Agenda Packet 2009-03-31 SP wmll
CITY OF
Ci*ty on C1*1 00 A , gcna
a Oft
Tony Ferrara,Mayor/Chair Steven Adams City Manager
Joe Costello,Mayor Pro TemNice Chair Timothy J. Carmel City Attorney
Jim Guthrie,Council/Board Member CALIF® RNKelly Wetmore City Clerk
Ed Arnold,Council/Board Member
� IA �,;
Chuck Fellows Council/Board Member - 7 9 1 1 ,
AMENDED,
NOTICE OF SPECIAL MEETING
CITY COUNCIL/REDEVELOPMENT AGENCY
AGENDA SUMMARY
TUESDAY, MARCH 31, 2009
6:00 P.M.
Arroyo Grande City Council Chambers
215 East Branch Street, Arroyo Grande
1. CALL TO ORDER: 6:00 P.M.
2. ROLL CALL: COUNCIL/RDA
3. FLAG SALUTE
4. CITIZENS' INPUT, COMMENTS, AND SUGGESTIONS on Special Meeting
Agenda Items. Members of the public wishing to address the Council/RDA on
any item described in this Notice may do so when recognized by the Presiding
Officer.
5. BUSINESS ITEMS:
5.a. CONSIDERATION OF FISCAL YEAR 2008-09 MID-YEAR BUDGET REPORT
(KRAETSCH)
Recommended Action: 1) Approve detailed budget adjustments in the Mid-Year
budget report; 2) Approve Schedule A; and 3) Approve (Deny) requests for
additional appropriations in the General Fund.
5.b. CONSIDERATION OF STRATEGIES TO ADDRESS THE PROJECTED
FY2009-10/FY2010-11 BUDGET SHORTFALL (ADAMS)
Recommended Action: 1) Approve staff's recommended strategies for
addressing the projected budget shortfall; and 2) Direct staff to proceed to
prepare the final budget for consideration at the May 26, 2009 regular meeting.
AGENDA SUMMARY — MARCH 31, 2009
PAGE 2
6. ADJOURNMENT to the City Council Closed Session of Tuesday, March 31,
2009 in the Council Chambers, 215 East Branch Street.
7. CITY COUNCIL CLOSED SESSION:
a. CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government
Code Section 54957.6:
Agency Negotiator: Steven Adams, City Manager
Represented Employees: Service Employees International Union (SEIU)
Local 620
b. CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government
Code Section 54957.6:
Agency Negotiator: Steven Adams, City Manager
Represented Employees: Arroyo Grande Police Officers' Association
(AGPOA)
8. RECONVENE TO OPEN SESSION:
Announcement of reportable action from closed session, if any.
9. ADJOURNMENT to the Regular City Council Meeting of Tuesday, April 14, 2009
at 7:00 p.m. in the Council Chambers, 215 East Branch Street.
All staff reports or other written documentation relating to each item of business referred to on the agenda are
on file in the City Clerk's office and are available for public inspection and reproduction at cost. If requested,
the agenda shall be made available in appropriate alternative formats to persons with a disability, as required
by the Americans with Disabilities Act. To make a request for disability-related modification or accommodation,
contact the Administrative Services Department at 805-473-5414 as soon as possible and at least 48 hours
prior to the meeting date.
**************************
This agenda was prepared and posted pursuant to Government Code Section 54954.2. Agenda reports can
be accessed and downloaded from the City's website at www.arro ogrande.orq.
**************************
City Council/Redevelopment Agency Meetings are cablecast live and videotaped for replay on Arroyo
Grande's Government Access Channel 20. The rebroadcast schedule is published at www.slo-span.org.
CITY OF
• A
city conneii ge da
Tory Ferrara,Mayor/Chair Steven Adams City Manager
Joe Costello,Mayor Pro Tem/Vice Chair Timothy J. Carmel City Attorney
Jim Guthrie, Council/Board Member Kelly Wetmore Cit Clerk
ALIF RN 1A
Ed Arnold,Council/Board Member _ +
Chuck Fellows,Council/Board Member
..1
NOTICE OF SPECIAL MEETING
CITY COUNCIUREDEVELOPMENT AGENCY
AGENDA s
TUESDAY, MARCH 31, 2009
6:00 P.M.
Arroyo Grande City Council Chambers
215 East Branch street, Arroyo Grande
1. CALL TO ORDER: 6:00 P.M.
2, ROLL CALL: CNDILFDA
3. FLAG SALUTE
. CITIZENS* INPUT, COMMENTS, AND SUGGESTIONS on Special Fleeting
Agenda Items. Members of the public wishing to address the Council/RDA on
any item described in this Notice may do se when recognized by the Presiding
Officer.
. BUSINESS ITEMS:
.a. CONSIDERATION F FISCAL YEAR 2008- MID-YEAR BUDGET REPORT
1 T
(KRAETSCH)
Recommended Action: 1 Approve detailed budget adjustments in the Mid-Year
budget report; 2 Approve Schedule A; and 3 Approve (Deny) requests for
additional appropriations in the General Fuad.
.b. CONSIDERATION F STRATEGIES TO ADDRESS THE PROJECTED
FY2 -1 OIFY201 -11 BUDGET SHORTFALL TFALL ADAMS
Recommended Action: 1 Approve staff's recommended strategies for
addressing the projected budget shortfall; and 2 Direct staff to proceed to
prepare the final budget for consideration at the May 2 , 2009 regular meeting.
. ADJOURNMENT to the regular City Council Meeting of Tuesday, April 14, 2009
at 7:00 p.m. in the Council Chambers, 215 East Branch Street.
AGENDA s BVIII IAl Y— MARCH 31, 2009
PAGE 2
All staff reports or other written documentation relating to each iters of business referred to on the agenda are
on file in the City clerk's office and are mailable for public inspection and reproduction at cost. If requested,
the agenda shall be made available in appropriate alternative formats to persons with a disability, as required
by the Americans with Disabilities Act. To make a request for disability-related modification or accommodation,
contact the Administrative Services Department at 805-473-5414 as soon as possible and at least 48 hours
prior to the meeting date.
This agenda was prepared and posted pursuant to Government code Section 54954.2. Agenda reports can
be accessed and downloaded from the City's website at www.arro o rande.or .
City Council/Redevelopment edevelopment Agency Meetings are cablecast lige and videotaped for replay on Arroyo
Grande's Government Access Channel 20. The rebroadcast schedule is published at www.slo-s an.or .
R
INCORPORATED
MEMORANDUM
Z;
JK .JULY 10. 19 11
F �
To: CITY COUNCIL/REDEVELOPMENT AGENCY BOARD of DIRECTORS
FROM: ANGELA KR ETSCH, DIRECTOR of FINANCIAL SERVICES
SUBJECT: FISCAL YEAR 2008 MID YEAR BUDGET REPORT
DATE: MARCH 31, 2009
RECOMMENDATION:
It is recommended the city council Agency Board:
• Approve detailed budget adjustments listed in the lipid-Year budget report;
• Approve Schedule A; and
• Approve (Deny) requests for additional appropriations in the General Fund.
FINANCIAL IMPACT:
The General Fund ending balance will be impacted by the approval of the recommended
revenue and appropriation adjustments as follows:
Fund Balance at 1't Quarter Budget Report: $lo952,828
Increase i n Revenue $50,425
n crease in Expenditures 3 ,3�
Total Increase to General Fuad Balance 16,066
Adjusted Fund balance 6/30/2009
BACKGROUND:
Each year, the City Council/RDA Board of Directors adopts a budget, which commits
resources to the accomplishment of its policies. The Financial Services Department routinely
prepares quarterly budget updates for the City Council.
The purpose of the citVs lipid Year Budget Report is to:
* Compare revenues received and expenditures made to budgeted amounts to determine
appropriate adjustments.
0 Report on Departmental accomplishments.
Agenda Item 5.a.
Page 1
CONSIDERATION of MID YEAR BUDGET REPORT
T
MARCH CH 31, 2009
PAGE 2
e Provide a link between the City budget, the financial records, and the independent
financial audit.
e Compare current revenues and expenditures against the prior fiscal year.
ANALYSIS of ISSUES:
The City is once again fared with a significant decrease in revenue. Staff is estimating that
actual revenues will be approximately $1 million less than the revised budget. The main
decreases are in Sales Tax, Transient Occupancy Tax, and development related revenue. A
hold has been issued on many equipment purchases, travel, and limited remaining
expenditures to only those essential for the remainder of the year. Staff is also pursuing
some one-time revenue options that will help reduce the gap.
The current bcr General Fund Balance for June 30, 2009 is $1,968,894, a decrease of
$1,153,862 from the projected fund balance of $3,'122,756 published in the FY 2008-0
Budget. The published fund balance did not include all carryover expenditures or
compensation adjustments for FY 2007-08or FY 2008-09. The Fund Balance is projected to
be at 13% of appropriations. As mentioned previously, staff is working on options in order to
reach the budgeted fund balance.
As part of the Mid Year process, staff is asked to review their current budgets and determine
if any adjustments are required. Due to the current economic climate, staff is only
recommending/reporting minor adjustments to the General Fund Departmental budgets,
many of which have already been approved by Council. They consist of the following:
1. The appropriation of $6,000 for the purchase of no smoking signs in designated Park
areas. This is offset by a transfer-in of$6,000 from the Park Improvement Fund.
