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Home My WebLink AboutMinutes - April 23, 2002 SSCITY OF LODI INFORMAL INFORMATIONAL MEETING "SHIRTSLEEVE" SESSION CARNEGIE FORUM, 305 WEST PINE STREET TUESDAY, APRIL 23, 2002 An Informal Informational Meeting ("Shirtsleeve" Session) of the Lodi City Council was held Tuesday, April 23, 2002 commencing at 7:09 a.m. A. ROLL CALL Present: Council Members — Hitchcock, Howard, Land, Nakanishi, and Mayor Pennino Absent: Council Members — None Also Present: City Manager Flynn, City Attorney Hays, and City Clerk Blackston B. CITY COUNCIL CALENDAR UPDATE City Clerk Blackston reviewed the weekly calendar (filed). C. TOPIC(S) C-1 "Budget — In -lieu and Significant Changes and Capital' Finance Director McAthie distributed an additional handout (filed) and explained that the only difference between it and the original staff report is on the first page, which provides a description of each column. She emphasized that the changes being reported in today's presentation do not reflect that departments overspent their budgets. The changes represent redistribution, contingency fund expenditures, and Council approved budget changes. Ms. McAthie provided the following information in explanation of the figures shown in the report (filed) related to the budget versus actual operating expenditures for fiscal year 2000-01. Police Department An additional animal shelter officer was funded by reallocating money from operations to the animal shelter budget. The additional amounts under operations, administration, investigations, and grants were attributed to the Public Employees Retirement System (PERS) 3% at 50 and overtime. The overtime was offset by an Office of Traffic Safety (OTS) grant. The PERS amount was reallocated from Other Sources and Uses. The additional $14,000 under grants was offset by revenue. Fire Department Salary negotiations occurred during this period and the PERS benefits were adjusted. The department had a small amount of overtime. A reallocation was done between credits left over in Fire & Life Safety and training, as well as from Other Sources and Uses to cover costs. Graffiti Abatement The savings represents the difference between budgeting at the E salary step, while the employee is currently at a lesser pay step. In addition social security benefits were budgeted, although the employee was covered under PERS. Ms. McAthie reported that, in total, under Public Safety nearly $700,000 was a reallocation from Other Sources and Uses, which was offset by savings or overtime that is being reimbursed through grants. Water Utility In reference to PCE/TCE, $851,000 was budgeted for operating purposes though it was not needed. This amount has since been taken out of operating and placed into a sub fund so that it may be tracked separately. Savings was derived from salary on a Senior Engineering Technician position under Administration, as well as under the dibromochloropropane (DBCP) monitoring because the Utility did not change out the Continued April 23, 2002 granular activated carbon filters. They reallocated some of their salary savings to cover the $42,000 distribution. Wastewater Utility Approximately $50,000 of the Utility's savings was from electricity. In reference to the in - lieu, $14,000 was returned to the Utility because revenue did not come in as high as anticipated and consequently the transfer to the General Fund was reduced by $14,000. Electric Utilitv Savings represents salaries from the following positions that are unfilled: Electric System Supervisor, Utility Operator Supervisor, Rate Analyst, and Electric Engineer. The Utility also had some early retirements, many of which were offset by contract employees. Expenses for Public Benefits programs were offset by revenue. In reply to Council Member Land, Electric Utility Director Vallow stated that the Public Benefits programs are "a wash" over a five-year period of time. At the request of Council Member Nakanishi, Ms. McAthie reported on the Electric Utility in -lieu and noted that it is based on prior year's revenue. If revenue increases, the percentage amount is adjusted for the transfer to the General Fund. During 2000-01 there was no Market Cost Adjustment (MCA), so it is not in the calculation shown of $276,000. The in -lieu is set at 12% of whatever the revenues are. If the revenues increase, the amount transferred to the General Fund increases. If revenues do not come in as anticipated, then the percentage amount is adjusted accordingly and money is returned to the Utility. Mr. Vallow noted that for this year the MCA amount will be approximately $9 million. In reply to additional questions by Council Member Nakanishi, Ms. McAthie stated that it has always been the practice that the in -lieu is not projected. The Utility budgets its revenue, but the transfer is flat lined. City Manager Flynn further explained that Finance uses whatever information Electric Utility gives them related to their revenue projections. Transportation Due to good weather conditions more street maintenance was completed in 2000-01. Amounts also reflect contract clerical in administration. Tree maintenance and street cleaning increased as well. Significant amounts were attributed to large projects, which were partially absorbed into their budget and reallocations of funds from other budgets were made to cover the additional cost. Dial -A -Ride The figure relates to sub -let services for security patrol at the transit station, which was offset by revenue. Electric Utility In -Lieu !continued) Council Member Nakanishi questioned the $900,000 in -lieu transfer. City Manager Flynn clarified that it has not yet been transferred. The $900,000 amount was an estimate of what staff thought might occur. The Electric Utility Director anticipated $9 million in MCA revenues; however, it is not materializing at that level. The City Council's policy is to transfer 12% of the revenues to the General Fund. Staff knew that the $900,000 transfer would not be made until the Council had an opportunity to discuss the matter. Parks and Recreation Overall the department's budget decreased by $51,000 due to salary and part-time employee savings. 2 Continued April 23, 2002 Libra The salary savings was offset by the literacy program, which is a grant that is offset by revenue. There was a slight increase in the cost of natural gas. Community Center A significant amount of postage, printing, advertising, and general supplies went into the art specialty classes. Savings were realized in the arts grants and part-time salaries. Generally, increases were offset by revenue. Planning An encumbrance has been carried over into the current year for a zoning code update. Increases for the Planning Commission were due to conference expenses. In Planning Administration there was salary savings for the position of City Planner. Minimal part-time salary savings was obtained. Mayor Pro Tempore Hitchcock questioned why it took such an extended period of time to fill the City Planner position. Community Development Director Bartlam explained that it was a new position granted at the beginning of the budget year. Staff spent several months developing a job description and going through the process of recruitment and hiring. Mayor Pennino stated that Council had heard concerns about the amount of time it takes to fill positions and suggested that the topic be brought back for further discussion related to streamlining the process. Mayor Pro Tempore Hitchcock recognized that it represents savings; however, it also equates to service. She questioned what services the City is not providing when positions remain unfilled, as well as the burden placed on other employees attempting to carry out the functions of two jobs. Electric Utility In -Lieu (continued) Council Member Nakanishi asked why the in -lieu is placed as an expenditure rather than revenue. Ms. McAthie explained that it is an expense to the Enterprise Fund and revenue to the General Fund. Construction Development Salary for a contract building inspector was offset by revenue. They had a small increase in the amount of overtime. There was also an increase related to the new Community Improvement Officer, which was approved by Council in October. Public Works Engineering had an increase due to the use of consultants, as well as office, computer, and tool expenses for a new employee. Economic Development An increase of nearly $26,000 under Community Promotions was approved by Council in September for marketing the Downtown Lodi Business Partnership (DLBP), including purchase of banners, and lights for downtown. There was a small savings in advertising and professional services. Legislative and Policy City Council had a savings in its business and conference expense, supplies, and benefits, as not all Council Members take PERS. General Administration City Manager Administration had some increases in part-time salaries and supplies. Traffic signal equipment was damaged, the cost of which may be offset by payment from the responsible party's insurance. Public Works Administration had savings from postage, training and conference expenses. 