SR-202-002 (25)
~e
NOV 2 3 2004
Council Meeting: November 23, 2004
Santa Monica, California
TO:
Mayor and City Council
Chairperson and Housing Authority Members
Chairperson and Redevelopment Agency Members
Chairperson and Parking Authority Members
FROM:
City Staff
SUBJECT: Adoption of Fiscal Year 2003-04 Year-End Budget Changes.
INTRODUCTION
This report recommends Council approval offinal year-end budget changes for FY2003-04.
The Year-End Departmental Performance Review and the Capital Improvements Program
Status reports are attached for information.
BACKGROUND
The year-end budget review is an opportunity to adopt budget changes that reflect actual
operating results. For the year ending in June 2004, changes also include appropriations
from additional grant receipts, and establishment of an MTBE-related budget pursuant to
recommendations of the Charnock Engineering Committee.
DISCUSSIO~
Staff recommends year-end changes to the FY2003-04 Revenue and Expenditure budgets as
summarized on Exhibit A and as detailed in Exhibits B1 and B2. Changes requiring
appropriations to the FY2003-04 Revised Budget are described in Exhibit B1. Changes
having no net impact on the budget and necessary to ensure that departmental budgets are
- 1 -
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NOV 2 3 2004
balanced to the major account group (Salaries and Wages, Supplies and Expenses, and
Capital Outlay) are indicated at Exhibit B2.
Included in this report at Exhibit C is information regarding an emergency purchase
authorized by the City Manager during FY2003-04 to prevent closure of the Pier. City
procurement procedures require competitive bidding but also authorize the City Manager to
secure necessary resources on an expedited basis if an emergency arises, or if it is in the
interest of public health and safety. If the City Manager exercises this emergency authority, it
must be reported to the Council.
Recommendations
It is recommended that the City Council, Housing Authority, Redevelopment Agency and
Parking Authority approve the budget changes detailed in Exhibits B1 and B2.
Prepared by: Susan E. McCarthy, City Manager
Gordon Anderson, Assistant City Manager
Mona Miyasato, Assistant to the City Manager - Management Services
Steve Stark, Director of Finance
Janet Shelton, Budget Manager
David Carr, Principal Budget Analyst - Investments
Kathy Chang, Principal Budget Analyst
Annette Morales, Senior Budget Analyst
Prema Krishnan, Senior Budget Analyst
Attachments: Exhibit A - FY2003-04 Previously Approved Revisions and Proposed
Year-End Changes
Exhibit B1 - Summary of Proposed FY2003-04 Revenue, Expenditure
Budget and Balance Sheet Changes
Exhibit B2 - Summary of Proposed (No Net Budget Impact) FY2003-04
- 2 -
Budget Changes Requiring City Council Approval
Exhibit C - Listing of Procurements Required to be Reported Pursuant to
Ordinance #1998.
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Exhibit A
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EXHIBIT B1
SUMMARY OF PROPOSED FY 2003-04 REVENUE, EXPENDITURE BUDGET
AND BALANCE SHEET CHANGES
I. REVENUE ADJUSTMENTS
Fund
CHARNOCK (05)
INFORMATION
TECHNONOGY
SERVICES &
REPLACEMENT
(55)
Department/D ivis ion/Proi ect
Charnock/ Revenue
City Manager/ Information
Systems
II. APPROPRIATION ADJUSTMENTS
Fund
General (01)
General (01)
General (01)
General (01)
General (01)
Department/Division/Proiect
City Attorney/ City Attorney
Police/ Office of Operations
Community and Cultural
Services/ Human Services
Community and Cultural
Services/ Open Space
Management
Library/ Administration and
Facilities
Amount Reason
$2,903,172 To reflect budget for expense
reimbursements related to the
Charnock well field remediation.
Revenues are from settlement with
the oil companies.
$72,030 Contributions from various funds
required for the purchase of
computers and related equipment.
Amount
$50,561
$189,055
$34,329
$3,896
$3,962
B-1
Reason
To appropriate funds for personnel
costs due to lower than anticipated
salary savings.
To appropriate funds for personnel
costs above anticipated budget
amount due to the Neighborhood
Centered Policing program, the
farmers' market incident and funeral
for former President Reagan.
