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CC 2013-01-08_11.c. FY 13-14 and FY 14-15 Budget Goals and PrioritiesMEMORANDUM TO: CITY COUNCIL FROM: STEVEN ADAMS, CITY MANAGER j/r SUBJECT: CONSIDERATION OF FY 2013-14 AND FY 2014-15 BUDGET GOALS AND PRIORITIES DATE: JANUARY 8, 2013 RECOMMENDATION: It is recommended the Council approve proposed budget goals and priorities for FY 2013-14 and FY 2014-15. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: There is no direct cost impact from the recommendations at this time. There are significant costs and staffing impacts associated with budget goals established, but those will be identified and addressed as part of the budget process. BACKGROUND: The City is beginning the process of preparing the Fiscal Year 2013-14 and Fiscal Year 2014-15 Biennial Budget. The budget goals are established as the first step in the budget process to provide for initial City Council input to assist staff in preparing the budget. It does not address funding availability at this time, but provides staff with direction on how to prioritize the proposed allocation of available funding. Goals that cannot be achieved in the annual budget will then be identified as needs in the long-range financial plan if not already programmed. In 2010, the City Council approved what staff referred to as the City's Critical Needs Action Plan. Due to financial challenges, it was recognized the City could not accomplish all the desired goals. Therefore, the purpose of the plan was to focus the City's limited resources on major established goals. Given ongoing constraints to the :.::. City's budget, the recommended goals continue to be largely focused on the Critical Needs Action Plan priorities. ANALYSIS OF ISSUES: Staff has attempted to design the budget process so that overall policy decisions are made first to guide staff in developing recommendations. Staff is then simply tasked with matching available resources with policy direction as best as possible. Therefore, long-range master plans have been developed to establish the framework Item 11.c. - Page 1 CITY COUNCIL FY 2013-14 AND FY 2014-15 BUDGET GOALS JANUARY 8, 2013 PAGE2 for capital project goals to maintain the City's infrastructure. Budget goals set the framework for both citywide and department project and programmatic targets. Revenue and expenditure projections have not yet been prepared for the upcoming budget. However, another budget shortfall is anticipated. Therefore, the majority of goals are focused on areas that can be accomplished with existing resources. Information is also provided on goals related to ongoing services. Staff believes current ongoing programs constitute a basic and necessary level of service. As a result, goals have been listed in the following four categories: 1) Major Citywide Goals; 2) Departmental Project Goals; 3) Ongoing Department Service Level Goals; and 4) Service Level Increases and/or New Funding Items. Goals presented are based on the assumption of maintaining existing service levels. Prior budget reductions and the organizational restructuring have been instrumental in reducing staffing while minimizing reductions in service levels. However, staff's analysis has concluded that additional staffing reductions at this time will result in direct service level reductions. Major Citywide Goals • Complete design and pursue approval of State and Federal funding for the Brisco Road Interchange project • Fully fund and construct the pavement management program to establish and maintain a schedule of improving all streets in the City on a 7-year cycle • Continue an escalated sidewalk repair program. • Address the Police Department's facility needs. • Address the Corporation Yard facility needs. • Implement recommendations to address the City's water needs through a combination of conservation measures, potential recycling efforts and additional water supply that may become available. • Implement a City Charter planning process. • Develop and implement recommendations to enhance customer service. Departmental Project Goals City Manager: • Complete update of the Administrative Policy Manual. • Develop plan to implement new requirements of the Affordable Care Act. • Coordinate implementation of a comprehensive customer service program. • Coordinate establishment of a tourism business improvement district. Item 11.c. - Page 2 CITY COUNCIL FY 2013-14 AND FY 2014-15 BUDGET GOALS JANUARY 8, 2013 PAGE 3 Legislative and Information Services: City Clerk • Update Citywide Records Retention Schedule to reflect City's reorganized structure and update Records Management Manual. • Upgrade cablecasting and audio/visual systems in Council Chambers. Information Technology • Complete Citywide network policy. • Perform