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Home My WebLink AboutS02-City Administrator : CltCOF SAN BERNARDIO - REQlQST FOR COUNCIL AO'ION From: Raymond D. Schweitzer Dept: City Administrator Date: May 27, 1987 Subject: Authorize Scheduling of budget study sessions and preparation of notice of special Council Meeting Annual Budget FY 87-88 Synopsis of Previous Council action: Annually, the Mayor and Common Council adopts a budget for the continuing operation of City government. This memorandum presents a preliminary proposed budget summary and requests scheduling of time of the Mayor and Councilmembers to provide for the orderly adoption of the annual Budget for fiscal year 1987/88. Recommended motion: 1. ~~~=d~~~deio:t~~;esessi~s of the \~ar~~ and f~~~n council,bi987. 2. That proper notifications be prepared for a special "brief" Council meeting on June 29, 1987 for the purpose of adopting an annual appropriations limit resolution and the resolution adopting the Annual Budget for FY 1987/88. Contact person: Jim Robbins Phone: 5122 Supporting data attached: Yes Ward: FUNDING REQUIREMENTS: Amount: Source: (ACCT. NO.) (ACCT. DESCRIPTION) Flnence: Council Notes: 75.0U2 Agenda Item No, s-~ CI1C OF SAN BERNARDIO - REQlQST FOR COUNCIL AOION STAFF REPORT As Council, you have the responsibility for adoption of the final Budget, which gives direction to the vitality of the City. staff is responsible for fine tuning the detail line items to insure a balanced, fiscally sound budget. The preliminary proposed budget summary for fiscal year 1987/88 is attached for your review. This summary provides you with the preliminary revenue and expenditure data for next year. This summary is preliminary in that it shows by department, the anticipated expenditures for personnel; material; services and supplies; and capital outlay. Rev- enues are estimated based on information from a variety of sources and known conditions. I have also enclosed Depart- ment/Director Letter #4 which outlined the directions we had hoped is the city Council's direction. Over the next 30 days, you will become more familiar with the detail of this preliminary budget as it evolves into the final budget for the City. In order to facilitate your understanding of the various departments and their functions, similar department activities have been brought together to make comment and respond to your concerns. It is anticipated that three, eight-hour days, will be necessary to cover all City activities. This requested time can be in four-hour segments. Therefore, an alternative is to have four, four hour sessions and one, eight-hour session. POSSIBLE DATES DEPARTMENTS INVOLVED June 3, 5, 8 -- a.m. City Clerk, City Treasurer, City Attorney, Personnel June 3, 5, 9 -- p.m. Parks, Recreation, Services, Fire Community June 9, 10, 11 -- a.m. Finance, City Administrator, Mayor, Council June 10, 11 -- p.m. Police, Library June 12, 17 Cemetery, Animal Control, Planning, Building & Safety, Engineering, Public Services (8 hours). The time frame for adoption then includes the sessions with the departments and the approval of the resolution adopting the Budget. The adoption of this resolution approving the 1987/88 Budget is recommended for scheduling at a special Council Meeting of June 29. 75.0264 May 27, 1987 . C Alternatives which following: 1. Setting specific dates for budget study session with staff and various department heads. sDld be Dsidered include the -J 2. Directing staff to prepare adoption resolution. appropriate budget 3. Setting a specific date for final adoption of the Budget. 4. Schedule budget study session later in month. 5. Direct staff to prepare a "continuing appropria- tions" resolution for June 29. 6. Adopt annual budget in July. May 27, 1987 'C 0, ~ ~ CITY OF SAN BERNARDINO, CALIFORNIA DEPARTMENT DIRECTOR LETTER Number 4 December 3, 1986 Subject: preoaration of FY-88 Annual Ooerations Budqet Your single most important annual task (and the Mayor and Council's most important document), preparation of the departmental budget requests, must be prepared at this time. Your requests will be the basis for the formulation of the FY-88 annual operations budget to be considered and hopefully adopted by the Mayor and Council. For the initial budget prepared by this City Administrator the same budget instruc- tion manual, budget request forms, and other related mater- ials will be made available to assist you in the preparation process. Determination of budget needs offers each department head the best opportunity each year to take stock of the adequacy and effectiveness of his departmental organization. Preparation of a sound, accurately well-justified budget request requires critical examination of each service pro- vided, the efficiency of procedures and techniques utilized, the capabilities of personnel inVOlved, and evaluation of areas where present levels of performance and service are inadequate as well as any adoption of any new innovations developed to economize your request or greatly improve services. (Reminder - we're only in the business of service). Formulation of budget requests this year offers a very special challenge. Through this budget, we expect to estab- lish civic pride and responsibility. Sustenance of the spirit of pride and progress depends in large part on how each Department does its jOb. Confidence in the City govern- ment of San Bernardino is a key aspect of overall community attitudes. Providing the best possible services cheerfully and at the lowest possible cost is the best way currently known to gain and keep the respect and confidence of our people. This, in turn, necessitates continuing reappraisal of operating procedures in order to discover more efficient ways to accomplish municipal service programs. Preparation of this budget, then, offers the most logical opportunity for making a comolete appraisal of operating programs, projects, and needs, as well as for implementation of needed improvements. The growing national awareness of the needs and problems facing cities of America and the importance of formulating long range programs to defeat the forces that threaten a secure and fruitul life for all our citizens must also be . C recognized in the prell""'{atbiotnhoff. ~,FYl-88d City of, San .J Bernardino budget. Grow~ (0 ~n~~a an per cap~ta), decay of the older areas, public safety demands, receptivity to business and industrial expansion, some outdated equip- ment, and a poor bureaucratic image continue to present major problems to the City government, and your departmental budget requests should recognize these problems and suggest solu- tions and program improvements to cope with them. In our present City limits we are faced with a multitude of major problems that are solveable with money, however, they will have to be prioritized for the Mayor and Council. It must be recognized that any inadequacies could be the cause of a major part of problems of juvenile crimes, major crime, public programs, etc. for which corrective programs must be initiated in FY 1988. Employee raises, an unbalanced budget, self insurance losses, loss of Federal revenues, and the many by-products of poverty and/or unemployment represent some of the forces against which we must contend. Budget requests for FY-88 should provide the organization and facilities which will enable San Bernardino to meet these problems "head on" and perhaps, more importantly, will lay the groundwork for their solution in the critical years to follow. While it appears the City's financial condition will be barely balanced by June 30th, San Bernardino still faces the chronic problem of limited revenue sources. Viewed realis- tically, it is clear that it will not be possible to finance all City program improvement needs, even those of the highest priority. These temporary financial limitations serve to again re-emphasize the need for new ideas and imaginative innovations in methods of providing municipal services. Only in this manner can funds of any consequences be made avail- able for top priority needs and for combating our urban problems. I am very optimistic that the City of San Bernardino will progress because of the outstanding desire (I detect) to improve our image and spirit of cooperation displayed by the women and men that labor as City employees. When this effect is attained, it will be a priceless asset. It is my fervent hope that our critics will give us the chance we all deserve in order for the FY-88 Budget to pay great dividends to the citizens and all City personnel. RDS/djn -