To appropriate one-time additional
grant award from the County of Los
Angeles for the Home Delivered
Meals program.
To appropriate funds received from
donations for the Memorial Bench
program.
To appropriate grant funds from the
Public Library Staff Education Grant
(+$1,462) and John Randolph
Haynes and Dora Haynes Foundation
grant for archival restoration of the
Evening Outlook (+$2,500).
EXHIBIT B1
SUMMARY OF PROPOSED FY 2003-04 REVENUE, EXPENDITURE BUDGET
AND BALANCE SHEET CHANGES
Fund Department!Division/Proiect Amount Reason
General (01) Non-Departmental/ Interfund $262,109 To increase reimbursement from the
Transactions Housing Authority Fund for Section 8
housing related expenditures
(-$81,429), from the Miscellaneous
Grants Fund for the Public Library
Staff Education Grant (-$1,462), and
to the Pier Fund for miscellaneous
litigation expenditures (+$345,000).
General (01) General Government Capital $250,000 To appropriate funds for purchase of
Improvement! Distributed a distributed timekeeping system to
Timekeeping System automate the timekeeping function in
payroll.
TOTAL 793.912
GENERAL FUND
(01)
Charnock (05) Environmental and Public $4,994,746 To appropriate funds for water
Works Management! Water / remediation related expenditures at
the Charnock well field, including
water replacement (+$1,888,746),
bank fees (+$6,000), legal
expenditures (+$2,100,000), and a
settlement payment to an oil
company (+$1,000,000).
Charnock (05) Non-Departmental/ Interfund $250,000 To reimburse the Water Fund for
Transactions water remediation work at the
Charnock well field.
Charnock (05) Wastewater and Water $758,426 To appropriate funds for the
Capital Improvement! Charnock Water Treatment Plant
Charnock Water Treatment project.
Plant
Charnock (05) Wastewater and Water $3,575,000 To appropriate funds for purchase of
Capital Improvement! water rights from Southern California
Purchase of Water Rights Water.
TOTAL $9.578.172
CHARNOCK (05)
B-2
EXHIBIT B1
SUMMARY OF PROPOSED FY 2003-04 REVENUE, EXPENDITURE BUDGET
AND BALANCE SHEET CHANGES
Fund
BEACH (11)
Housing Authority
(12)
Housing Authority
(12)
TOTAL
HOUSING
AUTHORITY (12)
Disaster Relief Fund
(13)
Disaster Relief Fund
(13)
TOTAL
DISASTER RELIEF
(13)
TORCA (14)
Department/Division!Proiect
Environmental and Public
Works Management/ Beach
Maintenance
Non-Departmental! All Other
Transactions
Non-Departmental! Interfund
Transactions
Public Safety Capital
Improvement/ Public Safety
Facility
Streets, Traffic Control and
Parking Capital Improvement/
Parking Structure #8
Non-Departmental! All Other
Transactions
Amount Reason
$188.910 To appropriate additional funds for
greater than anticipated personnel
costs (+$111,936) for Beach waste
cleaning and associated supplies
(+$76,974).
$1,042,816 To reflect Section 8 Housing
Assistance pass-through payments
above anticipated budget amount.
$81,429 To increase reimbursement to the
General Fund for Section 8
housing related expenditures.
$1.124.245
$124,499 To reflect FEMA funds approved
for the Public Safety Facility
project.
$6,618 To reflect FEMA funds approved
for the Parking Structure #8
project.
$131.117
S5.1Z To appropriate funds for bank
service fees.
B-3
EXHIBIT B1
SUMMARY OF PROPOSED FY 2003-04 REVENUE, EXPENDITURE BUDGET
AND BALANCE SHEET CHANGES
Fund
LOW/MOD INCOME
HOUSING
REDEVELOPMENT
(15)
DOWNTOWN
REDEVELOPMENT
(16)
EARTHQUAKE
REDEVELOPMENT
(17)
MISCELLANEOUS
GRANTS (20)
WATER (25)
SOLID WASTE (27)
Departm ent!D ivision/Proi ect
Community and Economic
Development Capital
Improvement! Low/Mod
Income Housing
Non-Departmental/ All Other
Transactions
Non-Departmental/ All Other
Transactions
Non-Departmental/ Interfund
Transactions
Non-Departmental/ Interfund
Transactions
Environmental and Public
Works Management! Solid
Waste Management
Amount
$411.390
$14.465
$209.298
$68.744
($250.000)
$847.933
B-4
Reason
To revise appropriation based on
actual Tax Increment received by
June 30, 2004
To appropriate funds for debt
service.
