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Home My WebLink About2011-12-13 - AGENDA REPORTS - MID YEAR BUDGET ADJUSTMENTS (2)NEW BUSINESS DATE: SUBJECT: DEPARTMENT Agenda Item: 7 CITY OF SANTA CLARITA AGENDA REPORT City Manager Approval Item to be presented by December 13, 2011 Ken Striplin FISCAL YEAR 2011-12 MID -YEAR BUDGET ADJUSTMENTS City Manager's Office RECOMMENDED ACTION City Council: 1. Authorize adjustments to fiscal year'2011-12 budget in the amount specified in Exhibit A. 2. Authorize and approve the annual contracts detailed in Exhibit B for fiscal year 2011-12. Adopt resolution which authorizes adoption of the Public Agency Retirement Services (PARS), Public Agencies Post -Retirement Health Care Plan Trust Agreement, which also appoints the City Manager as the City's PARS Plan Administrator, and authorizes the Plan Administrator to (i) execute the PARS legal and administrative documents on behalf of the City; (ii) take whatever additional actions are necessary to maintain the City's participation in the Program and to maintain compliance with any relevant regulation issued or as may be issued for the Program; and (iii) take whatever additional actions are required to administer the City's PARS plan. 4. Adopt a resolution amending the position classification plan. Redevelopment Agency 1. Authorize adjustments to fiscal year 2011-12 budget in the amount specified in Exhibit A. BACKGROUND As the organization approaches the middle of the fiscal year, City staff evaluates the adopted budget, revenue projections, and economic conditions for the remainder of the fiscal year. It is standard procedure to perform a mid -year review of the City's budgetary and financial position to ensure any deviations from the initial budget projections are proactively addressed. Staff also reviews requests for appropriations to address new priorities which are unfunded or underfunded. A meeting with the Budget Subcommittee, comprised of Mayor McLean and Mayor Pro Tem Ender, was held on December 9, 2011, at which time the proposed mid -year budget adjustments were presented. Revenues Recommended mid -year revenue adjustments total $7,331,894. By fund, the revenue adjustments are as follows: General Fund $ 251,015 Developer Fee Fund $ 6,783 650 Transit Funds $ 1,459,167 Internal Service Funds $ 105,000 Various Grant Funds $ 93,768 Special Districts Funds $ 60,080 Gas Tax $ 61,981 Bridge and Thoroughfare Districts $ ( 826,700) Redevelopment Agency $ ( 387,995) Other Special Revenue Funds $ ( 268,072) Total Proposed Revenue Adjustments $ 7,331,894 In the General Fund, recommended revenue adjustments include increases of $1.2 million in Sales and Use Tax, $100,000 in Zone Code Enforcement, $68,000 in Rental Income, and $62,700 in EZ Vouchers. Sales tax is our leading General Fund revenue source, and while an increase in this revenue source is being recommended, it is important to note this fiscal year's projection is a decline of 15 percent when compared to sales tax revenue generated before the recession. Staff's recommendations remain relatively flat for this fiscal year when compared to prior year collections. More state budget impacts call for reductions in our General Fund revenue estimates. Included in those state budget impacts are the elimination of two significant general fund revenue streams, the Vehicle License Fee and certain State Mandate (SB90) Reimbursement revenues. The passage of SB89 in late June permanently diverted the Vehicle License Fee revenue from cities, resulting in the elimination of this annual revenue source to the City. For the current year, the fiscal impact is a reduction of $900,000. The League of California Cities has subsequently filed a lawsuit against the State challenging this last minute budget legislation which appears to be in direct violation of Proposition 22. A State budget impact reduction of $126,736 is recommended for the elimination of State Mandate (SB90) Reimbursements for costs associated with absentee ballots during the 2010 municipal elections. The City submitted a 2009-2010 fiscal year reimbursement request to the State in February 2011. The City has not received a response to this request or any explanation for the delay in repayment. Subsequently, letters were recently sent to Assembly Member, Cameron Smyth, and to the Executive Director for the League of California Cities expressing our concern about the State withholding funds that are lawfully owed to the City. Finally, a reduction of $75,000 in Animal Licensing fees is recommended as a result of reduced demand