HomeMy WebLinkAbout02- Finance CITY OF SAN BERNARDINO
ORIGINAL.
FINANCE DEPARTMENT
INTEROFFICE MEMORANDUM
TO: Charles McNeely, City Manager
FROM: Barbara Pachon, Finance Director
SUBJECT: FY 2009-2010 Budget Update
DATE: August 6, 2009
COPIES:
Due to the State's drastic budget actions recently approved some additional budget options have
become available for consideration by the Mayor and Council at our next budget workshop on
Monday, August 10th. Using these alternate available budget options we have been able to
decrease the requested loan from EDA from the original $5,442,300 to $1,308,700. We have met
with EDA staff regarding the proposed EDA/City loan and we are all in agreement.
On July 201h the State Legislature reached agreement on a budget plan to eliminate the State's
projected deficit of $26 billion and on July 28th, 2009 Governor Schwarzenegger signed the FY
2009-2010 State Budget. Unfortunately, a significant portion of the State's final budget package
relies on local funds to balance the State's deficit. The State will "borrow" 8% of property tax from
local governments ($1.935 billion in total) and $2.05 billion in local redevelopment funds ($1.7
billion being taken in FY 2009-2010). In an effort to provide the Mayor and Council with as many
options as possible we have provided a list of both recommended and not recommended budget
options for consideration. Attachments 1-3 to this memorandum list these proposed budget savings
actions and provide a short explanation of each item.
Attachment 1 is a copy of the proposed budget savings actions that were provided to the Mayor and
Council at the first budget workshop on June 4, 2009. The twelve budget saving items listed on this
report are still recommended for final approval. Assuming these twelve items are approved, the
City's General Fund deficit will be reduced to ($2,442,300).
Attachment 2 provides not only an updated estimate of the State's proposed takeaway from the City
but also additional budget saving ideas for consideration. Finance had originally estimated the State
would take $3 million from the City to balance the State's budget: the current estimate is
$2,938,300 which is $61,700 less than originally estimated. The two most significant budget saving
items included on Attachment 2 are loans. The first item is a recommendation to participate in the
State's proposed loan program to offset the State takeaway (instead of borrowing these funds from
EDA). The second item is the recommendation to borrow from EDA but in the substantially lower
amount of$1,308,700 instead of the original proposed loan amount of$5,442,300. Assuming the
eight additional budget saving actions included on Attachment 2 are approved, the City's General
Fund deficit will be reduced to zero.
Also included at the bottom of Attachment 2 are three additional budget saving items that, although
are possible, are not recommended. None of these three items are recommended to balance the
General Fund budget because the City already uses the cash in these funds on a monthly basis for
cash flow purposes. The General Fund operates at least three fourths of the fiscal year in a negative
cash position so it is necessary to borrow cash from other funds to operate and cover General Fund
expenses. If any portion of these funds were loaned and used to actually balance the General Fund
budget then the total available cash could be reduced to levels not sufficient to cover General Fund
disbursements. Because the City's cash balance is currently at a dangerously low level borrowing
from internal funds is strongly not recommended to balance the City's General Fund budget.
Attachment 3 provides a brief description of each of the budget saving actions recommended so that
the Mayor and Council are better able to make informed decisions.
Please don't hesitate to contact me if you have any questions or issues that need to be addressed
before Monday's meeting.
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Attachment 3
Additional Budget Savings Actions
1.) Remove Contingency for potential health insurance premiums - $350,000
During preparation of the FY 2009-2010 Preliminary Budget, the Human Resources Department (HR)
indicated that the City's cost for providing health insurance benefits to its employees could increase by
as much as 10%. Since then, HR has initiated negotiations with the City's health insurance providers
to address costs and is confident that through some modifications to our plans (for example higher co-
pays) costs can be contained to similar levels as FY 2008-09.
2.) Increase over budgeted amount for Police JAG grant- $160,000
At the time the FY 2009-2010 Preliminary Budget was prepared the amount of the JAG grant was
expected to be at the same level as the FY 2008-2009 amount. However, in early June we learned that
the amount of the grant would actually be $160,000 more than what had been included in the
Preliminary Budget document.