To reflect 20% tax increment pass-
through payments to other
agencies due to greater than
anticipated tax increment receipts.
To increase reimbursement to the
General Fund for greater than
anticipated grants related
expenditures.
To increase reimbursement from
the Charnock Fund for water
remediation work at the Charnock
well field.
To appropriate funds for overtime
and as needed personnel costs
above anticipated budget amount
(+$184,952) and dump fees due to
a rate increase (+$662,981).
EXHIBIT B1
SUMMARY OF PROPOSED FY 2003-04 REVENUE, EXPENDITURE BUDGET
AND BALANCE SHEET CHANGES
Fund
Pier (30)
Departm ent!D ivision/Proi ect
Police/ Harbor Unit
Amount
$21 ,466
Pier (30)
Resource Management!
Economic Development
$216,503
Pier (30)
Non-Departmental! Interfund
Transactions
($345,000)
TOTAL
PIER (30)
($107.031 )
Reason
To appropriate funds for personnel
costs due to lower than anticipate
salary savings.
To appropriate funds for
miscellaneous litigation expenses.
To increase reimbursement from
the General Fund for
miscellaneous litigation expenses.
Big Blue Bus (41) Big Blue Bus Capital $302,019 To appropriate available funds for
Improvement! Campus the Campus Expansion Project.
Expansion
Big Blue Bus (41) Big Blue Bus Capital $4,487 To appropriate available funds for
Improvement! Service service vehicles.
Vehicles
Big Blue Bus (41) Big Blue Bus Capital $13,316 To appropriate available funds for
Improvement! Yard the Yard Improvement Project.
Improvement
TOTAL $319.822
BIG BLUE BUS (41)
SCAQMD AB 2766
(44)
Non-Departmental/ All Other
Transactions
$40.172 To appropriate funds for bus token
benefits (+$38,012) and audit fees
(+$2,160).
B-5
EXHIBIT B1
SUMMARY OF PROPOSED FY 2003-04 REVENUE, EXPENDITURE BUDGET
AND BALANCE SHEET CHANGES
Fund
CABLE
COMMUNICATIONS
(51)
COMPREHENSIVE
SELF-INSURANCE
(56)
PARKING
AUTHORITY (77)
Department/D ivision/Proiect
City Manager/ Cable
Television Administration
Non-Departmental/
Comprehensive
Non-Departmental/ Interfund
Transactions
Amount Reason
~ To appropriate funds for greater
than anticipated professional
services on video production.
$595.278 To appropriate funds for increased
claims expenses, insurance
premiums and legal expenses.
$108.927 To increase reimbursement to the
Solid Waste Management Fund for
cleaning of the downtown parking
structures.
B-6
Fund
General
General
General
General
General
General
General
General
EXHIBIT B2
SUMMARY OF PROPOSED (NO NET BUDGET IMPACT)
FY 2003-04 BUDGET CHANGES
REQUIRING CITY COUNCIL APPROVAL
FOR THE PERIOD 7/1/03 - 6/30/04
Department
Salaries &
Waaes
Net
Chanae
Supplies &
Expenses
Capital
Outlav
Records and Election Services
$35,141
$0
($35,141 )
$0
Supplies and Expenses savings are transferred to Salaries and Wages for an outside employee
agency to assist with the workload due to a leave of absence.
Finance
$45,479
$0
$2,391
($47,870)
Salaries and Wages savings are transferred to Supplies and Expenses for a citywide fee study,
and to Capital Outlay for purchase of a color printer.
City Attorney
$13,487
$0
($8,888)
($4,599)
Supplies and Expenses and Capital Outlay savings are transferred to Salaries and Wages for
greater than anticipated personnel costs.
Police
$268,746
($237,955)
($30,791 )
$0
Supplies and Expenses and Capital Outlay savings are transferred to Salaries and Wages for
greater than anticipated personnel costs.
