CC 2020-11-24_11a FY 2020-21 First Quarter Financial Status Report
MEMORANDUM
TO: CITY COUNCIL
BY: MICHAEL STEVENS, ADMINISTRATIVE SERVICES DIRECTOR
SUBJECT: CONSIDERATION OF FISCAL YEAR 2020-21 FIRST QUARTER
FINANCIAL STATUS REPORT AND REQUEST TO APPROVE FOUR
BUDGET ADJUSTMENT REQUESTS
DATE: NOVEMBER 24, 2020
SUMMARY OF ACTION:
Consideration of the Fiscal Year (FY) 2020-21 First Quarter Financial Status Report and
approval of four Budget Adjustments Requests included in Attachment A.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
Preparation of the First Quarter Financial Status Report requires staff time within the
existing work plan and budget for the Administrative Services Department. At the end of
the first quarter, FY 2020-21 revenues for the General Fund were $2.0 million, or 46%
below the budgeted target amount for the first three months. Actual first quarter
expenditures of $4.5 million were on track with the budgeted target.
Council is being asked to approve four budget adjustments. The requests include two
adjustments directed by Council but not completed as formal adjustments. The remaining
two budget adjustments are for re-appropriation (carryover) of prior year budget for
projects started, but were not completed as of June 30, 2020. This includes Capital
Improvement Program (CIP) projects and carryover for non-capital projects. The overall
impact to the budget is an increase in General Fund of $32,500 and Sewer fund of $3,850
as reflected in the following table:
RECOMMENDATION:
It is recommended that the City Council:
1) Consider, receive, and file the FY 2020-21 First Quarter Financial Status Report;
and,
2) Approve four Budget Adjustment Requests included in Attachment A
Budget Adjustment Request Revenue Expense
General
Fund Impact
Sewer Fund
Impact
Appropriate CARES Act 2020 funding $218,384 $218,384 ‐ ‐
Carryover CIP projects 10,427,687 10,427,687 ‐ ‐
Carryover non‐capital projects ‐ 36,350 32,500 3,850
Amend AGTIBID appropriations*‐ ‐ ‐ ‐
Totals $10,646,071 $10,682,421 $32,500 $3,850
* Request would move appropriations between expense accounts
Item 11.a. - Page 1
CITY COUNCIL
CONSIDERATION OF FISCAL YEAR 2020-21 FIRST QUARTER FINANCIAL STATUS
REPORT AND REQUEST TO APPROVE FOUR BUDGET ADJUSTMENT REQUESTS
NOVEMBER 24, 2020
PAGE 2
BACKGROUND:
First Quarter Financial Report
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 First Quarter Financial Status
Report is the first of four financial performance reports that staff will present to Council
during the 2020-21 fiscal year.
The purpose of the FY 2020-21 First Quarter Financial Status 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,
completed Capital Improvement Projects, and requests for City Council approval
on Budget Adjustment Requests that have not previously been approved.
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 is calculated as one quarter (25%) of
the FY 2020-21 Budget, or basically three equal months of the budget.
Budget Adjustments
Council is being asked to approve four budget adjustments. Two of the requests were
items previously discussed and directed by Council; however, this direction did not
include requests to amend the City’s budget. On October 13, 2020, Council provided
direction regarding the use of CARES Act revenue, and on August 25, 2020, Council
provided direction to reallocate $5,000 to the Community Service Grant Fund that was
identified in the budget as a payment to the Arroyo Grande Tourism Business
Improvement District (AGTBID). The remaining two budget adjustment requests include
a request for re-appropriation (carryover) of prior year budget for projects that were
started but not completed as of June 30, 2020. The detailed requests are included in
Attachment A.
Item 11.a. - Page 2
CITY COUNCIL
CONSIDERATION OF FISCAL YEAR 2020-21 FIRST QUARTER FINANCIAL STATUS
REPORT AND REQUEST TO APPROVE FOUR BUDGET ADJUSTMENT REQUESTS
NOVEMBER 24, 2020
PAGE 3
ANALYSIS OF ISSUES:
First Quarter (Q1) Revenue and Expenditures Compared to Prior Year
Current Year Q1 Actuals Compared to Prior Year Q1 Actuals
The General Fund is the primary operating fund of the City and accounts for resources
and services traditionally associated with government. General Fund revenue in the first
quarter of this year was 5%, or $1.2 million lower than the first quarter of the prior year.
Expenditures were also 5%, or $1.7 million lower in 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. The following is a summary of the
first quarter variances between the two fiscal years.
Revenue ($1.2 million lower)
The majority of the $1.2 million variance between the first quarter of this year and the
prior first quarter is related to one-time revenue received in the first quarter of FY 2019-
20 that was not received in the first quarter of FY 2020-21.
The majority of the revenue variance can be explained by one-time Senate Bill
1090 – Diablo Canyon Nuclear Power Plant funds of $780,000 that were received
in the first quarter of FY 2019-20 and recognized as revenue, creating an
unfavorable variance between the first quarter of FY 2019-20 and FY 2020-21.
Due to timing issues, Unsecured Property Tax was received in the first quarter of
FY 2019-20; however, in FY 2020-21 the first Unsecured Property Tax payment
was not recorded until the second quarter, which resulted in an unfavorable
variance of $191,000 between the current and prior year quarters.
Transient Occupancy Tax (TOT) is lower in the first quarter of this year ($102,000)
versus the prior year’s first quarter due to COVID-19 impacts, which contributes to
the unfavorable variance.
Expenditures ($1.7 million lower)
As mentioned, first quarter expenditures compared to the prior year were lower by $1.7
million. The majority of the variance between the two fiscal quarters is related to timing
and payment of the of the City’s Unfunded Accrued Liability (UAL) retirement payment.