2. The increase in Fire Strike Team revenue of$44,425. Staff is recommending that Fire
salary expense be increased by $38,104. The remaining $6,321 is reimbursement for
administration charges.
3. An increase in transfers-out of$6,215 to fund the Streets department. This is due to a
decrease in anticipated Local Transportation Fund LTF funding.
. The decrease in expenditures of $20,000 due to reducing a full-time building permit
technician to a part-time position.
. An increase in salary expense of $4,000 due to an employment agreement with the
Community Development Director.
Unfortunately the decline in revenue is not only occurring in the General Fund. A majority of
the City's Development Impact Fee Funds are also experiencing severe decreases In
revenue. The [ lid-Year Budget report includes requested decreases in these funds (pages
5-7).
The Management Reporting System Status Report on departmental accomplishments and
Ivey issues in progress is presented as a separate section at the end of this report. Each
department division reports the work accomplished during the first half of the fiscal year
toward an unproved City government. Also reported is the progress toward those on-going
Agenda Item 5.a.
Page 2
CONSIDERATION of ARID YEAR BUDGET REPORT
T
MARCH 31, 2009
PAGE 3
projects/work efforts that will continue into the remaining quarters.
ALTERNATIVES:
The following alternatives are provided for city Council/RDA Board consideration:
1. Approve Schedule A included in the i'lllid Year Budget Report;
2. Do not approve recommended budget adjustments and propose reductions to balance
the budget and/or increase General Fund reserve;
3. Provide direction to staff.
ADVANTAGES:
Staff conducted a review of City funds and is recommending certain budgetary adjustments
which will result in the funds remaining balanced. Department staff is working on additional
efficiency measures to further increase the General Fund balance.
DISADVANTAGES:
Based on the recommendations, departmental budgets will continue to be constrained and
will present a challenge to some accounts to maintain expenses within the budgeted
amounts. In addition, reserves will be below the General Fund 15% policy minimum.
ENI OMENTAL REVIEW:
No environmental review is required for this Rem.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hadi on Thursday, March 26, 2009. The Agenda
and report were posted on the City's website on Friday, March 27, 2009. No public
comments rrere received.
Attachment(s):
Mid Year Budget Report
Agenda Item 5.a.
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Agenda Item 5.a.
Page 23
RO
INCORPORATE
JAY '°Floll MANAGEMENT REPORTING SYSTEM
MID-YEAR
July 1, 2008 - December 31, 2008
FUND: GENERAL FUND
DEPARTMENT: CITY ADMINISTRATION
Mid-Year Accomplishments
• coordinated contract for historical assessment of City Hall complex buildings.
• Developed feasibility study and recommendations for acquisition of 111 S. Mason
Street property and office building.
Drafted and obtained approval for 5-year grater purchase agreement with the
oceano Community Services District.
0 Coordinated contract for local tourism sturdy and prepared recommendations for
implementation of the study's findings.
0 Eliminated print shop and contracted out printing services.
Coordinated arrangements to purchase affordable housing unit to avoid
foreclosure and sold to the San Luis Obispo Housing Authority to maintain as a
rental unit.
0 Developed and received SL COG approval for E. Branch Streetscape Project
funding plan to trade grant funding in order to avoid project delays.
Prepared Request west for Proposal (RFP) and awarded contract for grant writing firm.
21
Agenda Item 5.a.
Page 24
Pre pared RFP for joint dispatch study.
* Coordinated preparation of conceptual plans for Centennial Plaza.
Developed plan for acquisition of Police building property.
• Negotiated agreement to address Berry Gardens retention basin maintenance and
ownership.
Developed budget strategy to address projected shortfall.
Developed organization restructuring plan.
Key,Issues 1 Work Efforts In Progress
• Preparing development agreement for trade of properties on Le Point Street for
construction of Village public parking expansion.
Developing recommendations for Green Enterprise Zone to provide tax incentives
for attraction of businesses providing "green collar"jobs.
• Developing redevelopment project recommendations for E. Grand Avenue/Elan
Street, E. Grand Avenue/Courtland Street and El Camino Real/Faeh Street.
Negotiating sale of Hillcrest water tower property.
Agenda Item 5.a.
Page 25
p RO
A. INCORPORATE
,"LY 10. 1911 MANAGEMENT REPORTING s
F
MID=YEAR
July 1,, 2008 December 31,, 2008
FUND: GENERAL FU D
DEPARTMENT:IES T: ADMI[ ISTF ATIVE SERVICES
Mid-Year Accomplishments
Completed three 3 Municipal Code Supplements to incorporate newly adopted
Ordinances into the City's Municipal Code.
Coordinated two 2 publications of the City newsletter, coach Express,, which
were railed to all City residences and businesses.
Completed first phase of the Records rds ianagement Program project, resulting in
adoption of a comprehensive, updated City-wide Records rds F etention Schedule.
Completed backfile scanning of City contracts, agreements and leases into the
LaserFiche document imaging system.
Prepared City Council Candidate Packets for the November 2008 General Municipal
Election; implemented steps necessary to cancel the Election when there were not
more candidates than offices to be elected.
Planned and hosted a Fair Political Practices Commission FPPC
Candidate/Treasurer Workshop,p, open to all candidates in SLO County.
Administered oaths of office to newly appointed advisory body members who
assumed office on various City commissions, boards, and committees.
Distributed Serpi-Annual Campaign Statement forms to current officeholders.
Processed City documents (deeds, contracts, agreements, resolutions, ordinances,
minutes) in a timely manner.
Met all legal publishing and posting requirements.
Updated government access channel with information provided by City departments
n events, programs, and services.
Conducted a Commissioners Orientation for newly appointed and current
Commissioners, Committee, and Board Members.
2
Agenda Item 5.a.
Page 26
Key Issues 1 Work Ef rets In P r revs
Distribute Annual Statement of Economic Interests Forms to all elected and appointed
officials of the City, including members of the city council, commissions, boards,
committees, staff, and consultants.
Coordinate publication of two 2 issues of the City newsletter, Stggecoach.Qxpress,
for distribution to community.
• Conduct bi-annual review of the City and Redevelopment Agency conflict of Interest
Codes.
Provide training to Implement the neer Records Retention Schedule and complete
remaining phases of the Records Management Program project.
Expand use of government access channel to include videos on departmental or
Citywide activities and programs.
Update the Commissioner's Handbook.
• Update the Administrative Services Department Procedural Manual.
24
Agenda Item 5.a.
Page 27
ft 0
X.
INCORPORATED
JULY 10. 1911 , MANAGEMENT REPORTING s
IFOR
MID=YEAR
July 1 2008 = a em er 31 1 2008
FUND: GEI ERAL FUN
DEPARTMENT: FINANCIAL SERVICES
Mid-Year Accomplishments
0 Completed the Fiscal Year 2007-08 audit.
0 Completed the California Street Report and California Transportation Report.
Completed the State Controllers Report for the City and the Redevelopment
Agency.
Completed the Statement of Indebtedness for the Redevelopment Agency.
0 Prepared the city's second Comprehensive Annual Financial Report.
• Prepared Continuing Disclosure statements for the Lopez bend and the ICDA
tax allocation bonds.
Prepared the GANN appropriation limit calculation.
0 Updated the City's Investment policy.
Updated the City's Cost Allocation plan.
Completed the CJPIA underwriters report, property insurance update, and
criminal bend renewal.
Calculated the assessments for the Landscape maintenance district, Grace
Lane assessment district and Parkside assessment district.
Prepared the annual TDA claim fora.
Calculated the Fire GO Bond Tac leery.
Prepared calculations for renegotiations with all Union groups and
management.
Implemented enhanced PERS benefits for POA and SEIU.
5
Agenda Item 5.a.
Page 28
Completed the cafeteria plans for all employees.
Prepared the State cops reporting forms.
Prepared the Prop 1E annual report.
Completed the new A131 389 state controller's report for the RDA pass-
through payments.
Completed the Public safety-- Maintenance of Effort report.
Completed the final invoice for Hwy 227 street sweeping reimbursement.
Prepared neve Utility Billing Committee guidelines to Hulce meetings more
efficient.
Developed a IDMV local sales tax waiver form for individuals that lige in the
unincorporated area and are charged the City's local sales tax rate.
Developed new Utility Billing procedures for late payments and time
extensions.
Completed a Water and Wastewater Fate Study.
Key Issues/Work Efforts In-Progress
• Update the City's purchasing policy.
• Update the financial section of the Administrative Policy Manual.
Implementon-line credit card payments.
Prepare Prop 218 notice for Utility customers.
Update the City's Master Pee Schedule.
Complete the 2909-11Bi-Annual Budget.
Complete guidelines for the Red Flag flaw to protect identity theft.
2
Agenda Item 5.a.
Page 29
RO
A INCORPORATE
MANAGEMENT REPORTING SYSTEM
[ JULY 10, 1911
41F Vt MID=YEAR
July 1. 2008 - December 31,2008
FUND: GENERAL FUND
DEPARTMENT:T: COMMUNITY DEVELOPMENT DEPARTMENT
Mid-Year Accomplishments
Coordinated with consultants, Department of Fish & Game, Regional Water Quality
Control Board, ACE and property owner for Revised Subsequent EIR Addendum
to Tract 1-001 199 and enabled project public hearing decision by City Council.
