Grant Fund balance to purchase radio
encryption equipment.
Finally, the reallocation of ARPA funds is included as a request. Reallocations of the City’s
ARPA funding were approved at the February 8, 2022, May 24, 2022, September 27,
2022, May 9, 2023, April 9, 2024, and April 23, 2024 City Council meetings. As pro jects
are completed and total costs are submitted Table 4 was prepared to demonstrate a total
overview of the City’s ARPA allocations. The first column in Table 4 shows the City
Council Approved Allocation. The second column in Table 4 shows the spending through
the end of FY 2023-24. The third column in Table 4 shows the anticipated spending of
funds through the allotted ARPA deadline of December 31, 2024, to commit ARPA funds
by way of a contract or purchase order and spend these monies no later than December
31, 2026. The final column in Table 4 shows funds that need to be reallocated, related to
project savings.
Table 4 – ARPA Allocation
ARPA Funding Allocation
CC Approved
Allocation
Spent through
06/30/2024
Expected to
Spend
Amount to
Reallocate
COVID related City expenditures 42,375 42,375 - -
Water Infrastructure Projects 1,350,150 756,931 578,700 14,519
Sewer Infrastructure Projects 549,200 353,912 - 195,288
Stormwater Infrastructure Projects 900,842 881,502 - 19,340
Public Safety Video Cameras 546,493 162,076 352,296 32,121
Fire Station 1 Apparatus Bay Doors 130,000 - 123,275 6,725
Streets Infrastructure Projects 229,165 24,958 204,207 -
Homeless Shelter Support 300,000 33,746 266,254 -
Non-Profit Assistance/Community Service Grants 114,129 114,129 - -
Childcare Assistance - First 5, 5% request 100,000 100,000 - -
Smart Share ADU SLO Proposal 37,887 32,000 5,887 -
Grand Total 4,300,241 2,501,630 1,530,619 267,993
Page 55 of 243
Item 9.b.
City Council
Fiscal Year 2024-25 First Quarter Status Report and Budget Adjustment Request
Approval
November 26, 2024
Page 7
Staff reviewed the 5-year Capital Improvement Project Plan, accessed any other
outstanding projects that have risen as health and safety related issued, and reviewed
the US Treasury issued its Final Rule governing eligible expenditures of the ARPA funds.
With the timeframe to obligate all ARPA funds before December 31, 2024 , staff
recommends moving the remaining $267,993 to the revenue loss category. The revenue
loss category can be used towards the provision of government services by the City and
will be obligated in line with the U.S. Department of Treasury rules of obligation before
December 31, 2024 (which requires a contract or agreement to further commit the funds).
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Receive and file the Fiscal Year 2024-25 First Quarter Financial Status Report and
approve twelve Budget Adjustment Requests;
2. Provide other direction to staff regarding the FY 20234-5 First Quarter Financial
Status Report and the twelve Budget Adjustment Requests;
3. Receive and file the FY 2024-25 First Quarter Financial Status Report and do not
approve the Budget Adjustment Requests and provide further direction to staff; o r
4. Provide other direction to staff.
ADVANTAGES:
The financial report presents an updated review of the City’s financial performance in the
first quarter of FY 2024-25. Approval of the requested budget adjustments will enable
staff to continue providing high quality services to the organization and to the public.
DISADVANTAGES:
No disadvantages have been identified at this time.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
ATTACHMENTS:
1. Fiscal Year 2024-25 First Quarter Financial Status Report
Page 56 of 243
ATTACHMENT 1
Page 1
City of Arroyo Grande
Fiscal Year 2024-25
First Quarter Financial Status Report
INTRODUCTION
The following report is an overview of the City’s fiscal position at the end of the first quarter of Fiscal Year
(FY) 2024-25. The purpose of this report is to update the public and the City Council on the City’s financial
position at year end and compare actual results to the prior year and the Adjusted Budget to determine
the City’s performance. The year end timeframe is July 1, 2024 through September 30, 2024.
The financial report is organized in the following sections:
Section 1 – an overview of City’s financial position after the
end of the first quarter of FY 2024-25. This includes a
comparison of first quarter results between the current
and prior year. In addition, first quarter results will be
compared to the budgeted Target. As part of the analysis,
brief explanations of significant revenue and expenditure
variances are included.
Section 2 – a listing of any personnel changes occurring
during the first quarter and a summary of headcount by
department. This section also includes the City’s calculated
vacancy rate.
Section 3 – an update on the Capital Improvement Projects
(CIP) managed by the Public Works and Community
Development Departments. This section includes CIP that
were completed in the first quarter along with their final
costs.
