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C I T Y 0 F SAN B ERN A R DIN 0
INTEROFFICE MEMORANDUM
CITY ADMINISTRATOR'S OFFICE
DATE: January 23, 1992
TO: All Department Heads
FROM: Shauna Clark, City Administrator
SUBJECT: 1991-92 Budget Cuts
COPIES:
Attached is a list of actions taken by the Mayor and Common Council
to balance the 1991-92 Budget. In addition, the department
reductions are listed in alphabetical order.
You will be notified, by memorandum, of any personnel cuts in your
department.
If you have any questions after reviewing this documentation,
please do not hestiate to call.
-s@WfP81V
City Administrator
SCjdjn
Attachment
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COMMON COUNCIL BUDGET APPROVALS:
1991/92
1. Change Election Dates
2. Combine street Lighting
& Traffic Signals:
3. Eliminate Facilities Director:
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$25,000
$38,000
4. Close City Hall During Christmas:
5. Eliminate Cellular Phones in Police:
6. 5% Reduction for Civic/cultural
Organizations
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$13,000
$15,000
11. Transfer Street Repair Funds
$133,000
$495,000
$260,000
$1,500,000
$500,000
$496,000
$322,657
$293,333
$4.090.990
7. Change to semi-Monthly Payroll
8. Refuse Administration Fee
9. EDA pay for Convtn/Visitor's Bureau
10. Sell Police Station to EDA
12. Sell Cemetery to EDA
13. Transfer Mall Security to EDA
14. 1/2 cent utility Tax Increase
SUB-TOTAL
DEPARTMENT REDUCTIONS:
L cemetery
2. civil Service
3. city Clerk
4. council
5. Facilities Management
6. Finance
7. Fire
$14,627
$12,587
$39,263
$15,019 ./
$65,715 -
$80,451
$104,0?0
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8. Garage (3,396)
9. Library $75,000
10. MIS $40,800
1l. Mayor $32,042
12. Parks & Rec $133,124
13. Planning & Building $109,315
14. Police $454,947 -
15. Public Services $197,595
16. Public Works $197,752,
17. Risk Management $35,560
18. Telecommunications $34,000
19. City Administration $28,800
20. Personnel $20,500
2l. city Attorney $83,475
22. Animal Control $36,696 IV
23. Non-Departmental $90,000
24. Telephone Support $57,000
SUB-TOTAL $1. 954. 872
. TOTAL S6. 045. 8U
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CITY ADMINISTRATOR'S BUDGET RECOMMENDATIONS:
savinas Reoommendations:
I.
Change Election Dates
Annual Savings:
Savings Next Year:
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$75,000
$160,000
$562,000
II. Eliminate City Hall Payments:
Annual savings: $562,000
~II. Combine street Lighting & Traffic Signals:
Annual Savings: $60,800
viv.
v.
(/fi.
$25,300
Eliminate Facilities Management Director:
Annual Savings: $83,400
Close City Hall During Christmas:
Annual Savings: $23,000
Eliminate Cellular Phones in Police Dept.
Annual Savings: $31,000
$38,933
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$13,000
~VII. 5% Reduction for Civic/Cultural Organizations $15,000
Annual Savings: $15,000
VIII.Change from Bi-Weekly to semi-Monthly Payroll $133,000
SUB-TOTAL: $787.233
Revenue Recommendations
vi.
Refuse Administration Fee
$495,000
$495.000
SUB-TOTAL
EDA Charaeback Recommendations
~. Transfer Carousel Mall Maintenance
Annual savings: $785,339
~ EDA pay for Mall Security
Annual savings: $322,657
$421,500
$201,500
-
viII. EOA pay for Convention & visitor's Bureau
Annual Savings: $260,000
$108,333
SUB-TOTAL
$731.333
./I.
Asset Sale Recommendations
$1,500,000
Sell Police Station to EDA
SUB-TOTAL
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$1.500.000
PD wJ:o t-/5l-/r '1'1-1
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DeDartment Reduction Recommendations
I. Departmental Reductions (see attached)
SUB-TOTAL
TOTAL
$2,275,084
$2.275.084
$5.788.650
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PROI'OSID DIPARTIlENT BUDeIT CUTS
1991-92 PISCAL YEAR
(REVISED AS QP 1-2-92)
PIT
1'09
CUT
VACANT
POS INC
IN
CUT
TOTAL CUTS
PER DEP!
LlSS
APPLICABLI
PAYOrr
NET
TOTAL CUTS
PER DEP!
5 PEICINT
CUT
(UNrAVOBABLI)
PAVOBABLE
VARIAIICI
-------------------------------------------------------------------------------
ItAYOI 1 I 32,042 32,042 2S,244 3,798
COIIIION COUNCIL 0 0 IS ,019 15,019 18 ,559 (1,540)
CITY CLlII 1 1 39,263 39,263 39,264 (1)
CITY TlIASUlER 0 0 0 0 7S0 (780)
CITY AITOINn 0 0 83,475 83,475 83,475 (0)
NON-DIPARTlDllTAL 0 0 90,000 90,000 198,285 (108,285)
CITY ADMINISTlATOI 0.5 0 28,800 28,800 27,875 925
CIVIL SERVICE 0 0 12,587 12,587 13,959 (1,372)
PERSONNEL 0 0 20,500 20,500 20,507 (7)
FINANCE 2 1 80,541 80,541 73 ,878 6,865
PLANNING . BUILDING SlIVIC 5 1 122,300 12.985 109,315 124,707 (15,392) .
PIllE 24 12 686,567 110,541 578,028(?) 688,438 (110,410)
POLICE 31 13 1,144,954 38,930 l,18&,92t ~'~58,774 (152,750)
ENGINEERING 3.5 1 198,289 537 197,752 175,051 22,701
PACILITIES ItANAGIKINT 5.5 2 216,321 49,884 166,437 185,907 (19,470)
PAIK, REC . COKH SVCS 7 1 299,280 13,332 285,948 299,279 (13,331)
STREET 7 6 199,644 2,049 197,595 237,944 (40,349)
RISK ItANAGIKENT 2 0 49,919 3,805 46,114 35,540 10,574
-------------------------------------------------------------------------------
TOTAL GENEIAL YUND
89.5
39.0
3,319.501
232,063.
.].017.""',.-1
','1"".1"7
3,506,242
(418,804)
LI BIlARY POND
CEMETERY PUND
CABLE TELEVISION PUND
ANIMAL CONTROL PUND
TELEPNONE SUPPORT PUND
!10TOa POOL rUND
DATA PROCESSING FUND
5
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1
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1
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3
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150,000
14,893
24,500
36,696
57,500
22,371
40,800
3,261
266
146,733 151,019
14,627 14,110
~'.2.,t.'\'24,500
36,696 35,611
57,500 41,770
(3.396) 162,194
40,800 51,021
(4,288)
517
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1,085
15 1730
(165,590)
\ 10,221)
25.767
-------------------------------------------------------------------------------
TOTAL ALL rUNDS
91.5. 44.0 3,666,261 261,363 .3.t9~,898 3,986,468 (581,510)
=====.=.====.s=::=====:===zs:======sz===ss~~l~~~====.===============sz=====
(1)
(1) INCLUDIS POSITIONS WHICH All VACANT OR WILL BECOME
VACANT THIOUGH NOIMAL ATTIITION (TOTAL ACTUAL LAyorrs -
53.5 )
TOTAL GEIlEIAL YUND CUTS NECESSARY
OUE TO PROJECTID 6/30/92 DErICITS
6,318,900
TOTAL GENIIAL PUND CUTS IDENTIrIED
3,087,438
OTHEI PUND CUTS WHICH WILL BINIPIT GENEIAL rUND(LIB . A/C)
183,429
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RICESS..Y cutS WHICH llMAIN UNIDENTIPIED
3,048,033
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CITY OF SAN BERNARDINO
SUMMARY OF DEPARTMENT BUDGET CUTS
FY 1991-92
DEPARTMENT NAME: city Administrator
5% Reduction = $28,674
Reduction Recommended $28,800
1.
Restructure Rideshare Program
$6,800
Eliminate position of 1 contract employee, Rideshare Program
Coordinator, whose duties are mandated by state law but will
be absorbed by existing personnel.
2.
Miscellaneous MS&S
3.
Reduce training funds.
