CA Review AZ
Meeting Date: Oct. 8, 2024
To: Mayor/President and City Council/Board
From: Scott Chadwick, City Manager/Executive Director
Staff Contact: Zach Korach, Finance Director
[email protected] or 442-339-2127
Subject: General Fund Surplus: Approval of Fiscal Year 2023-24 Budget Carryforward Requests and Appropriation of Unspent Funds to Budget for Fiscal Year 2024-25
Districts: All
Recommend
ed Actions
1. Adopt a resolution approving the fiscal year 2023-24 budget carryforward requests and appropriation of funds to fiscal year 2024-25 and authorizing capital outlay purchases.
2. Adopt a resolution approving the Carlsbad Municipal Water District fiscal year 2023-24 budget carryforward requests and appropriation of funds to fiscal year 2024-25 and authorizing capital outlay purchases.
3. Adopt a resolution approving the Carlsbad Public Financing Authority fiscal year 2023-24 budget carryforward requests and appropriation of funds to fiscal year 2024-25 and authorizing capital outlay purchases.
4. Adopt a resolution approving the restriction of General Fund reserves in fiscal year 2024- 25 to fund the $7,500,000 contribution to the city’s section 115 Pension Trust.
Executive Summary
The City of Carlsbad, like other governments, usually has surplus funds at the end of each fiscal year as a result of the city’s actual revenue exceeding what it actually spent, plus any unspent and unencumbered funds that had been budgeted to have been spent in that fiscal year.
These unspent funds can be moved into the budget for the following fiscal year in what is referred to as a budget carryforward of funds. The city’s General Fund Surplus Policy was established by City Council Policy No. 87. In accordance with that policy, staff are presenting the list of budget carryforward requests and appropriation of funds to FY 2024-25 for the City Council’s and Board of Directors’ consideration and approval. The requests are detailed below.
Staff are also reporting that the city is in conformance with City Council Policy No. 74 on the General Fund Reserve and with City Council Policy No. 86 on pension funding. of the City Council, Carlsbad Municipal Water District and Carlsbad Public Financing Authority Oct. 8, 2024
Item #12 Page 1 of 21
This item is before the City Council because council policies require reporting the status of the reserve levels relative to the policy to the City Council, and because the City Council’s approval is required for individual carryforward requests greater than $100,000.
Explanation & Analysis
Items approved by prior City Council action
The City Council has already approved carrying forward the budget for various items from fiscal year 2023-24 to 2024-25. A list of unspent grant funding and developer deposits previously approved by the City Council through the fiscal year 2024-25 operating budget resolution (Resolution No. 2024-142, adopted on June 18, 2024) is included as Exhibit 5. These items include:
• Grant funding approved but not yet completely expended by the end of the fiscal year for various programs and services, including:
o $115,679 in unspent grant funding in the General Fund o $5,024,369 in total unspent grant funding in all other funds • Unspent developer deposits received for developer-funded studies and plan check services that were not expended by fiscal year-end. These total $54,332 in the General Fund.
Council Policy No. 87 – Gene
ral Fund Surplus Policy
This policy established the process of using surplus funds after a fiscal year has ended. The policy dictates that the city will take the four action steps listed below to comply with Council Policy No. 87. Each action step is followed by staff’s updates and recommendations.
Step 1 - The city will use surplus funds to replenish any General Fund reserve deficiencies, up to 40%, as set forth in the City Council General Fund Reserve Policy No. 74.
Assuming all carry forward requests and proposed uses of General Fund reserve are approved, the city’s General Fund reserve is projected to end the fiscal year at approximately $154.3 million, or 65% of the FY 2024-25 budget, excluding $9.6 million set aside for economic uncertainty.
Step 2 - The city will use surplus funds to replenish any pension liability deficiencies to achieve a pension-funded ratio of no less than a minimum of 80% funded, with a target funded ratio range of 80% to 85%.
The unfunded liability is the difference between pension assets and liabilities, while the funded ratio or status is the ratio of pension assets to liabilities. In 2019, the City Council adopted a Pension Funding Policy, City Council Policy No. 86. This policy states that the city will strive to maintain an 80% funded status. Said another way, the goal of this policy is to keep Carlsbad’s pension debt at no more than 20% of its total liabilities.
Since fiscal year 2016-17, the city has contributed $56.4 million to CalPERS, the state’s retirement fund for government workers, to reduce the city’s unfunded liability and thereby achieve interest savings. These contributions were in addition to the annual required contributions set by CalPERS.
The City Council approved the establishment of a Section 115 Pension Trust and a Pension Investment Policy on Sept. 12, 2023, to govern the management of assets within the trust.
Oct. 8, 2024
Item #12 Page 2 of 21
This trust allows the city to stabilize pension cost volatility, maintain local control over the city’s assets and earn a potentially higher rate of return than if the assets were kept within the General Fund. The City Council approved an initial contribution of $10 million on Sept. 26, 2023. The trust has earned approximately $1.1 million since its establishment.
