CA Review CKM
Meeting Date: Feb. 1, 2024
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Scott Chadwick, City Manager
[email protected], 442-339-2820
Subject: Review of Department Services and Resources
Districts: All
Recommended Action
Receive a presentation about the resources currently allocated to city departments and how they are used to provide services to the community.
Executive Summary
As part of the process of developing the City of Carlsbad’s fiscal year 2024-25 budget, city staff will provide information to the City Council about the city’s current use of resources, including:
• Each city department’s fiscal year 2023-24 budget and staffing levels • A description of core services provided by each department • Other programs and services that support city priorities • Department output and other key performance indicators Explanation & Analysis
A city budget serves several purposes. In addition to presenting the annual financial plan, the budget is a guide to the City Council’s policy priorities, a work plan for city operations, a resource for the community to learn how city finances are being managed and a way to increase transparency around how taxpayer money is being spent.
As part of the lead up to the presentation of the preliminary city budget this spring, city staff are providing background information to the City Council on a variety of topics, including an overview of department services. (The city operates on a fiscal year that runs from July 1 to June 30.) The review of city department budgets and services at this special meeting will be followed on Feb. 6, 2024, with an update on the implementation of the City Council’s 5-Year Strategic Plan. Both are intended to help inform City Council policy direction on budget priorities for fiscal year 2024-25.
Feb. 1, 2024
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Fiscal Analysis
The City Council is not being asked to make funding decisions as part of this workshop. The purpose is to provide information to the City Council that may help inform decisions made during the review and approval of the fiscal year 2024-25 annual budget.
Next Steps
City staff will proceed with developing the fiscal year 2024-25 annual budget based on the timeline below:
Date Task
Jan. 3 The city’s Finance Department holds an internal budget kickoff meeting with departments to go over the process and timeline for preparing the annual budget.
Feb. 1 Special City Council meeting: Departmental operations presentation Feb. 6 City Council meeting: Strategic Plan update.
Feb. 9 Departments submit their draft budget requests and supporting information to the Finance Department budget team.
Feb. 9-March 20 The Finance Department budget team reviews and evaluates departments’ budget submissions.
March 15 Departments update their portions of city’s Master Fee Schedule to reflect any changes in the cost of providing services.
March 20-28 Representatives from each department review their budget submissions to the City Manager, Assistant City Manager and Finance Department budget team.
March 28-May 21 City leadership makes decisions about what will be proposed in the preliminary budget, based on City Council priorities, regulatory requirements, economic forecasts and other supporting data. The Finance Department budget team then prepares the preliminary budget document.
May 21 City staff present the preliminary budget to the City Council.
May 23 City staff hold a community budget workshop. Feedback is provided to the City Council.
June 18 The City Council holds a public hearing and considers the final budget for adoption.
Environmental Evaluation
This action to receive a presentation does not constitute a project within the meaning of the California Environmental Quality Act under Public Resources Code Section 21065 in that it has no potential to cause either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment.
Exhibits
1. Jan. 18, 2024, memo to the City Council: Overview of the Fiscal Year 2024-25 Budget Process, Timeline and Proposed Position Reductions
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Exhibit 1
Feb. 1, 2024
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To the members of t he:
CITY COUNCIL
Date /-/f·~~ CA _i!c:c ...,-
CM V ACM _ -OCM(3) ~
January 18, 2024
ncil Memorandu m
To: Honorable Mayor Blackb n Members of the City Council From: Scott Chadwick, City Ma ag \
{city of
Carlsbad
Memo ID# 2024004
Re: Overview of the Fiscal Y 024-25 Budget Process, Timeline and Proposed Position Reductions (Districts - All}
Consistent with the City Council's desire to reduce ongoing spending due to the forecasted General Fund structural budget deficit and to demonstrate the most prudent use of city resources, staff has prepared this memorandum about the planning and development of the fiscal year 2024-25 budget. Included in this memorandum are:
• An overview of the city's current economic outlook.
• A budget planning calendar.
• Direction provided to departments as they prepare their proposed budgets. • A new approach that will better align the Capital Improvement Program with the City Council's 5-year Strategic Plan, while increasing transparency and City Council involvement in project timing and funding.
• An overview of the process to propose projects for the Strategic Digital Transformation Investment Program.
• A plan to eliminate the equivalent of.12 full-time positions from the city's workforce in the fiscal year 2024-25 budget, which goes into effect July 1, 2024.
Background
The City Council sets the overall policy direction for the City of Carlsbad and helps staff prioritize programs, projects and services to support that direction. Public input plays a critical role in setting both the long-range policy direction of the city and decisions about day-to-day spending.
The City Council adopted a 5-Year Strategic Plan in 2022, which guides the city and serves as a road map during the budget process by identifying specific, measurable objectives to be achieved during the five-year timeframe. The city's budget, in turn, serves as a financial plan and guiding tool to support the city's mission, including City Council's policy priorities.
The fiscal year 2024-25 budget will preserve the city's continued fiscal sustainability by maintaining its critical core services, achieving its goals and priorities, and being mindful of the economic outlook. While administrative leadership's direction for the fiscal year 2024-25 budget cycle will not require a mandated budget reduction by each department, it will continue the expectation that staff incorporate opportunities to do business more efficiently and focus on spending areas that can be reduced with little to no impact on the community. These continued efforts are in response to the city's anticipated structural deficit, in which the city's expenditures City Manager' s Office
1200 Carlsbad Village Drive I Carlsbad, CA 92008 I 442-339-2820 t Feb. 1, 2024
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Council Memo - Fiscal Year 2024-25 Budget Process, Timeline and Proposed Position Reductions January 18, 2024
are projected to grow at a faster rate than its revenues. The city is in a much better position today than it was even a year ago-in part due to an enhanced revenue outlook and recent efforts by city staff to reduce ongoing costs-nonetheless, the General Fund is projecting an annual deficit beginning in fiscal year 2028-29. It is imperative this year's budget reflect every effort reasonably possible to address this structural deficit.