3 Continued April 13, 2002 Legal Services Savings was derived from professional services, business expenses, books and periodicals, and salary. Council Member Land stated that City Attorney Hays has a wealth of knowledge in the power industry and encouraged him to attend American Public Power Association (APPA) conferences. City Clerk Services Savings occurred in postage, data processing hardware, salary, professional services, supplies, and the protocol account. Administrative Services Human Resources had an increase in advertising, executive recruitments, and employee moves and physicals, which was offset by salary and professional services savings in Risk Management and Citywide training savings. Some funds were encumbered to carry over for training in the current year. Under Information Systems, $5,000 was due to conference expenses. The Data Processing figure relates to an unfilled programmer position that was offset by an annual software maintenance contract, which had not been budgeted. Finance Administration had an increase for computer expenses. Purchasing had a small salary increase. The amount under Accounting is related to the GASB34 contract. The Revenue expense was for printing utility bills. The Loomis contract required pickup at transit for non-standard coin. This cost is transferred to transit and offset by revenue. Organizational Support Services Finance Field Services had an increase in salaries due to part-time and overtime coverage for employees absent due to Workers Compensation issues. Public Works Facility Maintenance expenses relate to the boiler, heating, ventilation, and air conditioning system at the annex, the exhaust system at Fire Station #1, the pool, and the Armory building. The Public Works Equipment Maintenance amount was for repairs to vehicles and represents a change in accounting to a cost allocation plan, which offsets the charges and transfers them through the operating transfers. Non -Departmental Services Increase in postage represents the inclusion of additional information for infrastructure and MCA costs on utility bills, which resulted in multiple page bills. The increase in Citywide Utilities was for natural gas. Special Payments is for the America West airlines pledge, increase in property tax assessment, etc. The cost under Telephone and Photo Copy Charges was for repairs to the equipment. There was an increase in Workers Compensation temporary disability and medical services. The increase in Benefits Administration was for professional services for the City's third party administrator. In reply to Council inquiries, Ms. McAthie reported that $765,000 was budgeted for Workers Compensation and just over $1 million was spent. Kirk Evans, Senior Management Analyst, explained that in budgeting for Workers Compensation he averages actual expenditures occurring in the prior three fiscal years. Citywide Summary by Activity Ms. McAthie reviewed the budget, major differences, and actual costs listed on the Citywide Summary by Activity report (filed). Mayor Pennino noted that expenditures for 2000-01 came within 1.9% and commended all departments. In reply to Council Member Nakanishi, City Manager Flynn reported that there was a net increase in the General Fund of approximately $30,000. 