City Council Policy No. 86 states that “in the event the city is unable to meet the minimum combined pension funded ratio of 80% with current resources (i.e., without borrowing or using reserves), the Finance Director or Deputy City Manager of Administrative Services will identify a reasonable period to return to a minimum 80% funded ratio status.” Rather than making a significant one-time payment to CalPERS, the city will contribute the difference between the 74.6% funded status as of June 30, 2022, and the 80% target to the Section 115 Trust over a five-year period.
The city made an initial contribution of $10.0 million and is expected to make four additional annual contributions of $7.5 million with General Fund dollars. Over the five-year period and beyond, assets in the trust would be invested with a “balanced” investment strategy in accordance with the city’s Pension Trust Investment Policy, City Council Policy No. 98. Staff project that at the end of fiscal year 2027-28, assets in the trust will meet the 80% funded status target, assuming CalPERS meets its annual target rate of return. Any deposits or withdrawals from the trust require approval from the City Council.
The city’s funded status changes every year based on CalPERS’ investment performance. In the event the city’s combined funded status meets or exceeds the 80% target level, it is important the Section 115 Trust continues to serve the city as a pension rate stabilization tool. The asset balance in the trust is evaluated to ensure it is on track to accumulate sufficient funds to cover the additional costs associated with a potential future reduction in CalPERS’ discount rate, the fund's expected rate of return.
While the trust would help ensure the city maintains an 80% combined funded ratio, the ultimate funding goal would be for the city to have sufficient assets in the trust to be prepared for further discount rate reductions by CalPERS.
With the initial contribution of $10 million, followed by four annual contributions of $7.5 million, and assuming an annual rate of return of 6.25%, not only would the city’s funded status reach 80% over a five-year period, but over a 20-year period there would be sufficient assets in the trust to fund a potential reduction in CalPERS’ discount rate from the current
6.8% to 6.25%. At the time the Section 115 Pension Trust was established, the potential reduction in CalPERS’ discount rate represented an additional $118 million in unfunded pension costs for the City of Carlsbad.
Staff recommend the City Council approve the restriction of General Fund reserves in fiscal year 2024-25 to fund the second contribution of $7.5 million to the Section 115 Trust. The accounting for this $7.5 million contribution does not require the City Council to approve a budget appropriation or transfer of General Funds. Instead, if the City Council approves the contribution, this money will be marked as restricted and reported that way in the city’s financial statements. The resolution approving the restriction of the $7.5 million contribution to the Section 115 Trust is attached as Exhibit 4.
Oct. 8, 2024
Item #12 Page 3 of 21
Step 3 - The City Manager is authorized to approve the carrying forward of any unspent and unencumbered budget for a particular item equal to or less than $100,000 into the following fiscal year. These items will be one-time expenditures and not for ongoing services, programs or personnel.
The Finance Department asked city departments to submit budget carryforward requests for one-time expenses and not for ongoing services, programs or personnel in July 2024. The requests were reviewed by the City Manager. The City Manager approved $321,401 in General Fund carryforward requests and $26,795 in carryforward requests for other non- General Fund funds. All individual items are less than $100,000. A listing of all City Manager- approved requests is included as Exhibit 6.
Step 4 - Items equal to or greater than $100,000 will be brought forward for City Council/Board of Directors consideration to approve the use of any remaining surplus funds.
The City Manager completed a preliminary review of department-submitted budget carryforward requests greater than $100,000 for submission to the City Council/Board of Directors. The requested items over $100,000 requiring City Council/Board approval are listed and described in the following section. The General Fund carryforward requests total $5,752,192 and the non-General Fund requests total $2,635,954. The lists of these requests are included as Attachments A to Exhibits 1, 2 and 3.
General Fund requests for City Council approval
• Carlsbad Village Trenching - $5,220,000
The Carlsbad Strategic Plan includes a strategic objective to work with the San Diego Association of Governments (SANDAG) and the North County Transit District (NCTD) to prioritize, determine costs and work with state and federal representatives to seek funding for preliminary design and technical studies for lowering the railroad tracks in the Village. The fiscal year 2023-24 budget appropriated $5.22 million from the General Fund Reserve and directed staff to request that the San Diego Association of Governments submit a fiscal year 2023 Railroad Crossing Elimination Grant Program application for the project as the lead agency. On June 25, 2024, the City Council adopted a resolution authorizing the City Manager to execute a memorandum of understanding between the city, SANDAG and NCTD regarding the pursuit of grant funding for the project. The city completed this effort with its partner agencies this month. This request carries forward the original $5.22 million budgeted to this project. • Safer streets - $382,192
The City Council appropriated $2 million in August 2022 to support the city’s coordinated efforts to increase attention and resources on a range of solutions to traffic safety under the local emergency it had declared, including infrastructure, safety, enforcement and safe driving and riding education. Budget from this appropriation has been distributed to departments, as needed, to support the project. City staff anticipate this being the final year the city will be carrying forward the remaining available budget to finish projects related to the prior local emergency. 1 1 The City of Carlsbad declared a local state of emergency on Aug. 23, 2023, in response to increase in collisions involving bikes and e-bikes. The City Council ended that state of emergency on Sept. 8, 2023.