The COVID-19 pandemic and the negative economic impact it had on many of the city's revenue sources peaked during fiscal year 2020-21 and 2021-22. In response to future economic uncertainty at that time, the adopted budgets in fiscal year 2022-23 and 2023-24 included reductions of nearly 2% and 3%, respectively. An accelerated economic recovery from the COVID-19 pandemic coupled with unprecedented inflation sustained by consumer demand contributed to the city's General Fund ending fiscal year 2022-23 with a healthy surplus. The combined impact of these budget reduction efforts and larger-than-anticipated surplus positively impacted the General Fund's 10-year forecast. The projected deficit is now not anticipated to occur until fiscal year 2028-29, three years later than the timing projected last year.
Since 2021, the city has dealt with unprecedented inflationary increases, reaching a regional high of 8.3% in May 2022. The Federal Reserve responded by increasing target interest.rates over the last couple of years. While inflation has begun to decline, regional inflation was still at 5.2% as of November 2023. The Federal Reserve is expected to begin reducing target rates in 2024, and inflation will likely remain a concern the city will continue to manage.
In addition to managing inflation's impact to the city's budget, aging infrastructure is another challenge that is neither new nor unique to the City of Carlsbad. As the city continues its transition from "growth and development" to "maintenance," the operating costs necessary to fund infrastructure maintenance and replacement continues to grow and represent a significant pressure on the General Fund's resources.
Pension funding also continues to have a significant impact on the city's budget. CalPERS' volatile investment performance, particularly over the last two years, has significantly increased the city's costs. The city has taken great steps toward mitigating the long-term risks and associated costs by prefunding and establishing a Section 115 Trust; however, the annual required contributions still represent a significant portion of the city's expenditure budget.
Discussion
The city's annual comprehensive budget document includes three sections: Operating Budget, Capital Improvement Program and Strategic Digital Transformation Investment Program. A summary of the fiscal year 2024-25 process to create each of these three budgets, as well as priorities and changes planned for the upcoming fiscal year, are presented below.
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Council Memo - Fiscal Year 2024-25 Budget Process, Timel ine and Proposed Position Reductions January 18, 2024
Operating Budget
The Operating Budget is designed to provide funding for all ongoing city operations, one-time, non-capital projects and work efforts, general support of the city, and the City Council's strategic policy goals and work plans. The Operating Budget funds ongoing operating and maintenance costs and provides for appropriate and strategic levels of replacement funding. City staff strive to ensure that, when preparing the annual budget, one-time revenues are only used to cover one time costs, and ongoing costs are not greater than ongoing revenues.
Before the city's Operating Budget is presented to the City Council for adoption, city staff in all departments prepare individual budgets for their functional areas. The table below depicts the key phases and dates in the creation and adoption of the city's Operating Budget. This schedule is subject to change as staff move along in the budget process.
Table 1: Operating Budget calendar for fiscal year 2024-25 Date Task
Jan. 3 City staff hold Operating Budget kickoff meeting - participants include executive leadership and department budget preparers.
Feb. 1 Special City Council Meeting: Departmental Operations Presentation Feb.6 Strategic Plan Update at City Council Meeting.
Feb.9 Departments submit their requested budgets to the Finance Department budget team.
Feb. 9 - March 20 The Finance Department budget team reviews and evaluates departments' budget submissions.
Feb. 23 Departments complete narrative sections highlighting services, priorities, accomplishments and budget changes, which are included in the published budget book.
March 15 Departments update their portions of city's master fee schedule .
March 20-28 Representatives from each department present their budget submissions in meetings with the City Manager, Assistant City Manager and Finance Department budget team.
March 28 - May 21 City leadership makes key funding decisions based on City Council priorities, regulatory requirements, forecast data, and other supporting data. The Finance Department budget team prepares the preliminary budget document.
May 21 City staff present the preliminary budget to the City Council.
May 23 City staff hold a community budget workshop.
June 18 The City Council holds a Public Hearing and considers the annual budget for adoption.
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Council Memo - Fiscal Year 2024-25 Budget Process, Timeline and Proposed Position Reductions January 18, 2024
• Department budget submissions
There are many components that city staff across all operating departments must complete in their initial budget submissions. Some key activities include, but are not limited to, the following:
• Review full -time and part -time employee allocations for accuracy and opportunities for reductions or reorganizations to enhance efficiency.
• Review base maintenance and operations budgets. The base budget consists of the prior year adopted budget for maintenance and operations, excluding any one-time supplemental budget granted in the prior year and interdepartmental chargebacks, which are calculated separately. Departments have discretion to change how their maintenance and operations budgets are utilized in the upcoming fiscal year, as long as the total requested budget stays within their allocated base.
• Consider supplemental budget needs. As mentioned previously in this memorandum, for the fiscal year 2024-25 budget, the city will strive to achieve continued fiscal sustainability by maintaining its critical core services, achieving its goals and priorities and being mindful of the economic outlook . As such, the upcoming year's budget preparation does not include a process for departments to request additional funding. However, city administrative leadership will consider crucial budget needs if they relate to the city's response to a changing regulatory environment, new laws, cost increases for existing essential services and other needs.
• Calculate the interdepartmental chargebacks that will be allocated citywide for costs such as those related to information technology, fleet, workers' compensation, risk management and other miscellaneous administration. City staff from these areas will work with other departments to determine needs for the upcoming fiscal year before calculating chargebacks. The fleet and information technology calculations also include budgeting for capital outlay for planned replacements, such as vehicles and computers that have reached the end of their useful lives.
• Estimate revenue for the upcoming year. Some departments have specific sources of revenue, such as recreation fees. The Finance Department manages general city revenue collected, while city staff budget for revenue that is department specific.
After departments' requested budgets are submitted and reviewed, an integral part of the budget preparation process takes place when department staff meet individually with the City Manager, Assistant City Manager and Finance Department budget team to present their proposed budgets for the upcoming year. During these meetings, department staff justify their requested budgets, which may include presentation of data and analysis to support proposed spending, year-over -year spending trends and information on how programmatic efforts support the city's 5-Year Strategic Plan. The discussions during these meetings help to ensure that executive leadership has thoroughly evaluated requested budgets and planned efforts for the upcoming year, in order to make decisions on the preliminary budget that will be presented to the City Council for consideration.
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Council Memo - Fiscal Year 2024-25 Budget Process, Timeline and Proposed Position Reductions January 18, 2024
Capital Improvement Program
The City of Carlsbad Capital Improvement Program, or CIP, reflects the city's ongoing commitment to maintaining the highest standards of quality facilities for our community today and in the future. It is a planning document, not a commitment for spending . The five -year program outlines the expenditure plan for future capital projects and the corresponding revenues to pay for those expenditures.