Reduce available funding
for professional/contractual
services.
4.
$5,000
$7,500
$9,500
In addition to the above 5% cuts, Fred Wilson will continue to act
as Director of Telecommunications as well as Director of Facilities
Management.
The Clerical Pool has been reduced from 2 to 1.
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CITY OF SAN BERNARDINO
SUMMARY OF DEPARTMENT BUDGET CUTS
FY 1991-92
DEPARTMENT NAME: Animal Control
1.
2.
5% Reduction =
$ 35,611.45
$ 36,713.95
Reduction Recommended
Reduce Animal License Canvass Program
$ 25,498.82
Reduces part-time License Checkers from four (4) to two
(2). The program was without License Checkers in the
field FY91 and has been operating at a reduced level
FY92.
Personnel Cuts:
2 Animal License Checkers (pt) $ 19,680.00
MS&S: 5,818.82
custodial Services
$ 2,500.00
Due to nature of Animal Shelter's staff, custodial duties
are performed throughout the day. We do not anticipate
any significant impact from this reduction.
MS&S
$ 2,500.00
3.
Shelter operations
$ 8,317.25
The Animal Shelter Operations Manager will retire 12-31-
91; the position will remain vacant. Duties will be
redistributed among remaining staff.
Personnel cuts:
1 Animal Shelter Operations
Manager
$ 8,067.25
MS&S
250.00
4.
Other line item deductions (MS&S)
$
379.88
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C I T Y 0 F SAN B ERN A R D J NO
Interoffice Memorandum
TO: Shauna Clark, City Administrator
FROM: James F. Penman, City Attorney
SUBJECT: BUDGET CRISIS ADJUSTMENT CONTRIBUTION
DATE: December 19, 1991
CC: Mayor, Council Members, City Clerk,
City Treasurer, Department Heads
In addition to the two employees previously laid off by this office
(Legal Secretary, City Attorney Investigator), the elimination of
one of these positions, the ongoing vacancy of the other and the
ongoing vacancy in the Deputy City Attorney position created by not
replacing John Wilson upon his departure last year, the City
Attorney's office contributes 5% of our budget, $83,475.00 (sum
provided by Andrew Green, Fiance Director) to assist in resolving
the present financial dilemma.
We have identified the sum of $61,038.56 in new, unbudgeted
billings to RDA from this office for legal litigation. That sum
will be due from RDA to the general fund before June 30, 1992.
Please reduce account #53050 - litigation, by the amount of
$22,436.44. This will result in a combined new income and budget
reduction of $83,475.00.
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1)'l.J~ r ~.-'W\.et'""-
ames F. Penman
aity Attorney
. CITY OF &N BERNARDINO Q. MEMORANDUM
To
Fred Wilson, Assistant City Administrator
From
Daniel Ustation
Superintendent
December 4, 1991
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Subject
POTENTIAL BUDGET CUTS
Date
Approved
Date
The Cemetery Department's current budget is $282,208.00. A 3% cut would
be $8,466.00 and a 5% cut would be $14,110.00.
The only way to achieve the recommended cuts would be the deletion of
one Park Maintenance Worker II position. Currently the Department has
only four Park Maintenance Workers.
Deleting the one position would severely impact the Department's ability
to perform the daily interments and maintenance of the 22 acres safely
during vacations and sick days.
Respectfully Submitted,
J)a~~~
Daniel Ustation, Superintendent
PIONEER MEMORIAL CEMETERY
DUll r
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CITY CLERK'S OFFICE
SUMMARY OF DEPARTMENT BUDGET CUTS
(I..
Department Name:
5% Reduction =
Citv Clerk's Office
1.
2.
3.
Reduction REcommended
$
$
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$29,050 J 3).. Slj ~
$ 3,516
39.263
'~l u.J
33.321*.,;)1
Personnel Cuts:
1 Secretary (Div. 031)
(w/benefits)
MS & S:
Miscellaneous:
$ 6,697
Anticipated Reimbursement froa BOA
*The City Clerk's Office provides support services to the
Economic Development Agency. Such services include, but are
not limited to: attending and taking minutes of the regular
meetings and closed sessions~ processing and indexing
resolutions and bond documents~ preparation of council
meetings and legal custodian of records ~ and serving as
filing officer for Statements of Economic Interest.
The City Clerk has discussed with Timothy Steinhaus, Agency
Administrator, EDA, the possibility of entering into a
Master Services Agreement. He concurs that such an
agreement is in order and the Agency is willing to
reimburse the City Clerk's Office for support services.
A conservative figure for annual support services is
determined to be $6,697, which the Economic Development
Agency is willing to reimburse to the City Clerk's Office.
This amount W~l help offset the 5% reduction.
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CITY OF SAN BERNARDINO
SUMMARY OF DEPARTMENT BUDGET CUTS
FY 1991-92
DEPARTMENT NAME: CIVIL SERVICE DEPARTMENT
5% Reduction = $ 12.500
Reduction Recommended $ 12.587
1. PROGRAM CUTS: None.
2. PERSONNEL CUTS: None.
3. MS&S CUTS: $12,587
4. MISCELLANEOUS: None.
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C I T Y
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SAN
B ERN A R DIN 0
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INTEROFFICE MEMORANDUM
TO: Fred Wilson, Assistant City Administrator
FROM: Council Office
SUBJECT: Potential Budget Cuts
DATE: December 18, 1991
COPIES: Councilmembers
Shauna Clark, City Administrator
-------------------------------------------------------------------
The attached is provided as requested. Salaries and benefits
are 68% of our budget. I can only provide MS & S cuts since we
have no programs. Please be aware that $30,000 annually goes to
the General Fund from EDA and is not shown as an offset to this
office. Additionally, a small sum is billed and collected by the
City Clerk's Office for tape research and reproduction which is
never shown on our budget. Several long-tape reproduction jobs
have been done for the city Attorney's Office related to the
Stubblefield case which have never been reimbursed to my knowledge.
-\~~-~~
PHILIP A. ARVIZQ
Executive Assi~ant
to the Council
PAA:jv
Attch.
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COUNCIL OFFICE
91
BASED ON APPROPRIATIONS REPORT ENDING 11/91
3% - ($9935)
5% ($16,558)
ACCOUNT # ACCOUNT #
3341 $1029 3341 $1029
3342 1580 3342 1580
3343 844 3343 844
3344 1800 Meetings & 3344 1800 Meetings &
3345 1510 Conferences 3345 1510 Conferences
3346 1269 3346 1269
3347 939 3347 939
3310 348 3310 348
3244 ..M..Q. Photo & Recording 3005 300. Dues & Subscriptions
3015 300 Postage
$9967 3016 500 Printing
3120 500 Equip Maintenance
3225 800 Special Dept. Supplies
3244 600 Photo & Recording
3305 700 Office Mileage
3311 400 Phil's Mgt. Allowance
ll21 1600 City Promotion
$15,019 ($1539)
Based on the percentages in Data Processing, Telephone Charges and Liability
Claims, I am assured that the ($1539) can be made up from these funds.
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CITY OF SAN BERNARDINO
SUMMARY OF DEPARTMENT BUDGET CUTS
FlY 1991-91
December 30, 1991
DEPARTMENT NAME: Facilities Management
5% Reductian= $185,907
Reduction Recommended $116,311
1. Personnel Reductions:
Account Clerk......................................
Custodian............ ..... ......... . ........ ......
V A P Parking Control Checker......................
2. Maintenance Carpenter............................
Port-time hours (Moll Security]...................
3. Plumber II.......................................
Street Lighting Supervisor.........................
C'r,
u...
$ 11,896
$ 19,058
$ 16,131
$ 17,999
$ 16,131
"-
$ 18,460
$ 8,530
Total Personnel Reductions......... $118,306
2. Recommended Reduction in 0 & M Cost.................. $ 98,015
Grand Total....... $116,311
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101
CITY OF SAN BERNARDINO
SUMMARY OF DEPARTMENT BUDGET CUTS
FY 1991-92
DEPARTMENT NAME:
FINANCE DEPARTMENT
5% REDUCTION
$ 73,676
REDUCTION RECOMMENDED
$ BO,541
1.