Oct. 8, 2024
Item #12 Page 4 of 21
• Replacement of the Fire Department’s mechanical CPR devices - $150,000 Mechanical CPR devices provide an automated way to deliver high-quality cardiopulmonary resuscitation in cases of cardiac arrest. As an added advantage, the technology provides paramedics time to perform other life-saving measures. It also provides a safe and effective alternative to manual CPR in a moving ambulance. Every ambulance carries a mechanical CPR device. The current devices are due for replacement in 2025. The department requests carryforward funds of $150,000 to purchase seven mechanical CPR devices within the recommended replacement timeline.
Non-General Fund requests for City Council/B
oard approval
• Complete FY 2023-24 approved vehicle purchases - $1,371,208 Due to supply chain issues vehicle and equipment availability, the city was unable to purchase some vehicles that had been slated for replacement in FY 2023-24 before the end of the fiscal year. This request carries forward budget to replace the remaining vehicles as originally planned in the fiscal year 2023-24 budget. • Complete FY 2023-24 approved Information Technology replacements - $685,746 This request carries forward budget to complete the remaining replacements planned in the fiscal year 2023-24 budget. The budget is needed to ensure all city hardware is replaced on a timely basis. Items to be purchased include computers, switches, servers, routers, firewalls and miscellaneous infrastructure. No item costs over $100,000. • Complete in-progress upgrades at The Crossings at Carlsbad Golf Course - $265,000 There are several carryover projects from the prior year that are still in progress and require the carryforward of budget to complete. These projects total a combined $265,000. They include parking lot landscaping and irrigation, an upgrade to The Canyon’s westside patio, elevator resealing, a monument sign and new carpeting for the offices and golf shop.
• Replace antiquated Information Technology applications - $200,000 The city has antiquated equipment and systems that are past end of life and due for replacement. The Information Technology department is asking for this budget to:
o Retire a legacy reporting application that is no longer supported by the vendor; o Replace older public computer monitors in the Library & Cultural Arts and Parks & Recreation computer labs; and
o Upgrade the outdated wiring infrastructure at Carlsbad Municipal Water District building, the Senior Center and the Fleet Operations Center to a modern standard that will ensure consistency at all city sites and provide better network performance, scalability, and reliability.
• Outfit several vehicles in the Utilities fleet - $114,000 This request is a combined effort to outfit five vehicles in the Utilities fleet to support current operational needs. For various reasons, including supply chain delays and other challenges, the outfitting could not be completed before the last fiscal year’s end. The required vehicle outfitting includes a crane to lift fire hydrants in a utility truck and outfitting for trucks used in water operations.
Oct. 8, 2024
Item #12 Page 5 of 21
Fiscal Analysis
Council Policy No. 87 defines “surplus” as actual revenues less actual expenditures, plus any unspent and unencumbered expenditure budget. The table below calculates the surplus available for the City Council’s consideration in accordance with the policy. All figures presented below are unaudited.
Summary of General Fund surplus at 2023-24 fisc
al year-end
FY 2023-24 revenues $239,149,187
FY 2023-24 expenditures* 222,621,114
FY 2023-24 surplus $16,528,073
Unspent and unencumbered budget 15,841,280
Carryforward authority (surplus + unspent budget) $32,369,353 *Excludes encumbrances
The table below presents the effect on the budget surplus if the City Council were to approve all presented carryforward requests and additional staff-recommended options.
Summary of staff recommended General Fund budget actions Carryforward authority (surplus + unspent budget) $32,369,353 Previously approved grants/developer deposits 170,011
Second Section 115 Trust contribution* 7,500,000
City Manager approved carryforward requests below $100,000 321,401 City Council approved carryforward requests above $100,000 5,752,192 Total spending $13,743,604
Remaining authority $18,625,749
*Does not require appropriation
The following table presents a summary of the General Fund at 2023-24 fiscal year-end after considering approval of the items presented above and the new General Fund reserve in comparison to policy.
Effect of carryforward budget decision on the General Fund reserve Reserve
balance
Reserve
percent*
Initial unassigned fund balance as of 2023-24 FYE $168,028,276 70% Proposed use of surplus -13,743,604 -6%
Updated estimated unassigned fund balance $154,284,672 65% 40% minimum reserve policy $95,387,378 40%
Funds in excess of reserve requirement $58,897,294 25%
*Calculated as a percentage of the FY 2024-25 adopted budget of $238,468,445
Oct. 8, 2024
Item #12 Page 6 of 21
As of CalPERS’ actuarial reports dated June 30, 2023 (released in August 2024), the city’s current pension-funded ratio is 73.7%, representing a shortfall of approximately $57.5 million from the 80% policy target.
As of July 31, 2024, the city’s Section 115 Pension Trust had $11.1 million, which included a $10.0 million initial contribution and $1.1 million of net investment earnings. Based on CalPERS’ most current actuarial valuations and the Section 115 Pension Trust’s assets as of July 31, 2024, the city’s combined funded status is 75%.
Rather than immediately contributing the difference to CalPERS, the city will contribute $40 million to the Section 115 Trust over a five-year period, beginning in fiscal year 2023-24, with an annual target rate of return of 6.25%. Contributions to the trust will move the funds from “unassigned” fund balance to “restricted” fund balance in the General Fund. These funds will be available to count towards the city’s funded ratio as set forth in City Council Policy 86, as amended, and mitigate budgetary pressures resulting from potential volatility in CalPERS’ required contributions made by the city.
