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HomeMy WebLinkAboutAgenda Report - May 19, 1982 (57)y f n. i �����J�yp ��„� ' � �i� ..; � �, d y '{ .. ,-. i� 6 'i; r ♦ v :a �: r� FY. :1. N. ��.'i_,+3 Y si.'"'� c•;� Y : T . - L .. fi� �.. C.O.G. BUDGET APPROVED AS SUBMITTED 1 1 -COUNCIL I METIN �K y :F7 May 19. 1982, ; 71 Following intoduction of the matter by City Manager Glaves, Council on motion of Councilman Pinkerton, Murphy second, adopted Resolution No. 82-50 approving the 1982-83 San Joaquin County Council of Governments Budget as submitted. 1; 1 2` 41 � zt y+ vrly � a•'tC.` :2rt is �. _ •. _j.�3 erg •4Lf ` 4 J _ C t.� � V • 1"0 EAST HAZELTON AVENUE STOCKTON, CALIFORNIA 95205 TELEPHONE (209) 944-2222 Mr. Henry Glaves City Manager City of Lodi 221 West Pine Street Lodi, CA 95240 Dear Mr. Glaves: h MZ NAY AN 9; I0 ALf Y ,� HE May 4, 1982 "'CST CITY OF L Enclosed is a draft copy of COG's proposed 1982-83 budget. It is being sent to you in accordance with COG s adopted by-laws which call for the budget to be submitted to its member governments for review and comment. You will note that there are two separate budgets. One is wholly funded by the County from the General Fund while the other is funded by State and Federal grants and TDA planning allocations. Both budgets are designed to provide the minimum funding necessary to carry out the 1982-83 work program. The COG budget of $21,298 contains k man-year of effort and includes the A-95 review process, EIR review, Housing activities and some administration. The Transportation budget of $303,781 contains 7k man-years of effort including the Transportation Plan Update, Non - Motorized Facility Planning, Urban and Non -Urban Transit Planning, Air Qualtiy Monitoring, Paratransit Activities, Regional Transpor- tation Improvement Program Preparation, Citizen Participation, Trans- portation Development Act Administration, Technical Assistance, and General Administration. Wherever possible, efforts have been made to hold the line or reduce costs. Staff -wise, the COG during the course of the current year has reduced the number on staff from 12 to 8 members. The salary and fringe benefit figures reflect a 7k% cost of living increase that has been negotiated between the County and the Employees Association as well as scheduled merit increases that some employees will be entitled to. Please note that in many instances the cost of specific line items has either remained the same or been reduced. Certain line items, however, such as communications and transportation and travel — motor pool, are calculated and provided by the County. They are based on the previous year's use, and although we may not use that amount during the year, they request we program the specified amount in the budget. 9 COUNTY OF SAN JOAQUIN 0 CITIES OF STOCKTON, LODI, TRACY, MANTECA, ESCALON, RIPON • Mr. Henry Glaves Page Two May 4, 1982 Overall, the budget would be less than last year if it were not for three areas of significant increase. The first is found within line item 220, Professional and Special Services. Every three years it is required by the Transportation Development Act to have perfor- mance audits performed for all transit operators. This audit, to be performed by the State Auditor Controllers Office, is estimated to cost $22,935. Another increase is found in line item 220-0200, Allocated Service Department Costs. This line item reflects those charges by the County for services they anticipate rendering during the year based on past performance. Two years ago the County Auditor's Office aided the COG in setting up a wholly new bookkeeping system. This service added some $6,356 to next year's budget. At about the same time COG moved into new quarters and the County remodeled the office to suit COG`'s needs. This also has added some $2,334 to the budget. Because the cost allocation plan is prepared prior to the end of the fiscal year, the plan is based on the previous year's expenses, therefore it takes two years for these added costs to be reflected in the budget. Another cost, but one which COG has some latitude over is the $8,000 request under fixed assets, line item 451. This request is to ac- quire c -quire a small Apple -type computer to help improve office efficiency, manage grants, administer the TDA program and aid COG in providing quick response type assistance to the member governments with trans- portation -related problems. Please note that despite these increases, the overall increase over last