• coordinated with Ill" Commercial for People's Self Help Housing PBHH for
Berry Gardens Specific Plan and Conditional Use Permit CUP applications for
Courtland/E. Grand Avenue Mined Use development proposals.
Processed CUP for VCA, animal clinic development of PSHH property at El
Camino Real and Cornwall Avenue.
Assisted Police Department and city Manager with appraisals and proposals for
acquisition of northeast corner of West Branch Street and Rodeo Drive from
County of San Luis Obispo for Police Facility project.
Coordinated with appraiser and adjoining property owner to evaluate potential for
disposition of a portion of Reservoir No. 2 property near Hillcrest and stonecrest
Drives.
Processed D-2.4 Historic character Design Guidelines and Standards
Amendments regarding "Masioni ationt} and "Spanish Eclectic" style proposals.
Key Issues/Work E 0 its in P r0 a cess
Assist Historic Resources Committee HFC with evaluations and
recommendations regarding local historic resource designation within the Village
Core Downtown district.
7
Agenda Item 5.a.
Page 30
Process General Plan and Development Code Amendments to enable possible
alternative land uses for City and County owned properties 'in the vicinity of
Pearwood Avenue and Fluasna Road; Hillcrest and Stonecrest Drives; West
Branch Street and Old Manch Road; Vilest Branch street and Rodeo Drive,;
Courtland Street and Poplar Avenue.
General Plan Amendment and sphere of influence {SOI} Amendment to exclude
three Mobile dome Parks near South Halcyon and The Pike from Arroyo Grande
SOI to enable LAFCO to include them in OCSD's SOI.
Complete Zoog dousing Element Update as required for State HCD certification
including consultant assistance and staff studies and revisions to the Affordable
Housing In-lieupolicies vs. Inclusionary dousing Ordinance requirements.
Began preparation of Agricultural, Conservation and open Space Element Update
including energy and grater conservation policies and programs.
8
Agenda Item 5.a.
Page 31
RO
j
MANAGEMENT REPORTING S
JULY 10. 19 11
FOR MID-YEAR
July 1, 2008 December 31., 2008
FUND: GENERAL FIND
DEPARTMENT: INFORMATION TECHNOLOGY
Mid-Year Accoml2lishments
Procured, installed, and configured departmental computer and printer replacements
as approved in the FY 08-09 Budget.
Relocated computers to designated departments as needed to meet current IT
standards within the City.
Installed all forecasted flat panel monitor replacements.
Established Software Assurance (maintenance) for all City server software.
Established a Microsoft Enterprise agreement for Microsoft Office business suite.
o Installed the lamest (most functional) version of the Microsoft Office business suite on
all City computers.
Implemented integration between the Eden Finance Software and the Laserfiche
Document Management software platforms.
Installed and tested all Ee equipment at the Fire Dept to include a wireless network,
laptop computers, 5 local printers, and one network printer.
Installed new gigabit network switches at all remote sites.
Procured and configured larger backup disks to support increases in network backup
data storage■
Planned and directed the installation of additional dedicated electrical circuits to
support a more robust battery backup system at the network core.
Procured and installed a more robust battery backup system at the network core.
Moved all network core equipment from the "house" electrical to dedicated IT circuits.
Completed implementation of the Nexus Intranet site.
Started planning and implementation of the Identicard City-vide ID Badging System.
9 Audited the GIS Street shape file and made necessary updates.
Completed a working draft of the GIS street atlas.
2
Agenda Item 5.a.
Page 32
0 Eliminated unused data from the Building Permit System database.
0 Started the design process for the new Planning Application System.
Kev Issues /Work Efforts In fir res
Continue development of the Zeus Intranet site to include a Help Desk tool,
Knowledge Base, and FAQ.
Complete implementation of the Identl and City-ride ID Badging System.
Complete design and installation of the Planning Application System.
Complete MCS (Microsoft) training and test for certification.
Attend Microsoft Exchange (email) training to enhance the level of administration and
support to the City.
3
Agenda Item 5.a.
Page 33
RO
INCORPORATED
MANAGEMENT REPORTING SYSTEM
JMY 10. loll
41 Oft MiDmYEAR
JulyA, 2008 - December 31,, 2008
FIND: GENEF AL FUND
DEPARTMENT: POLICE
ldmYear Accomplishments
o Crime Activity - FBI Index Crime rate for the City of Arroyo Grande continues at
about 30% below the [National crime rate and about 30% below the State crime
rate for cities of similar size.
0 Fleet Leasing Programa - Introduced a new fleet management and accountability
program. This included the implementation of a department wide fleet leasing
program that includes a full factory warranty fleet thus reducing repairs and don
time at a cost similar or less than current fleet management costs. The program
reduced the total number of police fleet vehicles, moved to a more economical
and environmentally acceptable fleet and standardized all vehicle equipment.
• Uniform appearance - Introduced a fresh new uniform appearance that is cost
effective and highlights the city logo and heritage. This includes the completion of
the multi-year badge and patch design piece.
0 Uniform cost savings - Introduced a uniform cleaning and maintenance program
than improves the appearance, uniformity and durability of uniforms. Additionally,
encouraged support of a MOU change to reduce the uniform allowance.
Communications - Completed the long proposed new dispatch area including room
expansion, new consoles, upgrades and the prolonged project of inclusion in the
county CAD to CAD project.
Records - remodeled the records Section including disposal of clutter and
records not in compliance with the City's records retention formula.
31
Agenda Item 5.a.
Page 34
Budget Emergency Measures - Addressed the budget emergency by dissolving
the full-time Support Services Supervisor, a part-time Support Services Technician
and two part-time Property Officer positions. Successfully redistributed workload t
existing staff and volunteers.
9 Website - Introduction of a new interactive Arroyo Grande Police Department
website linked to the City website. The site Is a framework rk t build on improving
public safety information to the community.
munity.
Cyber Crime Child Pornography — The AGPD has taken the lead in developing
the technological skills necessary to address child pornography on the Internet as
it relates to suspects and victims In the City of Arroyo Grande and other high tech
crimes. A detective was selected by the Federal Bureau of Investigation t
participate in state of the art computer forensics training at the Federal Training
Center in Maryland. The entire cost of the training was provided by the FBI.
Key Issues Work Efforts In Progress
e complete the hiring process of the two Commanders and two police officer
vacancies.
a Upgraded Radio Systems - The department is continuing to upgrade the radio
communications system and is working on completion of the recently acquired
mobile communications truck.
Website Expansion - The department is continuing the process of expanding the
website to include neighborhood crime report mapping capabilities.
0 Conduct a thorough efficiency assessment of each functional area of the
department and make adjustments where necessary.
Continue to encourage consolidated public safety services in the Five cities area.
0 Develop a formal career patty mentoring program for future department
leadership.
Enhance Neighborhood Officer Program through the use of the new police
website and electronic newsletter.
0 Begin work on the new Police Facility project.
3
Agenda Item 5.a.
Page 35
o
A. INCORPORATE
WLY 10. 1911 MANAGEMENT REPORTING SYSTEM
I
Oft %
MID=YEAR
July 1, 2008 December 31, 2008
FUND: GENERAL FUND
DEPARTMENT: BUILDING & FIRE
DIVISION: FIRE AND EMERGENCY CENC SERVICES
I IdmYear Accomplishments
Apparatus
0 The 1996 Hi-Tech engine was sold.
Em ryien y Preparedness
ness
Purchased the ID card system and lap top to rake ID cards for City employees
and key personnel that will be working ing in the Emergency Operations Center.
Emergency Operations Center training was conducted for all key City personnel.
IfebEC was introduced to all participants.
Completed NIMS Tier 2 training for all City of Arroyo Grande employees. The City
of Arroyo Grande meets all 2006 NIMS requirements.
Revised the Arroyo Grande Multiple Emergency Response Plan MERP to be
consistent with the SLO County Emergency Operations Plan.
Grants
Reviewed the latest Department of Homeland Security (DIES) grant guidance for
the Police and Fire Departments and recommendations were made to the Fire
Chief and Police Chief.
33
Agenda Item 5.a.
Page 36
Arroyo Grande Police and Fire Departments collaborated on the Commercial
Equipment Distribution and Procurement CBDAP grant and it has been awarded
Worked jointly with Grover Beach and Oceano Fire Departments to research and
develop an Aerial Apparatus grant application.
Incident Response nse statistics
Ty Amount
Medical 547
Fire 56
Vehicle Accidents 3
Hazardous Conditions 20
Other 183
Total Incidents 841
Note: Out of 841 incidents, 149 were AutoAft ual Aid incidents.
Joint Fire services
Negotiations were finalized and a revised Management, Administrative and
Training Services Agreement was approved and adopted on July 1 between the
Cities of Arroyo Grande and Grover Beach and the Oceano Community Services
District. This Agreement includes Fire Chief and Battalion Chief services for
ceano. The Fire Oversight Committee continues to meet bi-monthly.
A task force committee has been meeting to work on the formation of a Joint
Powers Authority JPA for Arroyo Grande, Grover Beach and Oceano Fire
Departments.
A format was chosen for the pre-fire plans and a time frame was set in which
target hazards will need to be completed with Grover Beach and ceano Fire
Departments.
Continued participating in joint commi tees with Grover Beach and Oceano Fire
Departments. Standards have been set for the type of personal protective clothing
that will be purchased. Guidelines for equipment purchasing have been
implemented.