ELIMINATE DAILY DETAILED BUDGETARY MONITORING
AND RE-ORGANIZE FINANCE DEPARTMENT
80,541
-------------
-------------
ELIMINATE DAILY DEPARTMENT BUDGET MONITORING BY
THE FINANCE DEPARTMENT. CHANGE BUDGET PROCESS
TO SHIFT RESPONSIBILITY OF EACH DEPARTMENT'S
BUDGET TO THE RESPECTIVE DEPARTMENT HEAD.
THE FINANCE DEPARTMENT WOULD ONLY MONITOR MAJOR
BUDGET CATEGORIES IE; PERSONAL SERVICES, MS&S, ETC.
PERSONNEL CUTS: (BASED UPON 5 MONTHS)
- ASST DIRECTOR OF FINANCE(NET OF PAYOFF)
- INTERNAL AUDITOR/BUDGET OFFICER
- STOREKEEPER(NET OF PAYOFF)
- DOWNGRADE OF ASST CITY TREASURER
POSITION TO ADMIN OPERATION SUPR(CITY TREASURER)
- ADDITION OF ACCOUNTING TECHNICIAN POSITION
28,260
24,905
2,991
1,212
(15,383)
41,985
MATERIALS, SERVICES & SUPPLIES CUTS:
14,172
MISCELLANEOUS:
24,384
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o
., ~-J
..llJ ,;..
CITY 01' SU BERJIAllDINO
INTEROFFICE KBMORANDOK
TO: Fred Wilson, Assistant city Administrator
SUBJECT: Proposed Budget Cuts for 1991/92
FROM: Andrew Green, Director of Finance
DATE: December 23, 1991
COPIES:
----------------------------------------------------------------
The Finance Department consists of four (4) divisions 1 Finance
Administration, Purchasing/Stores, Print Shop, Treasurer.
I have attached a proposed organizational chart based upon the cut
recommendations. The administration of the Admin Division will
have to be absorbed by myself and the remaining Senior Accountant
positions. I will be proposing changes in the budget process which
will reduce the amount of the administration necessary in the
Finance Department and shift it to the other departments. This
will reduce the potential of creating a high back log in the
Finance Administration Division as a result of the loss of two (2)
Senior Staff positions.
The following is an itemization of proposed cuts in each division.
The individual cost savings of each of the following
recommendations are itemized on the attached sheet.
FlNUCE ADMINISTRATION
The elimination of the following positions: Assistant
Director of Finance and Internal Auditor/Budget Officer.
Creation of the following position:
Technician.
Accounting
Billing of Finance Staff time to construction projects.
Adjustment of Material, Services and Supplies.
The total of these changes will equate to $59,766 in savings for a
five (5) month period.
PURCHASING/STORBS
The recommendation for the cut in Purchasing/Stores will be as
follows:
o
o
10J
The individual in the current Sr. Buyer's position will be
retiring December 27, 1991. As a result of previous reduction
force action which eliminated a Sr. Buyer position, the
individuals previously demoted will have to be reinstated. The
end result will be a storekeeper position becoming vacant.
The recommendation is to eliminate this position. And adjust
various materials service and supply line items.
The total of these changes will equate to $8,016 in savings for a
five (5) month period.
PRINT SHOP
Due to the fact the Print Shop is for the most part self
supporting. Five percent (5%) of the net budget would only require
a $823 reduction, however the recommendation is to reduce the
special departmental supply line item by $5,072.
TREASURER
The recommendation will be made as a result of the Assistant City
Treasurer position being Unclassified, to down-grade this position
to an Administrative Operations Supervisor and reduce the overtime
budget by $4,000.
The total of these changes will equate to $7,687 in savings for a
five (5) month period.
The total cuts for all divisions is $80,541. The required 5% cut
for all divisions is $73,885.
If you have any question please let me know.
~ ;:j~
Andrew Green
Director of Finance
Attachment
AG:et
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110
CITY OF SAN BERNARDINO
SUMMARY OF DEPARTMENT BUDGET CUTS
FY 1991-92
DEPARTMENT NAME:
PUBLIC WORKS/GARAGE
1. Not Fill Position of Equipment Mechanic
Supervisor
$
22, 371
Salaries savings for not filling position
of Equipment Mechanic Supervisor for 6
months.
Personnel Cuts:
$22,371
MS & S: *
MISC: *
* Will be determined after vehicles to be turned in by the other
Departments have been identified.
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11(;
CITY OF SAN BERNARDINO
SUMMARY OF DEPARTMENT BUDGET CUTS
FY 1991-92
DEPARTMENT NAME:
Library
5% Reduction +
$ 150,000
1.
Reduction Recommended $ 150,000
Close Coddington Branch
$49,902
Cause Local Patrons to use other facilities.
Del Rosa Woman's Club would need to be assured.
Cuts could cause us to lose Public Library Funds
next year.
Personnel Cuts
1 junior librarian
1 library clerk
16,296
12,156
21,450
MS&S
2.
Close our Audio Visual Section at Feldheym
$21,076
No A.V. Materials available initially.
Cause people to go elsewhere for service.
Some materials not available anywhere else
such as Braille and many educational tapes.
Personnel Cuts
I library clerk
1 part-time page
13,476
5,097
2,500
MS&S
3. ~stration Services Cuts
$15,265
Personnel Cuts
1 library service
technician
13,993
1,272
MS&S
4. Cuts in Materials Budget
$38,476
Further cut in our already deficient book
budget.
No new best sellers.
Library reputation as major regional library at
stake.
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11','
page 2
5. Technicial Services Clerk
21,044
Intended to fill as soon as possible
Our Technical Service Staff already
lowest in State.
Automation project will be delayed for
extra expense.
6. Other Part-time Savings
4,240
Reduce staff flexibility
No one to cover for lunches, illness,
or vacation
Personnel
Rowe Branch
Circulation
2,308
1,932
TOTAL
$150,000
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lid
CITY OF SAN BERNARDINO
SUMMARY OF DEPARTMENT BUDGET CUTS
FY 1991-92
DEPARTMENT NAME: MANAGEMENT INFORMATION SYSTEMS (M. I. S. )
5% Reduction = $40,800.00
Reduction Recommended $40,800.00
1.
MATERIALS, SERVICES, AND SUPPLIES
$40,800.00
AI
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116
CITY OF SAN BERNARDINO
SUMMARY OF DEPARTMENT BUDGET CUTS
FY 1991-92
DEPARTMENT NAME: MANAGEMENT INFORMATION SYSTEMS (M.I.S.)
5% Reduction = $40,800.00
Reduction Recommended $40,800.00
1.
MATERIALS, SERVICES, AND SUPPLIES
$40,800.00
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11.)
CITY OF SAN BERNARDINO
INTEROFFICE MEMORANDUM
TO: FRED WILSON, ASSISTANT CITY ADMINISTRATOR
FROM: JANIS INGELS, DIRECTOR OF M.I.S.
DATE: NOVEMBER 25, 1991
SUBJECT: RECOMMENDATIONS FOR POTENTIAL BUDGET CUTS
COPY:
The memo referencing above topic came while I was on vacation.
Although I wasn't present for the December 17th deadline, I am
submitting the following recommendation for where to cut if cuts
are deemed absolutely necessary.
Three percent of my budget equals approximately $25,000.
percent equals approximately $40,000.
Five
Professional/contractual
Data processing supplies
679-103-53150
679-103-53238
$25,000.
$15,000.
The cut to professional/contractual will leave us enough to pay
Ruth Parish, Ray Morrow, and pay for our monthly county assessor
tapes this budget year. It will mean no further use of outside
resources and no resources for any emergency or incidental needs
arising from current or future programs.
The cut to data processing supplies would use the remainder of
carryover funds from 90/91.
'.
~
.
o
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l1J
CITY OF SAN BERNARDINO
INTEROFFICE MEMORANDUM
TO: FRED WILSON, ASSISTANT CITY ADMINISTRATOR
FROM: JANIS INGELS, DIRECTOR OF M.I.S.
DATE: NOVEMBER 25, 1991
SUBJECT: RECOMMENDATIONS FOR POTENTIAL BUDGET CUTS
COPY:
The memo referencing above topic came while I was on vacation.
Although I wasn't present for the December 17th deadline, I am
submitting the following recommendation for where to cut if cuts
are deemed absolutely necessary.
Three percent of my budget equals approximately $25,000. Five
percent equals approximately $40,000.