year is only $9,775 or slightly over 3%. If we subtract the audit costs and the roil forward County costs for prior services, the actual costs for the coming year amount to $272,056 or some 7% below that of last year. The COG anticipates having sufficient revenue to cover the budgetary expenses. Although the 2; p-lanning funds received through the -cities and the County will be insufficient to cover the added costs, there will be sufficient carryover as a result of cutbacks initiated this year to cover all costs. I would urge that you review this matter with the Council and forward any comments or concerns they may have as soon as possible. The next COG meeting is scheduled for May 25th. Very truly ,yours, IN PETER D. VERDOORN Executive Director PDV:gs Enclosure May 27, 1982 Mr. Peter Verdoorn Executive Director San Joaquin County Council of Governments 1860 E. Hazelton Avenue Stockton, CA 95205 Dear Mr. Verdoorn: Please be advised that the Lodi City Council, following review of your proposed 1982 - 83 Fiscal Budget, adopted Resolution No. 82-50 approving this document. A certified copy of the subject resolution in enclosed. Should you have any questions regarding.this action by the Lodi City Council, please do not hesitate to call this office. Very truly yours, Alice M. Reimche City Clerk AR: dg .i • ._ a t.. __ �.r o RESOLUTION NO. 82-50 RESOLUTION APPROVING THE PROPOSED FISCAL YEAR 1982 - 83 SAN JOAOUIN COUNTY COUNCIL OF GOVERNMENTS' BUDGET RESOLVED that the City Council of the City of Lodi, following review, does hereby approve the San Joaquin County Council of Governments' proposed budget for Fiscal Year 1982 - 83, a copy of which is attached hereto and thereby made a part hereof and identified as Exhibit "A". Datedl May 19, 1982 I hereby certify that Resolution No. a2-50 was passed and adopted by the City Council of the City of Lodi in a regular meeting held May 19, 1982 by the following vote: Ayes: Council Members - Olson, Snider, Pinkerton, Murphy and Reid Noes: Council Members - None Absent: Council Members - None &4— AL CE M. REI HE City Clerk 82-50 u PROPOSED BUDGET FISCAL YEAR 1982-83 tea. SAN JOAQUIN COUNTY COUNCIL OF GOVERNMENTS (BUDGET UNIT 01-025801) AND SAN JOAQUIN COUNTY TRANSPORTATION PLANNING AGENCY (BUDGET UNIT 25-025809) PROPOSED BUDGETS FISCAL YEAR 1982-83 FUNCTION The San Joaquin County Council of Governments, a voluntary associa- tion of general purpose governments, was organized in 1968 with the purpose of providing a mechanism whereby areawide problems (countywide) could be resolved. Within the Joint Powers Agreement, under which the COG was formed, and subsequent federal legislation, its basic functions include the following: . Provide review of federally assisted grant proposals. • Develop regional plans and policies for urban growth and development. • Facilitate agreements among governmental units for specific projects. . Ensure maximum economy in governmental operations through cooperation and the.•pooling of common resources. • Provide a forum for discussion and study of areawide problems of mutual concern. . Identify and plan for the solution of areawide problems. Official designations which the COG has received include the Area - wide Planning Agency by HUD, the Comprehensive Regional Transporta- tion Planning Agency by the Federal Highway Administration, the Metropolitan Clearinghouse by the Federal Office of Management and Budget, and Airport Land Use Commission by the local governments within the County and the State of California. ORGANIZATION In order to carry out the varied functions of the COG, two specific divisions have been established in the organization. These include 1) (COG) Comprehensive Regional Planning, and 2) Transportation Planning. Seperate budgets are maintained for the two sections because of the sources of funding and the different requirements of the funding agencies. The COG's Regional Planning Budget is contained in one account within the County General Fund (01-25801). However, due to the numerous grants received for Transportation Planning purposes and - 1 - the audit requirements encumbent upon them, the Transportation budget was separated from the General Fund in 1976 and a separate Transportation Fund x025) was created. The Council of Governments' staff consists of 8 full time employees; an Executive Director, a Transportation Planner, two Planner II's, a Planner I, a Clerk Steno II, a Clerk Steno I and an Account Technician II. One Planner II, a Planner I, the Account