The Five Cities Reserve Firefighter Program has been successful with Reserve
Firefighters cross-staffing between each fire station.
Developed and revised Standard Operating Guidelines SGS to reflect the
inclusion of the Oceano. Fire Department.
4
Agenda Item 5.a.
Page 37
• Pre-fire planning has become a top priority for the Arroyo Grande, Grover Beach
and Oceano Fire Departments. General criteria have been developed for the
types of occupancies. Target hazards have been identified in each jurisdiction.
0 Revised the Five Cities Automatic Aid Operational Plan.
Programs
• The Fourth of July Safe and Sane Fireworks celebration was a success. Bic non-
profit organizations were issued permits to sell Safe and Sane Fireworks providing
$3,960.00 to the General Fund.
• The Annual Weed Abatement Program was successfully coordinated by the
Executive Secretary with the assistance of the [Neighborhood Services Division.
• Completed a chipping event on Jenny Plane. The project was funded by a
generous grant from the San Luis Obispo Fire Safe Council and the San Luis
Obispo County Air Pollution Control District.
Completed the revision of the Fire Chaplaincy Program.
Developed a Public Access Defibrillation (PAD) Automatic Eternal Defibrillation
(AED) Program, This program will provide defibrillators in City of Arroyo Grande
buildings and the Clark Center to be used in case of a cardiac emergency.
Possible funding sources are still being identified.
• Public Education continued by hosting station tours, visiting schools and making
local business presentations.
• The Division has successfully coordinated two quarterly blood drives with the
United Blood Bank.
• The Cost Recovery Program invoiced $280,073 during this reporting period and
$2352111 has been recovered reimbursed.
Recruitment
Recruitment to fill a vacant full time Fire Engineer position was completed and
John King was appointed the new Fire Engineer.
* The second recruitment for Reserve Firefighters for the Five Cities Reserve
Firefighter Program began in December.
35
Agenda Item 5.a.
Page 38
Trainin
Staff continues to train daily and weekly with the Grover Beach and Oceano Fire
Departments. Division members attended classes and schools that allowed the
Department to maintain skills and certifications, and to meet local, regional, and
State standards.
Hosted two Hazardous Materials drills in support of the San Luis Obispo County
Hazardous Materials Team.
Through joint training with Grover Beach and Oceano Fire Departments, Confined
Space Refresher training was provided to all certified fire department personnel.
Hosted a training course involving the falling of trees by use of chain savers during
vildland fires to all Arroyo Grande, Grover Beach and Oceano fire personnel. The
training was taught by U.S. Forest Service personnel in trade for us providing them
with CPR training.
Arroyo Grande hosted a State Fire Marshal Management 2A course. This is the
first of the Level 2 chief Officer Management series.
commercial structure was donated to practice commercial firefighting operations.
Firefighters practiced Forcible Entry, Search and Rescue, Roof Ventilation and
Rapid Intervention.
Key Issues I Work fo r In Pro gess
o Continue tracking cost recovery fees specifically for strike team reimbursements.
0 continue providing Fire Chief and Battalion Chief services for the City of Grover
Beach and Oceano Community Services District.
Continue meeting with the task force on forming a JPA.
Continue recruiting Reserve Firefighters for the Five Cities Reserve Firefighter
Program.
Continue writing S Gs that will apply for Arroyo Grande, Grover Beach and
ceano Fire Departments.
Continue working on pre-fire plans with Grover Beach and Oceano Fire
Departments.
Provide a table top exercise for key personnel from all departments on their
functions in the Emergency Operations Center.
3
Agenda Item 5.a.
Page 39
• Continue finalizing the Emergency Operations Center Handbook.
• Continue with the design, training and implementation of IIS cards for City
employees and key personnel that will be working in the Emergency Operations
Center.
• Fulfill the 2003 NIMS requirement for the City of Arroyo Grande.
Continue providing grant administration and application for additional grants.
Find funding sources and implement the Public Access Defibrillation (PAD)
Automatic Eternal Defibrillation (AED) Program.
Implement the Fire Chaplaincy Program.
Determine surplus status of the 1984 Van Pelt engine.
Continue planning the Urban Interface Training Eerie that Arroyo Grande,
Grover Beach and Oceano Fire Departments are hosting on May 15, 2000.
Continue hosting the Level 1 and Level 2 State Fire Marshal courses to provide
training for our fire personnel at a lesser cost.
37
Agenda Item 5.a.
Page 40
R
A. INCORPORATE
71
JULY lop loll MANAGEMENT REPORTING SYSTEM
#F Oft
MID-YEAR
July 'i v 2008 December 3'1 2008
FUND: GENERAL FUND
DEPARTMENT: BUILDING & FIRE
DIVISION: BUILD ING AND LIFE SAFETY
Mid-Year Accomplishments
0 The Division of Building and Life safety began preparing for the implementation of
the Multi-dwelling Inspection Program (apartments). The first invoices were
scheduled to be mailed out January 1, 2099. Preparation for this event included
surveying all the multi--family dwelling complexes in the City, finding owner and
manager information and preparing a database program to actively track the
progress of each inspection.
• Addressed the new State standard for commercial Kitchen hood suppression
systems which are required to be UL309 compliant by January 1, 2009. The
process included identifying ali restaurants and verifying if they have a hood
suppression system up to current standards.
0 Plan review is still at the current level with a maximum imu 2-week turn around.
Offer same-day inspection if called in the morning before a certain time.
Inspections are being performed by staff and added by our contract Building
Inspector through a contract with ,JAS Pacific.
38
Agenda Item 5.a.
Page 41
Major projects that have been completed are:
o The Ocean Oaks Senior Condominiums located at 579 Camino Mercado.
The Chili's Grill and Bar at 991 Rancho Parkway.
A new -unit office building at 250 Traffic Way.
A cellular tower disguised as a church ball tower at St. Barnabas' Episcopal
Church at 301 Trinity Ave.
A cell tower light standard at the ball fields at 1275 Ash St.
A multi-tenant mixed use addition to 522 E. Branch St.
The conversion of the convent to a day erre facility and offices at St. Patrick's
School at goo E. Branch St.
A church multi-purpose building at 133 Maple St.
Tenant improvements to the Lucia Mar Unified School District building located
at 227 Bridge St. to be used for offices and storage.
Key Issues Work Efforts In Pr*oss
Progress continues on the following projects:
The Hampton Inn Hotel & Suites is nearing completion.
A commercial building located at 1375 E. Grand Ave. adjacent to and a portion
of the Longs Shopping Center is nearing completion. A portion of the building
has been leased to Mlle-n-Ed's Pizzeria and the tenant improvement for that
restaurant is just beginning.
Also located adjacent to the Longs Shopping Center is the new School
Employees of San Luis Obispo County SESL C building at 1399 E. Grand
Ave. Permits have been issued and construction is beginning.
Plans are currently being reviewed for two new buildings in the Five Cities
Shopping Center that are multi-tenant retail buildings.
Permits have been obtained for 3 of the 30 attached single-family homes
adjacent to the Arroyo Grande Community Hospital on Fair Oaks Ave.
39
Agenda Item 5.a.
Page 42
RO
AINCORPORATE
JULY 10, 1011 , MANAGEMENT REPORTING S
MID=YEAR
July 1, 2008 December 31,, 2008
FUND: GENERAL FU D
DEPARTMENT: BUILDING & FIRE
DIVISION: NEIGHBORHOOD SERVICES
Mid-Year Accomplishments
An effective communication network has been built throughout the various city
departments and our office.
Case numbers average at 16 calls per month.
Public education has continued with the dispersal of handouts and door hangers.
A database tracking system has been initiated to better our efforts on all cases.
Interaction with neer businesses has been a key step in Informing them of the City
Municipal Code. Contacting the business owners at the fiat opening of their store
has made the explanation f issues such as un-permitted signs and window
advertising much clearer and easier to comprehend.
Abated a number of hazardous and diseased trees in the city.
Use of the City"s G.I.S. system has greatly improved ved ability to locate and mitigate
problem areas in the city.
193 total cases have been handled during this period.
4
Agenda Item 5.a.
Page 43
Key Issues I Work Efforts In Pry r+ess
* Creating and distributing information pamphlets to new businesses and property
owners to better educate them on the more dominate violations that occur in the
city. It's a gray to request a correction in an informative manner rather than
demanding A in a forceful manner.
• Other issues to be acted on proactively are signage cases such as temporary
banners, illegal garage conversions and construction, and maintenance of
foreclosed homes.
Other methods of public education are being explored to better inform our
community of specific life safety issues and why they are of concern.
41
Agenda Item 5.a.
Page 44
INCORPORATE
JULY 10, to" MANAGEMENT REPORTING s
1� I
MID=YEAR
July 1, 2008 - December 31, 2008
FUND: GENERALFUND
DEPARTMENT: PUBLIC WORKS
DIVISION: PUBLIC WORKS KS ADMINIST ATI I ENGINEERING
Mid,-Year Accomplishments
0 Prepared application and received approval for Safe Route to School Grant.
* Prepared desalination study.
Preparing aTree brochure to be made available to the general public.
Completed relinquishment of Route 227.