If this request is approved, the city will contribute $7.5 million from the General Fund to the Section 115 Trust, and the remaining funds over the following three years. The City Council will have the opportunity to review and approve each transfer in the coming years.
Options
Options for surplus budget and the General Fund reserve Staff are presenting several options to deploy budget surplus from FY 2023-24 for the City Council’s and Board of Directors’ consideration:
A. Adopt a resolution approving a General Fund contribution of $7.5 million to the Section 115 Trust as specified in Exhibit 4.
Pro
• Over a five-year period, beginning in fiscal year 2023-24, the city will contribute assets to the Section 115 Trust to reach a combined 80% funded status. • Assets in the Section 115 Trust are likely to appreciate at a higher rate than the city’s general investment portfolio and must be used for pension-related costs, mitigating pension rate volatility due to periods of CalPERS’ poor investment performance or changes to their assumptions
Con
• Funds that would have otherwise been contributed to the trust could be used for other purposes.
B. Approve all or a combination of the individual carryforward requests equal to or greater than $100,000 presented above and listed in Attachments A to Exhibits 1, 2 and 3. Staff will appropriate the approved carryforward requests to FY 2024-25.
Pro
• Provides the needed resources to execute the programs as detailed in Attachments A to Exhibits 1, 2, and 3.
Con
• The funds used would not be available for other programs the City Council/Board of Directors may wish to fund.
Oct. 8, 2024
Item #12 Page 7 of 21
C. Take no action on the carryforward requests or use of General Fund reserve brought forward for City Council/Board of Directors approval.
Pro
• Funds would be returned to the reserve account and be available to support future needs.
Con
• Departments will be unable to fully implement planned programs and expenditures. If the second contribution toward the city’s five-year funding strategy to reach an 80% funded ratio is not approved, then an immediate $46.4 million contribution to CalPERS may be needed in accordance with City Council Policy No. 86.
Staff recommend Options A and B.
Next Steps
All City Council/Board of Directors and City Manager-approved carryforward requests will be appropriated to the fiscal year 2024-25 budget. If approved, General Fund reserve will be restricted to make the second $7.5 million contribution to the Section 115 Trust.
The annual fiscal year audit is currently underway for FY 2023-24. City staff will return to the City Council to present the results of the financial audit and the status of the city’s General Fund reserve after the final audit opinion has been issued.
Environmental Eval
uation
This action does not require environmental review because it does not constitute a project within the meaning of the California Environmental Quality Act under California Public Resources Code Section 21065 in that it has no potential to cause either a direct physical change or a reasonably foreseeable indirect physical change in the environment.
Exhibits
1. City Council resolution - Carryforward approval
2. Board of Directors of the Carlsbad Municipal Water District resolution – Carryforward approval
3. Board of Directors of the Carlsbad Public Financing Authority resolution – Carryforward approval
4. City Council resolution - Contribution to Section 115 Trust
5. Items approved by previous City Council/Board action, including unspent grant and developer balances
6. List of City Manager-approved FY 2023-24 General Fund and non-General Fund carryforward budget requests
Oct. 8, 2024
Item #12 Page 8 of 21
Exhibit 1
Oct. 8, 2024
Item #12 Page 9 of 21
RESOLUTION NO. 2024-230
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING THE FISCAL YEAR 2023-24 BUDGET
CARRYFORWARD REQUESTS AND APPROPRIATION OF FUNDS TO FISCAL YEAR 2024-25 AND AUTHORIZING CAPITAL OUTLAY PURCHASES
WHEREAS, the City Council of the City of Carlsbad, California, established its General Fund Surplus Policy (City Council Policy No. 87) for the appropriation of surplus funds resulting from General Fund actual revenues exceeding total actual expenditures, plus any unspent and unencumbered expenditures budgeted for a given fiscal year; and
WHEREAS, at the close of fiscal year 2023-24, the city's unaudited General Fund reserve balance is 70% and has exceeded its General Fund Reserve Policy (City Council Policy No. 74) target of 40%; and WHEREAS, at the close of fiscal year 2023-24, the remaining unaudited unspent and unencumbered expenditure budget for the General Fund is $15.8 million of which $170,011 has been carried forward because of a previous City Council resolution, resulting in an unspent budget of $15.7 million; and
WHEREAS, at the close of fiscal year 2023-24, the General Fund surplus, or actual revenues less actual expenditures, is $16.5 million; and
WHEREAS, in accordance with City Council Policy No. 87, the City Manager has approved individual items of less than $100,000 that total $321,401 in General Fund carryforward requests and $26,795 in carryforward requests for other non-General Fund funds; and WHEREAS, City Council Policy No. 87 requires City Council approval for the carryforward of any unspent and unencumbered budget for a particular item equal to or greater than $100,000; and WHEREAS, department carryforward requests submitted for City Council approval that total $5,752,192 in General Fund carryforward requests and $2,256,954 in carryforward requests for other non-General Fund funds are listed in Attachment A to this resolution.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. That the budget carryforward requests shown in Attachment A to this resolution are approved for carryforward from fiscal year 2023-24 to fiscal year 2024-25 .
