Agenda packet — Foster City City Council, March 25, 2024 (part 2 of 2)

Note 1 Addition of Fleet Supervisor Position. Personnel and benefits charges calculated by Finance Department Note 2 Adjustment for cost of Department supplies
Note 3 Adjustment for cost of vehicle parts
Note 4 No Change
Note 5 Increase cost of uniform services
Note 6 Extended life of Side Post Vehicle Lift and Fod Scan/Scope Note 7 Detailed explanation of charges in IT Budget
Note 8 Detailed explanation of charges in SIF Budget
Note 9 List of Vehicles to be replaced is included in budget submittal

4.11 Attachment 4 - Vehicle Replacement Fund Budget Comparisons 501-0560

255

Attachment 5
Account Name Account String FY 23-34 Budget
by Account
FY 23-34
Line Items
FY 24-25 Budget
by Account
FY 24-25
Line Items Line Item Description Itemization status
PERMANENT SALARIES 501-0560-431-41-10 339,631 495,917 Non-Itemized Account HOURLY & PART TIME SALARY501-0560-431-41-11 0 0 Non-Itemized Account OVERTIME 501-0560-431-41-12 1,000 1,064 Non-Itemized Account PERS RETIREMENT 501-0560-431-41-21 36,359 52,608 Non-Itemized Account FLEX ALLOWANCE 501-0560-431-41-35 54,705 98,032 Non-Itemized Account WORKERS COMPENSATION501-0560-431-41-36 28,116 28,213 Non-Itemized Account OTHER FRINGE BENEFITS 501-0560-431-41-39 13,850 23,202 Non-Itemized Account COMPENSATED ABSENCES501-0560-431-41-40 9,165 10,258 Non-Itemized Account GASB68 PENSION EXP-PERS501-0560-431-41-41 70,000 69,000 Non-Itemized Account GASB75 OPEB EXP-PEMHCA501-0560-431-41-42 4,000 5,000 Non-Itemized Account PEMHCA 501-0560-431-41-54 2,234 2,352 Non-Itemized Account EMPLOYEE BENEFIT-PERS UAL501-0560-431-41-61 76,290 92,184 Non-Itemized Account GENERAL OFFICE SUPPLIES501-0560-431-42-43 1,200 1,700 Itemized Account GENERAL OFFICE SUPPLIES501-0560-431-42-43 600 1,100BOOTS Itemization GENERAL OFFICE SUPPLIES501-0560-431-42-43 400 400SMALL TOOLS Itemization GENERAL OFFICE SUPPLIES501-0560-431-42-43 200 200OFFICE & JANITORIAL SUPPLIES Itemization MAINT-FACILITY & EQUIP 501-0560-431-42-46 463,500 464,500 Itemized Account MAINT-FACILITY & EQUIP 501-0560-431-42-46 10,000 10,000RETROFIT EXHAUST SYSTEMS ON DIESEL VEHICLES Itemization MAINT-FACILITY & EQUIP 501-0560-431-42-46 2,500 2,500RECYCLING, TIRES DISPOSAL, BATTERIES, FILTERS Itemization MAINT-FACILITY & EQUIP 501-0560-431-42-46 260,000 260,000GASOLINE Itemization MAINT-FACILITY & EQUIP 501-0560-431-42-46 56,000 56,000DIESEL FUEL Itemization MAINT-FACILITY & EQUIP 501-0560-431-42-46 30,000 30,000AUTO PARTS Itemization MAINT-FACILITY & EQUIP 501-0560-431-42-46 3,000 3,000WASH, DETAIL, TOUCH UP STAFF VEHICLES Itemization MAINT-FACILITY & EQUIP 501-0560-431-42-46 32,000 83,000VEHICLE REPAIRS Itemization MAINT-FACILITY & EQUIP 501-0560-431-42-46 20,000 20,000TIRES (REPLACEMENT, REPAIR, FRONT END WORK) Itemization MAINT-FACILITY & EQUIP 501-0560-431-42-46 50,000 0 EXCEPTION REQUEST - INCREASE COST - ACCIDENT BELOW DEDUCTIBLE REPAIRSItemization RENTS AND LEASES 501-0560-431-42-47 800 800 RENTS AND LEASES - RENTAL OF MISCELLANEOUS EQUIPMENT Non-Itemized Account UTILITIES & COMMUNICATION501-0560-431-42-48 4,000 4,000 UTILITIES & COMMUNICATION - RADIO MAINTENANCE Non-Itemized Account CONTRACT, PROF, SPEC SVCS501-0560-431-42-51 5,000 5,800 CONTRACT, PROF, SPEC SVCS - UNIFORM SERVICES Itemized Account CONTRACT, PROF, SPEC SVCS501-0560-431-42-51 3,500 5,800UNIFORM SERVICES Itemization CONTRACT, PROF, SPEC SVCS501-0560-431-42-51 1,500 0 EXCEPTION REQUEST - ADD SVCS Itemization MEMBERSHIP,DUES,SUBSCRIPT501-0560-431-42-53 500 500 MEMBERSHIP,DUES,SUBSCRIPT - NATIONAL AUTOMOBILE FLEET ASSOCIATION (NAFA)Non-Itemized Account TRAVEL,CONFERENCE,MEETING501-0560-431-42-54 500 500 TRAVEL,CONFERENCE,MEETING - FLEET MAINTENANCE/NOR CAL CONFERENCESNon-Itemized Account TRAINING 501-0560-431-42-55 750 750 TRAINING - FORD & TOYOTA DIAGNOSTIC CERT TRAINING Non-Itemized Account EQUIP REPLACEMENT CHARGES501-0560-431-42-56 30,771 20,834 Non-Itemized Account COMM & INFO SERVICES CHGS501-0560-431-42-57 18,311 19,287 Non-Itemized Account INSURANCE & OTHER COSTS501-0560-431-42-62 197,374 270,624 Non-Itemized Account MOTOR VEHICLES 501-0560-431-43-84 100,000 845,000 Itemized Account MOTOR VEHICLES 501-0560-431-43-84 0 745,000CITYWIDE VEHICLES Itemization MOTOR VEHICLES 501-0560-431-43-84 100,000 100,000CONTINGENCY Itemization 1,458,056 2,512,125
Worksheet: 501 - Vehicle Replacement Fund Expenses
Proposal: 501 - Vehicle Replacement Fund
Budget: FY 2024-25 5 YR EXPENDITURES BUDGET