Professional/contractual
Data processing supplies
679-103-53150
679-103-53238
$25,000.
$15,000.
The cut to professional/contractual will leave us enough to pay
Ruth Parish, Ray Morrow, and pay for our monthly county assessor
tapes this budget year. It will mean no further use of outside
resources and no resources for any emergency or incidental needs
arising from current or future programs.
The cut to data processing supplies would use the remainder of
carryover funds from 90/91.
"
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CITY OF SAN BERNARDINO
SUMMARY OF DEPARTMENT BUDGET CUTS
FY 1991-92
DEPARTMENT NAME: Mayor
5% Reduction =
$28,300
$32,042
Reduction Recommended:
1.
Reduce staff involvement in internal
committees (i.e., traffic safety,
educational round table, DRC) to enable
us to merge Project Coordinator position
with Executive Secretary position.
Personnel Cuts:
1 Executive Secretary
$32,042
... r,,;......
1....,-,
$32,042
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.i~
CITY OF SAN BERNARDINO
INTEROFFICE MEMORANDUM
'; .
TO:
Shauna Clark, city Administrator
/ ~
! j'
FROM: Lorraine Velarde, Mayor's Executive Assistant~:
DATE: December 17, 1991
SUBJECT: 5% Budget Reduction
COPIES: Mayor Holcomb, Ernie Wilson, File.
-------------------------------------------------------------------
In response to your memo requesting departments to look for 5%
reductions in the current budget, the following information is
provided. The Mayor's Office has few definitive programs that can
be eliminated. The City's California Conservation Corps crew is
perhaps the only ongoing program within the Mayor's division. At
present, the benefits from this program to city projects far
outweigh the budget allocation of $44,113, most of which pays for
the crew supervisor.
The combined Mayor's Office budget is $565,642. Our 5% target is
approximately $28,300.
There are several options which we respectfully request you
consider and we outline them below:
OPTION A
We propose to cut $11,375.00 from the following accounts:
001 Oll 53235 Office Supplies 1000.00
001 Oll 53601 City Promotion 5000.00
001 012 53015 postage 250.00
001 Oll 53315 Training 3000.00
001 013 53010 printing Charges 900.00
001 013 53223 Small Tools 500.00
001 013 53315 Training 475.00
001 013 53601 city promotion 250.00
In order to meet the 5% requirement, cuts in staffing have been
considered. We are also looking into combining the position of
Affirmative Action Officer and Safety Officer. By obtaining half
of the salary and benefits which is approximately $22,000 from the
Safety Officer position, we can reach the suggested 5%.
o
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10'
~ .-'
--
INTEROFFICE MEMORANDUM
5% Budget Reduction
December 20, 1991
Page 2
OPl'ION B
Eliminate staff or reducing an administrative position to half-
time.
Executive Assistant
Administrative Assistant
Project Coordinator
Cultural Affairs Coordinator
26,412
20,562
17,971
16,770
(Salary only)
II
II
II
OPl'ION C
The recent resignation of the Executive Secretary would allow the
merger of responsibilities with the Project Coordinator and thus
reduce our personnel staffing by one position and result in a
decrease of approximately $32,042. with this calculated savings,
we would exceed our 5% by $3,742. It is hoped that this amount
could be credited to this department to be applied towards any
future budget cuts required.
Of all options listed above, the number one choice would be option
c.
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.. 0'")-.
l.h..0
CITY OF SAN BERNARDINO
SUMMARY OF DEPARTMENT BUDGET CUTS
FY 1991-92
DEPARTMENT NAME:
5% REDUCTION:
PARKS, RECREATION & COMMUNITY SERVICES
$ 299,280
$ 299,280
REDUCTION RECOMMENDED:
1.
REDUCE HOURS OF OPERATIONS AT COMMUNITY CENTERS
;th,,>
COMMUNITY CENTERS WILL CLOSE AT--6-l-0o---PM-INSTEAD
QF 8:0~D THERE WILL BE NO OFF-SITE PROGRAMS.
PERSONAL SERVICES CUTS:
17.775
3555 PIT MAN HOURS
M S & S CUTS:
17,775
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ELIMINATE PLAYGROUND PROGRAMS
54.845
NO AFTER SCHOOL PLAYGROUND PROGRAMS WILL BE
CONDUCTED AT THE SCHOOLS.
PERSONAL SERVICES CUTS:
RECREATION SUPERVISOR (1)
6110 PIT MAN HOURS
24,295
30.550
54,845
M S & S CUTS:
o
Q ELIMINATE STURGES FROM GENERAL FUND BUDGET
THIS FACILITY IS PROPOSED TO BE SUBLEASED AND
COMPLETELY REMOVED FROM THE GENERAL FUND BUDGET.
83.841
PERSONAL SERVICES CUTS:
SENIOR RECREATION SUPERVISOR (1)
2250 PIT MAN HOURS
27,285
7.585
34,843
M S & S CUTS:
48,998
4.
o
o
ELIMINATE TRANSPORTATION SERVICES
ELIMINATION OF THE PLAYGROUND PROGRAMS AND OFF-SITE
PROGRAMS AT COMMUNITY CENTERS ALSO ELIMINATES A
NEED FOR TRANSPORTATION.
PERSONAL SERVICES CUTS:
1525 PIT MAN HOURS
M S & S CUTS:
,-\
~ TRANSFER COSTS OF YOUTH SPORTS LIGHTING TO YOUTH SPORTS GROUPS
IT IS PROPOSED THAT YOUTH SPORTS ASSSUME ALL LIGHTING
COSTS RESULTING FROM THEIR PROGRAMS OR SCHEDULE ONLY
DAYTIME PLAY.
o
PERSONAL SERVICES CUTS:
M S & S CUTS:
CLOSE THE WESTS IDE COMMUNITY SERVICE CENTER
THIS FACILITY IS PROPOSED FOR CLOSURE. THIS ACTION
WILL ELIMINATE COMMUNITY ASSISTANCE PROGRAMS AND
INFORMATION AND REFERRAL ASSISTANCE PROVIDED BY THE
CENTER AS WELL AS THE UTILITY PAYMENT AND POSTAL
SERVICES. UTILITY PAYMENT AND POSTAL SERVICES MAY
BE PROVIDED THROUGH LOCAL COMMERCIAL OUTLETS AND
MERCHANTS IN THE AREA.
PERSONAL SERVICES CUTS:
COMMUNITY SERVICES CENTER MANAGER (1)
COMMUNITY SERVICE CENTER SPECIALIST (1)
CASHIER I (2)
M S & S:
LESS ESTIMATED REVENUE FROM UTILITY COMPANIES & POST OFFICE
1 '""' .\
,',
.l..t-':L
13.570
1,077
12,493
51. 595
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51,595
69.390
22,728
16,658
27.049
66,435
9,205
(6.250)
2,955
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10.
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U:DUCTION IN ADMINSTRATIVE SERVICES
8.264
THIS REDUCTION WILL RESULT IN ONE TYPIST CLERK II
POSITION BEING FROZEN FOR 4 MONTHS AFTER RETIREMENT
OF INCUMBENT AND ELIMINATION VARIOUS M S & S ITEMS.
'ERSONAL SERVICES CUTS:
TYPIST CLERK II (4 MONTHS)
S & S CUTS:
3,544
4,720
, ro .
L:":' tJ
o
Impact:
positions:
Freeze (1)
(1)
Delete (1)
(1)
(2)
(1)
Facilities:
Close
o
... ') Co.
~:-i
Typist Clerk II, (4 mos.)
Recreation supervisor I (6 mos.)
Sr. Recreation Supervisor
community Service Center Manager
Cashier I
Community Service Center Specialist
Sturges Auditorium - This facility is proposed
to be subleased and completely removed from
the General Fund Budget.
Wests ide Service Center - This facility is
proposed for closure. Citizens can be
provided with utility payment services through
local merchants in the area. other community
assistance programs will be completely
deleted.
Community centers will
close at 6:00 p.m.
instead of 8:00 p.m..
There will be no offsite
programs.
Adiusted hours of oDeration
Programs:
Playgrounds
Transportation
Youth sports
Lighting
No afterschool playground programs will
be conducted at the schools.
with the elimination of the playground
programs, transportation needed to these
programs no longer exist, therefore 1 bus
and 2 vans can be surplused. In addition
there will be no offsite transportation
for community centers.