Oct. 8, 2024
Item #12 Page 10 of 21
3. That the City Manager, or designee, is authorized to purchase the capital outlay items as shown in Attachment A.
4. That the City Manager, or designee, is authorized to appropriate carryforward budgets to the funds in the amounts shown in Attachment A.
PASSED, APPROVED AND ADOPTED at a Joint Special Meeting of the City Council of the City of Carlsbad, Board of Directors of the Carlsbad Municipal Water District, and Board of Directors of the Carlsbad Public Financing Authority on the 8th day of October, 2024, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
BLACKBURN, BHAT-PATEL, ACOSTA, BURKHOLDER, LUNA.
NONE.
NONE.
NONE.
KEITH BLACKBURN, Mayor
SHERRY FREISINGER, City Clerk
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DEPARTMENT
CITY OF CARLSBAD FY 2023-24 TO FY 2024-25
CARRYFORWARD BUDGET REQUESTS FOR CITY COUNCIL CONSIDERATION (ITEMS EQUAL TO OR GREATER THAN $100,000)
FUND DESCRIPTION REQUEST TYPE ----------
Fire
Non-departmental
Non-departmental
Fleet & Facilities
Information Technology
Information Technology
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General Fund Replace mechanical CPR devices Capital Outlay General Fund Carlsbad Village Trench project Other
General Fund Safer Streets Together program support Other Non General Fund Annual Vehicle Replacement Fund carryforward Capital Outlay Non General Fund Annual IT Replacement Fund carryforward Capital Outlay Non General Fund Antiquated technology replacements Other General Fund Total
Non General Fund Total
GRAND TOTAL
AMOUNT
$ 150,000
5,220,000
382,192
1,371,208
685,746
200,000
$ 5,752,192
$ 2,256,954
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Exhibit 2
Oct. 8, 2024
Item #12 Page 12 of 21
RESOLUTION N0.1748
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE CARLSBAD
MUNICIPAL WATER DISTRICT OF THE CITY OF CARLSBAD, CALIFORNIA,
APPROVING THE CARLSBAD MUNICIPAL WATER DISTRICT FISCAL YEAR 2023-24 BUDGET CARRYFORWARD REQUESTS AND APPROPRIATION OF FUNDS TO FISCAL YEAR 2024-25 AND AUTHORIZING CAPITAL OUTLAY
PURCHASES
WHEREAS, due to various factors including prudent operations or changes to various projects and programs, the Potable Water Enterprise Fund may end a fiscal year with a surplus of revenues over expenditures, encumbrances and commitments; and
WHEREAS, the Board of Directors of the Carlsbad Municipal Water District of the City of Carlsbad has the discretion to authorize the approval of the carry forward of any unspent and unencumbered budget at the close of the fiscal year to the subsequent fiscal year; and WHEREAS, at the close fiscal year 2023-24, the remaining unaudited unspent and unencumbered expenditure budget for the Potable Water Enterprise Fund is sufficient to support the carryforward requests submitted by the Utilities Department; and WHEREAS, the Utilities Department carryforward requests submitted for Board of Directors approval totaling $114,000 in non-General Fund funds are listed in Attachment A to this resolution .
NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Carlsbad Municipal Water District of the City of Carlsbad, California, as follows:
1. That the above recitations are true and correct .
2. That the budget carryforward requests shown in Attachment A to this resolution are approved for carryforward from fiscal year 2023-24 to fiscal year 2024-25.
3. That the Executive Manager, or designee, is authorized to purchase the capital outlay items as shown in Attachment A.
4. That the Executive Manager , or designee, is authorized to appropriate carryforward budgets to the funds in the amounts shown in Attachment A.
Oct. 8, 2024
Item #12 Page 13 of 21
PASSED, APPROVED AND ADOPTED at a Joint Special Meeting of the Board of Directors of the Carlsbad Municipal Water District, Board of Directors of the Carlsbad Public Financing Authority, and the City Counci l of the City of Carlsbad on the 8th day of October, 2024, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
BLACKBURN, BHAT-PATEL, ACOSTA, BURKHOLDER, LUNA.
NONE.
NONE.
NONE.