Section 4 – a listing of Budget Amendment Requests previously approved by Council and completed in
the first quarter of the fiscal year, as well as a list of additional budget adjustments that are being
presented to Council along with the first quarter report for consideration and approval.
ENSURING FISCAL
STABILITY:
In Fall 2020, the City Council
established a goal to ensure
financial stability for the
organization throughout the
planning, budgeting, and
expenditure process, including
preparation and presentation
of year-end and quarterly
financial reports.
Page 57 of 243
ATTACHMENT 1
Page 2
SECTION 1: OVERVIEW OF FINANCIAL POSITION
CITY FUND STRUCTURE
The overall City budget is comprised of many individual funds, which are categorized below. This financial
report will focus primarily on the Consolidated General Fund but will also report on all Governmental
Funds.
Consolidated General Fund – The Consolidated General Fund is the primary operating fund of the City,
which accounts for resources and services traditionally associated with government. The Consolidated
General Fund provides administrative, financial, police protection, community development, public
works, fire, and recreation services to the community and other funds. The Consolidated General Fund
accounts for revenues that have unrestricted uses and are not required legally or by contractual
agreement to be accounted for in another fund. The City has historically reported on the Consolidated
General Fund separately from the Measure O 2006 Sales Tax Fund, although the City’s auditors
traditionally combine this information in the Annual Comprehensive Financial Report (ACFR). The
Measure O 2006 Sales Tax Fund accounts for the revenues derived from Measure O 2006, a local 1/2%
sales tax approved by the City's voters in November 2006. Measure O 2006 included advisory measures
when passed, providing direction on the uses to which the funding should be allocated. To ensure
accountability, the measure included a provision requiring the City to publish and distribute an annual
report to each household on the revenues and expenditures from the sales tax proceeds. To aid in the
collection and reporting of this information, the City has accounted for this fund in a separate account.
This report will present information for the Consolidated General Fund that includes Measure O 2006
Sales Tax Fund revenues and expenditures.
Special Revenue Funds – Special revenue funds are used to account and report the proceeds of specific
revenue sources that are restricted or committed to expenditure for specified purposes other than debt
service or capital projects.
Debt Service Funds – This fund is used to account for the accumulation of resources and payment of long-
term debt principal interest. This includes the USDA loan issued by the City to finance the relocation of
City Hall.
Enterprise Funds - An enterprise fund is a separate accounting and financial reporting mechanism for
which revenues and expenditures are segregated into a fund with financial statements separate from all
other governmental activities. These funds include Water and Sewer services provided to City residents.
Private Purpose Fund – The private-purpose fund was created to hold the assets of the former
Redevelopment Agency of the City of Arroyo Grande until they are distributed.
Agency Funds – Agency funds are funds that the City holds on behalf of another entity. Currently, there
are three Agency funds. One is the Sanitation District fund, which accounts for the receipt and remittance
of wastewater processing fees on behalf of the South San Luis Obispo County Sanitation District. The
second is the Downtown Parking Fund, which collects assessments from Arroyo Grande Village merchants
within the boundaries of the Parking and Business Improvement Area for maintenance of the Village
parking lots. The third is the San Luis Obispo Tourism Marketing District (SLOTMD) Fund, which accounts
for the receipt and remittance of assessments collected from lodging operators on behalf of the SLOTMD.
Page 58 of 243
ATTACHMENT 1
Page 3
The following chart below shows an overview of the City’s fund structure.
CURRENT YEAR ACTUALS COMPARED TO PRIOR YEAR
Table 1 below reflects revenue and expenditure patterns through the end of the first quarter of FY 2024-
25 and compares the current quarter results against the prior year’s results for all Governmental Funds
as well as the City’s Consolidated General Fund. The totals in the table reflect the first quarter actuals for
both revenue and expenditures, divided by that fiscal year’s annual budget.
Table 1
The following discussion focuses on both the City’s Governmental Funds and the Consolidated General
Fund and provides a comparison between first quarter results for the current and prior year for both
revenue and expenditures. Governmental Funds and Consolidated General Fund revenue and
expenditures for the first quarter of this year are generally on Target with prior year. The Governmental
Funds category includes Special Revenue Funds, Debt Service Funds, as well as the Consolidated General
Fund.
Governmental Funds – At the end of the first quarter of FY 2024-25, Governmental Fund revenue was
-13.4%, or $815,572 lower than prior year, and expenditures were higher by 8.9% or $661,218.