replacement of (7) core servers between City Hall and Police Dept. • Upgrade Microsoft Windows network environment. • Upgrade Microsoft Exchange email environment. • Upgrade Microsoft SQL database environment. • Replace primary copier/printer in Community Development Dept. • Complete CitizenServe egovernment software implementation. • Increase network spare equipment inventory. • Install IT storage cabinet in server room. • Replace KVM switch in server room. Administrative Services: Finance • Update Financial Section of the Administrative Policy Manual. • Prepare the RFP for audit services. • Assist with the completion of a Water and Sewer Rate Study. • Update the City's Purchasing Policy. • Prepare and distribute an RFP for banking services. Human Resources • Complete update of the City's Personnel Regulations. • Complete update of the City's Administrative Policy Manual Personnel policies. Community Development: Engineering • Design the Bridge Street Bridge Rehabilitation Project. • Coordinate future construction of extension of Castillo Del Mar behind Arroyo Grande High School. • Construct the Water Well No. 11 Facilities Rehabilitation project. • Complete Oak Park Boulevard and West Branch Street protected turn-signal project and West Branch Street and East Grand Avenue signalization phasing project. Item 11.c. - Page 3 CITY COUNCIL FY 2013-14 AND FY 2014-15 BUDGET GOALS JANUARY 8, 2013 PAGE4 • Complete revised Car Corral upgrade, Montego Street sidewalk infill project, Halcyon Road and Alpine Street improvements. • Assist with community project to upgrade the Paulding East Branch Street wall. • In conjunction with Planning Division, prepare and submit annual Stormwater Management Plan report to the Regional Water Quality Control Board. • Coordinate with Administrative Services for Water and Sewer rate studies. • Develop Traffic and Circulation Fee Study and coordinate with Planning Division on Circulation Element Update. Planning • Complete updates of Circulation, Conservation and Open Space elements. • Develop work-plan for an update of remaining General Plan Elements, including Land Use, Agriculture, and Noise Elements. • Create a database to inventory designated historic resources and districts. • Continue Village Core assessment of historic structures. • Develop work plan to identify and address obstacles to infill development along East Grand Avenue. • Apply for grant funding to implement one or more projects identified in the Bicycle and Trails Master Plan. • Process applications for Courtland Street and East Grand Avenue, County multi-family housing, and East Cherry Avenue development projects. • Prepare Development Code update regarding sign regulations. • Codify affordable housing in-lieu fee. • Administer the Community Development Block Grant Program, including approval of required Subrecipient Agreements with the County, approval of projects for grant years 2013-2015, and management or implementation of approved CDBG projects. • Implement project tracking with CitizenServe software. • Record conservation and drainage easements for the Clark property at Printz Road and complete sedimentation retention project. • Establish a James Way Open Space trail connection. • Update the City's CEQA Guidelines. • Update the Development Code to include LID landscape and parking code provisions with assistance from AHBLIUC Extension. • Work with APCD to adopt a Climate Action Plan. • Update standard conditions of approval for development projects. Building • Update Americans' with Disabilities Act (ADA) compliance plan. • Implement expanded interactive remote inspection through use of smart phone devices. • Assist in the implementation of the automated Planning tracking system. • Adopt the 2014 California Building Standards Codes with amendments. Item 11.c. - Page 4 CITY COUNCIL FY 2013-14 AND FY 2014-15 BUDGET GOALS JANUARY 8, 2013 PAGE 5 • Provide applicable permitting and inspection for projected projects including: o Commercial building at the Five Cities Center (Pier One). o Commercial and residential buildings for the JJ's building and new Market. o Commercial buildings at the Courtland Street and East Grand Avenue site if approved. o Detached single family residential homes at the Grace Lane subdivision. o Detached single family residential homes at the Cherry Creek subdivision. o Attached single-family homes in the Walnut Grove project adjacent to the Arroyo Grande Community Hospital on Fair Oaks Avenue. o Apartments at the Pike and Elm Street project. o Co-cellular telephone carriers located at reservoir sites and Southern California Gas Company Advance Meter and City Repeater Equipment. o New secondary dwelling units. o Restaurant at Hampton Inn site. Recreation Services: • Identify