Implementation of Phase 11 of the Water Conservation Pr gram
Updated Water and Sewer Rate Study
Key Issues I Work E #orte In Progress
0 Vilest Branch Street overlay is under design.
* El Camino Real retaining gall and overlay is under design.
• City Hall parking lot I i swale is under design.
Miscellaneous sidewalk projects are under design.
Fair Oaks Avenue sewer upgrade is under design.
Reservoir No. 6 Construction is under design.
Annual Pavement Maintenance Program is being planned.
4
Agenda Item 5.a.
Page 45
Well No. 10 Phase it is under design.
Traffic lea /Station Way Festriping is under construction.
Castillo del hilar Roadway/Extension is waiting for funding from developer to proceed.
Lights at Don Roberts Field is under design.
E. Branch Streetscape project is under construction.
Fair Oaks/Halcyon traffic signal will soon be constructed.
Village Green improvements are under construction.
Well leo. 7 Rehabilitation n is under design.
• Preparing the B risc Halc n/1 g1 Project Approval and Environmental
Documentation.
4
Agenda Item 5.a.
Page 46
RO
INCORPORATE
JULY 10, 19" MANAGEMENT REPORTING s
41F It
MiDwYEAR
July t 2008 December 31,, 2008
FUND: GENERAL FUND
DEPARTMENT: PUBLIC WORKS
DIVISION: STREETS
Mid-Year Accmlismets
Completed 20 Concrete Replacement ement projects.
Completed annual cleaning of Tally Ho and Meadow Creeks.
Continued with asphalt grinding and paving of city roads 15,000 sq. ft. .
Completed drainage project in Meadow Creek behind the houses on Robin Circle.
Completed Pond #2 improvements, such as silt removal gg tons), repairs to storm
drain pipe, and revegetatl n of the banks.
Key Issues I Work Efforts In Pr rens
0 Continuing concrete replacement.
0 Complete asphalt grinding & repairs to mads.
• Complete annual sign program.
o Painting red curbs, sign poles, and pavement markings citywide.
o Refurbishing several pieces of equipment in-house.
o Completing shoulder work on El Camino Real and West Branch Street.
o Completed bi-annual stripping of the City
o Completed rubber sidewalk installation on Halcyon Road
4
Agenda Item 5.a.
Page 47
A. INCORPORATED
JULY 10, 1,011 ] MANAGEMENT REPORTING SYSTEM
IFRt
MID=YEAR
J u IV T. 2008 - Decem ber 3'1,, 2008
FUND: GENERAL FUND
DEPARTMENT: PUBLIC WORKS
DIVISION: AUTOMOTIVE SHOP
Mid-Year Accomplishments
At Mid-Year, the Automotive Shop has carried out the following services:
Services (lube, oil, filter, safety insp.) 120
Tune Up {scope, spark plugs, rotor, cap 25
General mechanical i.e., pumps, cables) 4
Electric (starter, alternator, airing) 3
Brake Repair 42
Warranty Repair 30
Transmission Service and Repair 1
Tire Services (replacing: mount & balance) 4
Tire Repair 3
Pre Trip Check 88
Smog Certificates 16
Key Issues /Work Efforts In Progress
Biennial Inspection of Terminal (BIT) as per the State of California and California
Highway Patrol.
Continue to maintain the City fleet at a high level of reliability and safety.
Annual Underground Storage Tank Inspections.
Installation of card reader fuel dispenser.
45
Agenda Item 5.a.
Page 48
INCORPORATED
_. D
JULY 10. 1911 MANAGEMENT REPORTING s
1F Vt
MID=YEAR
JLdy 'I, 2008 - December 31,, 2008
FUND: SE1 EI FUND
DEPARTMENT: PUBLIC WORKS
DIVISION: UTILITIES I SEWER MAINTENANCE
Mid-bear Accomplishments
Completed Problem Severer Main Cleaning Program.
Cleaned South San Luis Obispo County Sanitation District Trunk Main System.
Completed the quarterly Meaning of lift stations 1- .
Continued the Fats, Oils & Grease (FOG) Program with inspections of commercial
businesses.
Repaired sewer mains at 317 East Cherry and 237 Alder Street.
Modified Server Lift Station No. 7 in--flow pipe.
Completed Lift Station Check Valve Maintenance Program.
Key Issues I Work Efforts In Pry cess
• Complete FOG Program.
• Complete Fair Oaks severer main upgrade repla ement.
• Adopt Severer System Management Plan.
• Implement Pretreatment Program.
46
Agenda Item 5.a.
Page 49
R
INCORPORATED
LY 10, 10" MANAGEMENT REPORTING SYSTEM
IF
MID=YEAR
u 1v Is 2008 - December 31,, 2008
FUND: WATER FUND
DEPARTMENT: PUBLIC WORKS
DIVISION:: WATER ADMINISTRATION
Aid-.YearAccomplishments
Completed Disinfection By-Product Phase I & II Sampling.
Completed 143 Service Requests.
Completed 344 Service Orders/Open & Close.
Completed 160 IDSA harking requests.
total of 36 single family homes, 4 mobile homes, 6 apartment units, and 1 motel
were retrofitted with low-flow toilets/fixtures.
Key Issues /Work Efforts In Progress
• Begin Phase II of the Water Conservation Program.
• Monitor Water Conservation Ordinance Compliance.
• Continue Plumbing Retrofit Program Phase I Program.
47
Agenda Item 5.a.
Page 50
INCORPORATE
0
Y 10, 1,011 MREPORTING SYSTEMA
ate
MIDmYEAR
JuIv 1., 2008 - December 31, 2008
FUND, WATER FUND
DEPARTMENT. PUBLIC WORKS
DIVISION. UTILITIES I WATER PRODUCTION
Mid-Year Accomplishments
• Pumped a total of 597 acre-feet of well water July 'I t through December 3181.
• Installed new pump/motor on Well No. g.
• Completed biannual well motor maintenance program.
Key Issues I Work Efforts In Progress
• Completion of Well No. 10 and Design of Phase II.
Construct Well #7 Rehabilitation Project.
o Prepare to comply with neer groundwater rules.
48
Agenda Item 5.a.
Page 51
RO
{ pi,
INCORPORATED
.my 10. 1011 MANAGEMENT REPORTING S
MID=YEAR
July 'I 2008 - December 3
FUND: WATER FUND
DEPARTMENT: PUBLIC WORKS
DIVISION:N: UTILITIES I WATER DISTRIBUTION
Mid-Year Accomplishments
• Replaced six 6 old water services citywide.
• Replaced three 3 water main valves.
• Repaired three 3) water main breaks.
Abandoned 1 crater main.
0 Replaced one 1 fire hydrant after being damaged and knocked off.
0 Installed one 1 neer grater service.
e Completed Valve Exercise Program.
Completed compound meter testing program.
Completed Air acuum valve maintenance program.
0 Completed Booster Pump/Motor maintenance program.
a Converted 116 water meters in Royal Oaks Subdivision to "touch read" meters.
Key Issues lark Efforts In Prree
Plan Soto Basin irrigation FD installation.
Plan Reservoir No. 6/Oro Booster CIP project.
49
Agenda Item 5.a.
Page 52
INCORPORATE
JULY 10. 19 11
0 it
MANAGEMENT REPORTING SYSTEM
MID-YEAR
July 1, 2008 � December 31, 2008
FUND: GENERAL FUND
DEPARTMENT:T: PARKS, RECREATION AND FACILITIES
DIVISION. PARKS
Mid-Year Accomplishments
* Staff assisted with the set up of the Elm St Carnival.
* Worked with various volunteer groups, including Arroyo Grande In Bloom
and the Arroyo Grande Tree Guild on park maintenance projects.
Assisted with Harvest Festival and Halloween Carnival activities.
Assisted Arroyo Grande Tree Guild with tree planting projects.
• Backflow prevention devices were tested for the required annual
inspection.
• Turf renovation has started at Soto Sports Complex.
Christmas decorations were placed throughout the City.
Completed first aid training.
Completed irrigation upgrades at Rancho Grande Park, Elm Street
Community Center, and the Car Corral.
Implemented new City grater saving procedures
Converted Parkview Estates planters to drip to sage grater
50
Agenda Item 5.a.
Page 53
Key Issues Work Efforts In Progress
Complete pruning of City trees on City track routes.
Completion of annual tree pruning program citywide.
Completion of Oro Park sidewalk and driveway repair to met ACOA
standards.
Construct improvements to the Village Green.
51
Agenda Item 5.a.
Page 54
RO
INCORPORATE
JULY 10, 191' MANAGEMENT REPORTING SYSTEM
MID=YEAR
JuIv 1,, 2008 December 3'I 2008
FANO: GEr ERAL FUNI
DEPARTMENT: PARKS, RECREATION AND FACILITIES
DIVISION: GENERAL RECREATION
Mid-Year Accomplishments
0 Conducted the Summer Playground Program at Elm Street Parc with an average of
g children participating daily.
Conducted 20 field trips to local businesses as well as hosting 5 local business visits
to the Summer Playground Program.
0 Conducted Winter Break Program at Elm Street Park with an average of 10 children
participating daily.
The City of Arroyo Grande and Woman's Club Community Center has hosted 314
groups totaling nearly 12,145 participants.
The Elm Street Community Center has hosted 243 groups and approximately 6,882
participants.
Key Issues/Work Efforts In-Proaress
• All staff will complete or re-certify in CPR and First Aid training this spring.