4 Continued April 23, 2002 D. COMMENTS BY THE PUBLIC ON NON -AGENDA ITEMS None. E. ADJOURNMENT No action was taken by the City Council. The meeting was adjourned at 8:04 a.m. ATTEST: Susan J. Blackston City Clerk Villa. ox°s Council Member's Weekly Caleudar WEEK OF APRIL 23, 2002 Tuesday, April 23, 2002 7:00 a.m. 7:00 a.m. 11:00 a.m. Shirtsleeve Session 1. Budget - In -lieu and Significant Changes and Capital Special Meeting 1. Prospective lease of property located at 100 East Pine Street, the negotiating parties are the City of Lodi and the Lodi Adopt -A -Child Foundation; price and terms of the lease are under negotiation Pennino and Howard. Dedication of Trent Arrington's senior project memorial in honor of the victims of the September 11 tragedy, southeast corner of Lodi Lake near the playground area. Wednesday, April 24, 2002 6:30 p.m. Hitchcock and Land. Lodi Electric Utility's Winemakers Dinner to welcome NCPA's commissioners to Lodi, Wine and Roses Country Inn -- Cellar Room. Thursday, April 25, 2002 8:00 - 10:00 a.m. Pennino. San Joaquin Partnership meeting. 8:30 a.m. Grand opening and ribbon cutting of the Lodi 99¢ Only Store, 300 W. Kettleman Lane 10:30 - 12:30 p.m. Tokay High School's Marketing Class car dealership simulation, in front of Tokay High School. 2:00 - 4:00 p.m. Pennino, Howard, and Land. Hutchins Street Square ' Volunteer Appreciation Ice Cream Social, HSS - Kirst Hall. 5:00 - 7:00 p.m. Loel Senior Center's 26h Annual Volunteer Recognition Dinner. 5:00 - 7:30 p.m. Pennino. COG meeting. 5:30 p.m. Grand opening and ribbon cutting for State Farm Insurance, 2401 W. Turner Road, Suite 228. 6:30 p.m. Hitchcock. CVD Quarterly Dinner Meeting, Newman. Dinner at 7:00 p.m. Friday, April 26, 2002 8:00 - 11:00 a.m. Pennino, Hitchcock, and Howard. Joint Conference on Youth, featuring motivational speaker Clay Roberts, HSS -- Performing Arts Theater. 9:00 a.m. Public meeting of the Central Valley Regional Water Quality Control Board, Fresno Education Department Auditorium, 21 Floor, Fresno. 5:00 p.m. Pennino. 17th Annual Stockton Asparagus Festival Spear -Throwing Competition "Catch the Spear -It" with Mayor Podesto, Skyy Dog Arena. Saturday, April 27, 2002 Sunday, April 28, 2002 Monday, April 29, 2002 Disclaimer. This calendar contains only information that was provided to the City Clerk's office councillmisc\mcalndr.doc CITY OF LODI COUNCIL COMMUNICATION AGENDA TITLE: Review of Budget -vs. -Actual Operating Expenditures for Fiscal Year 2000-01 MEETING DATE: April 23, 2002 PREPARED BY: Deputy City Manager and Finance Director RECOMMENDED ACTION: That the City Council review with staff the attached budget -vs. -actual operating expenditures for Fiscal Year 2000-01. BACKGROUND INFORMATION: Attached for Council's review are summaries by activity of the budget -vs. -actual operating expenditures for Fiscal Year 2000-01. This review will set the stage for future budget shirtsleeve sessions for discussions of the City Manager's recommended adjustments to the second year of the 2001-03 Financial Plan and Budget. FUNDING: None required at this time. Jane Keeter, Deputy City Manager UA&I-64 iyl`d-toll�� Vicky McAth e, Finance Director APPROVED: l� ' H. DiAon Flynn — ity Ma er 2001-03 Financial Plan & Budget Activity 2000-01 Expenditure Budget Major Actual Difference Police Animal Shelter Administration Operations Investigations Grants Fire Total Police Administration Emergency Services Fire & Life Safety Training Special Services Total Fire 43,400 122,000 173,300 227,047 14,000 7,506,378 579,747 8108615` 11,925 165,700 (10,900) (50,500) 4,300 3,754,940 1201525 3,8751465' Graffiti Abatement Graffiti Abatement (7,190) Total Graffiti Abatement 46,260 (7,190) 39,070 Total Public Safety 11,307,578 693,082 ` 12,0110,660. I 2001-03 Financial Plan & Budget Activity Expenditure Water Utility Administration Production DBCP Monitoring PCEITCE In - lieu Distribution Total Water Utility Wastewater Utility Administration Plant Maintenance Sanitary System Maintenance Storm Drain Maintenance In -lieu Damage to Property Misc Total Wastewater Utility Electric Utilitiy Policy, Leg & Regulatory Construction & Maintenance Business Planning & Marketing Engineering Public Benefits System Maintenance Street Light Maintenance Tree trimming In-iieu Misc Total Electric Utility Total Utilities 2000-01 Budget Major Difference (67,028) (56,000) (56,000) (851,500) 39,000 42,000 Actual 3,433,102 (949,520) ..2,483,.574. (34,000) (58,000) 62,000 (47,000) (14,000) (10,000) (1,053) 3,272,570 (1029053) 3,170,517 (210,000) (186,000) (115,000) (56,000) 317,000 (136,924) 53,000 (97,000) 276,000 31,628 11,0841305 (123496): "10,961;009 17,789,977 (12174,077) 46,615,1.00 Operating cost only - does not include