In the first quarter of FY 2019-20, the City made a $2 million prepayment to the
CalPERS retirement system to pay down its unfunded liability obligation. The City
First Quarter
FY 2020‐21
First Quarter
FY 2019‐20 Variance
Revenue 2,048,124$ 3,238,043$ (1,189,919)$
Expenditures 4,545,801$ 6,203,778$ (1,657,977)$
General Fund
Item 11.a. - Page 3
CITY COUNCIL
CONSIDERATION OF FISCAL YEAR 2020-21 FIRST QUARTER FINANCIAL STATUS
REPORT AND REQUEST TO APPROVE FOUR BUDGET ADJUSTMENT REQUESTS
NOVEMBER 24, 2020
PAGE 4
did not make a similar prepayment in FY 2020-21, resulting in a favorable variance
between the two quarters.
The City typically pays the required UAL retirement payment at the beginning of
the year. In doing so it saves approximately $57,600 or 3% in interest versus
making monthly UAL payments. In FY 2020-21, the full UAL payment was made
in July and the full year’s expense recognized in the first quarter. In FY 2019-20,
the full year’s UAL payment was also made in July; however, only one quarter of
the payment was expensed at that time. The difference in these two methodologies
for recognizing the UAL expense resulted in a $1.1 million unfavorable variance
between the quarters.
In FY 2019-20, payment for the City’s General Liability Insurance in the amount of
$651,302 was paid in full within the first quarter. In the current fiscal year, the
General Liability Insurance payment will be paid in two installments. The first
payment of $325,280 was paid in the first quarter and the second installment will
be paid in January 2021. The timing of the payments between years contributed
to the overall favorable expenditure variance.
First Quarter (Q1) Revenue and Expenditures Compared to Target
Current Year Q1 Actuals Compared to Target
The table above compares first quarter actual results to the budgeted Target. First quarter
actual revenue was well short of the Target by $2.4 million. However, expenditures
indicate being on track with the Target at 25% of the Budget. The following is a summary
of the first quarter 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 ($2.4 million lower)
The first quarter revenue shortfall compared to the Target is not unusual. Revenue
realization is typically low in the first quarter due to the time lag involved in billing cycles
and the receipt of reimbursements. Some of the larger revenue variances are explained
below.
The largest single source of City revenue is Secured Property Tax. Secured
Property Tax is billed by the County to property owners and payable in two (2)
FY 2020‐21
First Quarter
Actuals
FY 2020‐21
First Quarter
Target (25%) Variance
Revenue 2,048,124$ 4,424,913$ (2,376,789)$
Expenditures 4,545,801$ 4,502,926$ 42,876$
General Fund
Item 11.a. - Page 4
CITY COUNCIL
CONSIDERATION OF FISCAL YEAR 2020-21 FIRST QUARTER FINANCIAL STATUS
REPORT AND REQUEST TO APPROVE FOUR BUDGET ADJUSTMENT REQUESTS
NOVEMBER 24, 2020
PAGE 5
installments. Property owners typically receive their first property tax bill at the end
of September or early October, with payment occurring after the first quarter.
Similar to property tax, sales tax realization in the first quarter is lower due to the
time lag involved in billing cycles and the receipt of the City’s sales tax payment
from the State. Actual sales tax revenue received in the current first quarter
represents only July’s payment.
Actual first quarter Transient Occupancy Tax (TOT) revenue includes the two
months of July and August only, whereas the Target represents three. Lodging
facilities have thirty days after the month’s end to make their TOT payment.
Fortunately, TOT revenue for the first two months of the fiscal year is higher than
what was budgeted for those two months.
Property Tax in Lieu of Vehicle License Fees 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). Due to timing of when payment is received,
revenue was not received in the first quarter. However, the Target is based on a
quarter of the annual budgeted amount, resulting in the unfavorable variance.
Only two months of Waste Connection franchise fees were received in the first
quarter. In addition, Charter Communications franchise fees earned in the first
quarter will not be paid and received until the second quarter.
Expenditures ($42,876 higher)
Actual first quarter expenditures of $4.5 million are flat in comparison to the Target; both
were 25% of the full year’s budget. However, while on-target with first quarter
expenditures, the Administration Services Department is reflecting an unfavorable
variance of $1.3 million, which is offsetting other favorable department variances.
As mentioned, it is in the City’s best interest to pay its Unfunded Accrued Liability
(UAL) retirement payment at the beginning of the year rather than on a monthly
basis. In FY 2020-21, the $1.2 million UAL payment was paid in full and recorded
in the 4145-Non Departmental division, which falls under the Administrative
Services Department budget. Had the UAL payment not been paid in full in the first
quarter and paid on a monthly basis, overall Q1 expenditures would have been
$3.6 million or $884,000 favorable to the Target.
Other favorable departmental variances compared to the target include salary
savings, lower contractual service spending in the first quarter and the timing of
the City’s insurance payments. The majority of the City’s insurance payment
occurs in the first quarter.
Budget Adjustments
Staff is requesting as part of the first quarter report approval of four budget adjustment
requests included in Attachment A. The budget requests are necessary to ensure that
changes to the budget are correctly recorded and appropriately authorized by the City
Council. Two of the requests are related to carryover requests. One of the requests is to
Item 11.a. - Page 5
CITY COUNCIL
CONSIDERATION OF FISCAL YEAR 2020-21 FIRST QUARTER FINANCIAL STATUS
REPORT AND REQUEST TO APPROVE FOUR BUDGET ADJUSTMENT REQUESTS
NOVEMBER 24, 2020
PAGE 6
approve Capital Improvement Program (CIP) projects and the second to approve
carryover for non-capital projects. Carryover budget amounts are unused appropriations
in the 2019-20 Fiscal Year that are added to the 2020-21 Fiscal Year so that the previous
year’s funding remains available for completion of the projects. The remaining two
requests, authorization on the use of CARES Act funding and reallocation of $5,000 from
the AGTBID to the Community Service Grant Fund, were items with prior Council
direction; however, Council’s direction did not include approval to amend the City’s budget
and explains staff’s request at this time.