Activities for the Spring Playground Program are being scheduled.
52
Agenda Item 5.a.
Page 55
IRO
AINCORPORATE
Ci
Y 101 loll MANAGEMENT REPORTING SYSTEM
MID-YEAR
July 1, 2008 - December 3'I,, 2008
FUND: GENERAL FIND
DEPARTMENT: PARKS, RECREATION AND FACILITIES
DIVISION: RECREATION ADMINISTRATION
Mid=bear Accomplishments
Completed revised NIDI..! with the Lucia liar school District for the "Bright Futures'
Childcare program at Margaret Harl a Elementary School.
Coordinated projects with Arroyo Grande In Bloom and Tree Guild of Arroyo Grande.
• Coordinated Harvest Festival events with the Harvest Festival Organizing Committee.
Completed and distributed the fall and the Winter/Spring Activity Guides.
Prepared Concept proposals for gran Forestry Inventory Grantnd tree planting
grant.
Coordinated with Arroyo Grande In Bloom and the South County Historical Society t
get the sweet pea designated as the official City flower.
Revised ised Municipal code to increase branch height over City streets and to provide
language alluring for appeals of tree removal approvals.
Introduced an ordinance to ban smoking in City parks, paths and open spaces.
Key Issues/Work Efforts In-Pr mess
e complete improvements of the pillage Green.
Apply for Green Tree For the Golden State Tree Planting funds.
Apply for Land and hater Conservation Funds.
Coordinate the Summer concert Series with the VIA.
Assist with construction of the Dog Park at Elm street Park.
Install centralized irrigation system.
Complete tree pruning on City truck mutes.
53
Agenda Item 5.a.
Page 56
RO
INCORPORATE
JULY M 19il , MANAGEMENT REPORTING s
MID=YEAR
July1, 2008 =- December 31, 2008
FUND: GENERAL FUN
DEPARTMENT: PARKS, RECREATION AND FACILITIES
DIVISION: PRE-SCHOOL
Mid-bear Accomplishments
• Conducted the Summer Pre-School Program with an average of 22 children
participating in two three week sessions.
• The Fall Pre-School Program operated with 65 students.
• Tools 48 preschoolers on a field-trip to Holloway's Tree Farm in December .
Key Issues/Work Efforts In-Pry rens
All staff will complete or re-certify in CPR and First Aid training in spring.
5
Agenda Item 5.a.
Page 57
o
INCORPORATE
JULY 106 W1 MANAGEMENT REPORTING SYSTEM
tIF
MID=YEAR
July 1, 2008- December 3'1,, 2008
FUND: GENERAL FIND
DEPARTMENT: PARKS, RECREATION AND FACILITIES
DIVISION:: CHILDREI IN MOTION
Mid-bear A cOmRli hrnente
Children in Motion completed a successful Summer Day Camp once again at
fargaret Harloe Elementary school. 80-110 children attended daily and participated
in a variety of activities including: 20 field trips, 3 guest speakers, and theme based
games, crafts, and special events.
Staff created and began implementing a new payment program with the goal of
decreasing overstaffing as well as generating more consistent revenue.
Children in Motion continues to partner with the Economic Opportunity Commission
(EOC) to provide reduced childcare rates for lower income parents. E C pays for
eligible families to participate in before and after school childcare. Currently 23
students who utilize the EC program attend City daycare programs.
• Three successful weeks of Winter Camp were completed at Margaret Harloe
Elementary School, with daily attendance of 0-6 children participated , using the
new break time payment program. The children were visited by 4 guest speakers,
and had an opportunity to attend 3 field trips, and participate in a gide variety of crafts,
special events and winter time festivities.
• School Year Programs continue to be successful at Ocean View, Branch and in the
Kindergarten Program at Elm Street Park. We were also able to restart our paid
program at Margaret Harloe Elementary School when the new school year started.
0 Staff completed an MOU with the Lucia Mar Unified School District and implemented
the second year of the "Bright Futures" afternoon childcare program at Margaret
Harloe Elementary School. This program now runs alongside the City's paid program.
55
Agenda Item 5.a.
Page 58
Key Issues/Work Efforts In-Progress
Staff has begun the long process of planning for the spring and summer breaks.
In April, all necessary staff will once again be completing re-certification of First Aid
and CPR.
Staff has done a complete examination of children's files for completeness, and will be
distributing any missing paperwork to parents in February with proper documentation
as to stay in compliance with licensing rales and regulations.
Staff will continue to perfect the new payment policy as new comments and
suggestions come in from staff and parents.
5
Agenda Item 5.a.
Page 59
INCRO
ORPOR A1rE
0
JULY 10. 1911 , MANAGEMENT REPO ING SYSTEM
tj Oft
MID=YEAR
Julyl, 2008 D
FUND: GENERAL FU D
DEPARTMENT:T: PARKS, RECREATION AND FACILITIES
DIVISION: 5 CITIES YOUTH TH BAS E`r ALL LEAGUE
Mid-Year Accomplishments
ents
0 Registered 111 teams with 900 participants.
Coordinated with I ipomo Recreation for game scheduling t0 include an
additional 22 team with 140 players.
Instituted computer scheduling Of games, resulting in savings Of 20 staff
hours.
Prepared game schedules for the league season (650 games).
Recruited, trained and assigned 55 referees.
0 Collected $62,729 in fees.
Completed team and individual photos.
Completed the first 262 games Of the season including daily preparation Of
score sheets.
Key-,Issues Work Efforts Ire Prou
Preparation of the end Of the season tournament schedule for 205 games.
Distributing photo packets and sponsor plagues.
Continuing preparation Of referee schedules.
Preparation for tournament finals and agars ceremony.
5
Agenda Item 5.a.
Page 60
P1, RO
INCORPORATE
LY 10. 1911 MANAGEMENT REPORTING SYSTEM
Ick 40FOR
MID=YEAR
July 1,, 2008 - December 3'I 2008
FID: GENERALFUND
DEPARTMENT:ENT: PARKS, RECREATION EATI N AND FACILITIES
DIVISION: SOTO SOTSPORTS COMPLEX
Mid-Year A eom Ilsh ents
Prepped fields and provided maintenance for the tournaments f: 4th f July, A.A.
Sober, and Arroyo Grande Valley Little League Sectionals, three soccer camps
and two Babe Ruth Baseball Tournaments and two AYSO soccer tournaments
Renovated vated and hydr seeded 11 eda lunteer Fields.
Repaired and banks in basin.
Replaced ballasts in tennis court lights.
• Performed over 125 ield preparations for softball, soccer and football games.
Renovated the irrigation system on Pilg and Campbell Fields.
Key Issues I fork Efforts In Pro rens
Complete renovations to Pilg, Campbell, Porter, Don Roberts and Santos infield
and turf areas.
0 Coordinate with youth sports groups to repair fencing and scorekeeper's booth on
Porter Field.
Install safety netting on Porter Field.
58
Agenda Item 5.a.
Page 61
RO
INCORPORATE
JULY 10. 19" MANAGEMENT REPORTING SYSTEM
MID=YEAR
July 19 ,2008 - December 3'1 2008
FU GENERALFUND
DEPARTMENT:T: PARKS, RECREATION I AND FACILITIES
DIVISION: GOVERNMENT T BUILDINGS
Mid-Year Am meet
Completion of 18 work rd ers for service to various City facilities.
• Performed roof repair at the Elm Street Community Center.
0 Supervised inspection and cleaning of all City air conditioners.
Completed plumbing repairs at various City buildings.
Repaired roof leafs at the police station and City Council Chambers.
Key Issues/Work Efforts Ire-Progress
• Re-roof Elm Street Community Center.
• Repair fascia on Ash Street restroom.
• Treat termite infestation at the Corp bard.
59
Agenda Item 5.a.
Page 62
7.
MEMORANDUM
4K JULY 10. lollN,F IR
TO: CITY COUNCIL
FROM: STEVEN ADAMS, CITY MANAGER
SUBJECT: CONSIDERATION OF STRATEGIES TO ADDRESS THE PROTECTED
FY 2009-'1 FY 2010-11 B UDGET SHORTFALL
DATE: MARCH 31, 2009
RECOMMENDATION:
It is recommended mended the City Council: 1) approve staff s recommended mended strategies for
addressing the projected budget shortfall; and 2 direct staff to proceed to prepare the
final budget for consideration at the May 26, 2009 regular meeting.
FINANCIAL IMPACT:
The current projected General Fund budget deficit is approximately $1.94 million in FY
2009-10 and $2.28 million in FY 2010-11. A copy of the current General Fund
Summary is presented in Attachment 1. If not addressed, the City would experience
negative General Fund balance by the end of FY 2009-10.
BACKGROUND:
I D:
The Financial Services Department staff has completed their analysis of revenues and
expenditures for the upcoming budget period. The following is a summary of the
projected changes when compared to the current FY 2008-09 budget:
Revenue/Expense FY 2009-10
Property Tex $1007000
Sales Tar -$51 0#000
Triple Flip VLF -$331000
Salary & Benefits - $2309000
Interest -$101000
Franchise Tec -$25,000
Parrs and Recreation Revenue -$709000
Telecommunications Site Leases -$60,000
LF -$59,000
Building Permit Related Fees - 360-1000
Insurance Pool $40,000
Transportation Funding - $80,000
Rent -$309000
Fines -$159000
Agenda Item 5.b.