Projects that are shown in the CIP are generally defined as any construction, rehabilitation or replacement of major infrastructure such as streets, libraries, parks, fire stations and administrative facilities, water, sewer and drainage facilities, and other facilities that are located on or in the ground. In most cases, the total construction cost of each of these assets is recorded and tracked as part of the city's inventory of capital infrastructure assets and other city-owned property .
The timeline for developing the upcoming fiscal year's CIP is dictated in Administrative Order No. 50, Capital Improvement Program - Project initiation, Prioritization, Budgeting and Adoption Procedure. City staff may submit proposed new CIP projects in December for the upcoming fiscal year. Project requests are evaluated initially by the CIP Steering Committee Meeting in January and again in April. This evaluation includes project prioritization and scoring, followed by the determination of project timing as forecasted funds are available. Based on funding availability and priority level, proposed CIP projects are then incorporated into the preliminary CIP Budget.
Once the City Council adopts the proposed annual CIP Budget, projects receive an appropriation that authorizes spending in the amount specified for the adopted fiscal year only. Estimated budget information is shown for a 15-year period to provide the most comprehensive information about known future projects. Spending authority in future years is not granted until adoption of the annual proposed CIP Budget associated with each year.
Changes to the CIP Process
City staff have made changes to the CIP process for fiscal year 2024-25 to accomplish the following:
• Increase transparency around how projects are selected for inclusion, project timing and funding status.
• Demonstrate stronge r alignment to the City Council's 5-Year Strategic Plan. • Establish more realistic expectations for project cost estimates and delivery. • Continue to comply with Government Finance Officers Association and SANDAG reporting requirements.
These changes include:
• A stronger focus on the next five fiscal years, while remaining a 15-year planning document.
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Council Memo - Fiscal Year 2024-25 Budget Process, Timeline and Proposed Position Reductions January 18, 2024
• Introducing four project categories to clearly communicate the project's purpose. These include (1) strategic plan, (2) critical need, (3) maintenance, and (4) closeout. • Budgeting based on project phase. This means rather than budgeting for the entire cost of a project well in advance of when the project is scheduled to begin, City Council will be asked to consider appropriating money phase by phase. Phases include: scoping, conceptual design, final design and construction.
For example, as part of the annual budget process, city staff will request appropriations for a new project, starting with initial scoping. This typically involves early planning work and a feasibility analysis. When that work is completed, staff will return to City Council to request appropriation for conceptual design. When that is done, staff will return to City Council to request funding for final design, and so on.
These changes will provide the City Council with a greater ability to direct the pace and funding of major projects, while increasing transparency around projects that are planned and underway.
Strategic Digital Transformation Investment Program
The Strategic Digital Transformation Investment Program, or SDTIP, is a comprehensive approach to planning for and funding digital transformation efforts throughout the city. The purpose of this program is to provide for an annual investment strategy, not a commitment for spending, that outlines a five -year expenditure plan for future digital transformation and technology projects and the corresponding revenues necessary to pay for them.
The timeline for developing the upcoming fiscal year's technology budget is dictated in Administrative Order No. 89, Strategic Digital Transformation Investment Program - Project initiation, Prioritization, Budgeting and Adoption Procedure. Similar to the CIP, staff are invited to submit proposed new projects annually in December. Projects are then evaluated initially in January and again in April by the city's executive leadership, which assigns a priority level and funding strategy. Priority projects are then added to the preliminary SDTIP Budget. Although budget estimates are included for the total project cost, staff request authorization for funding only the amount needed each budget year. This authorization comes when the City Council approves the annual budget.
Positions Recommended for Elimination in the Proposed FY 2024-25 Budget In response to City Council feedback requesting staff identify additional ways to contain ongoing operational costs within the organization, staff conducted a review of staffing levels, workload and existing vacancies in an effort to find new opportunities for savings. As a result, staff have identified 12 full -time equivalent positions that will be recommended for elimination as part of the fiscal year 2024-25 budget, beginning July 1, 2024. The 12 positions that would sunset June 30, 2024, include nine vacant full-time, two currently filled part-time positions and two currently filled full-time positions.
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Council Memo - Fiscal Year 2024-25 Budget Process, Timeline and Proposed Position Reductions January 18, 2024
When considering a reduction in workforce, our goal is to reduce to the extent possible any negative effects on the service we deliver to the community. The anticipated impacts of eliminating the positions along with the cost savings are identified below.
1. Management Analyst - Office of the City Manager (Vacant) The primary function of this position is to prepare and monitor the budget for the City Manager and City Council offices, perform data analysis, assist with special events, prepare Administrative Orders for City Manager consideration and triage requests for action that were directed to the City Manager's Office. This position became vacant in December 2023. The duties of the position have been delegated to the Executive Assistant to the City Manager, Legislative & Constituent Services Director and Intergovernmental Affairs Director. The potential impacts of this position remaining vacant is the increased workload assigned to other staff in the office, which may result in a delay to the completion of special projects.
Savings: $132,625
2. Senior Office Specialist - Office of the City Council (Vacant) The primary function of this position is to coordinate City Council proclamation presentations, assist with special events and serve as the contact to the City Council when the Executive Assistant is not available. This position has been vacant since July 2023.
Staff have found efficiencies and redistributed work that will allow this position to be eliminated while still supporting the City Council's clerical needs. The duties of the position have been redistributed to the Executive Assistant to the City Council and the Secretary/Receptionist in the City Manager's Office. Staff have not identified any negative impacts of this position remaining unfilled.
Savings: $83,681
3. Deputy City Clerk - City Clerk (Vacant)
The primary function of this position is to prepare City Council agendas and minutes; serve as Clerk for the Legislative Subcommittee and Economic Subcommittee: process recorded documents, claims, bonds, agreements and contracts; provide notarization services; and maintain Form 700 filings for city consultants. This position became vacant in December 2023. The duties of the position have been delegated to the Senior Deputy City Clerk and Deputy City Clerk. The potential impacts of this position remaining vacant include potential delays in preparation of City Council meeting minutes, responding to City Council inquiries, and processing of contracts, agreements, bond releases and recorded documents. In addition, City Clerk's Office staff will no longer be able to perform quality control on all board, commission and committee meeting materials that are prepared by staff in departments with commissions.