Youth sports will have to assume all
lighting costs resulting from their
programs, or schedule daytime play.
o
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"!'")'
..l..:-O
Equipment
This equipment would have been necessary
if the vacancy at Seccombe Lake Park
could have been filled.
Employees affected by position deletions:
Norman Baffrey
Glenda Burnett
Bettie Denmon
Beulah Pitts
Carol Marshall
Sr. Recreation supervisor
Community Service Center Manager
Community service Center specialist
Cashier I
Cashier I
&'}.Lv
ANNIE F. RAMOS
Director of Parks, Recreation
and community Services
AFR:cj
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CITY OF SAN BERNARDINO
SUMMARY OF BUDGET CUTS
FY 1991-92
DEPARTMENT NAME: PERSONNEL DEPARTMENT
5' Reduction - S20,500
Reduction RecOlDlended S
1.
2.
3.
Benefits Administration
Eliminates budget for medical exams
and reduces other MS&S costs.
S2.300
~
$2,300
Classification & Compensation
S4.600
Eliminates remaining budget for
professional/contractual services &
reduces other MS&S costs.
~
$4,600
Employee Recognition Program
Restructures progrllll. Eliminates
cash awards: retains day off without
pay.
S4.000
~
$4,000
4.
o
o
Employee Relations & Neqotiations
Eliminates traininq & reduces other
MS&S costs
Hiii
5.
Recruitment/Selection
Eliminates/reduces advertisinq, testinq,
job announcementmailinq and other
MS&S costs.
Hiii
6.
Tuition Reimbursement
Restructures proqram.
Does not affect employees currently
enrolled in classes.
.. -) ~
J.Uh.
Sl.250
$1,250
94.750
. $4,750
91.600
~ $1,600
7.
Various Functions
Eliminates manaqement allowance
and car pool and reduces
other MS&S costs.
Hiii
Note: The Personnel Department has two (2) vacancies
S2.000
$2,000
1 ") .,
..LuU
o CITY OF SAN BERNARDINcO
SUMMARY OF DEPARTMENT BUDGET CUTS
5% REDUCTION
PLANNING & BUILDING SERVICES
$124,700
$124,700
DEPARTMENT NAME:
REDUCTION RECOMMENDED
1. REDUCE BUILDING INSPECTION STAFF:
PERSONNEL
SENIOR BUILDING INSPECTOR - ELIMINATE
VACANT POSITION
$ 27,000
BUILDING INSPECTOR - ELIMINATE FILLED
POSITION
$ 20,000
CLERK TYPIST II - ELIMINATE FILLED
POSITION
$ 14,300
2. REALIGN & STRENGTHEN CODE ENFORCEMENT STAFF
PERSONNEL
SENIOR CODE ENFORCEMENT OFFICER -
POSTPONED FILLING POSITION TO
MARCH 1, l.:f"'U Iq'L
$ 9,000
CODE ENFORCEMENT OFFICER - ELIMINATE
FILLED POSITION
$ 20,000
3.
MATERIALS, SERVICES & SUPPLIES
TRAINING ($14,500), PROFESSIONAL/
CONTRACTUAL SERVICES ($13,000), SPECIAL
SUPPLIES ($2,000), ADVERTISING ($1,000),
MILEAGE ($500), BUILDING DEMOLITION
COSTS ($1,000)
MISCELLANEOUS
$ 32,000
4.
S 2.400
FURNITURE ($1,650), OFFICE EQUIPMENT
($750)
$124,700
1
o
1 ?,'
.LVv
City of San Bernardino~
INTEROFFICE MEMORAND~
9112-5913
TO: Shauna Clark, city Administrator
FROM:
Al Boughey, Director of Planning and Building
Services
SUBJECT: Revised Budget Reductions
DATE: December 20, 1991
COPIES:
-------------------------------------------------------------
REVISBD BUDGBT REDUCTIONS
1. Development Services Manager
TARGET
$ 43,000
$ 13,000
$ 27,000
$ 20,000
$ 26.000
$129,000
$124,700
- Delay Hiring Date to July 1, 1922
2. Training - Reduce from $15,500 to $2,500
3. Senior Building Inspector
4. Code Enforcement Officer
5. Clerk Typist
1.lU
o city of San BernardinO
INTEROFFICE MEMORANDUM
9112-5910
FROM:
Shauna Clark, City Administrator
~,
Al Boughey~ Director of Planning and Building
Services
TO:
SUBJECT: Budget Reductions
DATE: December 17, 1991
COPIES:
-------------------------------------------------------------
Atltlroach
As per your request of November 8, the following outlines our
Budget reduction plan for the balance of the fiscal year.
Please note that with the structure and mission of the
Planning and Building Services Department, it is virtually
impossible to eliminate entire programs as a cost savings
measure. The Department's primary function is to be
responsive to development, plan review, and building
inspection requests. As such, the Department cannot
eliminate legally required programs or services in their
entirety.
The one function of the Department most suitable for a
policy-directed reduction would be Code Enforcement Division.
If so directed, this Division could assume a 100% complaint-
only responsive program. This would result in further
deterioration of conditions throughout the city. For the
above reasons, the approach to the Department's required
reduction is to scale back programs to 1) reflect decreasing
workload in certain areas as a result of the slower economy;
2) maintain a minimum basic level of service within each
functioning unit.
Previous Reductions
Within the last nine (9) months, the Department has
experienced cutbacks that must be considered in conjunction
with the new reductions proposed herein. As of April 1991,
the Department authorized strength was 58 employees. The
staff was significantly reduced by the 1991-92 Budget. Total
positions were reduced by nine (9) or 15 percent. The
reduction proposed herein further reduces the staff by up to
three (3) positions and delays the filling of a fourth until
July 1992.
. '1
1. ~.1
INTEROFFICE ~RANDUM:
Budget Reductions
December 17, 1991
Page 2
9112-5910
o
Personnel Cost Not Included
The Finance Department has advised that we cannot include in
the reduction plan positions that have been included in their
salary saving estimates. These identified gross salary
savings for the year are as follows:
1.
2.
3.
4.
Associate Planner
Two Planning Aide Positions
Code Enforcement Officer
Senior Code Enforcement
$48,944
$36,559
$44,978
$41,608* partial
*anticipated to be filled late in fiscal year.
Reauired Reductions
The Department Budget is $2,494,135. Therefore, the required
targeted reductions are:
3% $ 74,800
5% $124,700
Three Percent Reduction
1. CUrrently, the Planning Division has two Principal
Planner positions vacant. It has been anticipated that
these positions would be combined into a Development
Services Manager (Planning Division Manager). The
salary savings for the balance of the year would be
approximately $19,900. The permanent salary savings
would be $40,000 annually.
Jan. 1 to June 30. 1992
Two Principal Planner Salary Savings
Development Service Manager Salary Cost
Anticipated Savings
$62,922
- $43,036
S19.900
2. A delay in filling the Development Services Manager
position until July 1, 1922.
Anticipated Savings
$43,000
.'
J
1I
INTEROFFICE ~RANDUM:
Budqet Reductions
December 17, 1991
paqe 3
14.
.(~;:..",
9112-5910
o
3. The retirement of the Supervisor of Buildinq Inspection
and the subsequent fillinq of the position will result
in a cost savinqs due to the anticipated reduction in
salary from a level seven to a level three or four. The
qross salary cost over the next six months would be
$34,105 as opposed to an anticipated cost of $29,680 for
a new supervisor.
--
Anticipated Savinqs
$ 4,400
4. Reduction in Line Item 171-53150
professional/Contractual Services. This item relates to
expenses for such items as: expeditious review, desiqn
review, professional services (qeoloqist, archaeoloqist,
etc.) and City initiated proposals or General Plan
Amendments.
Initial Budqet
Revised Budqet
$36,000
- S28.S00
7,500
Anticipated Savinqs
..=
Total
$
$ 74,800
--=
7,500
3% Reduction (Goal)
$ 74,800
Five Percent Reduction
The budqet reduction qoal
reductions for the 3% cut.
positions would not be filled.