Technician' II and the Clerk Steno I, all of whom work in the Transportation division, are contract employees and would be terminated at such time as the level of federal funding could no longer justify their continued employment. With an exceptionally heavy workload, as a result of new mandates by Federal and State governments, the COG is not in a position to carry out all of the necessary work elements with existing staff and must contract with either consultants, Caltrans, or the County for some of its work. ADMINISTRATIVE AND CO14PREIIENSIVE REGIONAL PLANNING The COG Is Comprehensive Regional Planning division is responsible for all plans and programs other than transportation. They also - share ,the intergovernmental coordination, public information, tech- nical assistance, and grant review functions with the Transportation division. One of the principle objectives of the COG is to assure the San Joaquin County regions continued eligibility for receiving federal financial assistance. During the 1982-83 fiscal year, in addition to its continuing pro- grams., the Regional Planning Division will be placing emphasis on updating the State mandated Regional Fair Share Housing Alloca- tion Plan which is designed to help local jurisdictions guide and direct all housing development within the County. TRANSPORTATION PLANNING The Transportation Planning Division, working in conjunction with local, state and federal governments, has the responsibility for the preparation of the Countywide Transportation Plan and other documents required by federal and state regulations. The planning process is a cooperative process and COG staff is assisted by the staffs and representatives of local governments, special transporta- tion agencies, the California Department of Transportation, and by local elected and appointed officials and members of the community. Elements of the Plan include a Road and Street Plan, a Public Transit Plan, Aviation System Plan, a Bicycle (Non -motorized) Plan, and Commodity Movement Plan. Other activities include the planning for mobile source emissions of air quality, the preparation of the Transportation Systems Management Element, a Transportation Improve- ment Program, an Action Plan for the Coordination of social service transportation services and Energy planning. C. c PROPOSED 1982-83 COG AD.114INISTRATIVE AND REGIONAL PLANNING BUDGET FUND 01, BUDGET UNIT 025801 LINES BUDGET AND JUSTIFICATION Account Expenditures Budgeted 1980-81 Budgeted 1981-82 Requested 1982-83 0101 SALARIES - REGULAR $ 43,898 $ 13,324 S 14,2 Allocated Positions 1 COG Executive Director - Calculated Time. 1 Planner II - Calculated h Time. 0131 SALARIES - EXTRA HELP -0- -0- -0- 0141 SALARIES - EXTRA HELP CONTRACTUAL -0- -0- -0- 0171 SALARIES - OVERTIME -0- -0- -0- 0189 UNEMPLOYMENT COMPENSATION INSURANCE 0191 RETIREMENT 0193 OASDI 3 0194 LIFE INSURANCE $ 13,898 $ 4,402 $ 4,625 0195 HEALTH INSURANCE 0197 DENTAL INSURANCE TOTAL SALARIES AND EMPLOYEE BENEFITS $ 57,796 $ 17,726 S 18,835 j I Account 0201 0202 Expenditures It is most difficult to provide a precise figure for salaries and fringe benefits as these figures are calculated by the County automatically after the initial budget requests have been submitted. 'However, with increased costs, as a result of in- flation, the estimated salaires and fringe benefits reflect a 7.5% cost of living increase, anticipated merit increase and promotions. OFFICE EXPENSE - GENERAL Printing.- COG rintingsCOG Housing Program $50 Office Supplies $250 The expenses contained within this category re- flect the costs of thenecessary supplies to maintain the normal operation of COG. Costs for the printing of the Housing Allocation Plan.is also included within this line item. OFFICE EXPENSE - POSTAGE' COG, as.an agency involved in intergovernmental affairs, and as an informational and a referral agency, generates a considerable volume of mail. A major portion of the -mail consists of referrals of federal grant requests, materials for the COG Board, as well as technical and advisory committees, The cost of postage has increased substantially over the past year, but with the printing of most docu- ments on both sides,.the overall weight of documents is being kept to a minimum. COG has also made a strong effort to reduce its mailing lists to only the more essential recipients. Greater use of the Budgeted Budgeted 1990-81 1 1981-82 $1,200 $400 $1,250 $400 tl Requested 1982--83 1 $300 $400 Account Rudgeted Budgeted Requested Expenditures 