Savings: $94,346
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Council Memo - Fiscal Year 2024-25 Budget Process, Timeline and Proposed Position Reductions January 18, 2024
4. Lead Librarian - Library & Cultural Arts (Vacant)
The primary function of this position is to support public services at the Carlsbad City Library on Dove Lane. This position became vacant in November 2023 due to a promotion of an employee to Senior Librarian. Management of full-time and part-time employees, including training, mentoring and payroll, previously handled by the Lead Librarian will be delegated to a Senior Librarian. A librarian or part-time librarian would assume the workload at the public service desks. The potential impacts of this position remaining vacant include reduced public programs. The city currently has three other Lead Librarians and those positions are currently filled.
Savings: $111,742
5. Production Technician - Library & Cultural Arts (Vacant) This was a new position approved as part of the fiscal year 2023-24 budget that has remained unfilled since approval of the budget. The primary function of this position was to coordinate audio-visual, technical and front-of-house support in the Schulman Auditorium, Cannon Art Gallery, Gowland Meeting Room and Community Room. Job responsibilities are currently managed by one Production Technician who accrues about $10,000 in unbudgeted overtime. Without a second Production Technician, the plan is to distribute some of the work to library staff at a comparable job classification level.
Without a second Production Technician, program offerings and rentals in the Schulman Auditorium may need to be reduced.
Savings: $80,957
6. Parks Maintenance Worker- Parks & Recreation (Vacant) The primary function of this position is to perform general skilled trade work within parks, beach accesses and trails. Work includes general repairs and replacements of assets (e.g., broken or worn park/beach access/streetscape amenities, such as benches and trash receptacles). This position became vacant in December 2023. The duties of the position will be performed by a combination of other Park Maintenance Workers and contracts for outside services. Repairs and replacement of assets, painting/graffiti abatement, and trail surface refurbishment will be routinely reviewed and prioritized.
Savings: $89,371
7. Associate Engineer-Community Development (Vacant)
The primary function of this position is to perform grad~ng and improvement plan checks and discretionary permit reviews. This position became vacant in May 2023. The duties of the position will be distributed to the three existing senior engineering positions within the Land Development Engineering Division of Community Development without a significant service level impact.
Savings: $50,239
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Council Memo - Fiscal Year 2024-25 Budget Process, Timeline and Proposed Posit ion Reductions January 18, 2024
8. Business Systems Specialist - Information Technology (Vacant) The primary function of this position is to implement and support public safety technology, develop requirements, and gather and analyze data for operational reports.
The position became vacant in May 2023. The duties of the position have and will continue to be absorbed by existing Information Technology staff. Low priority projects may be delayed.
Savings: $135,382
9. Senior Environmenta l Specialist - Environmenta l Sustainability (Vacant) The primary function of this position is to supervise staff and coordinate environmental sustainability programs to ensure compliance with regulatory requirements of SB 1383.
This position became vacant in September 2023. The duties and responsibilities of the position will be reassigned to the Senior Program Manager. Because this program is now in its second year of implementation, minimal service level impacts are expected.
Savings: $131,959
10. Chief Innovation Officer- Innovation & Economic Development The Innovation and Economic Development Department is led by a Chief Innovation Officer (CIO). The position directs city process improvements, data governance and economic development. Potential impacts of eliminating this position may include diminished representation, advice and counsel on cross-departmental leadership groups and diminished opportunities within city departments to advance innovative concepts and technology. Necessary responsibilities of the position will be absorbed by existing staff wit hin the Innovation and Economic Developmen t Department. In addition, the Senior Program Manager and the Economic Development Manager will report directly to the Deputy City Manager, Administrative Services. The Data Services Manager, Strategic Plan Analyst and five Geographic Information Services positions will report to the Information Technology Director .
Savings: $280,893
11. Senior Program Manager for Diversity, Equity & Inclusion {DEi) - Human Resources This position was created as part of the fiscal year 2021-2 2 budget, and the primary function and intent of the position was to develop, implement and lead a diversity, equity and inclusion program including the review of current practices and policies to support the city's DEi Work Plan and maintain knowledge of diversity best practices. St aff has det ermined that management and implementation of the DEi related work can be delegated to other staff in t he Human Resources Department now t hat t he DEi program has been operationalized t hroughou t the organization .
Savings: $155,785
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Council Memo - Fiscal Year 2024-25 Budget Process, Timeline and Proposed Position Reductions January 18, 2024
12. Administrative Assistant - Administrative Services (Part-time) The primary function of this position is to perform administrative work within the Administrative Services Branch. This position reports to the Deputy City Manager in Administrative Services. Work includes processing accounts payable batches, purchase order processing, contract routing, credit card statements and various other administrative work for the department. This position is also responsible for the preparation of Carlsbad Tourism Business Improvement District (CTBID} agendas, attending and preparing minutes for the CTBID quarterly board meetings. This position will become vacant January 22, 2024. The duties of the position will be distributed among the relative departments within Administrative Services with minimal service level impacts.
Savings: $31,733
Hourly Professional - Communications & Engagement (Part-time) The primary function of this position is to promote awareness of and participation in city programs, services and events, primarily focused on community services. Because the Communication & Engagement Department has taken advantage of several new technologies to streamline both its operations and how it communicates with the public, this position could be eliminated while continuing to meet the city's core communication and engagement needs. Parks, recreation, library and cultural arts programs would continue to be supported by the Communication & Engagement Department; however, some non-essential communication efforts may be scaled back as needed.
Savings: $30,167
Fiscal Impact of Proposed Position Eliminations
General Fund savings resulting from the elimination of these positions is estimated at $1.llM in fiscal year 2024-25. General Fund cumulative compounded savings at year five is anticipated to be $6.63 million. Non-General Fund savings is estimated at year five to be $1.61 million, for a combined compounded savings at year five of $8.25 million.