1. The Senior Buildinq Inspector position, if vacated
to fill the Supervisor of Buildinq Inspection,
would not be filled. This would save $27,000 over
the next six months and approximately $54,000 for
the next fiscal year.
of $124,700 incorporated all
In addition, the followinq
Anticipated Savinqs
$ 27,000
2. One Code Enforcement Officer position was vacated
in September 1991. If this position remains
unfilled, it would save $20,200 over the next six
months and approximately $40,370 fiscal year.
----
Anticipated Savinqs
$ 20,200
.'
INTEROFFICE ~RANDUM:
Budget Reductions
December 17, 1991
Page 4
9112-5910
3.
Further reduction of
Professional Contractual
outlined:
Initial Budget
Revised Budget
$36,000
$10,000
o
.., 4 ~.
J. ';1 \.J
Line Item 171-53150
Services as previously
Additional Anticipated Savings
S124.500
5% Reduction Goal $124,700
=----
$ 2,500
$124,500
.
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Personnel
1 Tree Trimmer
4 Maintenance Worker lIs
2 Maintenance Worker Is '
Personnel Benefits (32.5%)
overtime -#405
0
6 Month Savinas
$14,786
54,255
23,746
30,156
10,909
--------
112,480
$60,935
$ 4,857
------------
$19', &U (6 months)
$1&&,370
$133,0"
$ ",.22
$ 6&,54.
$ 33,274
/-,
Personnel Subtotal
#405 MS & S Items, subtotal
#404 MS & S Items, subtotal
saviDqe if effective 1/1/92:
SaviDqe if effective 2/1/92:
SaviDqe if effective 3/1/92 :
SaviDqe if effective 4/1/92 :
saviDqe if effective 5/1/92 :
saviDqe if effective '/1/92:
I am also recommendinq the #405 Maintenance Supervisor position be
downgraded to a Lead Maintenance Worker. The #405 Maintenance
supervisor position is currently being filled in a Higher Acting
capacity by a Lead Maintenance Worker. By officially chanqingthe
position to Lead Maintenance Worker, there will be approximately a
$11,718 savings beqinning in fiscal year 92-93. This savings is
based on the difference between an "G" step Maintenance supervisor
and an "E" step Lead Maintenance Worker, including the difference
in benefits at 32.5%
/J'Vt~/~
Manuel P. Moreno, Jr.
Director of Public Services
O/Z7/er
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city of San Bernardino
summary of Department Budget cuts
FY 1991-92
Department of Public Services
5% Reduction =
Reduction Recommended
$189,430
$199,644 (if effective 1/1/92)
Method to achieve recommended reduction:
A size reduction in the Special Projects Section and in
the Street Tree section.
special projects is responsible for graffiti $129,112
removal, debris clean up, emptying street
containers, utilizing the Work Sentence personnel
for maintenance of weeds on major artery right-of-
ways, and clean out of storm drain catch-basins.
The current #405 Section structure is 11
employees: 1 Maintenance Supervisor, 5 Maintenance
Worker lIs, and 5 Maintenance Worker Is. The
proposed reduction would .ean cutting 5 ..ployees,
inoluding related fringe benefits, 4 vehioles and
so.e 118 , S it_so The proqraa would then operate
on a Monday through Priday.sohedule, not as a 7
day a week sohedule as is currently being done.
It would eliainate using Work Santenoe personnel
on Saturday., sundays and holidays.
The street Tree Seotion, Dept. #404, is
responsible for the planting, trimming, and
removal of city street trees. During periods of
high winds this crew removes downed trees and
limbs from city streets.
$ 43,095
cut fro. the street Tree Section: 1 Tree Trimaer,
1 Maintenanoe Worker II, 1 ohipper truck, 1 brush
ohipper, and 1 manlift. This would reduce the
nUllber of City trees that are trimaed each week
and/or slow down the repair/replao_ent of
sidewalks that have been daaaged by tree roots as
this Seotion provides r~val and root pruning
servioes for the Conorete crew.
The recommended are as follows:
o
o
CITY OF SAN BERNARDINO
SUMMARY OF DEPARTMENT BUDGET CUTS
FY 1991-92
DEPARTMENT NAME:
PUBLIC WORKS/ENGINEERING
1. Not Fill Position of Civil Engr. Associate,
downgrade & reduction in overtime.
Salaries savings for vacant position of Civil
Engineering Associate for 10 months and vol-
untary downgrade of Civil Engineering II
position to Engineering Aide.
Personnel Cuts
1 Civil Engineering Assoc.
1 Downgrade
1 Reduce Overtime
$40,100
18,000
1,000
MS & S:
Reduce Prof./Cont. Services
2,500
MISC: N/A
-",
211
$ 61,000
\
J
o
o
CITY OF SAN BERNARDINO
SUMMARY OF DEPARTMENT BUDGET CUTS
FY 1991-92
DEPARTMENT NAME:
PUBLIC WORKS/ENGINEERING
'2.
~
Reduce Construction Inspection & Surveying
Proqram.
Delete positions of Construction
Inspector (1) and Survey Party Tech-
nician II (1)
Personnel Cuts:
1 Construction Inspector
1 Survey Party Technician II
28,620
MS & S: None
MISC:
Increase Credits from ($114,000) to ($190,000)
- $76,000
21~
$ 104,620
o
.CITY OF SAN BERNARDINO
o
SUMMARY OF DEPARTMENT BUDGET CUTS
FY 1991-92
DEPARTMENT NAME: PUBLIC WORKS/ENGINEERING
3.
Transfer Street Lighting Electrician
1/2 cost of salary savings for deletion
of Street Lighting Supervisor for 5 months.
Personnel Cuts:
Street Lighting Supervisor (1/2)
MS&S:
Professional & Contractual Services.
Misc.
None.
') 1 '"
':".1.u
$8,530
$8,530
$4,000
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.
o
o
CITY OF SAN BERNARDINO
SUMMARY OF DEPARTMENT BUDGET CUTS
FY 1991 - 1992
DEPARTMENT NAME:
RISK MANAGEMENT
$ 35,5110
5% Reduction =
Reduction Recommended $ 119,919
1 . Eliminate Position of Occupational Health Nurse
Reduce Wellness Programs in city and treatment
of first aid cases by nurse. Programs to be
moved under Safety Officer in compliance with
Sanate Bill 198, Injury Prevention Program.
2. Eliminate Position of Risk Management Specialist
Duties to be redistributed among our depart-
ment.
MS & S
Programs Associated With Nurse
"
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. "
,:;....i.0
$22,300
$16,1130
$11,189
1
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CITY OF SAN BERNARDINO
SUMMARY OF DIVISION BUDGET CUTS
FY 1991-92
DIVISION NAME:
"",,~
t:.: r:. \.J
TELECa'lMUNICATIONS DIVISION
CATV SECTION
5% REOOCTION
$24,500
REOOCTION RECOMMENDED
$24,500
1. REOOCE LOCAL ORIGINATION PRODUCTION
Reduction in force of two parttime assistants
and reduce work shift schedules of remaining
parttime enployees.
2. MATERIALS, SERVICES & SUPPLIES CUTS
ADVERTISING: Eliminate display ads in the Sun,
advertising City Council meeting playback
PROGRAM LICENSE FEES: Eliminate use of budget
funds to acquire outside prograrnning
TRAINING: Reduce budget by 50%
$20,300
$ 4,200
'"
.
~
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o
o
CITY OF SAN BERNARDINO
SUMMARY OF DIVISIOO BUDGET CUTS
FY 1991-92
DIVISIOO NAME:
5% REDUCTIOO
REDUCTIOO RECOMMENDED
1.
RESTRICT NEW EX;;UIPMENT ACWISITIOO
AND LOO<; DISTANCE PHOOE USAGE
MATERIALS, SERVICES & SUPPLIES CUTS
EX;;UIPMENT OOTLAY
nq
",{,;,,\J
TELECnlMUNICATIOOS DIVISIOO
TELEPHOOE SUPPORT
$40,000
$42,000
$42,000
$ 6,000
$36,000
,
.