1980-81 1981-82 1982-$3. *_t, United Parcel Service for all bulky parcels has also helped out costs, but general inflation and postal rate increases require that the budget I _remain the same as last year. I I 0203 OFFICE EXPENSE - SUBS AND PERIODICALS As part of the COG's informational function, the COG maintained a regular subscription to the State Senate and Assembly weekly Histories as well as the annual semi-final histories. Costs of these publications has risen each year and has now exceeded what can be termed reasonable. COG is once again deleting any subscriptions for the coming year. 0206 COMMUNICATIONS N Communications, specifically the telephone, play an important part in carrying out COG's intergovern- mental functions with the local governments, state offices and federal agencies. However, efforts have been made to hold all long distance calls to a minimum. The budget figure is an estimated figure based upon COG's previous use and new rates based upon the County's new computerized system. The figure shown is provided by the County. 0209 MEMBERSHIPS Because of fiscal constraints, no monies are budgeted for memberships. 0211 MAINTENANCE OF EQUIPMENT Costs within this cost center reflect the contrac- tual maintenance rate secured by the County. $100 $1,200 $325 $42 MC $450 ac $69 50 $700 -0- $69 i Budgeted Budgeted Requested Account Expenditures 1980-81 1981-82 198.2-83 , 0214 0217 0218 An annual rate of $42.00 dollars per typewriter is the charge being assessed all departments for the 1980-81 FY as well as $27.00 for a ten key calculator. RENTS AND LEASES The costs incurred within this line item reflect the use of the xerox and other duplicating equipment of 000 and the County Planning Department. Repro- duction of reports and study drafts, as well as agenda materials, is vital to the COG operation. TRANSPORTATION AND TRAVEL As an agency directly involved in intergovernmental activities, some travel is required if the organi- zation is to maintain its effectiveness. The majority of the trips are local as is evident by the size of the budget. $700 $1,500 TRANSPORTATION AND TRAVEL - MOTOR POOL I $2,000 The amount requested reflects the County's estimated motor ppol and garage charges for the COG based on the occasional need for an additional Motor pool vehicle. PROFESSIONAL AND SPECIAottED SERVICE$ $500 The funds shown under professional and specialized services are to cover the audit cost of COG'S previous HUD grants. As there are no further HUD grants, these costs are being deleted. $350 $300 $150 $500 $450 $200 $200 -0- Account Expenditures Budgeted 1980-81 Budgeted 1981-82 Requested 1982-83' 0220- ALLOCATED SERVICE DEPARTMENT COSTS -0- -0- -0- 0200 This cost center reflects those charges which the County Auditor -Controller estimates will be applied 'against the COG during the course of the fiscal year. These charges include the services of the County Auditor -Controller, personnel department, purchasing department and other overhead expenses. ' 0223 PUBLICATIO11S AND LEGAL NOTICES $50 $50 -0- In the course of the year, the COG is periodically required to advertise hearings for the purpose of ` adopting various.plans and elements. The funds I requested are a estimate of such a need. 0232 INSURANCE - WORKERS COMPENSTATION $824 $288 $130 Based on previous years' experience in this area, the County is requesting that last year's figures be reprogrammed for the coming year. Actual tabulation of the amount will occur at a later time by the County. 0236 INSURANCE CASUALTY $74 $19 $14 Actual amounts will be computed at a later time. • Until such time, however, last year's figure is being reduced. TOTAL SERVICES AND SUPPLIES S9,815 $3,076 $2,463 Account Expenditures Budgeted 198°0-81 Budgeted 1981-82 Requested 1982-83 0451 FIXED ASSETS - -0- -0- No equipment purchase is contemplated. TOTAL FIXED ASSETS -0- -0- -0- TOTAL SERVICES AND SUPPLIES 9,815 3,076 2,463 TOTAL SALARIES AND EHPLOYEE BENEFITS 57,796 170,726 18,835 t TOTAL COUNCIL OF GOVERNMENTS BUDGET $67,611 $20,802 $21,298 i a I t kk ` OUNCIL OF GOVERNMENTS TRANSPORTATION PLANNING SECTION LINE ITEM BUDGET AND JUSTIFICATION (025809) The following are the salaries and fringe benefits for the staff of the Transportation rlannino Section for the 1382-83 FY. They include an anticipated 7h% cost of living increase programmed to take effect in December and any step increases that the staff are entitled to. A11 fringe benefits are programmed at the rate anticipated by the County for