ALTERNATIVES:
1. Receive and file the Fiscal Year 2020-21 First Quarter Financial Status Report and
approve the Budget Adjustment Requests included in Attachment A; or
2. Provide other direction to staff regarding the FY 2020-21 First Quarter Financial
Status Report and approval of the Budget Adjustment Requests; or
3. Do not approve the Budget Adjustment Requests and provide further direction to
staff.
ADVANTAGES:
The financial report presents an updated review of the City’s financial performance in the
first quarter of FY 2020-21. Reporting on financial performance is one of the Top 10
Council priorities for FY 2020-21. Approving the Budget Adjustment Requests will ensure
that the Budget is updated consistent with past Council direction, authorizes appropriate
CIP and other budget carryovers, and enables necessary appropriation changes.
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.
ATTACHMENT:
1. Fiscal Year 2020-21 - First Quarter Financial Status Report &
Attachment A – Budget Adjustment Requests
Item 11.a. - Page 6
Page 1
City of Arroyo Grande
Fiscal Year 2020-21
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) 2020-21. The purpose of this report is to update the public and the City Council on the City’s financial
position at the end of the first quarter and compare actual results to the prior year and the budgeted
Target, calculated at 25% of the Budget, to determine the City’s performance. The first quarter timeframe
is July 1 through September 30, 2020.
The financial report is organized in the following sections:
Section 1 – an overview of City’s financial position at the
end of the first quarter of FY 2020-21. 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 (25% of budget). 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 (BAR)
previously approved by Council and completed in the first quarter, as well as a list of additional BARs that
are included in Attachment A and that are being presented to Council along with the first quarter report
for consideration and approval.
CITY COUNCIL PRIORITIES:
FISCAL STABILITY
One of the Top 10 Council
Priorities for FY 2020-21
includes continuing to ensure
fiscal stability for the
organization throughout the
planning, budgeting, and
expenditure process. This
includes preparing and
presenting year-end and
quarterly financial reports to
Council.
ATTACHMENT 1
Item 11.a. - Page 7
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 General Fund but will also report on all Governmental Funds.
General Fund – The General Fund is the primary operating fund of the City, which accounts for resources
and services traditionally associated with government.
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 two 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 other
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 following chart below shows an overview of the City’s fund structure.
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
Police Department Park Development Water Facility
Recreation Services Park Improvement Lopez Water
Public Works Recreation Community Center
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
State COPS Block Grant Agency FundsSpecial Revenue FundsFIDUCIARY FUNDSGOVERNMENTAL FUNDS
ALL FUNDS
PROPRIETORY FUNDS
General FundDebt Service FundsEnterprise FundsPrivate Purpose FundItem 11.a. - Page 8
Page 3
CURRENT YEAR ACTUALS COMPARED TO PRIOR YEAR
Table 1 below reflects revenue and expenditure patterns for the first quarter of FY 2020-21 and compares
the current quarter results against the prior year’s results for all Governmental Funds as well as the City’s
General Fund. The calculated percentages 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 General Fund and
provides a comparison between first quarter results for the current and prior year for both revenue and
expenditures. Governmental Funds and General Fund revenue and expenditures for the first quarter of
this year are generally on target with the prior year. The Governmental Funds category includes Special
Revenue Funds, Debt Service Funds, as well as the General Fund.
Governmental Funds – At the end of the first quarter of FY 2020-21, Governmental Fund revenue was
5%, or $1.3 million below the prior year, and expenditures were lower by 2% or $1.6 million.
The majority of the revenue and expenditure variances in Governmental Funds were attributed to
variances within the General Fund. The Governmental Funds category includes the General Fund as
well as other Special Revenue Funds. The General Fund variances are explained as follows:
General Fund - The General Fund is the primary operating fund of the City and accounts for resources
and services traditionally associated with government. General Fund revenue in the first quarter was
5%, or $1.2 million lower than the first quarter of the prior year. Expenditures were also 5%, or $1.7
million lower in the first quarter of this year versus the prior first quarter. The lower General Fund
revenue can be attributed to the following:
Revenue ($1.2M lower, -5%)
• In the first quarter of FY 2019-20, revenue related to Senate Bill 1090 – Diablo Canyon Nuclear
Power Plant economic development funding was received in the amount of $780,032 and
recognized as revenue in that quarter. Subsequently, in the third quarter of FY 2019-20, the
SB 1090 revenue was transferred from a revenue account and placed in a balance sheet
account until specific economic development projects can be identified, at which time the SB
1090 funds will be allocated to specific projects and the revenue recognized. Since the one-
First Quarter
FY 2020-21
First Quarter
FY 2019-20 Variance
Revenue 12%17%-5%
Expenditures 21%23%-2%
First Quarter
FY 2020-21
First Quarter
FY 2019-20 Variance
Revenue 12%17%-5%
Expenditures 25%30%-5%
Governmental Funds
General Fund
Item 11.a. - Page 9
Page 4
time revenue was recognized in the first quarter of FY 2019-20, this created an unfavorable
variance between the current and prior year’s quarter.