Comprehensive Annual Budget
City staff will bring forward a preliminary version of all three budget programs described above in the fiscal year 2024-25 comprehensive budget at a regular City Council meeting in May 2024. City staff will also hold a Community Budget Workshop in May 2024 and communicate the feedback received to the City Council in a Council Memorandum. The City Council will receive the final comprehensive budget in June 2024 for adoption. Following budget adoption, city staff will prepare the fiscal year 2024-25 budget book and make it available to the public by September 2024.
Next Steps
A special City Council meeting will be held on February 1, 2024, which will include a presentation on departmental operations, current budgets, staffing and services. The purpose of this Feb. 1, 2024
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Council Memo - Fiscal Year 2024-25 Budget Process, Timeline and Proposed Position Reductions January 18, 2024
presentation is to inform the City Council as they prepare to make decisions about the 5-Year Strategic Plan and its priorities for the upcoming fiscal year. Following the regular City Council meeting on February 6, 2024, when the 5-Year Strategic Plan will be discussed, staff will incorporate input received from the City Council into the annual budget process and resulting preliminary budget, which will be presented at the regular City Council meeting currently scheduled for May 21, 2024.
cc: Cindie McMahon, City Attorney
Geoff Patnoe, Assistant City Manager
Mickey Williams, Police Chief
Michael Calderwood, Fire Chief
Laura Rocha, Deputy City Manager, Administrative Services Gary Barberio, Deputy City Manager, Community Services
Paz Gomez, Deputy City Manager, Public Works
Zach Korach, Finance Director
Sheila Cobian, Legislative and Constituent Services Director
Today’s presentation
• Departments’ fiscal year 2023-24 budget and staffing
• Core services provided by each department
• Other programs and services that support city priorities • Department output and other key performance indicators
AT A GLANCE
FY 2024-25 budget process
AT A GLANCE
Overview
• Public Safety
• Public Works
• Community Services
• Administrative Services
• Policy & Leadership
AT A GLANCE
Public Safety
% OF GENERAL FUND BUDGET
17% Fire Department
26% Police Department
43%
Police Department
The City of Carlsbad maintains its own dedicated
Police Department to promote a collaborative,
community-driven approach to public safety. The
department utilizes state of the art technology and a
data-driven approach to law enforcement.
AT A GLANCE
Police Department
FUNDING
AT A GLANCE
General Fund $55,615,155
Special Revenue Funds $370,298
Police Department
WORKFORCE 187 Full time
2.18 Part time FTE*
AT A GLANCE
*Full-time equivalent
CORE SERVICES
Police Department
AT A GLANCE
Patrol Investigations Homeless
Outreach
SWAT Crime
Prevention
PROGRAM HIGHLIGHTS
Community outreach
Mobile command post
K9 officers
School Resource Officers
Bike patrol
Off-Road law enforcement
Family Justice Center
E-bike permit education
Crossing guards
Citizens Police Academy
Juvenile Justice Program
You Are Not Alone
Animal control services
Police Explorers
Police Department
AT A GLANCE
Police Department
CALLS FOR SERVICE
AT A GLANCE
Police Department
RESPONSE TIMES
AT A GLANCE
Police Department
E-BIKE SAFETY CLASSES
AT A GLANCE
Police Department
EVENT ACTION PLANS
AT A GLANCE
Fire Department
AT A GLANCE
We safeguard lives, property and the environment
through emergency response and support services,
strategic planning, and community risk reduction
programs.
Fire Department
FUNDING
AT A GLANCE
General Fund $37,882,886
Special Revenue Funds $21,466
Fire Department
WORKFORCE
AT A GLANCE
124 Full time
10.5 Part time FTE*
*Full-time equivalent
Fire Department
AT A GLANCE
CORE SERVICES
Ocean
Lifeguard
Emergency
Management
Community
Risk Reduction
Medical
Transport
Emergency
Operations
Fire Department
AT A GLANCE
PROGRAM HIGHLIGHTS
Alarm installation
Fire Explorers
Opioid impact mitigation
Bike medic program
Tactical medic program
US&R Regional Task Force 13
Battery safety program
Marine safety
EOC training and exercises
CERT program
FireSafe Carlsbad
Wildfire risk mitigation
Stop the Bleed
Outreach and education
Bicycle helmet distribution
Sidewalk CPR
AT A GLANCE
Fire Department
BY THE NUMBERS
AT A GLANCE
Fire Department
BY THE NUMBERS
AT A GLANCE
Fire Department
BY THE NUMBERS
Public Works
% OF GENERAL FUND
2% Construction Mgmt & Inspection
1% Environmental Sustainability
3% Fleet & Facilities
4% Transportation
0% Utilities
11%
1% Public Works Administration (not shown)
Public Works
% OF TOTAL BUDGET
1% Construction Mgmt & Inspection
1% Environmental Sustainability
3% Fleet & Facilities
4% Transportation
24% Utilities
33%
0.2% Public Works Administration (not shown)
Utilities
We protect public health and the natural environment by providing safe and reliable water, recycled water and
wastewater services and meeting the many related
regulatory requirements.
AT A GLANCE
Utilities
FUNDING
AT A GLANCE
Enterprise Funds $89,677,063
Utilities
WORKFORCE
AT A GLANCE
63.5 Full time
0.5 Part-time FTE*
*Full-time equivalent
Utilities
CORE SERVICES
AT A GLANCE
Water Services
Wastewater
Services
Recycled Water
Utilities
PROGRAM HIGHLIGHTS
AT A GLANCE
Recycled water treatment and delivery
Water conservation
Fire hydrants
Dams and reservoirs
Emergency response
Spill prevention
AT A GLANCE
Utilities
BY THE NUMBERS
Transportation
AT A GLANCE
We maintain and improve the city’s roads and
accompanying infrastructure to allow everyone to get
around Carlsbad safely and conveniently in whatever
mode of travel suits them.
Transportation
FUNDING
AT A GLANCE
General Fund $9,732,215
Enterprise Funds $1,865,537
Special Revenue Funds $1,662,822
Transportation
WORKFORCE
AT A GLANCE
43.8 Full time
1.5 Part time FTE*
*Full-time equivalent
Transportation
CORE SERVICES
AT A GLANCE
Transportation
Planning & Mobility
Transportation &
Drainage Infrastructure
Traffic
Management
Streets & Storm
Drains
Transportation
PROGRAM HIGHLIGHTS
AT A GLANCE
Traffic signal program
Safe Routes to Schools
Street signs
Graffiti and trash removal
Pothole and sidewalk repairs
Storm drain infrastructure
AT A GLANCE
Transportation
BY THE NUMBERS
Fleet & Facilities
We ensure city vehicles are ready for duty and build
and maintain city offices, community centers, libraries, fire stations and other facilities so they are safe and meet the needs of the public and city staff.