3.) Delete General Fund contribution to vehicle replacement fund- $150,000
Each year included in the General Fund budget is a contribution to the Fleet Fund for future purchases
of vehicles for General Fund Departments. For the last 3 years this amount has been $300,000.
Included in the FY 2009-2010 Preliminary Budget was $150,000. With this action the amount will
now be $0.
4.)New revenue—Delman Heights lease agreement with County Head Start- $23,000
After the Preliminary FY 2009-2010 Budget document was printed, the Parks and Recreation
Department reached a tentative agreement with the County for the County to take over the
management of the Head Start program with net additional revenue to the City of approximately
23,000. The additional revenue is a result of the County continuing to operate the Head Start program
at the Delman Heights site and paying the City for use of the site. A detailed item will be brought to
the Mayor and Council for approval in July of 2009.
5.)Shit eligible Gas Tax projects to CDBG Stimulus funds- $375,000
As a result of President Obama's American Recovery and Reinvestment Act (ARRA), the City was
allocated an additional $951,548 in CDBG funding. By using a portion of this money to fund the
Speicher Park skate project ($500,500) and ADA projects ($451,000), the City has freed up Gas Tax
monies to be used to fund General Fund street obligations. It should be noted, the Speicher Park and
ADA projects are not being cancelled or delayed; only the funding source for these projects is
changing.
6)Shit slurry seal protects from Gas Tax- $250,000
The $250,000 of slurry seal funds that were going to be paid from Gas Tax were shifted to Measure I
Funds in the Half Cent Sales Tax Fund, thereby allowing the transfer from the Gas Tax Fund to the
General Fund to be increased by $250,000. The FY 2009-2010 CIP includes a total of $606,600
between carryover and new allocated Measure I Funds to do slurry seal projects in FY 2009-2010.
This will actually allow more funds to be allocated to slurry seal projects than was allocated in FY
2008-2009. Development Services and Public Services will finalize the proposed list of slurry seal
projects to be done in FY 2009-2010 and will distribute the list when it is completed.
1
Attachment 3
7.) Reduce Contract Street Striping- $200,000
The reduction in striping of$200,000 will not have significant effect on CIP projects, as the mill and
overlay projects have the striping cost built into the total amount budgeted for each project. All
remaining striping and re-striping of the City's streets will be reduced to work orders generated from
Engineering and only the locations with faded or missing striping will be re-striped. $100,000 remains
in the General Fund budget for contract street striping.
8.) Reduce Estimate for Ch. 186 increases - $200,000
During the budget preparation process, Human Resources estimated that FY 2009-2010 costs related to
Ch. 186 increases (General Fund only, not Measure Z) would be approximately 4% higher than FY
2008-2009 actual costs. However, given the current economy and that FY 2008-2009 Ch. 186 costs
were higher than normal, it is recommended that the estimated increase for FY 2009-2010 be lowered
by approximately $200,000.
9.) Offset Library costs with transfer from Cultural Development Fund- $200,000
A review of eligible uses of funds in the Cultural Development Fund indicates that some Library costs
related to the "California Room" could be offset with Cultural Development funds, thereby reducing
the amount needed from the General Fund to subsidize the Library Fund in a corresponding amount.
The California Room houses historical and informational materials about the City and County of San
Bernardino, the Inland Empire and the State. There is no other facility in the area that maintains such a
complete history of the area. Included in the collection are materials related to historical homes, farms,
railroads, lakes, springs, businesses, lost buildings, roads, wildlife, and residents.
10.) Reimburse Departments for special event costs w/Cultural Development. funds - $100,00
For many special events held in the City (parades, Route 66, etc.) City Departments incur overtime and
other related costs when providing support for the functions. Many times departments are required to
fund these costs through their existing General Fund budgets when these costs could be offset with
Cultural Development monies, saving the General Fund approximately $100,000.
11.) Use Fleet Fund excess balance to offset Police Dept. vehicle maintenance costs - $100,000
It is projected that the Fleet Fund will have an unallocated fund balance of approximately $364,700 at
June 30, 2010. For FY 2009-2010 it is suggested that $100,000 of this available fund balance be used
to fund costs related to maintenance of the Police Department's vehicles.