• Due to timing issues, Unsecured Property Tax of $191,126 was received in the first quarter of
FY 2019-20; however, in FY 2020-21 the first Unsecured Property Tax payment was not
recorded until the second quarter, which resulted in the unfavorable variance between the
current and prior year quarters. Unsecured Property Tax bills are payable in one installment
and due prior to August 31st. The County Tax Collector is responsible for collecting property
tax and distributing these funds. Depending on when the County issues payment can result in
timing issues between years.
• Transient Occupancy Tax (TOT) was $102,073 lower in the first quarter of this fiscal year than
in the previous year. Overall, TOT revenue is expected to be lower than the prior year due to
impacts resulting from the COVID-19 pandemic.
Expenditures ($1.7M lower, -5%)
• A significant amount of the expenditure variance between the two fiscal quarters is related
to the timing of the City’s Unfunded Accrued Liability (UAL) retirement payment. The
favorable variance of $1.1 million can be explained by two changes in the way UAL payments
were made between the two fiscal quarters.
o In the first quarter of FY 2019-20, the City made a $2 million prepayment to the CalPERS
retirement system to pay down its unfunded liability obligation. Since a similar
prepayment was not made in the current first quarter, the $2 million variance reflects
favorably when comparing the first quarter of FY 2020-21 to the prior year’s first quarter.
o The City typically pays the required UAL retirement payment at the beginning of the year.
In doing so, it saves approximately $57,600 or 3% in interest versus making monthly UAL
payments. In FY 2020-21, the full UAL payment was made in July and the full year’s
expense recognized in the first quarter. In FY 2019-20, the full year’s UAL payment was
also made in July; however, only one quarter of the payment was expensed at that time.
The remaining three UAL payments were expensed quarterly throughout the year. The
difference in methodology for recognizing the expense resulted in a $1.1 million
unfavorable variance between the first quarter of FY 2020-21 and the prior year’s first
quarter.
• In FY 2019-20, payment for the City’s General Liability Insurance in the amount of $651,302
was paid in full within the first quarter. In the current fiscal year, the General Liability
Insurance payment will be paid in two installments. The first payment of $325,280 was paid
in the first quarter and the second installment will be paid in January 2021. The timing of the
payments between years contributed to the overall favorable expenditure variance.
GENERAL FUND IMPACTS
The following discussion focuses on the City’s General Fund performance. The following Chart 1 starts off
with a simple overview of General Fund performance compared to the Target. Next are expenditures by
category (Table 2). This is followed with a summarized look at departmental expenditures (Table 3), more
specifically FY 2020-21 first quarter actual expenditures compared to the Target. Lastly, a discussion on
revenue is included which compares first quarter actual results to the Target (Table 4). The Target is
Item 11.a. - Page 10
Page 5
calculated as one quarter (25%) of the FY 2020-21 Budget. Using the Target as a comparator against actual
results provides a simplified method to evaluate performance for the quarter.
Chart 1
Chart 1 to the left shows a simple
comparison of actual first quarter
revenue and expenditures compared
to the Target. The actual first quarter
General Fund revenue is less than
half of the budgeted Target. This is
not unusual. Revenue realization is
typically low in the first quarter due
to the time lag involved in billing
cycles and the receipt of
reimbursements. In addition, some of
the largest revenue sources, such as
Property Taxes, are historically
realized later in the fiscal year. On the
other hand, actual expenditures in
the first quarter totaled $4.5 million, or 25% of the full year’s Budget, and are in line with the Target. A
more detailed discussion on General Fund revenue and expenditure variances is included further down
within this report.
Table 2
Table 2 to the left reflects major cost
categories within the General Fund. This chart
is intended to explain where the City’s
resources were spent during the first quarter.
Within the total expenditures of $4.5 million,
69% of the City’s costs are associated with
personnel, 30% with operating and
maintenance, 1% with transfers to other
funds, and .5% for the City’s debt service
related to City Hall.
Table 3 reflects the first quarter status of all General Fund operating departments. Some departments
include multiple divisions. The divisions are consolidated under their respective department, rather than
reflected individually within the table.
$4.4 $4.5
$2.0
$4.5
REVENUES EXPENDITURESDollars (in millions)FY 2020-21 First Quarter
Target Actual
FY 2020-21 % of
Expense Category Q1 Acutals Actuals
Personnel Costs 3,116,882$ 68.6%
Operating Costs 1,352,841 29.8%
Debt Service 23,015 0.5%
Captial Outlay 4,238 0.1%
Transfers Out 48,825 1.1%
Total 4,545,801$
Item 11.a. - Page 11
Page 6
Table 3 – General Fund Expenditures by Department
Overall, first quarter expenditures were only $42,875 over the Target. However, this is in part due to an
unfavorable variance of $1.3 million in the Administrative Services Department that offsets other
favorable department variances. As mentioned previously, it is in the City’s best interest to pay its
Unfunded Accrued Liability (UAL) retirement payment at the beginning of the year rather than on a
monthly basis. In FY 2020-21, the $1.2 million UAL payment was paid in full and recorded in the
Administrative Services Department’s 4145-Non Departmental division. Had the UAL payment not been
paid in full in the first quarter and paid on a monthly basis, then overall expenditures would have been
$3.6 million, amounting to a $884,000 favorable variance to the Target.
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 2020-21
The City Manager Division mainly captures the labor
costs and expenditures incurred by the City Manager.
One of the recommendations approved in the FY 2020-
21 Adopted Budget was to delay the hiring of the City
Manager position for the first quarter. The vacant City
Manager positon resulted in approximately $32,000 of labor savings and contributed to the favorable
variance between actuals and the Target. The identified labor savings included one pay period (two weeks)
of City Manager salary costs based on the appointment of a City Manager in September. In addition, the
City Manager budget included $28,000 annually for consulting and professional services. Since there were
no expenditures incurred in this category in the first quarter, a favorable variance of $7,000 resulted.