Page 1
CITY COUNCIL
CONSIDERATION of BUDGET STRATEGIES
MARCH 31, 2003
PAGE 2
Street sweeping -$ ,000
Transfers -$2207000
Expense Recovery/Insurance Refunds -$1801000
Total Shortfall -$1 99389000
A budget team was established, which completed an analysis of all identified
alternatives. Recommendations have been reviewed by the Department Directors and
presented to all City employees. A series of meetings have also been conducted with
representatives of each of the labor organizations.
ANALYSIS of ISSUES:
The current projected deficit equals roughly 13 of the projected expenditures for F
2009-10. when combined with the budget deficit that was addressed in the prior year,,
the overall impact is over 20% for a two year period. As can be seen in the figures
above, the most significant individual revenue categories impacted include sales tax,
permit revenue from building activity, and property tax. Expenditures identified for
salary and benefits are only those costs associated with existing labor agreements. No
increases are assumed for other employees.
The current global economic crisis has had a dramatic effect on revenues across the
board. The situation is not unique to Arroyo Grande. Ilhile due to variances in the
revenue base of each community, some cities have not been impacted as much and
others are impacted more significantly. used on staffs discussions with
representatives from jurisdictions throughout California, the financial status of Arroyo
Grande appears to be relatively average. According to a representative from the
League of California Cities, there are at least a dozen cities in California on the verge of
bankruptcy.
Staff has developed recommendations that rely on a combination of staffing reductions,,
other ongoing savings and one-time revenues. options for new fees and/or takes are
not recommended given impacts of the economy on the ability of residents to assume
additional costs. strategies sufficient to balance both years of the two-year budget have
not been identified without the need for dramatic service level and program reductions.
Therefore, it is recommended the City Council consider adoption of a one-gear budget
for FY 200 -10, while identifying and developing strategies for long-terra savings over
the net 12-month period. This will also enable the City to obtain better information on
the future direction of the economy, which at this time has a high level of uncertainty.
As has been the established philosophy of the City over the past several gears, the
highest priority in developing budget recommendations is placed on meeting the needs
of the community and maintaining key service levels. To do this, strategies have been
developed to minimize layoffs and increase efficiency wherever possible.
The following are the key components of the recommended plan to balance the budget
for IFY 200 -10:
Agenda Item 5.b.
Page 2
CITY COUNCIL
CONSIDERATION of BUDGET STRATEGIES
MARCH 31, 2009
PAGE 3
PERS Golden Handshake Program
PERS provides a "golden handshake" option that is recommended, which will provide
two years of additional service credit in retirement benefits to employees who agree to
retire within a specified period of time. The City would target this period to be by July
Zoog. Costs are not insignificant, but are incorporated into the City's PERS retirement
rates, are not included for the first two years, and are amortized over 20 years after that.
Therefore, the annual cost of the program is minimal when compared to the savings of
the vacant positions.
questionnaire was circulated to eligible staff to determine how many employees would
take advantage of the program if offered. It appears that it will likely be a total of five
employees. The preliminary projected future cost of the program is estimated to be
approximately $15,000 on an annual basis. A separate one-time buyout golden
handshake opportunity was developed for public safety employees, which will result in
two vacancies.
The City's Personnel Regulations require the layoff of part-time staff prior to full-time
staff in any specific position classification. Therefore, in addition to the goals of valuing
the City's employees and maintaining positive morale, minimizing layoffs is also critical
to the City's ability to continue to meet service level demands in the most cost effective
manner.
Concessions from Labor Omani ations
Concessions from the City's labor organizations have been negotiated, but not yet
approved. Proposals involve a combination of delayed salary increases and non--paid
furloughs. If,approved, furloughs will require the closure of City offices and operations
other than public safety during the week between the Christmas and New Year's
holidays.
Reor-ganiatio+n
In order to continue to meet service demands while reducing staff, it is essential the
City's operations be restructured in order to consolidate staff and functions where
feasible. Therefore, a restructuring plan is proposed, which is based on a
comprehensive analysis and goal of redistributing work load in all areas and levels of
the organization. It utilizes the vacancies provided by the golden handshake program,
as well as eliminates additional positions where necessary.
An organization chart, which identifies key areas where changes are proposed i
provided in Attachment 2. The following is a summary of major changes:
Efforts are under gray to consolidate Fire services with Grover Beach and the
ceano Community services District over the next year to create an independent
,point Powers Authority (JPA).
Agenda Item 5.b.
Page 3
CITY COUNCIL
CONSIDERATION ATIOI of BUDGET STRATEGIES
MARCH 31, 2009
PAGE
The Police Department will eliminate an administrative sergeant position and
consolidate those functions under the commanders and other administrative staff.
The Administrative Services Department is changed to the Legislative and
Information ation services Department. The current Executive Assistant to the City
Manager is moved to this department. The salary range is decreased and the title
is modified to be Executive Assistant/Deputy city Clerk. The position will report to
and provide support and backup to the City Clerk in addition to continuing to
provide staff support to the City Council and City Manager. It is also proposed that
a ballot measure be proposed for the net election that would make the City Clerk
and City Treasurer appointed positions.
The Financial Services Department will be changed to the Administrative Support
Services Department. The Human Resources Manager and function would be
transferred from the city Manager's office to this department.
The Community Development Department will be changed to the Planning and
Development Services Department. All private and public project planning and
design functions will be centralized in this department. Planning functions and staff
will remain as a division within the department. The Building and Life safety
Division will be transferred to this department from the Building & Fire Department.
The Public Works Department will be eliminated and engineering staff will be
transferred to this department, which will compose the Engineering Division. One
administrative secretary will serve the department and part-time counter staff will
be cross-trained to provide centralized counter service to customers at all times.
Other functions will also be cross trained and contracted in order to accommodate
the proposed reduction in part-time planner, full-time inspection and director
positions.
The Parks, Recreation and Facilities Department will be changed to the
Community and Maintenance Services Department. The two existing recreation
supervisors will oversee the Recreation Division. A new Maintenance Services
Division will centralize all maintenance functions, including Parks, Streets, Water
and Sewer, and Fleet Maintenance. Each function is headed by a supervisor. To
address a reduction in maintenance worker staffing, maintenance workers will be
cross-trained and staffing will be shamed and assigned among functions on a
weekly basis to target priority repairs and projects. The Administrative Secretary
will be transferred to the Executive Assistant Deputy City clerk position and will be
replaced with a part-tune Administrative Secretary position. Adjustments in
supervisory staffing are also proposed in the day care and after-school programs
to reduce overhead and increase the self sufficiency of those programs.
Agenda Item 5.b.
Page 4
CITY COUNCIL
CONSIDERATION ATIOI of BUDGET STRATEGIES
MARCH 31, 2009
PACE 5
The following is a summary of the proposed staffing reductions:
3 maintenance workers
2 administrative secretaries
1 sergeant
inspector (layoff)
1 director (layoff)
1 pert-time planning associate
(Total: 8 full-time and 1 pert-time positions/ 2 layoffs)
When combined with the 4 furl-time and 5 part-time positions eliminated in the FY 200 -
9 budget, this represents a substantial reduction in force to the City.
Sale of City Pro art
The city owns a 3.21 acre property just outside the city limits, which is used for
drainage. It is proposed the property be annexed, a drainage easement be placed on
the portion needed for drainage capacity, and the remainder be subdivided and sold. If
the city is unable to obtain its full value at this time due to the economic climate, it is
proposed to be purchased by the Redevelopment Agency for affordable hoeing or
retained to trade for another property better suited for affordable housing. It is
recommended that approximately % of the funding be used for General Fund
expenditures and 50% be used toward acquisition of the former Farm Credit property.
Acquisition of this building is important in order to consolidate staffing and increase
efficiency as outlined in the restructuring plan.
Grants
City staff is pursuing grant funding aggressively and has obtained the services of a
professional grant writing firm to help monitor and seek stimulus package and other
great opportunities. The most likely appears to be Federal police officer funding., which
has been identified in the proposed funding plan.
Custodial Services
It is recommended the City reduce costs and address current service concerns by
providing custodial services in-house when the existing outside contract expires. A plan
is being prepared, which calls for some basic functions to be performed by department
staff, other functions to be performed by existing maintenance staff, and key custodial
responsibilities to be performed by a neer part-time position in the Community and
Maintenance Services Department. Work will transition from evening to normal
business hours to provide more effective oversight and monitoring.
Review and d'ustment of Fund Transfers
Staff is preparing a comprehensive review and recommendations to more accurately
adjust the formulas and costs that are transferred and/or charged to non-General Fund
accounts. Due to reductions in the General Fuad, costs to these other funds will still be
Agenda Item 5.b.
Page 5
CITY COUNCIL
CONSIDERATION OF BUDGET STRATEGIES
MARCH 31, 2009
PAGE 6
reduced. However, the goal is to reduce the amount of the decrease where
appropriate.
Delay Filling Vacancies
In limited areas where position vacancies will need to be filled, it is proposed that
positions remain vacant for temporary periods necessary to generate additional savings.
Vehicle Leasing and Dglay Capital Purchases
Purchases of capital equipment' will be reduced and staff will propose leasing
arrangements for vehicles that require replacement.