for this service in the current year. A full City canvassing effort was recently completed; therefore, fewer new animal licenses are expected in the current fiscal year. The recommended revenue adjustments in the Transit Funds include $509,000 in increased Measure R, Propositions A and C, and increased specialized transportation revenues. An increase of $975,000 in transfers -in is also recommended to fund bus operations and various transit capital projects currently underway. The recommended adjustments to special revenues include appropriations of $6,783,650 in order to account for Fire District fees already collected for the anticipated construction of fire stations 128, 132, and 156; and $105,000 in Internal Service Funds for interest income adjustments. Recommended decreases include $826,700 in Bridge and Thoroughfare Fees due to developer projects which have been postponed. Those projects include the proposed Grace Baptist parking structure in the Bouquet District, a medical office building in the Eastside District, a retail center in the Via Princessa District, and a medical office building in the Valencia District. A reduction of $387,995 in Redevelopment Agency property tax increment and interest income is recommended as a result of taxpayer refunds and reduced assessed values. Proposed adjustments to Other Special Revenue Funds include a decrease of $305,000 in the Traffic Safety fund for reduced receipts for red-light citations and other moving traffic violations. Other Special Revenue adjustments are for various grant budget corrections and interest income adjustments. Expenditures Recommended mid -year expenditure budget adjustments total $9,087,675. By fund, these expenditure adjustments are as follows: General Fund $ 45,288 Developer Fee Fund $ 6,500,920 Transit Fund $ 483,584 Special Districts Fund $ 1,040,080 Internal Service Funds $ 211,896 Gas Tax $ 5,255 Miscellaneous Federal Grant $ 1,119 Other Special Revenue Funds $ 799.533 Total Proposed Expenditure Adjustments $ 9,087,6'75 In the General Fund, recommended adjustments include decreases of $664,845 in one-time suspension of the 4 percent surcharge for liability in the Sheriff's contract; increases of $477,093 for the voluntary alternative redevelopment program (Pay -to -Play); $311,500 for a new community center in Canyon Country; $124,000 for federal advocacy for Cemex S.759 Legislation; $50,000 for the College of the Canyons Performing Arts Center; $25,000 for the -3- design cost of 27 additional parking spaces (for a total of 70 spaces) at the Valencia Library; and $32,500 for Downtown Newhall shared parking needs assessments for the downtown commercial core and short- and mid-term implementation strategies. A community center in Canyon Country was previously planned and had not come to fruition due to the economic downturn, as there were no funds available to purchase property and develop a community center. Staff has identified a leasable space that would serve as a community center or a hub for services that would provide an array of opportunities for the east side of the City, which makes up over 50% of Santa Clarita's population. This community is a multi -generational, bilingual, and diverse socio-economic community. The new community center will offer programs that strengthen families and communities, while providing positive recreational and skill -building opportunities for youth. The center will be strategically located in order to maximize opportunities to intervene in the lives of high-risk youths, while also serving local families and seniors. The recommended expenditure increase in the Developer Fee Fund covers the 2011-12 Fire District estimated billing for fire stations 128, 132, and 156. Expenditure increases in Transit Funds include $436,701 in Consumer Price Index (CPI) adjustments per MV Transportation's contract and increased number of trips for the Dial -A -Ride services. Recommended expenditure increases in Special Districts include $50,000 in Open Space Preservation District funds for signs, gates, fencing, and other related expenses to prepare newly purchased open space properties for public use; and $69,000 in Landscape Maintenance District (LMD) funds for the additional 2,000 linear feet of lodge -pole fencing to the ongoing Railroad Avenue Beautification Project. The additional fencing will divide the City/LMD maintained landscape areas and the Southern California Railroad Authority (SCRRA) tracks. The fence will also eliminate the SCRRA's requirement to hire certif ed flag -men when landscapers are servicing the