Legislative & Information Services Fire Protection Impact Fees City Hall Debt Service Sewer Successor Agency to RDA Downtown Parking
Administrative Services Public Access Television Sewer Facility Sanitation Distribution
Community Development Police Protection Impact Water San Luis Obispo Tourism
Police Department Park Development Water Facility Marketing District
Recreation Services Park Improvement Lopez Water (SLOTMD)
Public Works Recreation Community Center
Local Sales Tax Fund Grace Lane Assessment District
Parkside Assessment District
Street (Gas Tax)
Traffic Signalization
Traffic Circulation
Transportation Facility Impact
Transportation
In-Lieu Water Neutralization
In-Lieu Affordable Housing
Tourism Business Improvement Dist.
Water Availability
CDBG Grant Fund
American Rescue Plan Act (ARPA)
State COPS Block Grant Agency FundsSpecial Revenue FundsFIDUCIARY FUNDSGOVERNMENTAL FUNDS
ALL FUNDS
PROPRIETORY FUNDS
General FundDebt Service FundsEnterprise FundsPrivate Purpose FundFirst Quarter
FY 2024-25
First Quarter
FY 2023-24 Variance
Revenue 5,285,963$ 6,101,535$ (815,572)$
Expenditures 8,126,865$ 7,465,647$ 661,218$
First Quarter
FY 2024-25
First Quarter
FY 2023-24 Variance
Revenue 2,722,776$ 2,554,661$ 168,115$
Expenditures 7,673,579$ 7,024,014$ 649,565$
Governmental Funds
Consolidated General Fund
Page 59 of 243
ATTACHMENT 1
Page 4
The majority of the revenue and expenditure variances in Governmental Funds were attributed to
variances within the Consolidated General Fund and the American Rescue Plan Act (ARPA) Fund,
which is separate from the Consolidated General Fund and not otherwise addressed in this report.
The Governmental Funds category includes the Consolidated General Fund as well as other Special
Revenue Funds. The Consolidated General Fund and ARPA Fund variances are explained as follows:
Consolidated General Fund - The Consolidated General Fund is the primary operating fund of the City
and accounts for resources and services traditionally associated with government. Consolidated
General Fund revenue in the first quarter was 6.6%, or $168,115 higher than the first quarter of the
prior year. Expenditures increased by 9.2%, or $649,565 higher than the first quarter of the prior year.
The majority of the variance between the two fiscal years is related to increased costs of one-time
payments for Liability and Property Insurance, CalPERS Unfunded Accrued Liability, and Workers
Compensation.
ARPA Fund – The ARPA Fund was created to help separately track funding provided pursuant to the
American Rescue Plan Act. This Act is intended to provide financial aid to families, governments,
businesses, schools, non-profits, and others impacted by the COVID-19 public health crisis. To date,
the City has received the full amount allocated, totaling $4,300,241. In FY 2021-22, expenditures
totaled $604,246. In FY 2022-23, expenditures totaled $745,837. In FY 2023-24, expenditures incurred
totaled $1,163,495. The remaining $1,786,663 is currently recognized as revenue in FY 2024-25.
CONSOLIDATED GENERAL FUND IMPACTS
The following discussion focuses on the City’s Consolidated General Fund performance. Chart 1 starts off
with a simple overview of Consolidated General Fund performance compared to the Target. Next are
expenditures by category (Table 2). This is followed by a summarized look at FY 2024-25 first quarter
actual expenditures compared to the Target (Table 3). Lastly, a discussion of Consolidated General Fund
revenue is included, which compares first quarter actual results to the Target (Table 4).
Using the Target as a comparator against actual results provides a simplified method to evaluate
performance for each quarter. The Target for revenues does not use the 25% Target but a Target of 12.2%
that more accurately reflects the anticipated revenues to be received in the first quarter of the fiscal year.
Revenue realization is typically low at the end of the first quarter of the fiscal year due to the timing of
receipt of major tax revenues, the time lag involved in billing cycles, and the receipt of reimbursements.
The City’s actual first quarter financial results will be compared to both the prior year’s first quarter and
the budgeted Target. The Target for expenditures is calculated as one-fourths (25%) of the FY 2024-25
Budget and represents the 3-month period from July 2024 through September 2024, except for the Non-
Departmental Annual Payments line that has a Target of the full budget. This approach increased the
Target from 25% to 30% for the first quarter.
Page 60 of 243
ATTACHMENT 1
Page 5
Chart 1
Chart 1 shows a simple comparison
of actual first quarter revenue and
expenditures to the Target. The
actual first quarter Consolidated
General Fund revenue is less than
the budgeted Target by $325,720,
which is not unusual since revenue
realization is typically lower than
the Target through the first quarter
due to the time lag involved in
billing cycles and the receipt of
reimbursements. Likewise, actual
expenditures through first quarter totaled $7.7 million, or 25% of the full year’s Budget, and are under
the Target by $1.5 million. A more detailed discussion on Consolidated General Fund revenue and
expenditure variances is included later in this report.