KEITH BLACKBURN, President
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SHERRY FREISINGER, Secretary
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CITY OF CARLSBAD FY 2023-24 TO FY 2024-25
CARRYFORWARD BUDGET REQUESTS FOR BOARD OE DIRECTORS CONSIDERATION (ITEMS EQUAL TO OR GREATER THAN $100,000)
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0 f"' DEPARTMENT FUND DESCRIPTION ----- REQUEST TYPE
Utilit ies Non General Fund Utilities vehicle outfitting - Potable Water Capital Outlay General Fund Total
Non General Fund Total
AMOUNT
114,000
$
$ 114,000
GRAND TOTAL $ 114,000 1
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Exhibit 3
Oct. 8, 2024
Item #12 Page 15 of 21
RESOLUTION NO. 98
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE CARLSBAD PUBLIC
FINANCING AUTHORITY OF THE CITY OF CARLSBAD, CALIFORNIA,
APPROVING THE CARLSBAD PUBLIC FINANCING AUTHORITY FISCAL YEAR 2023-24 BUDGET CARRYFORWARD REQUESTS AND APPROPRIATION OF FUNDS TO FISCAL YEAR 2024-25 AND AUTHORIZING CAPITAL OUTLAY
PURCHASES
WHEREAS, due to various factors including prudent operations or changes to various projects and programs, the Golf Course Enterprise Fund may end a fiscal year with a surplus of revenues over expenditures, encumbrances and commitments; and
WHEREAS, the Board of Directors of the Carlsbad Public Financing Authority of the City of Carlsbad has the discretion to authorize the approval of the carry forward of any unspent and unencumbered budget at the close of the fiscal year to the subsequent fiscai year; and WHEREAS, at the close of fiscal year 2023-24, the remaining unaudited unspent and unencumbered expenditure budget for the Golf Course Enterprise Fund is sufficient to support the carryforward requests; and
WHEREAS, the carryforward requests submitted for Board of Directors approval totaling $265,000 in non-General Fund funds are listed in Attachment A to this resolution.
NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Carlsbad Public Financing Authority of the City of Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. That the budget carryforward requests shown in Attachment A to this resolution are approved for carryforward from fiscal year 2023-24 to fiscal year 2024-25.
3. That the Executive Director, or designee, is authorized to purchase the capital outlay items as shown in Attachment A.
4. That the Executive Director, or designee, is authorized to appropriate carryforward budgets to the funds in the amounts shown in Attachment A.
Oct. 8, 2024
Item #12 Page 16 of 21
PASSED, APPROVED AND ADOPTED at a Joint Special Meeting of the Board of Directors of the Carlsbad Public Financing Authority, Board of Directors of the Carlsbad Municipal Water District, and the City Council of the City of Carlsbad on the 8th day of October, 2024, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
BLACKBURN, BHAT-PATEL, ACOSTA, BURKHOLDER, LUNA.
NONE.
NONE.
NONE.
KEITH l~erson
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SHERRY FREISINGER, Secretary
(SEAL)
CITY OF CARLSBAD FY 2023-24 TO FY 2024-25
~ CARRYFORWARD BUDGET REQUESTS FOR BOARD OF DIRECTORS CONSIDERATION :,--------~~--- (ITE_M_S_E_Q_UA_ L_T_O_O_R_ G_RE_A_T_ER_ THA_N_ $1_0_0_,o_o_o) _____________ _ s
DEPARTMENT FUND DESCRIPTION RE9_UEST TYPE AMOUNT
Parks & Recreation Non General Fund The Crossings Golf Course budget carryforward Other 265,000 General Fund Total $
Non General Fund Tota l $ 265,000
GRAND TOTAL i 265!000
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Exhibit 4
Oct. 8, 2024
Item #12 Page 18 of 21
RESOLUTION NO. 2024-231
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING THE RESTRICTION OF GENERAL FUND RESERVES IN FISCAL YEAR 2024-25 TO FUND THE $7,500,000 CONTRIBUTION TO THE CITY'S SECTION 115 PENSION TRUST
WHEREAS, City Council's General Fund Surplus Policy (City Council Policy No. 87) allows for General Fund reserve levels in excess of the 40% target requirement to be used for one-time opportunity cost purposes at the discretion of the City Council; and WHEREAS, at the close of fiscal year 2023-24, the city's unaudited General Fund reserve balance is 70% and has exceeded its General Fund Reserve Policy (City Council Policy No. 74) target of 40%; and WHEREAS, at the close of fiscal year 2023-24, the remaining unaudited unspent and unencumbered expenditure budget for the General Fund is $15.8 million of which $170,011 has been carried forward because of a previous City Council resolution, resulting in an unspent budget of $15.7 million; and
WHEREAS, at the close of fiscal year 2023-24, the General Fund surplus, or actual revenues less actual expenditures, is $16.5 million; and
WHEREAS, City Council Policy No. 87 requires City Council approval for the carryforward of any unspent and unencumbered budget for a particular item equal to or greater than $100,000; and WHEREAS, a Section 115 Pension Trust was established by the City Council on September 12, 2023;and
WHEREAS, City Council Policy No. 86 strives to maintain a combined pension-funded status of 80% and allows assets in the city's Section 115 Pension Trust to count towards the city's combined pension -funded status; and
WHEREAS, as of CalPERS' June 30, 2023, actuarial valuation report, the city's combined funded status was 75%; and
WHEREAS, the city's Section 115 Pension Trust shall be funded over a period of five fiscal years in order to achieve and maintain an 80% combined pension-funded status.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows:
1. That the above recitations are true and correct.
Oct. 8, 2024
Item #12 Page 19 of 21
2. That a contribution to the city's Section 115 Pension Trust in the amount of $7,500,000 is approved.
PASSED, APPROVED AND ADOPTED at a Joint Special Meeting of the City Council of the City of Carlsbad, Board of Directors of the Carlsbad Municipal Water District, and Board of Directors of the Carlsbad Public Financing Authority on the 8th day of October, 2024, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
BLACKBURN, BHAT-PATEL, ACOSTA, BURKHOLDER, LUNA.