AT A GLANCE
Fleet & Facilities
FUNDING
AT A GLANCE
General Fund $7,497,115
Internal Service Funds $4,764,903
Fleet & Facilities
WORKFORCE
AT A GLANCE
35.95 Full time
8.4 Part-time FTE
*Full-time equivalent
Fleet & Facilities
CORE SERVICES
AT A GLANCE
Facility
Maintenance
Vehicle
Maintenance
Safety Training
Center
Facility
Engineering
AT A GLANCE
Fleet & Facilities
PROGRAM HIGHLIGHTS
Electric vehicle infrastructure at city buildings
Building renovations
Construct new facilities
Install AED devices at city parks
Sustainable improvements to city buildings
Manage Photovoltaic equipment at city buildings
Provide safety training venue for region
AT A GLANCE
Fleet & Facilities
BY THE NUMBERS
Environmental Sustainability
We protect Carlsbad’s natural resources by
preserving habitat, reducing waste, preventing
pollution and promoting responsible stewardship.
AT A GLANCE
Environmental Sustainability
FUNDING
AT A GLANCE
General Fund $1,178,783
Enterprise Funds $4,085,097
Environmental Sustainability
WORKFORCE
AT A GLANCE
18 Full time
1.5 Part time FTE*
*Full-time equivalent
Environmental Sustainability
CORE SERVICES
AT A GLANCE
Recycling &
Trash
Habitat
Preservation
Climate
Action Plan
Clean Ocean
& Lagoons
Environmental Sustainability
PROGRAM HIGHLIGHTS
GHG emissions inventory
Home Energy Score
Assessment
Green Business Program
Habitat Management Plan
AT A GLANCE
Sustainable materials
management
Watershed protection
Composting program
Commercial recycling
AT A GLANCE
Environmental Sustainability
BY THE NUMBERS
We oversee public and private construction projects to
ensure contractors and utility companies meet all state, local and contractual requirements.
AT A GLANCE
Construction Management & Inspection
FUNDING
AT A GLANCE
General Fund $3,257,906
Construction Management & Inspection
WORKFORCE
AT A GLANCE
15 Full time
0.5 Part time FTE*
*Full-time equivalent
Construction Management & Inspection
Construction Management & Inspection
CORE SERVICES
AT A GLANCE
Manage City
Construction Projects
Oversee Private Development
Project Construction
PROGRAM HIGHLIGHTS
Manage construction of CIP/public works projects
Inspect private development grading, improvements and
right-of-way permits
Inspect stormwater compliance during construction
Annually inspect permanent green infrastructure for private development
AT A GLANCE
Construction Management & Inspection
AT A GLANCE
Construction Management &
Inspection
Community Services
% OF GENERAL FUND BUDGET
10% Parks & Recreation
6% Library & Cultural Arts
5% Community Development
1% Housing & Homeless Services
<1% Real Estate and Administration
23%
Parks & Recreation
AT A GLANCE
We promote community health and wellness by
providing parks, pools, community centers,
preserves, trails and beach access, and by offering
senior, intergenerational and general recreation
programs, events and services.
Parks & Recreation
FUNDING
AT A GLANCE
General Fund $21,055,565
Special Revenue Funds $2,516,043
Golf Course Enterprise Fund $10,121,000
Parks & Recreation
WORKFORCE
AT A GLANCE
70.32 Part time FTE*
59 Full time
*Full-time equivalent
Parks & Recreation
CORE SERVICES
AT A GLANCE
Parks &
Trails
Aquatics Sports Classes &
Camps
Senior
Services
Parks & Recreation
PROGRAM HIGHLIGHTS
Youth camps and teens
Learning and development
Special events & tours
Senior nutrition & clubs
10 active CIP projects
AT A GLANCE
Aquatics and sports
Health and wellness
Visual and performing arts
Hybrid and virtual classes
AT A GLANCE
Parks & Recreation
BY THE NUMBERS
Housing & Homeless Services
AT A GLANCE
We provide access to affordable housing
opportunities in the city and oversee the city’s
programs to prevent and reduce homelessness and
its impacts on our community.
Housing & Homeless Services
FUNDING
AT A GLANCE
General Fund $2,765,195
Special Revenue Funds $14,464,184
Trust Fund $1,059,500
Housing & Homeless Services
WORKFORCE
AT A GLANCE
16.0 Full time
1.53 Part time FTE*
*Full-time equivalent
Housing & Homeless Services
CORE SERVICES
AT A GLANCE
Housing
Assistance
Homeless
Services
Affordable
Housing
Community
Assistance
Housing & Homeless Services
PROGRAM HIGHLIGHTS
AT A GLANCE
Affordable Housing Resale Program
Grant programs
Carlsbad Student Leader Academy
New employment and benefits program
Develop new affordable housing
CityStuff 3rd grade program
AT A GLANCE
Housing & Homeless Services
BY THE NUMBERS
Community Development
AT A GLANCE
We oversee land development programs and services,
ensure new projects comply with established regulations and help maintain safe and healthy living and working
conditions for the community through code enforcement.
Community Development
FUNDING
AT A GLANCE
General Fund $11,012,958
Community Development
WORKFORCE
AT A GLANCE
52 Full time
7 Part time FTE
*Full-time equivalent
Community Development
CORE SERVICES
AT A GLANCE
Planning Permits Engineering Code
Enforcement
Building
Inspections
Community Development
PROGRAM HIGHLIGHTS
AT A GLANCE
Review, inspect, assess impact fees
Amendments and updates to city land use codes
Authorize grading activities and work on public property Customer self help permit portal
AT A GLANCE
Community Development
BY THE NUMBERS
Library & Cultural Arts
We enrich our community by promoting lifelong
learning, community connections and cultural
engagement.