Table 2
Table 2 reflects major expenditure cost
categories within the Consolidated
General Fund. This chart is intended to
explain where the City’s resources were
spent during the first quarter. Within the
total expenditures of $7.7 million, 60% of
the City’s costs are associated with
personnel, 37.7% with operating and
maintenance, 1.2% for the City’s debt
service, 0.0% for Capital Outlay, and 1.1% with transfers to other funds.
Table 3 reflects the first quarter status of all Consolidated General Fund operating departments. Some
departments include multiple divisions. The divisions are consolidated under their respective department
rather than reflected individually within the table.
FY 2024-25 % of
Q1 Actuals Actuals
Personnel Costs 4,603,337$ 60.0%
Operating Costs 2,891,595 37.7%
Debt Service 90,575 1.2%
Capital Outlay 2,248 0.0%
Transfers Out 85,824 1.1%
Total 7,673,579$
Expenditure Category
Page 61 of 243
ATTACHMENT 1
Page 6
Table 3 – Consolidated General Fund Expenditures by Department
Overall, first quarter expenditures were $1.5 million under the Target. The majority of City departments
were under spent, except for Non-Departmental Annual Payments and Recreation Services. Some of the
more significant savings occurred in the Police, Administrative Services, Community Development, and
Public Works Departments. A more detailed explanation of key expenditure variances by individual
department/division is provided below.
KEY EXPENDITURE VARIANCES FOR INDIVIDUAL DIVISIONS/DEPARTMENTS FOR
FISCAL YEAR 2024-25
Police Services includes the functions of Administration,
Patrol Services, Support Services and the Office of
Traffic Safety (OTS) Grant for Traffic/DUI Enforcement
Program. For simplicity, Police Services will be analyzed
in total rather than by individual divisions. Some of the
more significant variances include:
The Police Department currently has three vacancies throughout the first quarter fiscal year,
resulting in labor savings of approximately $353,300.
The contract with the County Sheriff Department for dispatch services is paid semiannually in the
months of December and June. Payments for these services will not be made until the second and
fourth quarters, resulting in a first quarter favorable variance to the Target of $138,200.
The variance for Police Administration through the end of the first quarter results from City’s
contract with the County for Animal Control Services; the July through September payment was
made in the second quarter, resulting in a first quarter favorable variance to the Target of $26,400.
The Police Department administers the ABC Grant and OTS Traffic Enforcement program that
operate of the federal fiscal year from October 1, 2023, to September 30, 2024, these programs
had savings totaling $12,800.
City Administration 1,859,650$ 464,913$ 275,841$ 189,072$ 10%
Legislative & Information Services 577,060 144,265 93,754 50,511 9%
Measure O 2006 Sales Tax Fund 1,331,900 332,975 306,269 26,706 2%
Measure O 2006 CIP Allocation 2,720,912 - - - 0%
Administration Services 7,326,705 1,831,676 1,433,503 398,173 5%
Non-Departmental Annual Payments 3,066,141 3,066,141 3,176,058 (109,917) -4%
Community Development 2,079,622 519,906 191,495 328,411 16%
Police Department 7,407,347 1,851,837 1,371,842 479,995 6%
Recreation Services 768,750 192,188 247,772 (55,584) -7%
Public Works 3,284,359 821,090 577,045 244,045 7%
TOTAL EXPEDITURES 30,422,446 9,224,991 7,673,579 1,551,412 5%
%
Fav/(Unfav)
Consolidated General Fund Department Variances - First Quarter
Consolidated General Fund Department FY 2024-25
Budget
FY 2024-25
Actuals
Dollar
Fav/(Unfav)
FY 2024-25 Q1
Target
Department: Police Services
Division: Various (4201, 4203, 4204, 4207)
Issue: Overall savings in salaries and benefits
and contractual services
Impact to Consolidated General Fund:
$479,995 savings
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The Administrative Services Department includes the
City’s Fiscal and Information Technology functions, as
well as Non-Departmental expenditures. This budget
included a line item reflecting budgeted Transfers Out
to Capital Improvement Program (CIP) Projects; the July
through September allocation toward projects is
completed once a project is finished or at the end of the
fiscal year. This represents all of the first quarter favorable variance to the Target.
The Community Development Department includes the
functions of Planning and Building & Safety Divisions.
The majority of the favorable variance in this
department can be attributed to salary savings and
lower spending in contractual services. Some of the
more significant variances include:
The Building Division contractual services has a variance of $140,000 related to the timing of
invoices from CSG Consultants, the billing is based on services provided in each month. The July,
August, and September invoices were paid in October.