City Administration 1,072,900 268,225 122,989 145,236
Legislative & Information Services 1,161,314 290,329 175,929 114,400
Administration Services 4,438,025 1,109,506 2,441,348 (1,331,842)
Community Development 1,970,450 492,613 261,054 231,558
Police Department 6,187,643 1,546,911 959,344 587,567
Recreation Services 1,027,020 256,755 198,880 57,875
Public Works 2,154,350 538,588 386,257 152,331
TOTAL EXPEDITURES 18,011,702 4,502,926 4,545,801 (42,875)
General Fund Department
General Fund Department Variances - First Quarter
2020-21 Adjusted
Budget
2020-21 First Qtr
Actuals
Dollar
Fav/(Unfav)
2020-21 First Qtr
Target
Department: City Administration
Division: 4101-City Manager
Issue: Overall savings in salaries and
contractual services
Impact to General Fund: $39,000 savings
Item 11.a. - Page 12
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The Non Departmental Division of the Administrative
Services Department is set up to capture overhead costs
that are not specific and cannot be linked to any one
division. For example, this Division includes all of the
City’s insurance costs, utilities costs, and payment to
the Five Cities Fire Authority (FCFA). As mentioned
earlier, the Division is reflecting a $1.3 million
unfavorable variance in the first quarter. The variance is attributed to the timing of the annual payments
for CalPERS UAL retirement and the City’s insurance payments.
• The annual CalPERS UAL retirement payment of $1.2 million was paid in full within the first
quarter, resulting in an unfavorable variance to the Target, which amounts to one quarter of the
budget.
• The City’s payment for General Liability Insurance is paid semiannually, with the first half of the
payment paid in the first quarter. In addition, the City’s Property Insurance is paid annually in the
first quarter. Since the Target represents a quarter (25%) of the budget, timing differences
between the actual payments of insurance resulted in a variance to the Target of approximately
$200,000.
The Community Development Department includes the
functions of Planning, Engineering and Building & Safety
Divisions. The majority of the favorable variance in this
department can be attributed to salary savings and
lower first quarter spending in contractual services.
Salary savings within Community Development is attributed to a number of staffing variances that
occurred in the first quarter and include:
• One of the recommendations approved in the FY 2020-21 Adopted Budget was to delay the hiring
of the Permit Technician position through the first quarter. The vacancy of the Permit Technician
positon in the first quarter resulted in labor savings of approximately $27,500 compared to the
Target.
• A Community Development Department (CDD) staff member was on maternity leave for a
portion of the first quarter and the position was not backfilled, saving approximately $20,000.
• The part-time CDD Intern position remained vacant through the first quarter.
• Contracted services were budgeted for on-call engineering services; however, none of the
budgeted services were incurred in the first quarter resulting in a favorable variance of $20,000
to the Target.
• Contracted services for plan check and inspection costs were lower than the Target by
approximately $21,000.
• Minimal contractual services for the Planning Division were incurred in the first quarter resulting
in $63,000 of favorability to the Target; however, it is anticipated that consulting services for
projects such as the Housing Element Update will occur in the second quarter or beyond.
Department: Administrative Services
Division: 4145-Non Departmental
Issue: Timing differences in annual
payments for CalPERS UAL and City
insurance payments
Impact to General Fund: $1.4 million
overage
Department: Community Development
Division: Various (4301, 4130, 4212)
Issue: Overall savings in salaries and
contractual services
Impact to General Fund: $134,250 savings
Item 11.a. - Page 13
Page 8
For simplicity, Police Services will be analyzed in total
rather than by individual divisions. The majority of the
Police Department’s favorable variance is attributed to
salary savings resulting from vacant permanent Police
Officer positions during the first quarter. Some of the
more significant variances include:
• In mid-July, the City promoted one of its two Police Commanders to the position of Police Chief.
This created a vacancy in the Police Commander position during the first quarter resulting in salary
savings of approximately $55,000.
• The Police Patrol Division experienced vacancies in three of its Police Officer positions. One of the
Police Officer positions was budgeted to remain vacant for the year, with the salary savings
designated to purchase new digital radios. The impact of the salary savings versus the Target in
the first quarter was $69,000.
• The contract with the County Sheriff Department for dispatch services in the amount of $403,000
is paid semiannually in the months of January and June. Payments for these services will not be
made until the third and fourth quarters, resulting in a first quarter favorable variance to the
Target of $100,750.
KEY REVENUE VARIANCES BY ACCOUNT FOR THE FIRST QUARTER
Table 4 – General Fund Revenue
As reflected in Table 4, first quarter actual revenue was well short of the Target by $2.4 million. The first
quarter shortfall is not unusual. Revenue realization is typically low in the first quarter due to the time lag
involved in billing cycles and the receipt of reimbursements. In addition, some of the largest revenue
sources, such as property taxes, are historically realized after the first quarter or later in the fiscal year. A
more detailed discussion is included below to help explain first quarter actual revenue variances
compared to the Target.