area. An appropriation of $399,000 in Drainage Benefits Assessment Area funds and $417,000 in Stormwater Utility funds are recommended to satisfy the Regional Water Quality Control Board's requirements for chlorides originating from natural groundwater in Shangri-La. This one-time cost is contingent upon the Water Board approving the City's Supplemental Environmental Project (SEP) proposal. The recommended expenditure increases in the Internal Service Funds include appropriation of facilities replacement funds for costs associated with the public service improvements at City Hall. Also included is the replacement of the radio system in Transit and Emergency Operations Center with a Narrowband Radio System. The recommended expenditure adjustments in Other Special Revenue Funds include increases of $36,000 in CDBG funds for the Handyworker and Residential Rehabilitation programs, and $1 million in various transit -related projects, including the Transit Information Network (TIN) project. �- y- New Recreation Programs As part of the mid -year process and in response to community requests, new recreation programs and their associated fees (Exhibit C) were created, consistent with Resolution No. 11-41, A Resolution of the City Council of the City of Santa Clarita, California, Establishing a Schedule of Fees and Charges for City Services, Section 4 — New Fees. Public Agencies Post -Retirement Health Care Plan Trust Agreement In 2004, the Governmental Accounting Standards Board (GASB) issued Statement No. 45 (GASB 45) to address the liability of employee earned benefits received after their employment with the government ends. Just as pension obligations are reported in the current financial statements of each governing agency, it was the GASB's determination that the future obligations for other post employee benefits (OPEB) is just as much a part of the reportable cost of providing public services today as the pension and should be included in the financial statements as well. The City of Santa Clarita's OPEB obligations are related to health insurance coverage that is offered to certain employees once they have retired from service with the City. In order to determine the value of the City's OPEB liability, ani actuarial report was completed, and the outstanding OPEB obligation will be reported in the 2010-11 Comprehensive Annual Financial Report (CAFR). While GASB 45 does not require public agencies to pre -fund this long-term obligation, there are significant consequences should the City choose to not fund the liability, such as downgraded bond ratings, risks of not being able to fund future OPEB benefits, and an increasing liability on the balance sheet of the financial statements. Since the initial implementation of GASB 45, a number of entities have sought to address the unfunded liability by creating or participating in an irrevocable trust. The City utilizes a pay-as-you-go approach to funding this liability. Staff is recommending that the City begin funding this long-term liability through an irrevocable trust, as this is the most fiscally prudent option. Staff interviewed six firms offering OPEB trust plan services. The costs and services of each were evaluated based on the City's needs. As a result, staff is recommending that Council approve participation in the Public Agency Retirement Services (PARS) Public Agencies Post -Retirement Health Care Plan Trust, an OPEB Section 115 trust. The multi-employer trust offers program security, flexibility, economies of scale, and service with PARS, an experienced trust administrator. The trust has a favorable Private Letter Ruling from the Internal Revenue Service. The City would be actively involved in selecting the investment strategies to develop a balance of acceptable risk and earnings and still maintain discretion in determining annual contributions to the trust. ALTERNATIVE ACTIONS Other actions as determined by the City Council/Redevelopment Agency FISCAL IMPACT Adoption of the mid -year adjustments will increase the estimated revenues for all funds in the amount of $7,331,894 and budgeted expenditures in the amount of $9,087,675. ATTACHMENTS Resolution - A Resolution which authorizes adoption of the Public Agency Retirement Services (PARS) Public Agencies Post -Retirement Health Care Plan Trust Agreement Resolution - A Resolution Amending the Position Classification Plan 2011-12 Mid -Year Requests - Exhibit A 2011-12 Mid -Year Contractual Agreements -Authorization Requests - Exhibit B 2011-12 Mid -Year Changes to Fee Schedule - Exhibit C RESOLUTION 11 - RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA CLARITA, CALIFORNIA, TO ADOPT THE PUBLIC AGENCY RETIREMENT SERVICES (PARS) PUBLIC AGENCIES POST-RETIREMENT HEALTHCARE PLAN § 115 TRUST TO PREFUND OTHER POST EMPLOYMENT BENEFITS WHEREAS, the Governmental Accounting Standards Board (GASB) issued Statement No. 45 that establishes rules for the measurement, recognition and display of Other Post Employment Benefits (OPEB) expenses and expenditures by public agencies; and WHEREAS, the City of Santa Clarita, California (the "City") has conducted an actuarial valuation to determine the City's obligation to fund OPEB and has determined that it serves the City's interest to pref ind those benefits; and WHEREAS, it is determined to be in the best interest of the City to participate in the Public Agency Retirement Services (PARS) Public Agencies Post -Retirement Health Care Plan Trust (the "Program") to fund post -employment benefits for its employees as specified in the City's policies and/or applicable collective bargaining agreements; and WHEREAS, the City is eligible to participate in the Program, a tax-exempt trust and plan performing an essential governmental function within the meaning of Section 115 of the Internal Revenue Code, as amended, and the Regulations issued thereunder, and ' is a tax-exempt trust under the relevant statutory provisions of the State of California. NOW, THEREFORE, the City Council of the City of Santa Clarita does hereby resolve as follows: SECTION 1. The City Council hereby adopts the PARS Public Agencies Post -Retirement Health Care Plan Trust (the "Trust"), including the PARS Public Agencies Post -Retirement Health Care Plan ("Plan"), as part of the City Retirement Program, effective December 13, 2011. SECTION 2. The City Council hereby appoints the City Manager, or his/her successor or his/her designee, as the City's Plan Administrator for the Program. SECTION 3. The City Council hereby approves the form of the Trust Agreement, Master Plan Document, Adoption Agreement, and Agreement for Administrative Services and authorizes the City Manager to execute the Adoption Agreement, Agreement for Administrative Services, any trustee/investment management forms, (collectively, the "Program Documents"), in the name of and on behalf of the City, in substantially the form on file with the City Clerk, together with any additions to or changes in the form of the Program Documents subsequent to this meeting; and, further authorizes the City's Plan Administrator to take whatever additional actions are necessary to maintain 'the City's participation in the Program and to maintain compliance of any relevant regulation issued or as may be issued; therefore, authorizing him/her to take whatever additional actions are required to administer the City's PARS plan(s). SECTION 4. This Resolution shall take effect immediately upon its adoption. PASSED, APPROVED AND ADOPTED this MAYOR ATTEST: CITY CLERK DATE: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITY OF SANTA CLARITA ) day of , 2011. I, Sarah P. Gorman, City Clerk of the City of Santa Clarita, do hereby certify that the foregoing Resolution was duly adopted by the City Council of the City of Santa Clarita at a regular meeting thereof, held on the day of 2011, by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: CITY CLERK 2 _ STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITY OF SANTA CLARITA ) I, Sarah P. Gorman, City Clerk of the City of Santa Clarita, do hereby certify that the foregoing Resolution was duly adopted by the City Council of the City of Santa Clarita at a regular meeting thereof, held on the 13th day of December, 2011, by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: CITY CLERK 3 _ �_ RESOLUTION II- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA CLARITA, CALIFORNIA, AMENDING THE POSITION CLASSIFICATION PLAN WHEREAS, Section 37206 of the Government Code requires the City Council to prescribe the time and method of paying salaries, wages, and benefits for employees of the City; and WHEREAS, the City Council has authorized and directed, under provisions of the Municipal Code of the City of Santa Clarita, Section 2.080.060, the City Manager to prepare a proposed salary plan for all employees of the City and it has authorized and directed under the provision of Ordinance 11-16, Section 3.d., the City Manager to prepare and revise a position classification plan. NOW, THEREFORE, the City Council of the City of Santa Clarita does hereby resolve as follows: SECTION 1. The position classification plan is hereby amended