capital requests or bulk power W 2001-03 Financial Plan & Budget Activity 2000-01 Expenditure Budget Major Actual Difference Street & Flood Control Administration Street Maintenance Tree Maintenance Street Cleaning Total Street & Flood Control Transit Dial A Ride Administration Total Transit Total Transportation 30,000 91,764 14,000 13,000 1,735;09 1406 `; 1 $$3,s#54 53,515 1,511,150 �3,51� 1,5$4, 3,246,242 202,279;° 3;448,521; Operating cost only - does not include capital requests at this time C 2001-03 Financial Plan & Budget Activity Expenditure Parks & Recreation Recreation Administration Teen Sports Indoor/Outdoor Sports Parks Administration Adult Sports After School Programs Concessions Sports Facility Maintenance Lodi Lake Maintenance Other Parks Parks Programs Equipment Maintenance Total Parks & Recreation Library Administration Literacy Program Total Library Community Center Administration Arts Specialty Classes HSS Pool Arts Commission & Arts grants Senior Information & Referral Youth Commission Total Community Center Total Leisure, Cultural & Social 2000-01 Budget Major Actual Difference (66,399) (30,400) (10,400) (29,800) 5,400 48,900 (6,000) 38,400 31,500 (17,000) (12,500) (2,500) 2,679,120 (50,799); 2,628,321-`' (55,400) 47,180 1,123,462 20,279 26,000 25,200 (3,000) 6,000 12,200 949,357 86;187W, 11036,036 . 4,751,969 27,660 4,779,629 Operating cost only - does not include capital requests at this time 4 2001-03 Financial Plan & Budget Activity Expenditure Planning Planning Administration Commission Total Planning Construction Development Building Inspection Community Improvement PW Engineering Total Construction Development Economic Development Community Promotion Economic Development Total Economic Development Total Community & Economic Dev 5 2000-01 Budget Major Actual Difference (124,900) (6,186) 5145608" ' (13'1,086) 383,522 131,300 60,218 198,600 1,649,907 390,1:18 Z,00,0?S 25,739 (19,600) 473,860 6,'139 47-9;999. 2,638,375 265,1.71 2;903,546 2001-03 Financial Plan & Budget Activity 2000-01 Expenditure Budget Major Actual Difference Legislative and Policy City Council (20,003) Total Legislative and Policy 71,225 (20,003) .41,222 General Administration City Manager Administration 32,000 Damage to Property 6,400 PW Administration (16,194) Total General Administration 710,287 >22,206,' 732,493. Legal Services 459,770 City Attorney (18,981) Total Legal Services 286,274 (18,981)` 287,293 City Clerk Services City Clerk (5,300) Election (9,200) Protocal (5,326) Total City Clerk Services 263,490 (19,826):. 243,664: Administrative Services 459,770 Human Resources 76,900 Risk Management (59,400) City Wide Training (34,200) Information Systems (4,900) Data Processing (28,800) Finance Administration 4,200 Finance Purchasing 3,190 Finance Accounting 46,200 Finance Revenue 35,250 Total Administrative Services 2,689,387 38,440.' 20727,827. Organizational Support Services Finance Field Services 20,300 PW Facility Maintenance 59,580 PW Equipment Maintenance 101,400 Total Organizational Support 1,774,127 181;280. 055,407 Non- Departmental Services City Wide Postage 47,600 City Wide Utilities 84,600 Special Payments 106,900 Telephone & photo copy charges 20,600 Workers Compensation 459,770 Medical care 56,150 Employee recognition 13,200 Benefits Administration 7,003 Total Non -departmental Services 5,138,942 795,823 5,934,765 Total General Government 10,933,732 978,939 11,912,671 6 2001-03 Financial Plan & Budget City Wide Summary by Activity 2000-01 Budget Major Actual Difference Public Safety 11,307,578 693,082 12,000,660 Utilities 17,789,977 (1,174,877) 16,615,100 Transportation 3,246,242 202,279 3,448,521 Leisure, Cultural & Social Services 4,751,969 27,660 4,779,629 Community & Economic Development 2,638,375 265,171 2,903,546 General Government 10,933,732 978,939 11,912,671 Total 50;667,873 992;254 51,$80";127. 