Property Tax 5,499,240 1,374,810 34,940 (1,339,870)
Sales Tax 3,749,600 937,400 401,871 (535,529)
Transient Occ. Tax 680,000 170,000 165,464 (4,536)
Property Tax in Lieu of VLF 1,741,000 435,250 - (435,250)
Franchise Fees 690,000 172,500 82,230 (90,270)
License & Permit Fees 561,300 140,325 98,216 (42,109)
User Fees 479,300 119,825 120,950 1,125
Planning Fees 500,500 125,125 113,630 (11,495)
Recreation Fees 410,700 102,675 118,334 15,659
Transfers In 2,735,700 683,925 677,976 (5,949)
Other Revenue 652,310 163,078 234,515 71,437
TOTAL 17,699,650 4,424,913 2,048,124 (2,376,788)
General Fund Revenue Variances - First Quarter
REVENUE BY CATEGORY FY 2020-21
Budgeted
FY 2020-21
Q1 Actual
Target vs Actual
(Unfav)/Fav
FY 2020-21
Q1 Target
Department: Police Services
Division: Various (4201,4203,4204)
Issue: Overall savings in salaries and
contractual services
Impact to General Fund: $225,000 savings
Item 11.a. - Page 14
Page 9
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. Property tax typically represents around 31% of the City’s annual revenue. In the
first quarter of FY 2020-21, the City received a small amount of property transfer tax, but the majority of
City’s property tax is not typically billed until the second quarter. Other than the small amount in property
tax received as a result of property transfers, no property taxes were received within the first quarter.
Sales Tax – Similar to property tax revenue, sales tax realization in the first quarter is lower due to the
time lag involved in billing cycles and the receipt of the City’s sales tax payment from the State. Actual
sales tax revenue received in the first quarter was $401,871 and only represents July’s payment.
Transient Occupancy Tax (TOT) – While the actual first quarter variance looks to be flat compared to the
Target, the 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. Fortunately, TOT
revenue for the first two months of the fiscal year is 45% higher than what was budgeted for the same
two-month period.
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). Since the Target is based on a quarter of the annual budget, this timing difference
contributes to the overall favorable variance in this revenue category.
License & Permit Fees – License and permit revenue fell short of the Target by $42,109. The majority of
the variance is due to fewer building permits being issued in the first quarter than estimated in the Target.
Franchise Fees – Only two months of Waste Water Connection franchise fees were received in the first
quarter. In addition, Charter Communications franchise fees earned in the first quarter will not be paid
and received until the second quarter. Due to the timing of these franchise fee collections, actual first
quarter revenue is lower to the Target by $90,270.
SECTION 2: POSITION CHANGES AND HEADCOUNT NUMBERS
POSITION ALLOCATION CHANGES MADE BY THE CITY COUNCIL (1st Quarter)
Division 4307- Public Works Administration
Delete 1.00 FTE Director of Public Works
Add 1.00 FTE Assistant City Manager/Public Works Director
Item 11.a. - Page 15
Page 10
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.
Department Adopted
Budget
Headcount
(FTE’s)
Vacancies
(end of 1st
Qtr.)
% of Total
Staffing
Vacant Positions
City Manager 1.00 0.00 6.4%
Administrative Services 6.00 0.00 7.7%
Community Development 10.00 2.00 12.8% Permit Tech, Director of
Community Development
Legislative & Info Services 4.00 0.00 5.1%
Police Services 29.00 4.00 37.2% Commander, Police Officers (3)
Public Works 21.00 1.00 27.0% Maintenance Worker I
Recreation Services 3.00 0.00 3.8%
Total 74.00 7.00 100%
EMPLOYEE VACANCY RATE
The City’s employee vacancy
rate at the end of the first
quarter of FY 2020-21 was 9.5%.
This equates to seven (7) 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. In the FY 2020-21 Budget, it was agreed that the City Manager, Permit Tech, and
Maintenance Worker positions were to remain vacant until after the first quarter. These positions, other
than the City Manager position which was appointed prior to the end of the first quarter, remained vacant
through the first quarter. In addition, a Police Officer position was to remain vacant for the full year. The
higher than normal vacancy rate can be attributed to the delay in hiring these positions through the first
quarter.
4.0%
8.1%
5.4%
8.1%
9.5%
0.0%
2.0%
4.0%
6.0%
8.0%
10.0%
Q1 FY19/20 Q2 FY19/20 Q3 FY19/20 Q4 FY19/20 Q1 FY20/21VACANCY RATEPERIOD
Vacancy Rate
Item 11.a. - Page 16
Page 11
SECTION 3: UPDATE ON COMPLETED CAPITAL PROJECTS This information is provided to keep the Council apprised of the status of the City’s Capital Improvement Projects (CIP). The projects listed below represent projects that were completed in the first quarter of FY 2020-21. Project TitleCommentsTotal Amount Budgeted for ProjectTotal Final Project Costs% ExpendedFY 2020-21 Budget for ProjectFY 2020-21 Project Costs% ExpendedFundCenterFundingSourcesStreet RepairsDigouts on West Branch Street and Traffic Way, and pavement improvements on East Cherry Avenue directly off of Traffic Way1,746,638 1,053,074 60% 48,375 48,375 100%Sales TaxSales Tax,Urban SHA,SB-1FY 2020-21 First Quarter - Completed Capital Improvement ProjectsItem 11.a. - Page 17
Page 12
SECTION 4: APPROPRIATION TRANSFERS AND BUDGET ADJUSTMENTS
The following first quarter budget adjustments were previously approved by Council or are classified as
administrative and not requiring Council approval.
$18,910 Capital Improvement: Transferred $18,910 of 2019 unspent CDBG funds to the Soto Sports
Complex Project to increase appropriations for design and construction costs of $18,910.
$8,579 Capital Improvement: Transferred $8,579 in Police Impact Fees to CIP fund to increase
appropriations in the amount of $8,579 for the construction of a secondary/emergency exit from the
police station property and evidence room. Approved on 9/8/2020 Council meeting, item 8.e.