Contractual services for the Planning Division had savings of approximately $114,000 related to
the Comprehensive General Plan Update, this is an ongoing update that is anticipated to be
carried over in FY 2024-25.
The Building Permit Technician position has been on medical leave and the Intern position has
been vacant the first quarter of the fiscal year resulted in a portion of the Division’s overall labor
savings totaling approximately $30,000.
The Public Works Department includes the functions of
Government Buildings, Engineering, Auto Shop,
Administration, Park Maintenance, and Soto Sports
Complex Divisions within the Consolidated General
Fund. The majority of the favorable variance in this
department can be attributed to salary savings. For
simplicity. Some of the more significant variances
include:
The Public Works Administration Division has a vacant Capital Projects Manager, Assistant Capital
Projects Manager, and Engineering Inspector for the first quarter of the fiscal year resulting in
labor savings of approximately $116,500.
The Engineering Division has savings of approximately $30,200 that can be attributed to lower
spending in contractual services. Contractual Services in this Division is generally spent towards
contract engineering services, including services for State and Federal grant coordination,
development review, special assignments, checking of maps and plans, surveying services, traffic
engineering, GIS, and other related storm water permits and reports.
The Public Works Administration Division has savings of approximately $26,700 can be attributed
to lower spending in contractual services. Contractual Services in this Division is generally spent
Department: Administrative Services
Division: Various (4120, 4140, 4145)
Issue: Overall savings in Transfers Out to
CIP Projects and debt service
Impact to Consolidated General Fund:
$398,173 overage
Department: Community Development
Division: Various (4130, 4160)
Issue: Overall savings in salaries and
contractual services
Impact to Consolidated General Fund:
$328,173 savings
Department: Public Works
Division: Various (4301, 4305, 4307, 4308,
4320, 4330)
Issue: Overall savings in salaries and
contractual services
Impact to Consolidated General Fund:
$244,045 savings
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towards street sweeping, upgrading signal controls, installation of new street name signs, and
monthly routine maintenance costs for traffic signals and miscellaneous consultant services.
The Parks Division has savings of approximately $13,000 related to the Tree trimming and
removals that the team is actively working on to complete.
KEY REVENUE VARIANCES BY ACCOUNT FOR THE FIRST QUARTER
Table 4 – Consolidated General Fund Revenue
As reflected in Table 4, first quarter revenue is below the Target by $325,720. This table uses a Target of
12.4% that more accurately reflects the anticipated revenues to be received in the first quarter of the
fiscal year. Revenue realization is typically low at the end of the first quarter of the fiscal year due to the
time lag involved in billing cycles and the receipt of reimbursements. A more detailed discussion is
included below to help explain actual revenue variances through the first quarter compared to the Target.
Property Tax – The majority of the City’s property tax revenue comes from Secured Property Taxes. This
tax is billed on a fiscal year (July 1- June 30) basis and is payable in two (2) annual installments. Property
owners typically receive their first property tax bill at the end of September or early October, with a due
date of November 1st. The majority of property tax related to the first installment will be received in
December 2024. The second property tax bill installment is received in April 2025 and will be included in
the fourth quarter report. Property tax typically represents around 26% of the City’s annual revenue. The
Target is based on one month of Property Tax revenue. Actual revenue received in this category was lower
than this conservative Target.
Sales Tax and Measure O 2006 Sales Tax Fund – Sales tax and Measure O 2006 Sales Tax Fund realization
through first quarter is on track. Actual sales tax revenue received through the first quarter was $391,441,
and Measure O 2006 Sales Tax Fund revenue received through the first quarter was $318,348, which
represents one month of payments (July). The Target is also based on one month of revenue, taking into
account the timing of anticipated payments.
Property Tax 6,458,359$ 538,197$ 229,768$ (308,429)$ -5%
Sales Tax 5,236,392 436,366 391,441 (44,925) -1%
Measure O-06 Sales & Use Tax 2,955,000 246,250 318,348 72,098 2%
Transient Occ. Tax 1,591,350 265,225 342,925 77,700 5%
Property Tax in Lieu of VLF 2,215,938 - - - 0%
Franchise Fees 811,500 135,250 103,115 (32,135) -4%
License & Permit Fees 590,800 147,700 130,958 (16,742) -3%
User Fees 682,340 170,585 247,313 76,728 11%
Planning Fees 402,100 100,525 119,252 18,727 5%
Recreation Fees 371,600 92,900 94,871 1,971 1%
Transfers In 2,796,300 699,075 688,752 (10,323) 0%
Other Revenue 865,691 216,423 56,033 (160,390) -19%
TOTAL 24,977,370$ 3,048,496$ 2,722,776$ (325,720)$ -1%
%
Fav/(Unfav)
Consolidated General Fund Revenue Variances - First Quarter
REVENUE BY CATEGORY FY 2024-25
Budget
FY 2024-25
Q1 Actuals
Dollar
(Unfav)/Fav
FY 2024-25
Q1 Target
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Transient Occupancy Tax (TOT) – TOT revenue is reflecting a $77,700 favorable variance to the Target.