partnerships to help fund needed improvements at the Woman's Club Community Center. • Complete storage sheds at Ikeda and Volunteer Fields within the Soto Sports Complex with funding from private donations. • Establish a Recreation Foundation to help raise funds for a Elm Street building and/or other recreation needs. • Install lighting on Don Roberts Field. Public Works: Administration • Complete minor renovations to the existing Corporation Yard buildings. • Develop and implement automated work order and management system. • Work with Building Division on update of Americans' with Disabilities Act (ADA) Compliance Plan. • Complete a comprehensive municipal facility inspection for Storm Water Management Plan compliance. Streets and Landscaping • Design and Install the Don Roberts field lights • Conduct the annual turf renovation project at the Soto Sports Complex fields in 2013 and 2014. • Design and construction of ADA accessibility improvements to Volunteer field in the Soto Sports Complex. • Design and construct the annual concrete repair projects on City sidewalks at various locations. Item 11.c. - Page 5 CITY COUNCIL FY 2013-14 AND FY 2014-15 BUDGET GOALS JANUARY 8, 2013 PAGE 6 • Secure a landscaping contractor through a competitive bid process to maintain various City park and landscape areas. • Conduct Annual Creek preservation and Ivy removal projects. Utilities • Construct Fair Oaks Phased Main Replacement (Alder to Halcyon). • Upgrade Leanna Drive Creek Crossing. • Complete Trenchless Sewer Rehabilitation-Crown Terrace, Le Point, The Pike & Eman Court to Newman drive easements. • Complete the design of the Reservoir #3 & #4 Coating and Seismic Evaluations. • Complete the Water and Sewer rate study in coordination with the Finance Division. Police: • Continue the communications upgrade project with COPS grant funding including the establishment of full service public safety radio repeater sites at Hillcrest Drive, Huebner Lane and Vernon Street. • Expand and enhance Operation Blue Watch Police Video Surveillance system based on existing annual funding. • Continue to promote consolidated public safety services. • Work with Human Resources to transfer custody of identified personnel files currently held in the Police Department to Human Resources for assimilation. Ongoing Departmental Service Level Goals City Manager: • Coordinate budget strategy recommendations for the FY 2013-14 and FY 2014- 15 biennial budget. • Complete negotiation of labor agreements with all labor groups. • Represent the City in coordination activities with other jurisdictions, including the League of California Cities, State, Caltrans, SLOCOG, County and other cities within the County and Channel Counties Division of the League of California Cities. • Coordinate and monitor systems analysis related to City processes to implement improvements increase efficiency and customer service. • Coordinate overall City operations, including monthly meetings with council members, weekly meetings with executive team and bi-weekly individual meetings with department directors. • Increase promotion of volunteer program. • Prepare public and organizational information, including monthly newspaper articles, quarterly newsletter articles, presentations to community organizations, monthly employee newsletter articles, and regular press releases. Item 11.c. - Page 6 CITY COUNCIL FY 2013-14 AND FY 2014-15 BUDGET GOALS JANUARY 8, 2013 PAGE 7 City Attorney: • Provide general legal advice and assistance to the City Council, City Manager, staff and boards and commissions. • Attend City Council and executive staff meetings. • Draft contracts, agreements, resolutions and other legal documents as requested by the City Council or staff. • Review City Council and Planning Commission staff reports for legal consistency and compliance. Legislative and Information Services: City Clerk • Complete web/public access portion of City LaserFiche project. • Train new City Hall staff on LaserFiche system and scanning records. • Coordinate annual records destruction pursuant to retention schedule. • Publish 4 issues of the Stagecoach Express newsletter. • Coordinate filing of Annual Statement of Economic Interest Forms. • Meet all legal publishing and posting requirements. • Supplement Municipal Code as new Ordinances are adopted. • Maintain and update Government Access Channel and City website. • Respond to requests for public records within legal timeframe. • Coordinate City Council Agenda process and distribution. • Maintain the timely and efficient processing of official City documents following Council action. Information Services • Provide and maintain network services with minimum downtime. • Provide and maintain desktop support services with