$250,000 Capital Improvement: Transferred $250,000 in Federal Highway Bridge Program (HBP) funds to
increase appropriations in the amount of $250,000 for the habitat mitigation phase of the Bridge Street
Bridge Rehabilitation Project. Approved on 8/25/2020 Council meeting, item 8.h.
$42,000 Police Department: Received $42,000 of Office of Traffic Safety Grant funds and appropriated the
funding to implement driving under the influence enforcement services. Approved on 9/8/2020 Council
meeting, 8d.
Included in Attachment A are additional Budget Adjustment Requests requiring Council approval. The four
budget adjustments are as follows:
• Request to approve a budget adjustment related to CARES Act funding.
• Request to approve a budget adjustment associated with the amendment of the Arroyo Grande
Tourism Business Improvement District Fiscal Year 2020-21 Budget and reallocate the funds to
the Community Service Grant Fund.
• Request to approve a budget adjustment to increase carryover appropriations for uncompleted
Capital Improvement Program (CIP) projects.
• Request to approve a budget adjustment to increase carryover appropriations for uncompleted
non-capital projects.
Council provided direction regarding the use of CARES Act funding on October 13, 2020, in addition to
adopting a resolution on August 25, 2020, amending the Arroyo Grande Tourism Business Improvement
District (AGTBID) budget and reallocating those funds to the Community Services Program. However, the
corresponding budget adjustments associated with these items were not included as part of the original
request for Council approval. Staff has included these requests in Attachment A.
Two additional Budget Adjustment Requests are also included in Attachment A to request the re-
appropriation (carryover) of prior year budgets for projects that were not completed as of June 30, 2020.
The first request is a request to increase appropriations for Capital Improvement Program (CIP) projects
and the second request is to approve non-capital requests for projects expected to be completed in the
current year.
Item 11.a. - Page 18
Attachment A – Budget Adjustment Requests
Item 11.a. - Page 19
CITY OF
ARROYO GRANDE
CALIFORNIA
CITY OF ARROYO GRANDE 300 E. Branch Street Arroyo Grande, California 93420
Phone: (805) 473-5400 Fax: (805) 473-0386 E-mail: agcity@arroyogrande.org Website: www.arroyogrande.org
To: City Council
From: Mike Stevens, Administrative Services Director
Date: November 24, 2020
RE: Request to approve a budget adjustment related to CARES Act funding.
RECOMMENDATION
It is recommended that the City Council approve a budget adjustment to appropriate revenue received associated
with the CARES Act of 2020 and increase appropriations based on Council’s authorization on the use of those
funds.
DISCUSSION
As part of the City Council’s direction on October 13, 2020, Item 8.b., Council authorized the use of $218,384
dollars of CARES Act funding and provided specific direction on how the funds should be spent. Since the purpose
of the October 13, 2020, Council meeting was to solicit Council’s direction, a Budget Authorization Request (BAR)
increasing appropriations was not requested at that time. This action is requesting that the Council approve the
appropriation changes. The City Council authorized the use of the CARES Act funding as follows:
FINANCIAL CONSIDERATIONS
On October 15, 2020, the City received its final payment of CARES Act funding for a total amount of unanticipated
revenue of $218,384. Since the CARES Act revenue and authorized expenditures were not included in the original
FY 2020‐21 Budget, a BAR is being requested to increase both the revenue and expenditures and adjust the current
budget accordingly.
The BAR will increase appropriations for the Coronavirus Relief Fund revenue account in the amount of $218,384.
The BAR will also increase expense appropriations of $218,384 based on the City Council’s authorized use of the
funding.
RESULTS
If approved, the budget adjustment would increase budgeted appropriations for revenue and expenditures,
allowing the City to spend the CARES Act funds as authorized by the City Council.
Recipient Description of Use/Program Amount
City Reimbursement of Hard Costs
Associated with COVID-19 Response
$125,384
Local
Businesses
Business Assistance Grant Program $60,000
Community
Service
Organizations
Increase to Community Service Grant
Program Fund
$25,000
Chamber Holiday Lights in the Village $8,000
Total $218,384
Item 11.a. - Page 20
CITY OF
ARROYO GRANDE
CALIFORNIA
CITY OF ARROYO GRANDE 300 E. Branch Street Arroyo Grande, California 93420
Phone: (805) 473-5400 Fax: (805) 473-0386 E-mail: agcity@arroyogrande.org Website: www.arroyogrande.org
To: City Council
From: Mike Stevens, Administrative Services Director
Date: November 24, 2020
RE: Request to approve a budget adjustment related to in process and uncompleted Capital Improvement
Program (CIP) Projects.
RECOMMENDATION
It is recommended that the City Council approve a budget adjustment to appropriate revenue received associated
with the Capital Improvement Program (CIP) Projects and increase appropriations.
DISCUSSION
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.
The purpose of the CIP carryover is to use a Budget Authorization Request (BAR) increasing appropriations for
approved budgeted CIP projects that have not been completed from one fiscal year to the next. At the end of FY
2019‐20 some of the CIP projects listed have not yet began and some are in progress. This action is requesting
that the Council approve the following CIP Projects revenue and appropriation adjustments:
Fund Project #Project Title Project Budget Adjustment
350 5453 Financial Management Software 350,000
350 5462 Police Station Evidence Room Secondary Access 10,000
350 5463 Woman's Club Interior Lighting 2,167
350 5555 Strother Park No. 2 BBQ Repairs 8,000
350 5556 Soto/Elm Master Plan 46,195
350 5559 ADA Drinking Fountains 2,484
350 5560 Soto Sports Complex Barrier Removal, Phase IV ‐ Ikeda Field 125,782
350 5601 Fair Oaks/Orchard Avenue Intersection Improvements 100,000
350 5608 Bridge Street Bridge Rehabilitation 5,855,499
350 5612 Systematic Safety Analysis Re port Program (SSARP) 13,204
350 5620 Swinging Bridge Reinforcement 490,017
350 5638 Pavement Management Program 741,940
350 5642 Brisco Road/US 101 Interchange 122,876
350 5658 Sidewalk Repairs and Improvements 56,899
350 5671 East Branch Streetscape 487,859
350 5678 Castillo Del Mar Extension 700,078
Item 11.a. - Page 21
FINANCIAL CONSIDERATIONS
The total BAR is for the amount of $10,427,687. All projects were presented with the CIP budget process for FY
2020‐21. The purpose of including them here is to have council review and appropriate the BAR for funding in FY
2020‐21. A BAR is being requested to increase both the revenue and expenditures and adjust the current budget
accordingly.