The Target and actual TOT revenue represents only two months of TOT receipts due to the timing of
payments. Lodging facilities have thirty days after the month’s end to make their TOT payments.
Property Tax in Lieu of Vehicle License Fees (VLF) – Property tax in lieu of VLF is received in two
installments during the fiscal year. Typically, the revenue is received in the months of January (3rd quarter)
and June (4th quarter). The Target for this revenue is zero in the first quarter.
Franchise Fees – Only two months of Waste Connection franchise fees were received through first
quarter. In addition, Charter Communications franchise fees earned in the first quarter will not be paid
and received until the second quarter. In light of the timing of payments, the Target is based on 2 months
of revenue. Without the Charter communications franchise fee receipts, the actual revenue at the end of
the first quarter is lower than the Target by $32,135.
License & Permit Fees, User Fees, and Planning Fees – License and permit revenue is below the Target by
$16,742. User fee revenue is above the Target by $76,728. Planning revenue exceeded the Target by
$18,727. The Target is based on 25% or 3 months of the fiscal year’s total budget. Revenue in this category
is customer driven and fluctuates over the course of a year as well as year over year based on demand.
Recreation Fees – Recreation revenue is above the Target by $1,971. The Target is based on 3 months of
the fiscal year’s total budget.
Other Revenues – This revenue category includes business license tax, fines, revenue from other
government agencies, charges for services and any other revenues accounts received in the consolidated
general fund. The largest variance in this category is related to three revenue accounts. The revenue from
other government agencies accounts for the SB 1090 funds earmarked for use of the general plan update.
Once these funds are spent for this project, the revenue will be recognized at that time, resulting in a
revenue shortfall to the Target of approximately $90,900. Lucia Mar Reimbursement related to the School
Resource Officer payment due in September has not been received, creating a variance of $20,475. The
majority of the revenue from Business Licenses is received in December and January of each year,
resulting in a revenue shortfall to the Target of approximately $21,200.
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SECTION 2: POSITION CHANGES AND HEADCOUNT NUMBERS
POSITION ALLOCATION CHANGES MADE BY THE CITY COUNCIL (First Quarter)
None made during this quarter.
FULL TIME EQUIVALENT (FTE) BY DEPARTMENT – PERMANENT STAFF ONLY
The following table reflects FTE staffing by department. The table only includes permanent staff and does
not include part-time or temporary staffing. While departments may hire part-time staff on a regular or
seasonal basis, they are not included in the analysis below.
EMPLOYEE VACANCY RATE
The City’s employee vacancy rate at the end of the first quarter of FY 2024-25 was 7.7%. This equates to
six (6) vacant positions. The vacancy rate tracks the number of permanent vacant positions at the end of
the quarter in comparison to the total number of permanent positions available. Unlike a turnover rate,
which tracks employees that separated during the period, the vacancy rate only looks at vacancies at the
end of period. The costs associated with turnover includes the cost of advertising new positions, training,
overtime, lowered productivity, and workload balance.
Department Adopted Budget
Headcount (FTE’s)
Vacancies
(1st Qtr)
% of Total
Staffing Vacant Positions
City Manager & Human Resources 3 - 4%
Administrative Services 7 - 9%
Community Development 10 - 13%
Legislative & Info Services 2 - 3%
Police Department 29 3 37%Police Officer (3)
Public Works 24 3 31%
Engineering Inspector,
CIP Manager, CIP
Assistant Manager
Recreation Services 3 - 4%
Total 78 6 100%
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SECTION 3: UPDATE ON COMPLETED CAPITAL PROJECTS
This information is provided to keep the City Council apprised of the status of the City’s Capital
Improvement Projects (CIP).