12.) Use Fire Chiefs proposed management reorganization - $223,000
As part of the Fire Department's requested contribution toward balancing the City's budget, the Fire
Chief proposed a reorganization of the Fire Department's Management staffing which was recently
approved by the Mayor and Council at the 8/3/09 Council Meeting. This reorganization, which calls
for the deletion of an Administrative Training Captain and Battalion Chief position, will save
approximately $223,000 in FY 2009/10 and approximately$279,000 annually in subsequent years.
13.) State Loan Program to offset Prop ]A Takeaway- $2,938,30
On July 28`h, 2009 the Governor signed into law ABx4 15 authorizing the State to "borrow" 8% of
local property tax due to cities. This equates to a loss of$2,938,300 in property tax to the City of San
Bernardino. The legislation also mandates that the State repay cities the full amount borrowed plus
interest by June 30, 2013.
The legislation also authorizes cities and other local agencies to sell this repayment commitment (or
"Prop. I Receivable") to California Communities, a JPA sponsored by the League of CA Cities and
the CA State Association of Counties (CSAC). In turn for selling our "Prop 1 A Receivable" the City
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Attachment 3
would receive an upfront payment of the amount the State borrowed, $2,938,300. In the near future
California Communities and the League of CA Cities will provide information on how the City can
participate in this program.
14.)Shift eligible street maintenance costs to available Measure I,fund- $500,000
At the time the Preliminary CIP was prepared it was unknown whether or not the State would raid the
City's Gas Tax funds. If the State were to take the City's Gas Tax funds projects that were budgeted in
the Gas Tax Fund would have had to been shifted to other funding sources, including Measure I. Now
that we know that is not the case, it is recommended that the remaining available balance in Measure I
be used to offset General Fund street maintenance costs.
15). Eliminate cost bud eg tedefor TRAN- $100,000
Included in the Preliminary FY2009-2010 budget was approximately $117,800 (expenditures net of
revenues) related to the City's participation in the issuance of a pooled "Tax Revenue Anticipation
Note," or TRAN. TRANS allow local governments to borrow funds on a short-term basis for
anticipated cash flow deficits. Unfortunately, the statewide JPA offering the TRAN was not able to
sell the bonds due to the States precarious budget situation. It is proposed that $100,000 of the savings
be used to balance the City's budget and the remaining $17,800 be used for any costs associated with
the State Loan Program discussed above.
16.) Postpone purchase of equipment with Gas Tax Funds, shift funds to street maintenance- $85.000
Development Services had proposed in the CIP to use $85,000 of Gas Tax Funds to purchase Office
Software and Design Equipment Updates (AutoCAD, Office 2007, and Plotter). But these purchases
can be postponed and the savings can be utilized to offset General Fund street maintenance costs.
17.)Shift Police evidence fund costs & undercover vehicle maintenance costs to Asset Forf - $48,60
In prior years when Asset Forfeiture had available funds, the cost to repair undercover vehicles and the
funding for the evidence draw down account was budgeted in the Asset Forfeiture Fund. In more
recent years, the General Fund has picked up these costs, but now that the Asset Forfeiture fund has a
large available balance it is proposed to shift these costs back to the Asset Forfeiture fund.
18.) Use Police DIFF monies to offset a ortion of patrol car lease payments- $200,000
$265,000 was included in the Police Department's preliminary FY 2009-2010 budget for the debt
service payment on the recent purchase of 28 new patrol cars. Approximately $227,000 is available in
the Police Department's DIFF so it is recommended that $200,000 of this available balance be used to
offset the patrol car debt service payment.
19.)Increase expenditure savings goal- $200,000
Included in the Preliminary FY 2009-2010 budget are estimated expenditure savings of$700,000. By
delaying filling of vacant positions and continuing to obtain 5% reductions when possible from City
contractors it is estimated that savings will increase by $200,000.
20.)Short Term Loan from EDA —$1,308,70
The City and EDA have reached a tentative agreement that would allow the City to borrow funds on a
short term basis. The funds would be drawn down as needed up to $1,308,700. Repayment terms
negotiated between the City and the Agency include repayment of the full $1,308,700 (including
interest) from the City to the Agency at the end of one year, with the option for two 1-year extensions
with Council approval. As soon as the 09/10 budget is adopted, staff will begin work on the revenue
enhancements and efficiency measures that have been presented to you during budget deliberations.
Implementation of these measures will ensure timely repayment to EDA.
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