Fire
$11,526
$0
$0
($11,526)
Capital Outlay savings are transferred to Salaries and Wages for greater than anticipated
personnel costs.
Community and Cultural Services
($4,583)
$4,583
$0
$0
Supplies and Expenses savings are transferred to Capital Outlay for vehicle repairs.
Library
$0
$0
($589)
$589
Salaries and Wages savings are transferred to Supplies and Expenses for library supplies.
$53,171
$0
$0
Environmental & Public
Works Management
Supplies and Expenses savings are transferred to Salaries and Wages for greater than
anticipated personnel costs.
($53,171 )
8-7
Fund
General
General
Beach
Solid Waste
Management
Pier
Airport
EXHIBIT B2
SUMMARY OF PROPOSED (NO NET BUDGET IMPACT)
FY 2003-04 BUDGET CHANGES
REQUIRING CITY COUNCIL APPROVAL
FOR THE PERIOD 7/1/03 - 6/30/04
Department
Salaries &
Waaes
Net
Chanae
Supplies &
Expenses
Capital
Outlav
Resource Management
$0
$1,872
($1,872)
$0
Supplies and Expenses savings are transferred to Capital Outlay for purchase of office furniture
and equipment.
Non-Departmental
($191,172)
$191,172
$0
$0
Salaries and Wages savings are transferred to Supplies and Expenses for greater than
anticipated citywide utilities-electrical expenses.
Community & Cultural Services
Environmental & Public
Works Management
$0
$0
$0
$0
($1,049)
$1,049
($1,049)
$1,049
$0
$0
$0
$0
Supplies and Expenses savings in Community and Cultural Services are transferred to Supplies
and Expenses in Environmental and Public Works Management for greater than anticipated
beach cleaning supplies.
$0
$20,513
($20,513)
$0
Environmental & Public
Works Management
Capital Outlay savings are transferred to Supplies and Expenses for greater than anticipated
dump fees.
Harbor Unit
($2,000)
$0
$15,942
($13,942)
Supplies and Expenses and Capital Outlay savings are transferred to Salaries and Wages for
greater than anticipated personnel cost.
Resource Management
($43,598)
$0
$0
$43,598
Salaries and Wages savings are transferred to Supplies and Expenses primarily for miscellaneous
litigation expenses.
Resource Management
$16,054
$0
($16,054)
Supplies and Expenses savings are transferred to Salaries and Wages for greater than
anticipated personnel costs.
8-8
EXHIBIT B2
SUMMARY OF PROPOSED (NO NET BUDGET IMPACT)
FY 2003-04 BUDGET CHANGES
REQUIRING CITY COUNCIL APPROVAL
FOR THE PERIOD 7/1/03 - 6/30/04
Salaries & Supplies & Capital Net
Fund Department Waaes Expenses Outlav Chanae
Cemetery Environmental & Public $1,794 ($1,794) $0 $0
Works Management
Supplies and Expenses savings are transferred to Salaries and Wages for greater than
anticipated personnel costs.
Big Blue Big Blue Bus ($256,774) $285,514 ($28,740) $0
Bus
Salaries and Wages and Capital Outlay savings are transferred to Supplies and Expenses for
greater than anticipated uninsured motorist and bus repair costs.
Cable City Manager
Communications
($14,164)
$14,164
$0
$0
Salaries and Wages savings are transferred to Supplies and Expenses for greater than
anticipated professional services on video production.
Vehicle
Management
Environmental & Public
Works Management
Salaries and Wages savings are transferred to Supplies and Expenses for greater than
anticipated vehicle repair and CNG station operating costs, and to Capital Outlay for maintenance
of office equipment.
($159,349)
$159,293
$56
$0
8-9
EXHIBIT C
LISTING OF PROCUREMENTS REQUIRED TO BE REPORTED PURSUANT TO ORDINANCE #1998
Purchase
Order DepartmentJ
Number Fund Vendor Type of Service Amount Issue Date
164443-
OP
Resource John S. Meek Vendor installed an emergency access $ 274,750.23
Management Company ramp on the Pier to avoid closure of the
/ Pier Pier to the public or potential safety
issues. The structural integrity of the pier
was compromised by severe deterioration
due to marine borers of 17 piles. These
piles needed to be replaced immediately
or the pier would have been closed to the
public.
1/28/2004