minimum downtime. • Provide and maintain e-mail services with minimum downtime. • Provide and maintain print services with minimum downtime. • Provide and maintain City and Police Dept websites. • Provide and maintain geographical information system (GIS) services. • Manage IT consulting services utilization. • Maintain phone services with minimum downtime. Administrative Services: Finance • Prepare the Biennial Budget. • Prepare the City's Comprehensive Annual Financial Report. • Prepare utility billing invoices for approximately 3,000 customers per month. Item 11.c. - Page 7 CITY COUNCIL FY 2013-14 AND FY 2014-15 BUDGET GOALS JANUARY 8, 2013 PAGE 8 • Complete the annual audit with zero audit findings. • Update all Business license customers into the new Citizen Serve software. Human Resources • Perform and/or oversee all employee recruitments within established time frames. • Prepare and distribute a monthly employee newsletter. • Oversee all employee benefit transactions. • Provide consultation and coordination to departments regarding human resources actions and functions. Community Development Engineering • Provide engineering plan check services to return plans and/or issue permits within 2 weeks 98% of the time. • Provide grading inspections on all projects every 2 days during construction activities. • Continue to seek funding for Newsom Springs phase II and other needed drainage Improvements. • Prepare agenda packets and staff the Traffic Commission and provide staff support for City Council, Planning Commission and Staff Advisory Committee meetings. Planning • Monitor and track implementation measures for Economic Development Element. • Process Home Occupation Permits within three days. • In conjunction with Engineering Division, prepare and submit annual Stormwater Management Plan reports to the Regional Water Quality Control Board. • Take action on administrative projects and provide notification to Planning Commission where applicable. • Prepare environmental review documents for capital improvement projects. • Provide Mitigation Monitoring and inspections on development projects after completion in accordance with project entitlement approvals. • Assist the public with business and property development, land use questions, home occupations and sign permits. • Attend technical advisory committee meetings for transportation (SLOCOG), regional water coordination (NCMA), green building (SLO Greenbuild), housing (Housing Authority), water quality and water conservation (PartnerTAC groups). • Prepare agenda packets and staff the Planning Commission, Architectural Review Committee, Historic Resources Committee, Downtown Parking Advisory Item 11.c. - Page 8 CITY COUNCIL FY 2013-14 AND FY 2014-15 BUDGET. GOALS JANUARY 8, 2013 PAGE9 Board and Staff Advisory Committee meetings, and provide staff support for City Council. Building • Provide building plan check services to return plans and/or issue permits within 2 weeks 98% of the time. • Continue the Multi-dwelling Inspection Program for 87 apartment complexes in the City. • Process, record and track code enforcement complaints in conjunction with Police Department and Neighborhood Services Officer to initiate inspection on complaint basis within 48 hours of complaint and citations within 4 months of non-compliance and provide proactive enforcement on violations involving illegal banners and signs, illegal parking on front lawns, illegal construction and structures, and excessive cases where lawns and exterior of homes are not adequately maintained or create a public health and safety problems. • Receive training for the 2014 California Building Standards Codes. Recreation Services: • Continue office organization efforts, program evaluations and staff training to increase efficiency and service levels. • Increase enrollment in the child care programs. • Continue fund raising strategies for the Children In Motion program, with a goal of raising a minimum of $10,000 per year. • Continue providing year round pre-school and child care services. • Continue offering a variety of youth and adult sports programs, including basketball, wrestling and softball. • Continue working with the Five Cities Community Services Foundation to raise funds for the proposed recreation center. • Continue to offer community-wide special events such as the Egg Hunt and Family Festival, Halloween Carnival and Maze and Turkey Trot Fun Run. • Continue to provide seasonal playground programs. • Continue to enhance revenue for Soto Sports Complex by expanding the Fall Adult Softball League. Public Works: Administration • Review all tree removal permits, conduct evaluations, review with the Tree Guild and communicate a decision to the property owner. • Oversee a comprehensive