the coming year. LINE BUDGETED REQUESTED ITEM DESCRIPTION 1981-82 1982-83 1.01 SALARIES, REGULAR 75,980 81,888 131 141 Includes two full-time positions: a Transpor- tation Planner at Step A and a Clerk Steno II at Step C. Also included are nine months of the Executive Director's salary and nine months of a Planner II's salary. SALARIES - EXTRA HELP 5,000 This is to provide for assistance during the year to assist in finalizing the work program if it is deemed necessary or provide opportunity for a summer intern. SALARIES - CONTRACTUAL 5,000 97,742 72,373 This category includes all full-time contrac- tual positions. The calculated salaries allow for promotions and normal step increases. The following provides a breakdown of classifications: 1 Planner II - (12 months) 1 Planner II - (12 months) 1 Account Technician II 1 Clerk Steno I 189 UNEMPLOYMENT COMPENSATION 191 RETIREMENT 193 OASDI 194 ►-IFE INSURANCE 195 HEALTH INSURANCE 196 DENTAL INSURANCE TOTAL SALARIES AND EMPLOYEE BENEFITS �Z 39,406 $218,158 35,930 $195,191 LINE BUDGETED REQUESTED ITEM DESCRIPTION 1981-82 19-82-83 201 OFFICE EXPENSE - GENERAL 4,000 4,000 The expenses in this category include all regular office supplies essential to the operation oft the Transportation Planning Agency. One of the major costs included in this line item is printing. The printing of our Annual Report and other reports prepared during the year. 202 OFFICE EXPENSE - POSTAGE 1,500 1,750 One of the functions of the Transporta- tion Planning Section of COG is to promote intergovernmental cooperation and coordination. This necessitates a consi- derable amount of information dissemination through the mails, a major portion of which are referrals of federal transportation grant requests, planning documents and review materials for the COG Board and numerous mail surveys as a part of its on- going citizen participation program. 203 SUBSCRIPTIONS AND PERIODICALS 100 100 This budget item is used to purchase technical documents published by the Federal Department of Transportation and other agencies. It is impossible to list specific publications at this time due to uncertainties as to what publications will actually be available. Transporta- tion Planning does subscribe to a number of periodicals which are as follows: "Transit Journal" $18.00 "Metro" 8.00 "Mass Transit" 15.00 "Bicycle Forum" 8.00 Together, these documents and other periodicals provide the current technical library support that is helpful in the preparation of transportation reports and plans. - 10 - M2 LINE BUDGETED REQUESTED ITEM DESCRIPTION 1981-82 1982-83 COMMUNICATIONS 2,750 2,100 Communications, specifically the telephone, play an important part in carrying out the coordination of COG's Transportation Plan- ning functions with local, State and Federal agencies. Efforts have been made to hold long distance calls to a minimum. The County's new computerized system should help reduce costs somewhat. Total communication cost is estimated by the County. 211 EQUIPMENT MAINTENANCE 107 ill This line item reflects the cost of the contractural maintenance service as secured by the County for two electric typewriters at $42.00 each and-i—ten-key ca cu ator at $27,.00. 214 RENTS AND LEASES - EQUIPMENT 2,000 2,222 The cost incurred within this line item relect COG's xeroxng costs. Considerable reliance upon a reproduction machine is essential to carrying out our varied respon- sibilities. This figure barely covers the cost of the basic machine rental charge plus copies. 217 TRANSPORTATION AND TRAVEL 4,000 4,000 f i; Trips outside of the County are primarily for training and/or special educational pur- poses which enable staff to conduct their duties in a more knowledgeable fashion. Changes in the transportation planning pro- fession occur frequently and rapidly, and the opportunity to attend workshops and training courses will.greatly assist staff in providing technical assistance to local governments as well as in the preparation and implementation of transportation plans. The County Administrator's office, however, recom- mended that this amount be reduced to $3,700 as all travel budgets are being cut in light of reduced County revenues. Some typical travel needs for the year include: - 11 - LINE BUDGETED REQUESTED ITEM DESCRIPTION 1981-82 1982-83 1 workshop sponsored by the Institute of Transportation Studies - $200 1 Training Course sponsored by Federal DOT - $300 1 Annual IPG meeting (2 persons) - $800 4 workshops or technical seminars sponsored