NONE.
NONE.
NONE.
IL
SHERRY FREISINGER, City Clerk
(SEAL)
ff
DEPARTMENT FUND DESCRIPTION REQUEST TYPE AMOUNT
Community Development General Fund Carry forward of developer funded revenue Grant balance or developer deposit 54,332$ Library & Cultural Arts General Fund CA State Library - Adult Literacy Grant Grant balance or developer deposit 64,026 Library & Cultural Arts General Fund CA State Library - Family Literacy Grant Grant balance or developer deposit 5,167 Police General Fund Board of State and Communicty Corrections Officer Wellness Grant Grant balance or developer deposit 46,486 Environmental Sustainability Non General Fund CalRecycle SB 1383 Grant FY 25 Grant balance or developer deposit 304,687 Environmental Sustainability Non General Fund CalRecycle Beverage Container Grant (23-24) Grant balance or developer deposit 28,963 Environmental Sustainability Non General Fund CalRecycle SB 1383 Grant FY 23 Grant balance or developer deposit 8,304 Environmental Sustainability Non General Fund CalRecycle Beverage Container Grant (22-23) Grant balance or developer deposit 4,442 Housing & Homeless Services Non General Fund County Housing Soluti ons unspent grant funds Grant balance or developer deposit 2,000, 000 Housing & Homeless Services Non General Fund CDBG community support unspent grant funds Grant balance or developer deposit 668,938 Housing & Homeless Services Non General Fund Permanent Local Housing Allocation unspent grant funds Grant balance or developer deposit 540,153 Housing & Homeless Services Non General Fund HUD Continuum of Care grant Grant balance or developer deposit 498,853 Housing & Homeless Services Non General Fund Encampment Resolution Funding unspent grant funds Grant balance or developer deposit 366,993 Housing & Homeless Services Non General Fund CDBG unspent grant funds Grant balance or developer deposit 81,286 Miscellaneous Non General Fund Opioid settlement funds Grant balance or developer deposit 245,486 Police Non General Fund Office of Traffic Safety FY 23 Grant Grant balance or developer deposit 89,667 Police & Fire Non General Fund FY 22 State Homeland Security Grant Program Grant balance or developer deposit 77,848 Police & Fire Non General Fund FY 22 Urban Area Security Initiative Grant Program Grant balance or developer deposit 68,749 Police & Fire Non General Fund FY 21 Urban Area Security Initiative Grant Program Grant balance or developer deposit 40,000 General Fund Total 170,011$
Non General Fund Total 5,024,369$
GRAND TOTAL 5,194,380$
Note: Grants balance carryforward amounts are subject to change, pending final year-end financial reconciliations.
CITY OF CARLSBAD FY 2023-24 TO FY 2024-25
CARRYFORWARD BUDGET LIST OF ITEMS APPROVED BY PREVIOUS CITY COUNCIL/BOARD
ACTION AND UNSPENT GRANT AND DEVELOPER BALANCES
Exhibit 5
Oct. 8, 2024
Item #12 Page 20 of 21
DEPARTMENT FUND DESCRIPTION REQUEST TYPE AMOUNT
Administrative Services - Admin. General Fund TOT Review engagement budget carryforward Professional Services 15,500$ City Clerk General Fund Legal noticing, records storage, election expenses, office reconfiguration Other 35,500 City Manager General Fund Dues and subscriptions and office reconfiguration Other 20,000 Construction Mgmt. & Inspection General Fund Construction/stormwater inspection services Professional Services 36,155 Economic Development General Fund SizeUp Pilot Pilot Program 12,500 Economic Development General Fund Life in Action website overhaul Professional Services 6,000 Environmental Sustainability General Fund Manzanita Preserve Vernal Pools weeding Professional Services 6,000 Environmental Sustainability Gener al Fund Climate Action Plan update Professional Services 3,400 Finance General Fund Fee study Professional Services 45,000 Fleet & Facilities General Fund Equipment maintenance and replacements Other 42,157 Library & Cultural Arts General Fund Public art maintenance Professional Services 51,043 Police General Fund SWAT medic gear Equipment & Supplies 18,317 Police General Fund Take home vehicle costs Equipment & Supplies 14,023 Police General Fund M500 In Car Video Systems installation Professional Services 13,100 Police General Fund Air purifier for Property & Evidence narcotics room Equipment & Supplies 1,431 Police General Fund Property Crimes equipment Equipment & Supplies 1,275 Housing & Homeless Services Non General Fund Agriculture Mitigation Fee - funds granted Other 4,795 Utilities Non General Fund Utilities vehicle outfitting - Wastewater Capital Outlay 22,000 General Fund Total 321,401$
Non General Fund Total 26,795$
GRAND TOTAL 348,196$
CITY OF CARLSBAD FY 2023-24 TO FY 2024-25
CARRYFORWARD BUDGET REQUESTS APPROVED BY CITY MANAGER
(ITEMS LESS THAN $100,000)
Exhibit 6
Oct. 8, 2024
Item #12 Page 21 of 21
General Fund Surplus :
Fiscal Year 2023-24 Review
Zach Korach, Finance Director
Finance
October 8, 2024
{ City of
Carlsbad
2 BUDGET CARRYFORWARDS
City Council Policy No. 87 – General Fund Surplus Policy • The city will use surplus funds to replenish:
– any General Fund reserve deficiencies, and
– any pension liability deficiencies.