training and documentation program for Department staff to maintain compliance with State and Federal laws. Item 11.c. - Page 9 CITY COUNCIL FY 2013-14 AND FY 2014-15 BUDGET GOALS JANUARY 8, 2013 PAGE10 Streets and Landscaping • Complete Annual Preventative Maintenance Programs: o Storm and Sidewalk Drains o Crack Sealing o Marking and Striping o Tree Trimming o Weed Abatement o Turf Management o Bridge Inspections and repair • Repair 150 sidewalk trip and fall hazards and displaced sidewalk segments at priority locations throughout the City. • Patch 2000-3000 square feet of streets. • Continue cross training maintenance staff. • Continue to work with Arroyo Grande in Bloom, the Tree Guild and the Five Cities Dog Park Association on beautification and maintenance projects. Utilities: • Complete Annual Preventative Maintenance Programs: o Valve Exercise o Hydrant Maintenance o Air/Vacuum Valve Maintenance o Water Main Flushing o Large Meter Testing o Touch Read Meter Conversions o Sewer Main Cleaning o Sewer Lift Station Maintenance and Cleaning • Complete Gularte Water Main Extension Project. • Complete SOP's for Wastewater System as required by SWRCB. • Continue to complete all USA markings as required. • Meet all required Water Quality Testing requirements. • Assist customers on conservation and control of landscape watering. • Upgrade SCADA System radios (In-house CIP). • Replace up to 50 water services. Police: Administration • Maintain or reduce major (Part 1) crime rate. • Continue to actively evaluate and implement cost saving measures including grants, state and federal surplus property programs and internal controls and audits. • Continue to promote consolidation and/or shared public safety services. Item 11.c. - Page 10 CITY COUNCIL FY 2013-14 AND FY 2014-15 BUDGET GOALS JANUARY 8, 2013 PAGE11 Patrol Services • Maintain minimum police patrol staffing of three field units at all times. • Maintain Priority 1 response time under two minutes. • Maintain Priority 2 response times under four minutes. Support Services Records- • Submit all in-custody arrest reports to District Attorney's office within 48 hours of arrest. • Submit monthly Uniform Crime Reporting statistics to the California Department of Justice before the 1 ih of each month. • Provide for community Live Scan services. Investigations- • Dispose of no less than 75% of all adjudicated property/evidence each year. • Maintain or exceed National UCR average clearance rate for Part 1 Crimes. Dispatch- • Receive and dispatch priority 1 calls within one minute. • Answer 90% of all 911 calls within 10 seconds. Neighborhood Services - • Process, record and track code enforcement complaints to initiate inspection within 48 hours of complaint and citations within 4 months of non-compliance. • Provide 54 hours per week (Seven days a week) Neighborhood Services to respond to complaints within 48 hours and provide proactive enforcement on violations involving parking, illegal banners and signs, illegal parking on front lawns, illegal construction and structures, and excessive cases where lawns and exterior of homes are not adequately maintained. Community Services Volunteers - • Provide public safety public relations program to include presentations to community groups and schools and community problem resolution. • Continue to support and enhance the Citizen Volunteer Program and participate in the South County Police Volunteers. • Continue to provide vacation house checks and other community services through the use of Neighborhood Service Technicians and/or volunteers. School Resource Officer Program - • Continue to support and enhance the School Resource Officer Program in Arroyo Grande High School along with support services to the Paulding Middle School and the elementary schools. Service Level Enhancements City Manager: • Implement annual participation in the ICMA National Citizens' Survey to enhance public input and customer service feedback. Item 11.c. - Page 11 CITY COUNCIL FY 2013-14 AND FY 2014-15 BUDGET GOALS JANUARY 8, 2013 PAGE12 Legislative and Information Services: City Clerk • Develop new, easily accessible storage facility for the City's permanent records Information Technology • Implement virtualized server environment. • Implement enterprise level data backup solution. • Implement firewall traffic log analyzer technology. • Implement Voice over IP (VoiP) phone solution. • Implement wireless device detection system. • Install emergency UPS/Generator system for City Hall server room. • Purchase and install ESRI GIS software solution. • Research hosted website solution. • Outsource Laserfiche record indexing project (engineering maps). Administrative Services: Finance • Cross train with Human Resources staff to improve customer