AT A GLANCE
Library & Cultural Arts
FUNDING
AT A GLANCE
General Fund $13,637,285
Special Revenue Funds $617,535
Library & Cultural Arts
AT A GLANCE
53 Full time
WORKFORCE
53.4 Part time FTE
Library & Cultural Arts
AT A GLANCE
CORE SERVICES
Arts &
Culture
Books &
Materials
Digital
Services
Literacy Community
Spaces
Library & Cultural Arts
PROGRAM HIGHLIGHTS
AT A GLANCE
TGIF concert series
Arts education
Gallery exhibits
Public art installations
Early literacy & school support
Author events
Book clubs & reading programs
Career Online High School
Genealogy & Carlsbad history
AT A GLANCE
Library & Cultural Arts
BY THE NUMBERS
Community Services
REAL ESTATE DIVISION
AT A GLANCE
Manages the city’s real estate assets,
consistent with the City Council
adopted Real Estate Strategic Plan
1 FTE
Administrative Services
% OF GENERAL FUND BUDGET
0.38% Administration & Internal Audit
2.60% Finance
2.46% Human Resources
8.34% Information Technology
1.28% Innovation & Economic Development
15%
Finance
We oversee the city budget and long-range financial
planning, handle purchasing, issue business licenses,
process payroll and provide regular financial reports to ensure the city’s long-term financial health.
AT A GLANCE
Finance
FUNDING
AT A GLANCE
General Fund $5,323,368
Finance
WORKFORCE 26.0 Full time
3.0 Part time FTE
AT A GLANCE
*Full-time equivalent
Finance
CORE SERVICES
AT A GLANCE
Business
Licenses
Accounting Payroll Budgeting Purchasing
Finance
PROGRAM HIGHLIGHTS
Financial reporting
Purchasing and vendor payments
Treasury and pension investment support
Debt management
Cost allocation and recovery
Utility billing management
Citywide mail services
AT A GLANCE
Finance
BY THE NUMBERS
AT A GLANCE
Finance
STRATEGIC INITIATIVES
AT A GLANCE
Focus on strategic initiatives that will ensure long-term fiscal sustainability:
Council Policy No. 74 General Fund Reserve
Council Policy No. 86 Pension Funding
Council Policy No. 87 General Fund Surplus
Council Policy No. 91 Long-term General Fund Capital Funding Council Policy No. 95 Cost Recovery
Council Policy No. 98 Pension Investment Policy
Finance
CARLSBAD SETS THE STANDARD
AT A GLANCE
AAA credit rating for 17 consecutive years
GFOA financial reporting award of excellence – 30 years running GFOA budget award for presentation – 17 years running
General Fund Reserve policy compliance since 2007
5th highest pension funded status in county (top four highest cities have issued pension obligation bonds)
1 of 3 cities in the county without city-commitment debt
Human Resources
AT A G L A N C EAT A G L A N C E
We recruit, support and retain a nimble, talented and
professional workforce. We take care of the people who
take care of the community.
Human Resources
FUNDING
AT A G L A N C E
General Fund $5,029,995
Internal Service Fund $11,876,124
Human Resources
WORKFORCE
AT A G L A N C E
18 Full time
2.2 Part time
AT A G L A N C E
Human Resources
AT A G L A N C E
AT A G L A N C E
CORE SERVICES
Recruitment
and Staffing
Employee
Relations and
Engagement
Training and
Development
Compliance
and Risk
Management
Benefits and
Compensation
Human Resources
PROGRAM HIGHLIGHTS
HR legal compliance
Recruitment & retention
Employee development & engagement
Labor and employee relations
Compensation & benefits
ADA accommodations & leave management
Workers’ compensation
Risk management & safety
AT A G L A N C EAT A G L A N C E
Human Resources
AT A G L A N C EAT A G L A N C E
• Let’s connect
– professional development tool for CCEA &
Unrepresented
• Carlsbad Supervisory Academy
– customized leadership development program
• Blind job applicant screening
– inclusive & equitable recruitment process
STRATEGIC INITIATIVES
Human Resources
AT A G L A N C EAT A G L A N C E
Legal Compliance
AB2188 – Discrimination from off duty cannabis use
AB1484 – Temporary employees informed of permanent job opportunities SB 553 – Workplace violence prevention plan
SB1159 and AB1751 – COVID
SB 623 – PTSD work-related presumption for public safety dispatchers Admin Order Equal Employment Opportunity
Admin Order Catastrophic Leave Donation
Admin Order Employee Computer Purchase
Admin Order Lactation Accommodation
Admin Order Employment of Persons with Familial or Personal Relationships Admin Order Safe Driving
Admin Order Telecommuting
Admin Order Substance Abuse
Admin Order Part-time Employee Sick Leave
Admin Order Bereavement Leave
Admin Order Reproductive Loss Leave
Admin Order Leave of Absence
BRILLIANT AT THE BASICS
Human Resources AT A G L A N C EAT A G L A N C E
Program Type of Work Estimated
Annual Value
Recruitment Recruit for positions that are difficult to fill $120,000 Employee Relations Conduct employee investigations $300,000 Benefits Provide citywide wellness benefits at no cost $5,000 Classification &
Compensation
Regularly review classifications and ensure an
equitable and competitive compensation to
attract and retain top talent
$40,000
Risk Mgt Manage liability claims $60,000
Cost Recovery Recover city property losses due to 3rd
parties
$100,000
$625,000
BRILLIANT AT THE BASICS
AT A GLANCE
Human Resources AT A GLANCE
BY THE NUMBERS
Information Technology
We oversee the city’s computer hardware, software and
infrastructure to ensure efficient delivery of city services, while overseeing a long-term strategy to transform
government operations for the digital age.