Leel Sales Tac Fundin
Gas Tac funding received through the State in excess of what is required to pay for
transit services has traditionally funded the City's street Fund. This funds street repairs
and maintenance s.tafr. This funding has decreased significantly over the past few
years, which has increased the subsidy from the General Fund. It is recommended that
Local sales Tac funding be used to eliminate and/or reduce this subsidy, which falls
within the purposes of the Local Sales Tac Leasure.
Staff has reviewed programmed capital expenditures over the net 5-year period. A
summary of the projections is presented in Attachment 3. It demonstrates that key
projects and services consistent with the purposes outlined when the Local Sales Tac
Measure was proposed can be maintained while funding this additional expenditure. A
15% reserve is also maintained over this period. Non-priority projects will be delayed or
eliminated, including a two-year delay in the city-wide street tree trimming program. It
is projected that Federal revenues for street improvements may increase within two
years due to the census if the south County area is reclassified as an "urban area}'. if
this occurs, use of Local Sales Tac funding can be reprogrammed for other projects at
that time.
The following is a summary of the projected savings from these measures:
F evenue/Savin FY 2009-'10
Staffing Deductions/Adjustments $700,000
Sale of Land $5009000
Negotiated Labor Agreement Changes $2109000
Grants $80,000
In-house Custodial $25,000
Lease Vehicles $50,000
Delay Filling Vacancies $50,000
Sales Tac Transfer $250,000
Staffing Adjustments -$100 000
Contractual Services -$401000
Reduction in Transfer Decrease $1509000
Total $'19365,000
Agenda Item 5.b.
Page 6
CITY COUNCIL
CONSIDERATION of BUDGET STRATEGIES
MARCH 31, 2009
PAGE
Long-Term Strata ies
The following proposed strategies are proposed to seek future long-terra savings and
revenues in order to address subsequent projected budget deficits:
Proposed staffing reductions will generate additional savings in the subsequent
year due to cashout of leave bans, unemployment payments and ether one-time
costs in the first year.
Discussions will continue with the City's labor organizations to identify additional
proposals to better control future labor costs.
Additional use of part-time and contract staff will be recommended where
appropriate to reduce costs and increase the capability of the organization to
respond to fluctuations in revenues.
0 Additional restructuring options will be studied.
0 Completion of the consolidation of Fire services will be proposed.
0 The study on joint dispatch services will be completed and recommendations for
implementation will be pursued in addition to other opportunities for joint efforts
with neighboring jurisdictions.
Creative strategies are being developed to provide incentives for future economic
development opportunities.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration..
Approved staffs recommended strategies;
Eliminate funding for the City Hall and/or other capital projects and transfer
additional Local Sales Tac funds to the General Fund;
Pursue additional labor union and management salary and benefit concessions;
In place of the proposed strategies, direct each department to submit a 13%
reduction to their budget;
0 Direct staff to develop alternate staffing reduction alternatives, but this will likely
result in significant service and program reductions: facility closures, and
unemployment ment costs from widespread layoffs will limit short-terra savings;
0 Direct staff to develop proposals for new and/or increased fees and takes; or
0 Provide direction to staff.
ADVANTAGES:
Based on current projections,, the proposed recommendations will maintain a balanced
budget and appropriate General Fund reserve for FY 2009-10. Adequate service levels
will be maintained, while providing time to develop strategies to address future projected
shortfalls. Layoffs will be minified. Progress on addressing major capital project
needs will continue.
Agenda Item 5.b.
Page 7
CITY COUNCIL
CONSIDERATION of BUDGET STRATEGIES
MARCH 31y 2009
PAGE 8
DISADVANTAGES:
Ongoing maintenance of park facilities and street infrastructure will be reduced, which
will decrease quality of the City's facilities and increase liability. Staff s ability to
respond to new requests and needs will be significantly reduced. The Police
Department has eliminated the majority of community education programs and is
required to focus efforts on patrol and emergency response activities.
While minimized, two layoffs are proposed. These recommendations will negatively
impact employees and will result in a loss of experienced and dedicated staff.
Recommendations rely partially-on one-time revenues, which will result in a projected
deficit the following year. In addition, a number of concerns exist that could further
negatively impact revenue projections and status of the proposed budget. These
include the following:
Financial impact of changes to the State budget;
Sales tax impacts due to uncertainty of the future of the automobile companies and
other businesses;
Future increases to PERS retirement rates due to current decline in investment
revenues;
Cost impact of salary increases since current recommendations are limited to a
delay in these costs; and
0 Impact of decrease in transient occupancy tax revenue if delays in opening of
Hampton Inn continue.
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, March 2 , 2009 and on the
City's website on Friday, March 27, 2009. No comments were received.
Attachments:
1. General Fund Summar
2. Reorganization Plan
3. Local Sales Tac Revenue and Expenditure Projections
Agenda Item 5.b.
Page 8
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Page 9
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Agenda Item 5.b.
Page 10
LOCAL SALES TAX REVENUE ENUE AND EXPENDITURE PROJECTIONS Attachment 3
Item FY -09 FY 09-10 Fly 10-11 FY 11-12 FY 12-13 FY 13-14
Brisco/Halcyon Interchange $100,000 $100,000 $100,000 $200,000 $200,000 $200,000
Traffic Way Channelization $50,000 $0 $0 $ $0 $0
FairOaks/Halcyon Signal $20,000 $0 $0 $0 $0 $0
Castillo Del Mar Extension $150,000 $0 $ $0 $0 $
E. Branch Streetcape $150,000 $0 $ $0 $0 $
High School Bus Turnout $5,000 $ $ $0 $0 $0
Valley Road City Entrance Sign $4,000 $ $ $0 $ $
Subtotal Transportation} $479,000 $100,000 $100,000 $2002000 $200,000 $200,000
Pavement Management $0 $250,000 $300,000 $300,000 $325,000 $325,000
Sidewalk Program $200,000 $125*000 $80,000 $80,000 $80,000 $80,000
Concrete Replacement $26,000 $25,000 $25,000 $25,000 $25,000 $30,000
Street Maintenance $60,000 $51,000 $52,020 $53,060 $54,122 $55,204
Tree Trimming $60,000 $0 $0 $50,000 $50,000 $55,000
El Camino Real $153,000 $360,000 $ 0 $0 $0
ADA Ramps $20,033 $20,300 $20,030 $20,000 $20,000 $25,000
W. Branch Street $625,003 $0 $3 $0 $0 $0
Project Studies and Planning $45,000 $7,633 $71500 $7,500 $7,500 $7,500
Orchard Street $0 $0 $200,000 $200,000 $0 $0
Other Street Projects $3 $0 $0 $0 $225,000 $250,000
Transfer to Street Fund $0 $250,333 $2501000 $0 $0 $0
Subtotal Street Improvements $1,174,000 $1,078,500 $934,520 $735,660 $786,622 $827,704
Ivy Removal $3,000 $3,000 $8,000 $8,030 $0 $6
Drainagel reek Protection Projects $75,000 $76,000 $75,000 $76,006 $75,000 $75,660
City Hall Parking Lot Bicswale $56,000 0 0 $6 $0 $0
Detention Basin Maintenance $20,000 $20,400 $20,808 $211224 $21,649 $22,062
Colina&Via La Barrance Drainage 0 0 $16,000 $150,036 $0 $0
Larchmont Drainage $0 $0 $33,000 $0 $0 $0
Other Drainage Projects $0 0 $0 $0 $76,660 $75,000
Subtotal Drainage Improvements $160,000 $103,400 $148,808 $254,224 $171,649 $172,082
Fire Battalion Chief $83,000 $84,660 $86,353 $88,086 $89,842 $91,639
Emergency Operations Center $20,000 $6,000 $5,600 $6,000 $5,003 $6,000
Fire Apparatus $0 $601000 $53,600 $66,000 $50,003 $60,000
Fire Department Staffing 0 $0 $67,000 $69,016 $71,083 $73,213
Police Station Expansion $260,000 0 $163,000 $169,009 $180,009 $169,000
Police Sergeant Position $16,000 $0 $0 $0 $0 $0
Subtotal Public Safety $313,000 $130,660 $358,353 $362,093 $865,922 $369,851
City Hall Expansion $75,000 $300,000 $75,000 $76,000 $75,090 $76,900
Corporation Yard Repairs $10,000 $5,000 $0 $0 $ $0
Elm Street Community center Roof $10,000 0 0 $6 $0 $0
Other Facility Upgrades $0 $0 $0 $0 $30,390 $30,000
Subtotal City Facilities $95,000 $306,000 $75,900 $76,000 $105,990 $166,000
Mailing of Annual Report $31000 $2,000 $2,000 $21090 $2,990 $2,000
Total $2,223,000 $1,728,560 $1,618,681 $1*628,875 $1,631,192 $1,676,637
Projected Revenue 1,663,003 1,575,O03 1,598,626 1,622+604 1,646,343 1,671,648
Annual Change to Fund Balance -565,000 -153,560 -20,055 -6,270 15,751 -4,989
Balance $425,000 $271,440 $251,384 $245,113 $260,864 $255,875
Assumes: 1.5% annual sales tax growth; $3 million financing for Brisc -Halycon Interchange; $1.5 ,million
financing for the Cita, Hall project and $2.5 ,million for the Police Station project.
Agenda Item 5.b.
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Agenda Item S.b.
Page 12