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t:..:- ,
CITY OF SAN BERNARDINO
SUMMARY OF DIVISION BUDGET CUTS
FY 1991-92
DIVISION NAME:
5% REOOCTION
REOOCTION RECCX>lMENDED
1. DEFER ~TION OF CONSULTANT CONTRACT
RELATED TO 800 MHZ
MATERIALS, SERVICES & SUPPLIES CUTS
TELECOi'KlNICATIONS DIVISION
COMMUNICATIONS MAINTENANCE
$14,159
$15,500
$15,500
$15,500
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PROTESTS RECEIVED
JANUARY 15, 1992
Budget Review
Barton Elementary School
Against closing libraries:
27
27
TOTAL
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Eliminate one Lieutenant
Eliminate two Records Clerks
No change
M.E. T.. SMASH:
No change
~
Eliminate 30 Crossing Guards
Transfer Traffic Officers to Patrol
Eliminate Traffic Administration
one Lieutenant, one Sergeant
and one. Typist Clerk
Revenue
~
Eliminate part-time salarie.s
46,888
32,714.:.
0--
0-:
86,398
0:
103,699
+ 113,820
37,455
-
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.
Eliminate Svcs. Administrator 75,71 B.
Eliminate Records Clerk /I 17,5B5:
Eliminate one Sergeant 42,430.
Eliminate Training Overtime 59,323
Eliminate Reserve Officer Stipend 39,130
Il2IAJM ~.
-
o
o
CONfIDOO1AL
CXTY 01' BAlI BERNARDXNO
XNTEROI'I'XCE MEMORANDUM
TO: SHAUNA CLARK, CITY ADMINISTRATOR
FROM: ANDREW GREEN, DIRECTOR OF FINANCE
SUBJECT: 1991-92 PROJECTED DEFICIT
DATE: JANUARY 2, 1992
COPIES: DAVID REID, ASSISTANT DIRECTOR OF FINANCE1 MARTY ROMEO,
INTERNAL AUDITOR/BUDGET OFFICER
Based upon the revenue trends as of November 1991, net General Fund
revenues are estimated to be approximately $6.3 million short of
the original estimate. This $6.3 million shortfall consists
primarily of an anticipated sales tax shortfall of approximately
$5.8 million. At the time that the original 1991/92 revenue
estimates were prepared, the State and other economists were
optimistic that the recessionary trend would improve by December
1991. Based upon these and other factors the sales tax estimate
was prepared. As of the November collections however, it is obvious
that the economic down turn shows no immediate sign of waning.
Complete Sales Tax information for the Christmas quarter will not
be available until late January or early February, however
indications are not promising.
In addition to the anticipated General Fund shortfall, the city
must also deal with anticipated deficits due to unfunded
liabilities in the Internal Service funds. The unaudited
accumulated Internal Service funds deficit for 1990/91 was
$13,028,930. This unaudited amount doesn't include the reserves
which will be necessary as of June 30, 1991. This amount will be
provided by the external auditors with the 1990-91 financial
statements. It is anticipated that with the inclusion of the 1990-
91 reserves, the total accumulated Internal Service funds deficit
will exceed that of 1989-90.
The combined anticipated General Fund and existing Internal Service
funds deficits are in excess of $19,347,000 million. It is time to
take drastic steps to head off the potential shortfall which will
result if current trends continue.
I have attached charts (Internal Service Fund Deficit Activity 1
Revenue Analysis) which compare Internal Service fund deficits to
the prior year and identify the components of the estimated $6.3
~
o
o
02
million General Fund shortfall.
Due to the fact that claims experience fluctuates so greatly from
year to year, a comparison of actual claims activity would not be
a true indicator for trend establishment. Therefore, claim
expenditures are excluded from the attached Internal Service Fund
Deficit chart.
In the Revenue Analysis chart, the percentage of the total 1990/91
revenue which was collected as of November 1990, was compared to
the percentage collected as of November 1991. Assuming that the
prior year trend continues, November 1991 collections were short of
where they should be by approximately $2.9 million or 12.1%.
Applying this current trend to the remaining months of the fiscal
year would result in an approximate $7 million shortfall by June
30, 1992. However, there are other funds which effect the General
Fund where windfalls are anticipated. Applying these anticipated
windfalls to the anticipated General Fund shortfall results in the
estimated $6.3 million net year end General Fund shortfall.
I must emphasize that this $6.3 million year end shortfall is an
estimate based upon trends through November 1991. As actual
revenues are collected and compared to the prior year, trend facts
will change. As the trend facts change so will the year erid result
which is based upon these trend facts.
The City is facing a very bleak financial future and only by taking
drastic steps now can an even more disastrous financial future be
avoided.
O~()M-
Andrew Green
Director of Finance
.
I
..
~
(!-~2-
CJ
C I T Y
o F
SAN
B ERN A R DIN 0
INTEROFFICE MEMORANDUM
RECE!vr:n-"'fY f'i.fF^
TO:
SHAUNA CLARK, City Administrator
.92 JAN 10 P 3 :07
FROM:
JAMES F. PENMAN, City Attorney
January 9, 1992
DATE:
RE:
Reduction in Force under General Unit MOU
Section 511 of the Civil Service Rules prescribes the procedure to
be used for reduction in force layoffs, and authorizes seniority as
the only criteria to be considered in determining order of layoff.
Article VI, Section 4, of the General Unit's MOU provides:
"In the event of layoffs due to lack of work or funds,
that the department deems it necessary to reduce the
working force, the last employee hired within the
classification so reduced shall be the first laid off
unless he/she possesses special qualifications or whose
loss of skills would adversely affect the public welfare
or has superior work performance that can be documented."
The question of which Section takes precedence has arisen.
In this case, the Civil Service Rule supersedes the MOU provision.
The effect of the provision in the MOU is to allow the adoption of
a new Civil Service Rule without the necessity of meeting and
conferring with the AFSCME on this issue.
,
,
In the case of Social Services Union v. Alameda County Training and
Employment Board (1989) 207 Cal.App.3d 1358, the court resolved a
conflict between an MOU and the county's civil service regulations
in favor of the MOU on the basis that the MOU specifically stated
that upon its adoption "the provisions of this Memorandum shall
immediately supersede any conflicting or inconsistent Agency
policies and rules regarding employees identified in [the MOU]."
In contrast, Article VII, Section 2, of San Bernardino's General
Unit MOU states:
"It is understood and agreed that this M.O.U. is subject
to all current and future applicable federal and state
laws and regulations and the current provisions of the
charter, ordinances, resolutions and other rules and
regulations of the City. If any part or provision of
JFP/ses/JFP-MOU.mem
\
~
C)
TO:
RE:
Page
Shauna Clark, City
Reduction in Force
2
Administrator
under General Unit MOU
this M.O.U. is in conflict or inconsistent with such
applicable provisions of those federal, state or City
enactments, ...such part or provision shall be suspended
and superseded by such applicable law or regulations. . . . ..
The Civil Service Rule clearly supersedes the provision in the MOU.
However, a civil service rule amendment drafted in substantial
conformity with what has already been agreed to in the MOU will not
require a meet and confer with AFSCME. The Union of course should
receive notice of the intended action.
~ "
Jtt",- lle-..~v___
/~~~ES F. PENMAN,
U City A.ttorney
,
,
JFP/ses/JFP-MOU.mem
,
.
--
"
~
C.)
c ~ /.2
I
..
C I T Y 0 F SAN B ERN A R DIN 0
INTEROFFICE MEMORANDUM
RECEiV"~.r~ r v
('i ~.r;...
TO:
SHAUNA CLARK, City Administrator
'92 JAN -3 All :13
FROM:
JAMES F. PENMAN, City Attorney
DATE:
January 2, 1992
RE:
Proposed Civil Service Rules Amendment
CC:
Mayor; Council; City Clerk; Chief Examiner;
and Director of Personnel
We have been advised that in the event of a reduction in force in
the Fire Department, eight out of the first ten laid off would be
paramedics. The fire fighters who will remain do not have their
paramedic certifications. This would leave the City without a
paramedic program and significantly impact public health and
safety. We have been asked to prepare an addition to the Civil
Service Rules as follows:
"Rule 511.1. Exemptions from Lay-Off Provisions.
~ designated position which requires special or unique
knowledge, skills or certifications critical to the
operation of City business or to health and safety, which
is in the same class as other positions within a
department may be exempted from the provisions of Section
511 when recommended by the Department Head and approved
by the City Administrator."
Because this rule would affect terms of employment, the Myers-
Milias-Brown Act requires that the City meet and confer with the
unions in good faith. This must be done before the City adopts the
rule. If the rule is adopted and the City then conducts a token
meet and confer session with the unions, a court would likely find
that the City was not acting in good faith and overturn the rule.