AT A GLANCEAT A GLANCE
Information Technology
FUNDING
AT A GLANCEAT A GLANCE
Internal Service Fund $16,637,475
Information Technology
AT A GLANCE
43 Full time
0.50 Part time FTEWORKFORCE
AT A GLANCE
*Full-time equivalent
Information Technology
CORE SERVICES
AT A GLANCEAT A GLANCE
Software
Systems
Connectivity Technology
Support
Cybersecurity Technology
Strategy
Information Technology
STRATEGIC INITIATIVES
AT A GLANCE
We focus on strategic initiatives that will transform how the city does business:
Core system consolidation
Expansion of the Digital Information Network
Enterprise Asset Management System
Computer aided dispatch system with a real time crime center Implement new tools for citywide project management
30 additional projects and $4.5 million investment in FY23-24
Information Technology
BRILLIANT AT THE BASICS
AT A GLANCE
Cybersecurity at the forefront
Support technology to provide hybrid work environment
Provide digital access to government services
Sound data protection
Managed print services
Digital signatures and process automation
Responsive support to city staff
Information Technology
CARLSBAD SETS THE STANDARD
AT A GLANCE
Forward thinking
Award winning - #1 Digital City
Sound fiscal planning
Designed for partnership and collaboration in mind
Public-private partnerships to provide high-speed connectivity Nationally known and recognized for our innovative budget approach to place technology investments on par with capital investments
Information Technology
BY THE NUMBERS
AT A GLANCE
Information Technology
BY THE NUMBERS
AT A GLANCE
Innovation & Economic Development
We support a vibrant and diverse economy by cultivating a culture of innovation and collaboration among city
departments and regular engagement with the business
community.
AT A GLANCE
Innovation & Economic Development
FUNDING
AT A GLANCE
General Fund $2,608,489
Innovation & Economic Development
WORKFORCE
AT A GLANCE
9 Full time
Innovation & Economic Development
CORE SERVICES
AT A GLANCE
Economic
Development
Citywide Data
Services
Operational Excellence
& Efficiency
Innovation & Economic Development
PROGRAM HIGHLIGHTS
Job Readiness Room
Life in Action
Economic intelligence
Age-friendly Carlsbad
Strategic Plan dashboard
AT A GLANCE
Data governance and insights
Interactive and open public data
Digitize and automate forms
Fire Ops Intelligence System
Business Process Improvement
Innovation & Economic Development
STRATEGIC INITIATIVES
Implement Economic Development Strategic Plan actions
New homelessness, fire response, & climate action dashboards Continuous improvement
New online Boards & Commissions application portal
AT A GLANCE
Innovation & Economic Development
BRILLIANT AT THE BASICS
Business collaborator | Rapid issue resolution
Valued partner for business organizations and industry clusters Saving time and money with in-house surveys and facilitation Data analytics partner supporting all departments
Model of efficiency and saving taxpayer dollars
AT A GLANCE
Innovation & Economic Development
CARLSBAD SETS THE STANDARD
5th largest city but 2nd largest economy in the region
Cyber awareness for small businesses now regionally adopted Data policy and products model for other cities
What Works Cities Silver for evidence based good government
AT A GLANCE
Innovation & Economic
Development
BY THE NUMBERS
AT A GLANCE
Policy & Leadership
% OF GENERAL FUND BUDGET
0.28% City Council
0.98% City Attorney’s Office
0.59% City Clerk’s Office
0.13% City Treasurer
1.01% City Manager’s Office
0.90% Communication & Engagement
3.89%
City Clerk
AT A GLANCE
We serve as the link between city government and those it serves, providing access to public records, managing City Council meeting agendas and minutes, and serving as the city’s election official.
City Clerk
FUNDING
AT A GLANCE
General Fund $1,274,455
City Clerk
WORKFORCE
AT A GLANCE
7 Full time
1 Part time FTE*
*Full-time equivalent
City Clerk
CORE SERVICES
AT A GLANCE
Records
Custodian
Legislative
Meetings
Notices &
Disclosures
Municipal
Elections
Claims &
Appeals
City Clerk
PROGRAM HIGHLIGHTS
Maintain Municipal Code
Maintain Fair Political Practices Commission filings
Manage applications for boards, commissions and City
Council appointments
AT A GLANCE
City Clerk
BY THE NUMBERS
AT A GLANCE
City Manager
AT A GLANCE
We are responsible for executing the policies and
ordinances set forth by the City Council, ensuring
efficient and effective city operations, and providing
leadership to the city organization.
City Manager
FUNDING
AT A GLANCE
General Fund $2,184,823
City Manager
WORKFORCE
AT A GLANCE
7 Full time
City Manager
CORE SERVICES
AT A GLANCE
Policy
Implementation
Intergovernmental
Affairs
Administrative
Leadership
Constituent
Services
City Manager
PROGRAM HIGHLIGHTS
Legislative advocacy
Grant procurement
Strategic Plan management
City budget strategy
Emergency services
Special projects and initiatives
AT A GLANCE
City Manager
BY THE NUMBERS
AT A GLANCE
Communication & Engagement
AT A GLANCE
We foster open, two-way communication with the
community about city issues, programs and services,
leading to greater transparency and a more
responsive government.
Communication & Engagement
FUNDING
AT A GLANCE
General Fund $1,953,098
Special Revenue Funds $538,956
Communication & Engagement
WORKFORCE
AT A GLANCE
9 Full time
1.5 Part time FTE
*Full-time equivalent
Communication & Engagement
CORE SERVICES
AT A GLANCE
Community
Engagement
Employee
Communication
City News &
Information
Staff
Reports
Emergency
PIO
Communication & Engagement
PROGRAM HIGHLIGHTS
Overseeing the city website
Public meeting facilitation
Manage city social media
24/7 cable channel
Video production
Staff training
AT A GLANCE
Construction relations
Constituent response
Media spokesperson
Support all city departments
Events and program promotion
Ceremonial events
Communication & Engagement
BY THE NUMBERS
AT A GLANCE
City Attorney
AT A GLANCE
We are the legal advisors to the City Council and city
departments. Through counseling, collaboration,
negotiation and problem-solving, we protect the city’s
financial resources by anticipating and preventing legal problems. When legal problems arise, we advocate for
and work to achieve the best possible resolution.
City Attorney
FUNDING
AT A GLANCE
General Fund $2,115,596
City Attorney
WORKFORCE
AT A GLANCE
8 Full time
City Attorney
CORE SERVICES
AT A GLANCE
Advice,
Transactions
and Training
Litigation
Management
and Defense
Municipal Code
Enforcement
and TRO Support
City Attorney
PROGRAM HIGHLIGHTS
AT A GLANCE
Legal and regulatory compliance
Contract negotiation and review
Ordinance and policy development
Litigation management and defense
Carlsbad Municipal Code enforcement
Gun violence and workplace violence
restraining order support
City Attorney
BY THE NUMBERS
AT A GLANCE