Project Fund
Budget
FY 2024-25
Current
Status
Project Budget
Expended
Bridge Street Bridge Habitat Mitigation HBP $ 48,628 In Progress 126,889$
Arroyo Grande Creek Stabilization Sales Tax 40,000$ In Progress 41,086$
Pavement Management Program
USHA/General/SB1/Sa
les Tax/General
Fund/Betterments
Grant/ARPA/CDBG 5,000,000$ In Progress 5,353,205$
Sidewalk Repairs and Improvements
Sales Tax/Betterments
Grant 663,000$ Not Started 486,776$
Traffic Way Bridge Replacement HBP/Sales Tax 6,911,469$ In Progress 746,207$
Recreation Services / Community Center
Building Sales Tax 75,000$ In Progress 2,520$
Halcyon Road Complete Streets
HSIP/RSHA/USHA/Saf
e Routes to
School/General/Sales
Tax/ATP 4,433,500$ In Progress 1,062,988$
City Hall Second Story Water Leak
Repair Sales Tax 20,000$ Not Started
ADA Transition Plan
CDBG/Other Gov
Agencies/Sales Tax 111,725$ Not Started -$
PD EOC Upgrade
Other Gov
Agencies/Sales Tax 100,000$ Not Started -$
Le Point Street Parking Lot Expansion
Sales Tax/In-Lieu
Parking Fee 42,500$ In Progress 1,695$
New Play Structure - Parkside Park
Parkside Assessment
District 250,000$ Not Started -$
ADA Bathrooms Elm Street Park Sales Tax 235,000$ Not Started -$
Wayfinding Sales Tax 60,000$ In Progress -$
Corrugated Metal Pipe (CMP)
Investigation and Repair Sales Tax 100,000$ Not Started 3,200$
Wastewater Master Plan Update Sewer Fund 100,000$ In Progress 3,963$
SCADA Software/Electronics Design and
Upgrade Water Fund 330,000$ Not Started -$
Water Plan Update Water Fund 100,000$ In Progress 4,418$
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SECTION 4: APPROPRIATION TRANSFERS AND BUDGET ADJUSTMENTS
Administrative and Previously-Approved First Quarter Budget Adjustments
The following first quarter budget adjustments were previously approved by the City Council or are
classified as administrative and not requiring City Council approval.
Capital Improvement: Administrative Carryover of $6,107,699 for the Capital Projects listed in the table
below. Capital Project funds do not have annual appropriated budgets. Control over capital projects is
maintained by a project-length capital improvement budget. This project-length budget authorizes total
expenditures over the duration of a construction project, rather than year by year.
Police Department: Receive $155,600 of California Highway Patrol Grant funds and appropriated the
funding to help address ongoing traffic safety concerns. Approved on August 13, 2024, City Council
meeting, Item 9.g.
Police Department: Receive $75,000 of Office of Traffic Safety Grant funds and appropriated the funding
to implement driving under the influence enforcement services. Approved on September 9, 2024, City
Council meeting, Item 9.d.
Additional Requested First Quarter Budget Adjustments
In addition to the administrative budget adjustments for the CIP and the adjustments previously-approved
by the City Council during the first quarter, twelve new budget adjustments are proposed for approval
along with the review and receipt of this report.
Fund Project #Project Title
Project Budget
Adjustment
350 5453 Financial Management Software 315,762$
350 5463 Women's Club Lighting Project 821
350 5468 Public Safety Camera System 628,717
350 5476 City Hall Front Door Accessibility Improvements 53,341
350 5477 PW Office Space Remodel 98,994
350 5479 Fire Station 1 Apparatus Bay Doors 115,000
350 5556 Recreation Services / Community Center Building 44,745
350 5606 Halcyon Rd. Complete Streets 1,304,000
350 5616 Halcyon Rd. at Virginia Dr. Curb 56,749
350 5620 Swinging Bridge Reinforcement 343,271
350 5638 Pavement Management Program 1,130,128
350 5658 Concrete Improvements 99,868
350 5679 Traffic Way Bridge Replacement Project 607,723
350 5695 Active Transportation Plan (ATP)144,217
640 5911 Phased Mains Replacement 80,361
640 5944 Water Well #11 Facilities 42,771
640 5973 Phased Main Replacement - Highway 101 Crossing Upgrade 291,200
640 5977 Phased Main Replacement - Cornwall 750,000
6,107,669$
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Nine of the adjustments request to carryover funds for non-CIP projects that were budgeted in FY 2023-
24 and were not completed in that fiscal year but are expected to be completed in the current year. These
five requested carryover adjustments include:
Affordable Housing Trust Fund: Appropriate $448,370.37 from the Affordable Housing Trust Fund
Balance to support the development of Housing Authority of San Luis Obispo (HASLO)’s
affordable housing project consisting of 63 affordable multi-family units located at 700 Oak Park
Blvd. Approved on July 25, 2023, City Council meeting, Item 9.m.
City Council: Reallocate $21,500 from the retraining scholarship program funded using SB 1090
funds. This program was approved at the March 9, 2021, City Council meeting, Item 10.a., The
original approval was for $40,000. In FY 2021-22, $15,000 was spent and in FY 2022-23, $3,500
was spent. This program has now ended. The reallocation of $21,500 would support a “buy local”
program for business impacted by the Traffic Way Bridge CIP project.