service. • Implement on-site bank deposit system in order to reduce out of office staff time. Human Resources • Cross train Administrative Services staff in order to improve customer service. • Implement personnel software in order to update Human Resource processes. Community Development: Engineering • Receive training and train other staff specific to required NPDES and storm water inspection and erosion control. • Increase response time related to calls and counter inquiries. Planning • Provide processing of discretionary land use to make determination on whether application is complete before 20 days of submittal, provide early coordination of requirements from other City departments and divisions, and bring to ARC and HRC and Traffic Commission where applicable for review prior to environmental review and public hearings. • Update digital and hard-copy brochure for customers wanting to open a new business, including sign permit approval. • Update existing GIS parcel data. Item 11.c. - Page 12 CITY COUNCIL FY 2013-14 AND FY 2014-15 BUDGET GOALS JANUARY 8, 2013 PAGE13 • Expand access to GIS data for City employees through procurement of additional software licensing and training. • Provide public access to GIS data through the City's website or other software as service (SaS) solution. • Become a participating member of the SLO Regional GIS Collaborative. • Install a computer kiosk at the front counter. • Obtain consultant assistance for the preparation of the Land Use Element Update and Program EIR.. Building • Reduce guaranteed building inspection periods from 4 to 2 hours. • Increase percentage of code enforcement cases resolved within one month by 25%. Public Works: Administration • Establish routine facility inspections to identify and repair safety hazards and maintenance items. • Conduct Arch Flash evaluations and labeling to meet OSHA requirements and to improved employee safety practices. Streets and Landscaping • Increase maintenance of medians by 10 man hours per month. • Improve maintenance of assessment district landscaped areas utilizing contracted landscape maintenance firms. • Reduce response times for handling service requests. Police: • Enhance Neighborhood Services Program to cover seven days a week through existing funding utilizing three temporary part time positions. • Enhance focused traffic enforcement in targeted areas utilizing public education and technology in partnership with Engineering and Public Works. The primary items that are anticipated to have significant budget impacts include computer network server upgrades, replacement and upgrade of the telephone system, enhancements to the GIS system, and update of the Land Use Element of the General Plan. The City's network servers have exceeded their anticipated life span and must be replaced to avoid major risks to the City's data management system. The telephone system is over 20 years old and antiquated. A new system could provide substantial customer service benefits. Staff is researching funding these items through lease purchase agreements in order to reduce the budget impact and establish methods of providing funding for ongoing replacement cycles. Additional investments are needed in the GIS system to maintain accuracy and Item 11.c. - Page 13 CITY COUNCIL FY 2013-14 AND FY 2014-15 BUDGET GOALS JANUARY 8, 2013 PAGE 14 increase usefulness of the data. The City's Land Use Element is required to be updated every ten years, was last addressed in 2001, and cannot be completed with in-house staff within the desired time frame. ALTERNATIVES: The following alternatives are provided for the Council's consideration: 1. Approve the budget goals and priorities as proposed; 2. Make changes to the budget goals and priorities as appropriate and approve; 3. Provide direction on proposed reductions in ongoing services, programs or service levels; 4. Provide direction to staff. ADVANTAGES: Establishing budget goals early on in the process assists in the development of a budget based on priority needs of the community and organization. The recommendations will establish goals that will accomplish top priorities as established through the Critical Needs Action Plan and maintain basic and critical service levels. DISADVANTAGES: Since a funding shortfall is projected, budget goals can create unrealistic expectations that may be difficult to meet once staff and the Council begin to develop the specific budget strategies and recommendations. ENVIRONMENTAL REVIEW: No environmental review is required for this item. . PUBLIC NOTIFICATION AND COMMENTS: The agenda was posted in front of City Hall on Thursday, January 4, 2013 and on the of City's website on Friday, January 5, 2013. Information was also distributed on Facebook and Twitter.