by Caltrans (usually in San Francisco or Sacramento) - $300 10 unscheduledmeetings with state agencies in Sacramento - $300 1 national conference or business meeting of significant importance - $1,500 10 meetings of the Regional Transportation Planning Agencies which meet in Los Angeles, San Francisco and Sacramento MOTOR POOL 2,900 3,100 This line item reflects costs to be incurred by the Transportation Planning Section of COG in using motor pool vehicles for trips within and outside the County as well as the estimatdd cost for the maintenance and opera- tion of the vehicle assigned to the COG Director. PROFESSIONAL AND SPECIAL SERVICES 50,000 62,046 Funds included in this line item are used chiefly to carry out contractural work or specific items in the transportation portion of the COG's Overall Work Program. These work tasks are contracted to the County Planning Department ($5,000), the Stoc tic on Metropolitan Transit District ($18,700), and to the State for audits. Some $15,411 for financial and compliance audits which are required to be per- formed each year and $22,935 for performance audits of all operators. Compliance audits are required to be performed once every three years and will need to be completed and submitted to the State by July 1, 1983. - 12 - LINE BUDGETED REQUESTED ITERS DESCRIPTION 1981-82 1982-83 220- ALLOCATED SERVICE 0200 DEPARTMENT COSTS 6,600 20,018 This figure represents the cost allocation plan estimated by the County as the estima- ted charges for services to be rendered during the fiscal year. At the end of the year they . calculate the precise charge and make an ad- justment or roll forward on the following year's billing. The exceptionally large in- crease reflects two things. The charge to the COG b,-% the County Auditor for services rendered a year and a half ago when they helped to .set up COG's bookkeeping system. Another charge found in this cost center is a substantial charge by government buildings who remodeled the office space for COG. These charges are only now being included in the budget because of the timing sequence of the budget preparation and budget finalization. 223 PUBLICATIONS AND LEGAL NOTICES In the course of the year, it is necessary to advertise public hearings for the purpose of adopting various plans and plan elements. The funds requested are an estimate of such a need. 232 INSURANCE - WORKER'S COMPENSATION This figure is based on estimates prepared by the County. TOTAL SERVICES AND SUPPLIES 451 FIXED ASSETS 175 816 $75,162 686 This line item includes the purchase of a small computer and ancillary equipment. for better management practices (financial records, program) and to establish a computer based data file to provide quick response to the transportation problems of COG's member governments. There are a number of options available to us as far as data processing goes. Some COGs have a link w i th an existing system within their County organization or nearby University. OthP:s have totally self- contained fully programmes: units capable of •. 13 - 300 845 $100,590 8,000 LINE BUDGETED REQUESTED ITEM DESCRIPTION 1981-82 1982-83 performing any number of functions. The only limitation to such a system is staff time. Currently we contract with Caltrans for our computer modeling work. This has been most helpful when it is functioning, however-, it has not been very dependable. Some COGS have indicated a willingness to provide us with computer services, however, all COGS recom- mend owning and operating your own system. This avoids dependence upon others and assures a guaranteed quick response. A system within COG could ;be used immediately for work processing and improved TDA management as well as overall fiscal management. It could then be expanded. for the collection of transportation data that enable staff to provide quick response to the member governments on transportation related land use issues, trip generation, air quality, and special studies. The County Administrator's Office, however, is recommending against the acquistion in a effort to keep down costs. TOTAL FIXED ASSETS $686 $8,000 1982-1983 TOTAL SALARIES & EMPLOYEE BENEFITS $1958191 TOTAL SERVICES AND SUPPLIES 100,590 TOTAL FIXED ASSETS 8,000 TOTAL COG TRANSPORTATION PLANNING BUDGET, $303,781 1981-82 Approved $294,006 ANTICIPATED REVENUES PL Funds $ 59,600 UMTA 41.1800 State Subventions 9,900 1982-83 Planning Contributions 108,:466 1981-82 Planning Contribution Carryover 45,015 TRA Administration 390,000 $303.781 14