2000-01 Major Difference by Fund General Fund 1,585,590 Library (8,220) Electric (123,296) Wastewater (102,053) Water (949,528) Transit 53,515 Streets IMF Benefits 76,475 Self Insurance 459,771 992,254 7 see attached General Fund Increase in Expenditures Budget under other sources/uses PERS increase - Police Wage increase Fire Salary adjustments Boiler repair & HVAC repairs Remodel Public Safety Building Vehicle Repairs Permits for underground tanks landscape maintenance additional street maintenance Offset by Revenues Afterschool grants: Lodi Look Camp Lodi Lake Lockeford Summer camp Lockeford School Grant for Lease of 5 electric Trucks Contract inspector Additional engineering services Green belt grants Increase in property tax assmt Wireless microphones for HSS P/T hours for box office - HSS Weed abatement 2000-01 3% @ 50 495,850 127,200 90,000 22,000 17,000 215,000 20,000 34,000 73,000 118,500 25,700 5,400 41,300 64,800 124,000 35,000 30,000 14,540 4,900 12,600 14,800 1,094,050 491,540 1,585,590 U) EL 0 O fq r O .a O .Q N co d L O O r cc Cl) L N v O 0 o c A CL a vQ O C d c tm C V fA U U w all T- CD O O Q N L- CL N L G N K O 3 cc C O .y d � I C ea �+ � .0 d •> cm M .G U1 cc 0>_ 4) OO .� L C v = Ocn •>O L •� cc cc p c -0 -3 E ♦, =V ♦,, N d C Co_ w 0 E _ '3 a o Cc W 0 C ca O .N '� � p *O'' cn =` cc N r.+ Nd N E O > 0 —W �1-Jdw UC') _O O 0 N �� Q Q a� c a� L CD O 0 .> -p L is m O .a O .Q N co d L O O r cc Cl) L N v O 0 o c A CL a vQ O C d c tm C V fA U U w all T- CD O O Q N L- CL N L G N K O 3 cc 2001-03 Financial Plan & Budget Activity Expenditure Police Animal Shelter Administration Operations Investigations Grants Fire Total Police Administration Emergency Services Fire & Life Safety Training Special Services Total Fire Budget 2000-01 Major Difference 43,400 122,000 173,300 227,047 14,000 7,506,378 579,747 11,925 165,700 (10,900) (50,500) 4,300 Actual 8,086,125 30754,940 120,525 3,875,465 Graffiti Abatement Graffiti Abatement (7,190) Total Graffiti Abatement 46,260 (79190) 39,070 Total Public Safety 11,307,578 693,082 12,0009660 2001-03 Financial Plan & Budget Activity Expenditure 2000-01 Budget Major Actual Difference Water Utility (186,000) Administration (67,028) Production (56,000) DBCP Monitoring (56,000) PCE/TCE (851,500) In - lieu 39,000 Distribution 42,000 Total Water Utility 3,433,102 (949,528) 2,483,574 Wastewater Utility 31,628 Administration (34,000) Plant Maintenance (58,000) Sanitary System Maintenance 62,000 Storm Drain Maintenance (47,000) In -lieu (14,000) Damage to Property (10,000) Misc (1,053) Total Wastewater Utility 3,272,570 (102,053) 3,170,517 Electric Utilitiy Policy, Leg & Regulatory (210,000) Construction & Maintenance (186,000) Business Planning & Marketing (115,000) Engineering (56,000) Public Benefits 317,000 System Maintenance (136,924) Street Light Maintenance 53,000 Tree trimming (97,000) In -lieu 276,000 Misc 31,628 Total Electric Utility 11,084,305 (123,296) 10,961,009 Total Utilities 17,789,977 (1,174,877) 16,615,100 t0 Lf) W) Go � t00� W) cli C6 �+ v Go O Q V r th r V O O O qq p to O O to r r O N M goM V L th N N C r N = 0 N N 'd M L! 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C cn go d L way Ea 110. :a Q 2001-03 Financial Plan & Budget Activity Expenditure Finance Administration Finance Purchasing Finance Accounting Finance Revenue Total Administrative Services Organizational Support Services Finance Field Services PW Facility Maintenance PW Equipment Maintenance Total Organizational Support Non- Departmental Services City Wide Postage City Wide Utilities Special Payments Telephone & photo copy charges Workers Compensation Medical care Employee recognition Benefits Administration Total Non -departmental Services Total General Government 2000-01 Budget Major Actual Difference 4,200 3,190 46,200 35,250 2,689,387 38,440 21727,827 20,300 59,580 101,400 1,7749127 181,280 1,955,407 47,600 84,600 106,900 20,600 459,770 56,150 13,200 7,003 5,138,942 795,823 5,934,765 10,933,732 978,939 11,9123671 2001-03 Financial Plan & Budget City Wide Summary by Activity Public Safety Utilities Transportation Leisure, Cultural & Social Services Community & Economic Development General Government Total 2000-01 N General Fund Library Electric wastewater Water Transit Streets IMF Benefits Self Insurance Budget 11,307,578 17,789,977 3,246,242 4,751,969 2,638,375 10,933,732 50,667,873 Difference 2000-01 Major Difference 693,082 (1,174,877) 202,279 27,660 265,171 978,939 992,254 y Fund 1,585,590 (8,220) (123,296) (102,053) (949,528) 53,515 76,475 459,771 992,254 Actual 12,000,660 16,615,100 3,448,521 4,779,629 2,903,546 11,912,671 51,660,127 see attached a E N N Y Ch V V L 4... 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