to include the following change effective January 1, 2012: Classification Human Resources Manager Grade 61 Change Human Resources Manager Grade 69 (pay grade change only) SECTION 2. All prior resolutions and parts of resolutions in conflict with this resolution are hereby rescinded. SECTION 3. The City Clerk shall certify to the adoption of this Resolution. PASSED, APPROVED, AND ADOPTED this 13th day of December 2011. MAYOR ATTEST: CITY CLERK DATE: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITY OF SANTA CLARITA ) I, Sarah P. Gorman, City Clerk of the City of Santa Clarita, do hereby certify that the foregoing Resolution was duly adopted by the City Council of the City of Santa Clarita at a regular meeting thereof, held on the 13th day of December 2011, by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: CITY CLERK 2 — It — STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss.. CITY OF SANTA CLARITA ) CERTIFICATION OF CITY COUNCIL RESOLUTION I, , City Clerk of the City of Santa Clarita, do hereby certify that this is a true and correct copy of the original Resolution 11 adopted by the City Council of the City of Santa Clarita, California on , 2011, which is now on file in my office. Witness my hand and seal of the City of Santa Clarita, California, this — day of 2011. City Clerk By Deputy City Clerk 3 — �Z_ Y E E co a N `'' r d r S �O K d N W >- C d N Q L W V 9 ' • V. m. 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O O n N R (O N OD I� N n V N I- U')Fs4 V N h M t0 i O M N (D V 00 T h N h N M L i0 � ' N':- m O` O O m r d Q N N N N N . it m E E E E E E E E a o ` ` r r i- w w w w ` «0 0 0« « « « H tll C N C N C V/ C N L N C N L N C x�.� �i'F` � N C N C N C N C N L w N C N L N L i F F tF F- F- F P 9 i N t-- N Cl) O V "y�u„�v, Cl UJ O Cl O O O i k 7 M N O N l0 CO Cl) N Cl) N (O (O (O O O l0 O O O O O N N M I� Q v v a v v v v n v " "a LO UU � U) � LO LO LD rlui�e " - o 2 Z 2 Z Z Z Z Z, 2 O Z O Z p p p p p j yy _ 4 Z Z Z Z Z EJ O (O r O Cl O O O N1-- N M O V O l0 O O O O O y, ; M (O to co M w (0 (D M M 1- n n r K N N M N N N N N tLi!' d 2 Z Z Z Z Z Z Z m'', Z Z 2 2 Z Z Z Z ([1 (O P 00 S r N M h tD h OD —2, Exhibit B Contractual Agreements - Authorization Requests Fiscal Year 2011-12 Current Requested Re q uest:. Nutntier` Vend r Contract Contract arnounL(if Description of Request Arnounh. different) Administrative Services Contact # 11-00216 - Request to approve contract with Landscapeconsultant.com and I Landscapeconsultant.com $49,000 $80,000 authorize staff to expend an amount not to exceed $80,000 in FY 11-12 for inspection services of the City medians. Contract # 11-00197 - Request to increase the contract to provide additional 2,000 linear feet 2 STL Landscape $514,272 $583,272 of lodge -pole fencing on Railroad Avenue. The fence will eliminate the SCRRA's requirement to hire certified flag -men when landscapers are servicing the area. Public Works 1 Lee's Maintenance $225,050 $250,050 Request to increase the contract to provide pressure washing services at the Metrolink stations and McBean Bus Transfer Station. Capital Improvement Projects 1 Allan Seward Engineering $92,500 $122,500 Adjustment to Contract to provide for additional geotechnical and soils testing services due to the addition of the parking lot demo to the scope., Adjustment to contract for Inspection services (deputy, concrete, welding, shop, and 2 BTC Labs $150,000 $200,000 special), materials testing for concrete and rebar, mill certifications, and materials testing services for structural steel (ultrasonic, magnetic particle). Original City estimates for scope were low, and some components of scope took longer than anticipated. Exhibit C Mid -Year Changes to Fee Schedule FY 2011-12 Youth Sports Program Proposed Fee SNAG Golf $83 per participant Aquatics Program Proposed Fee Proposed Fee $75 per week Combo Workout Pass $151 per 3 months $157 per 3 months Children's Speciality Event(s) $5 per hour Rate + $ for Non- resident (Non-resident) Senior Combo Workout Pass 55+ $117 per 3 months $123 per 3 months (Non-resident) Senior La Swim Lap S 55+ $3 each day for 15 $32 for 15 entries $34 (Non-resident) entries $4 each day for 15 Senior Water Exercise 55+ $46 for 15 entries $48 (Non-resident) entries Lap Swim Pass 15 entry $45 Senior Lap Swim Pass 15 entry $34 Water Exercise Pass 15 entry $56 Senior Water Exercise Pass 15 $45 entry Day Camps Program Proposed Fee Day Camp Program 2 days $75 per week Teen Travel Camp 2 days $122 per week ' Program Proposed Fee Children's Speciality Event(s) $5 per hour Rate + $ for Non- resident