• The City Manager is authorized to approve the carry
forward of unspent budget for an item up to
$100,000.
• Items equal to or greater than $100,000 will be
brought forward for City Council approval.
ITEM 12: GENERAL FUND SURPLUS
{ City of
Carlsbad
3 FISCAL YEAR 2023-24
GENERAL FUND SURPLUS
Year-end summary: Total
FY 2023-24 revenues $239,149,187
FY 2023-24 expenditures 222,621,114
FY 2023-24 surplus $16,528,073
Unspent and unencumbered budget 15,841,280
Carryforward authority (surplus + unspent budget) $32,369,353 ITEM 12: GENERAL FUND SURPLUS
4 PENSION LIABILITY STATUS
ITEM 12: GENERAL FUND SURPLUS
CalPERS Miscellaneous & Safety Plan Status
June 30, 2022 June 30, 2023
Total Liability $ 874,410,875 $ 919,431,728 Market Value of Assets $ 651,974,831 $ 677,997,640 Unfunded Liability $ 222,436,044 $ 241,434,088 Funded Ratio 74.6% 73.7%
CalPERS Target Rate of Return 6.8% 6.8%
CalPERS Rate of Return* -6.1% 5.8%
* Annual rates of return/loss were earned in preceding fiscal years and incorporated into subsequent actuarial valuation reports
RECOMMENDED FUNDING SCHEDULE
5 $10 M
initial
investment
$7.5 M
in contributions
for 4 fiscal years
6.25%
target rate of
return
+ x $118 M
In 20 years
=
GOAL: Achieve investment balance to maintain 80%
funded status and fund a reduction in CalPERS discount
rate from 6.8% to 6.25% over a 20-year time horizon
ITEM 12: GENERAL FUND SURPLUS
6 PENSION LIABILITY STATUS
• Section 115 Trust has earned
$1.3 million since inception
• If second contribution of $7.5
million is approved,
combined funded status
would be 75.8%
ITEM 12: GENERAL FUND SURPLUS
$689,107,145 ,
75%
$46,438,237 ,
5%
$183,886,346 ,
20%
Funded Status with Section 115 Trust
Funded Unfunded Above 80% Requirement■ ■ ■
7 SUMMARY OF CARRYFORWARD REQUESTS
AUTHORIZED BY CITY MANAGER
ITEM 12: GENERAL FUND SURPLUS
Fund Amount
General Fund $321,401
Non General Fund 26,795
Examples:
• Maintenance and equipment replacement at the Safety Training Center • Replacement of Police SWAT medic gear
• Ongoing public art maintenance contract costs
• Fee study update
8 CARRYFORWARD REQUESTS FOR
CITY COUNCIL APPROVAL
General Fund $5,752,192
Carlsbad Village Trenching $5,220,000
Safer Streets - local traffic safety support $382,192
Replacement of Fire Department mechanical CPR devices $150,000
ITEM 12: GENERAL FUND SURPLUS
0 0~
+
9 CARRYFORWARD REQUESTS FOR
CITY COUNCIL APPROVAL
Non-General Fund $2,635,954
Complete Fleet vehicle replacements from prior fiscal year $1,371,208 Complete Information Technology replacements from prior fiscal year $685,746 The Crossings at Carlsbad Golf Course in-progress improvements $265,000 Replace antiquated Information Technology applications $200,000 Utilities Department vehicle outfitting $114,000
ITEM 12: GENERAL FUND SURPLUS
~
10 SUMMARY OF RECOMMENDED
GENERAL FUND BUDGET ACTIONS
ITEM 12: GENERAL FUND SURPLUS
Carryforward authority (surplus + unspent budget) $32,369,353 Previously approved grants/developer deposits 170,011
Second Section 115 Trust contribution* 7,500,000
City Manager approved requests below $100,000 321,401
City Council approved requests above $100,000 5,752,192 Total spending $13,743,604
Remaining authority $18,625,749
*Does not require appropriation
11 FISCAL YEAR 2023-24 GENERAL
FUND RESERVE SUMMARY
ITEM 12: GENERAL FUND SURPLUS
Year-end summary: Total Reserve %*
Unassigned at 2023-24 FYE $168,028,276 70%
Proposed use of surplus 13,743,604 -6%
Updated estimated unassigned fund balance $154,284,672 65% 40% minimum reserve policy $95,387,378 40%
Funds in excess of reserve requirement $58,897,294 25%
*Calculated as a percentage of the FY
2024-25 adopted budget of $238,468,445.
12 PROPOSED ACTION
Adopt resolutions:
• Approving the fiscal year 2023-24 budget
carryforward requests, the appropriation of funds
and authorizing capital outlay purchases, and
• Restricting General Fund reserves to fund the
second $7.5 million Section 115 Trust contribution.
ITEM 12: GENERAL FUND SURPLUS
13 QUESTIONS?
{ City of
Carlsbad