This would probably result in an order of back-pay for all of those
laid off as a result of the implementation of this rule.
After meeting with the unions, the proposed rule can go to the
Civil Service Board for their approval and then to Council.
I understand that the Director of Personnel plans to meet and
confer with the Fire Fighters' Union next week and with the Police
and Mid-Management Unions soon thereafter. It will not be
III
JFP/ses/CivServ2.mem
dl
JIL
.
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TO:
RE:
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SHAUNA CLARK, City Administrator
Proposed Civil Service Rules Amendment
2
necessary to meet and confer with AFSCME on this because it is
a1feady inclu~ed in their MOU.
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(. JAMES F. PENMAN,
pi ty Attorney
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CITY OF SAN BERNARDIN0~EIVf'" .("'!Y ClEF,'
OFFICE OF THE CITY ATTORNEY
'92 JAN 13 A 9 :28
JAMES F. PENMAN
City Attorney
January 13, 1992
Opinion No. 92-02
TO: Shauna Clark, City Administrator
Barbara Dillon, Personnel Director
.RE: Negotiability of Charter Section 186 Protections
ISSUE
The question has arisen whether the City may meet and confer
with the employee associations covering the pOlice and fire
departments to lessen in any way the protections afforded to those
employees by Charter Section 186, and specifically to agree that
such employees will take a 5% salary reduction separate from the
process outlined in that Charter provision.
CONCLUSION
The City and the employees associations may not agree to
lessen or depart from the protections found in Charter 186.
ANALYSIS
The voters of the City of San Bernardino have adopted Section
186 of the Charter of the City establishing "a basic standard for
fixing salaries, classifications, and working conditions of the
employees of the Police and Fire Departments of the City of San
Bernardino. . 0" The provision declares, "0 0 0 the Mayor and the
Common Council. . . shall hereafter be guided and limited by the
following provisions [of Section 186]." (emphasis added) The
Section provides that salaries for the employees will be set on
August 1 of each year "at the amount equal to the arithmetic
average of the monthly salaries, paid or approved for payment to
local safety members of like or most nearly comparable positions of
the pOlice and fire departments of ten cities of California with
populations of between 100,000 and 250,000. . 0" The section goes
DAB/js/186.opn
1
CITY HALL
300 NORTH '0' STREET. SAN BERNARDINO, CALIFORNIA 92418
(714) 384-5355
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To
.
.
Shauna Clark, Ci~y Adainis~ra~or
Barbara Dillon, Personnel Direc~or
Nego~iabili~y of Char~er Sec~ion 186 Pro~ec~ions
2
Re
Page :
.
.
on to prescribe how the 10 cities 'are chosen.
The Meyers-Milias-Brown Act (Government Code 53500 et seq.)
has been adopted "to promote full communication between public
employers and their employees by providing a reasonable method of
resolving disputes regarding wages, hours, and other terms and
conditions of employment. . ." (Government Code 5350l(c)).
As part of the Act Section 3504 of the Government Code
outlines the scope of representation relating to which "meet and
confer" sessions, or negotiations may be conducted:
"The scope of representation shall include all
matters relating to employment conditions and
employer-employee relations, including, but
not limited to, wages, hours, and other terms
and conditions of employment, except, however,
that the scope of representation shall not
include consideration of . the merits,
necessity, or organization of any service or
activity provided by law or executive order"
(emphasis added)
In the case of San Francisco Fire Fighters v. City and County
of San Francisco (1977) 68 CA 3d 896 the court considered whether
the City and the employees' association could agree to an
arbitration provision when the power to make such decisions was not
delegated by the City's Charter. The Court concluded that they
could not (at pg. 901).
"The City has chosen, by the vote of a
majority of its electors, to adopt a charter
(Charter) under the provisions of the State's
consti tution; the Ci ty' s ordinances and
regulations are subject to the restrictions
and limitations of the Charter, which shall
supersede. all laws inconsistent
therewi th" (Cal Const. Art. XI 53 ( a), formerly
557 1/2, 8.)
"The Charter 'represents the supreme law of
the City and County of San Francisco subject,
of course, to conflicting provisions in the
Uni ted States and California Constitutions,
and to preemptive state law.' (Harman v. City
and County of San Francisco, 7 Ca1.3d 150,
161. .) '[Charter] cities may make and
DAB/js/186.opn
2
I
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To
.
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Shauna Clark, City A~nistrator
Barbara Dillon, Personnel Director
Negotiability of Charter Section 186 Protections
3
He :
Page :
enforce all ordinances and regulations subject
only to restrictions and limitations imposed
in their several charters. Wi thin its
scope, such a charter is to a city what the
state Constitution is to the state.' (Campen
v. Cereiner, 15 Cal.App.3d 836, 840. .)"
(San Francisco Fire Fighters v. City and
County of San Francisco (1977) 68 CA 3d 896,
898-899)
To allow the City and a willing employee association to agree
to something less or different from that which is required by the
Charter is virtually attempting to amend the Charter by agreement
without resort to the voters as required by law.
It seems clear that the Charter language emphasized above
"limits" the City in what it can do in this area, the Meyers-
Milias- Brown Act exempts an "activity provided by law" from the
areas subj ect to negotiation and the right of the people to
establish a Charter and amend it as they will cannot be thwarted.
The result is that the City and the employee organizations may not
negotiate a different or lesser rate of pay than is outlined in the
Charter. Th~ .irl~i v~.c1\.1~l ,.8llI<<ioyees c;:OUld, however agree to turn
back to the Clty any resllft increase.
Respectfully submitted,
/l'-~~~~~.l4J
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Sr. Asst. City Attorney
Concur:
JAMES F. PENMAN
f. :)
t,~~ y.V~
aty Attorney
I'
cc: W.R. Holcomb, Mayor
Council Members
Rachel Krasney, City Clerk
David C. Kennedy, City Treasurer
Shauna Clark, City Administrator
All Department Heads
DAB/js/l86.opn
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San Bernardino City
San Bernardino, CA
Council
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Fax .'s ,415: 644.1320 (21313SS-26c~
October 3, 1991
Ray Quinto
Jerry L. Pete Memorial V A Hospital
Research Service
Mail Code IS1, Rm 2C-02
11201 Benton Street
Loma Linda, CA 92357
Dear Ray:
As you requested, we have asked research institutions in
California that use dogs and cats for research whether or not
they would be willing to purchase animals from the San
Bernardino pound. We have determined that because the
pound has been resistant for many years to selling animals,
most facilities have found other reliable sources-albeit at some
considerable cost. Some, panicularty in Southern California,
would be willing to go the the San Bernardino pound if several
important conditions can be obtained.
First, they need full cooperation from the pound operators. In
the past drivers have been harassed and taunted at the pound
when they came to pick up animals, or facility managers were
told on the phone that animals were available, only to hear
when they anived, after a long trck from Los Angeles, that
thcre were none.
Second, institutions need to be able to select animals. Dogs are
used in research because thcy closely mimic humans in many
respects, including size. Thus, most of the time large animals
are needed. Researchers also need to be able to handle the
animals with reasonable ease, so they cannot purchase wild or
vicious ones. Sick or diseased animals are also undesirable,
both because thcy threaten to contaminate other animals in a
facility and because, unless they are healthy, they do not make
good research subjects. For all of these reasons, a spirit of
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cooperation must prevail in the pound allowing for appropriate
inspection and selection of animals.
Third, hours of access to the pound for pick-up of animals must
be reasonable. Past policy in S:m Bernardino has limited access
to two hours per day on three days of the week. A more
flexible arrangement needs to prevail which recognizes the
business needs of both the pound and research facilities.
Finally, it is the general consensus that $200 per dog and $75
per cat are the absolute maximum amounts it is currently cost
effective for facilities to pay for pound animals from San
Bernardino. Animals purchased from breeders and dealers are
more costly. but they are specified as to size and health and
are delivered.
Assuming that the above conditions can truly be achieved, the
institutions have indicated an approximate number of animals
they would consider purchasing from the San Bernardino
pound each year as follows: I ;050 dogs 400 cats
Thank you for all your efforts on this matter. I hope
something can be worked out.
Sincerely.
,( ..;e /'
,... -:..'-~.. . J/ /_-. \ rd.?
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. Sandr E. Bressley I
Executive Director
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