RESULTS
If approved, the budget adjustment would increase budgeted appropriations for revenue and expenditures,
allowing the City to continue the CIP projects as authorized by the City Council.
Fund Project #Project Title (Continued) Project Budget Adjustment
350 5778 Creek Preservation/Drainage Improvements 58,987
350 5780 Corporation Yard Stormwater Compliance Plan Implementation 65,231
350 5781 Vard Loomis Lane Properties Drainage Repair 50,000
350 5794 Corrugated Metal Pipe (CMP) Lining 1,600
350 5795 Oak Park Boulevard / El Camino Real Storm Drain System 40,972
612 5821 Trenchless Sewer Rehabilitation 77,200
612 5826 Woodland Dr. Sewer Upgrade 11,788
612 5849 Maintenance Hole Rehabilitation 230,141
612 5852 The Pike Sewer Line Replacement 24,977
640 5942 Water Reservoir No. 7 563,800
640 5944 Water Well #11 Facilities 42,771
640 5946 Galvanized Service Replacements 112,221
640 5974 GIS Software for Water Infrastructure 35,000
10,427,687
Item 11.a. - Page 22
CITY OF
ARROYO GRANDE
CALIFORNIA
CITY OF ARROYO GRANDE 300 E. Branch Street Arroyo Grande, California 93420
Phone: (805) 473-5400 Fax: (805) 473-0386 E-mail: agcity@arroyogrande.org Website: www.arroyogrande.org
To: City Council
From: Mike Stevens, Administrative Services Director
Date: November 24, 2020
RE: Request to approve carryover appropriations for FY 2020‐21.
RECOMMENDATION
It is recommended that the City Council approve carryover appropriations as shown in Table A.
DISCUSSION
One of the purposes of the first quarter report is to recommend the re‐appropriation (carryovers) of prior year
budgets for services/products that were begun, but not completed as of June 30, 2020. Staff identified three
projects that were budgeted in FY 2019‐20, however these projects were not completed in that fiscal year and are
expected to be completed in the current year.
FINANCIAL CONSIDERATIONS
The three projects that staff are requesting carryover appropriations are included in Table A. The total amount of
carryover appropriation requests in FY 2020‐21 is $36,350.
Table A
RESULTS
If approved, the budget will be increase available appropriations within the contracted services accounts so that
the three projects have available funding to be completed.
Original Requested
Budgeted Expensed Carryover
Project Fund/Department Account Amount to date Amount
Laserfiche automation project 010‐4140 Information Technology Contracted Services 28,000 7,700 20,300
Executime ‐Electronic timecards 010‐4140 Information Technology Contracted Services 33,000 20,800 12,200
2020 Sewer System Mgt Plan 612 Sewer Fund Contracted Services 18,154 14,304 3,850
Total Carryover requested 36,350
Item 11.a. - Page 23
CITY OF
ARROYO GRANDE
CALIFORNIA
CITY OF ARROYO GRANDE 300 E. Branch Street Arroyo Grande, California 93420
Phone: (805) 473-5400 Fax: (805) 473-0386 E-mail: agcity@arroyogrande.org Website: www.arroyogrande.org
To: City Council
From: Mike Stevens, Administrative Services Director
Date: November 24, 2020
RE: Approve a Budget Adjustment Request to remove the City’s contribution to the Arroyo Grande Tourism
Business Improvement District and adjust the City’s FY 2020‐21 Budget accordingly.
RECOMMENDATION
It is recommended that the City Council approve a budget adjustment to remove the City’s contribution of $5,000
to the Arroyo Grande Tourism Business Improvement District (AGTBID) and adjust the City’s FY 2020‐21 Budget
accordingly.
DISCUSSION
On August 25, 2020, the City Council approved a Resolution amending the AGTBID’s FY 2020‐21 budget by
removing the City’s contribution of $5,000 and redirecting that to the Community Service Grant Program. The City
Council wished to remove the City’s contribution because it no longer seemed relevant due the success and
administration of the AGTBID. However, the Resolution only approved amending the budget for the AGTBID. The
City’s Budget Adjustment Request was not included in the Resolution, which would have adjusted the City’s
budget accordingly and reduced its contribution to the AGTBID and increased appropriations to the Community
Service Grant Program. This follow up request, if approved, will reflect the appropriate change to the City’s FY
2020‐21 Budget.
FINANCIAL CONSIDERATIONS
The budget adjustment will reduce appropriations in the General Fund by the $5,000, which were budgeted to be
transferred from the General Fund to fund 240‐Tourism Business Improvement District and increase
appropriations in division 4001‐City Council, where the Community Service Grant Program is budgeted.
RESULTS
If approved, the budget adjustment would adjust the City’s current year’s budget and reflect the intentions of the
City Council.
Item 11.a. - Page 24