City Manager’s Office: Carryover $37,500 related to Economic Development Consultant. This
work effort was delayed during the recruitment and hiring process of the new City Manager and
the project is currently underway.
Community Development Department: Carryover $243,900 from contractual services related to
the General Plan Update. This is an on-going project like a CIP that spans over multiple fiscal years
but is budgeted within the Community Development department budget.
Public Works Department: Carryover $52,200 for replacing the pump on Well #3 from the Water
Fund. This project was not completed in FY 2034-24, creating the need to carryover these funds
while the contractor completes the replacement.
Public Works Department: Carryover $25,300 for replacing the galvanized service replacements
from the Water Fund. This project is an ongoing work effort within the Water Division to upgrade
as many as practical each fiscal year.
Public Works Department: Carryover $114,200 for the Cash for Grass program from the Water
Availability Special Revenue Fund that has been allocated to residents participating in the program
but has not been processed for payment related to completion of work in FY 2023-24.
Police Department: Carryover $44,100 related to the Office of Traffic Safety (OTS) Grant for
Traffic/DUI Enforcement Program. This Grant program operates from October 1, 2023, through
September 30, 2024. This carryover is due to the misalignment of the program year ending in
September but budgeted in FY 2023-24.
Police Department: Carryover $28,047 related to the Alcoholic Beverage Control (ABC) 4207 Grant
for implementing public awareness, minor decoy operations, shoulder tap operations, Informed
Merchants preventing Alcohol-Related Crime Tendencies (IMPACT), and generally,
implementation of ABC Alcohol Policing Partnership program. This Grant program operates from
October 1, 2023, through September 30, 2024. This carryover is due to the misalignment of the
program year ending in September but budgeted in FY 2023-24.
Three additional budget adjustments are requested as described in more detail below:
Police Department: The proposed includes an increase in the Police Department’s COPS Grant
Fund 271 budget to add 2 line items, reflecting a total increase of $128,900. This increase would
include:
o Appropriate $48,900 from the COPS Grant Fund balance to purchase 19 Staccato Firearms
new duty pistols.
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o Appropriate $80,000 from the COPS Grant Fund balance to purchase radio encryption
equipment.
Finally, the reallocation of ARPA funds is included as a request. Reallocations of the City’s ARPA funding
were approved at the February 8, 2022, May 24, 2022, September 27, 2022, May 9, 2023, April 9, 2024,
and April 23, 2024 City Council meetings. As projects are completed and total costs are submitted the
following Table was prepared to demonstrate a total overview of the City’s ARPA allocations. The first
column in the Table shows the City Council Approved Allocation. The second column in the Table shows
the spending through the end of FY 2023-24. The third column in the Table shows the anticipated spending
of funds through the allotted ARPA deadline of December 31, 2024, to commit ARPA funds by way of a
contract or purchase order and spend these monies no later than December 31, 2026. The final column
in the Table shows funds that need to be reallocated, related to project savings.
Staff reviewed the 5-year Capital Improvement Project Plan, accessed any other outstanding projects that
have risen as health and safety related issued, and reviewed the US Treasury issued its Final Rule
governing eligible expenditures of the ARPA funds. With the timeframe to obligate all ARPA funds before
December 31, 2024, staff recommends moving the remaining $267,993 to the revenue loss category. The
revenue loss category can be used towards the provision of government services by the City and will be
obligated in line with the U.S. Department of Treasury rules of obligation before December 31, 2024
(which requires a contract or agreement to further commit the funds).
ARPA Funding Allocation
CC Approved
Allocation
Spent through
06/30/2024
Expected to
Spend
Amount to
Reallocate
COVID related City expenditures 42,375 42,375 - -
Water Infrastructure Projects 1,350,150 756,931 578,700 14,519
Sewer Infrastructure Projects 549,200 353,912 - 195,288
Stormwater Infrastructure Projects 900,842 881,502 - 19,340
Public Safety Video Cameras 546,493 162,076 352,296 32,121
Fire Station 1 Apparatus Bay Doors 130,000 - 123,275 6,725
Streets Infrastructure Projects 229,165 24,958 204,207 -
Homeless Shelter Support 300,000 33,746 266,254 -
Non-Profit Assistance/Community Service Grants 114,129 114,129 - -
Childcare Assistance - First 5, 5% request 100,000 100,000 - -
Smart Share ADU SLO Proposal 37,887 32,000 5,887 -
Grand Total 4,300,241 2,501,630 1,530,619 267,993
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