4.11 Attachment 5 - 501-Vehicle Replacement Fund Expenses

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Attachment 6
City of Foster City
Vehicle Replacement Fund
Changes to Replacement Values
For FY 2024-2025
Description Department
Purchased
Fiscal Year
Beginning
(xxxx)
Previous
Replacement
Value
Revised
Replacement
Value
Increase
(Decrease)
20 TRANSIT 150 05-10 2014 60,000 61,200 1,200
17 FORD TRANSIT 150 05-10 2016 60,000 61,200 1,200
08 HI RANGER 05-20 2008 140,000 142,800 2,800
08 FORD F250 05-20 2022 85,000 86,700 1,700
08 FORD RANGER XLT 05-20 2007 40,800 41,616 816
08 FORD 750 05-20 2007 150,000 153,000 3,000
08 FORD F250 05-20 2022 85,000 86,700 1,700
17 FORD F250 05-20 2017 85,000 86,700 1,700
13 FORD F250 05-20 2012 35,374 50,000 14,626
17 FORD F250 05-20 2016 85,000 86,700 1,700
08 FORD F250 05-20 2022 85,000 86,700 1,700
11 JD LL 05-20 2020 93,636 95,509 1,873
14 CASE 580M 05-20 2013 145,739 148,654 2,915
09 FORD F550 05-20 2008 100,000 102,000 2,000
21 POLICE INTERCEPTOR UTILITY 06-20 2021 75,000 76,500 1,500 21 POLICE INTERCEPTOR UTILITY 06-20 2021 75,000 76,500 1,500 18 POLICE INTERCEPTOR UTILITY 06-20 2017 75,000 76,500 1,500 20 POLICE INTERCEPTOR UTILITY 06-20 2019 75,000 76,500 1,500 20 POLICE INTERCEPTOR UTILITY 06-20 2019 75,000 76,500 1,500 21 POLICE INTERCEPTOR UTILITY 06-20 2021 75,000 76,500 1,500 21 POLICE INTERCEPTOR UTILITY 06-20 2021 75,000 76,500 1,500 16 BMW 06-20 2016 40,000 40,800 800
09 BMW 06-20 2001 32,340 32,987 647
15 BMW 06-20 2014 40,000 40,800 800
16 FORD F250 06-20 2015 60,000 61,200 1,200
10 FORD ESCAPE 06-20 2017 41,852 42,689 837
11 FORD ESCAPE HYBRID 06-30 2010 40,102 40,904 802
13 FORD POLICE INTERCEPTOR UTILITY06-30 2020 65,000 66,300 1,300 17 FORD C-MAX 06-30 2016 34,927 35,626 699
13 FORD TAURUS 06-30 2015 36,414 37,142 728
17 FORD C-MAX 08-10 2016 34,927 40,000 5,073
15 FORD FOCUS 08-10 2014 34,243 40,000 5,757
09 FORD RNGR 08-30 2008 41,616 42,448 832
12 TOYOTA PRIUS 08-30 2012 33,571 40,000 6,429
09 FORD RNGR 08-30 2008 41,616 42,448 832
19 FORD EXPLORER XLT (former CM Dept)01-10 2019 41,616 42,448 832 13 TOYOTA PRIUS 09-10 2013 35,700 40,000 4,300
09 TOYOTA PRIUS 09-10 2008 35,700 40,000 4,300
09 FORD RANGER 09-10 2008 41,616 42,448 832
16 FORD F250 09-20 2015 85,000 86,700 1,700
13 FORD F250 09-30 2012 45,000 45,900 900
08 FORD F450 09-30 2007 90,000 91,800 1,800
16 FORD F250 09-30 2015 85,000 86,700 1,700
02 HOIST TRUCK VEHICLE+EQUIP 09-30 2022 357,000 364,140 7,140 19 FORD F150 09-70 2018 50,000 51,000 1,000

4.11 Attachment 6 - Changes to Replacement Values

257

4.11 Attachment 6 - Changes to Replacement Values

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Attachment 6
City of Foster City
Vehicle Replacement Fund
Changes to Replacement Values
For FY 2024-2025
Description Department
Purchased
Fiscal Year
Beginning
(xxxx)
Previous
Replacement
Value
Revised
Replacement
Value
Increase
(Decrease)
EQUIPMENT^
5 STATION FLUID DISPENSER 05-60 1996 8,125 8,227 102 AIR COMPRESSOR - CY Garage 05-60 2016 8,201 8,304 103 AIR COMPRESSOR - VM Truck 05-60 2017 3,192 3,232 40 DIESEL DISPENSER 05-60 2020 11,351 11,492 142 DIESEL MONITOR SYST 05-60 2020 35,243 35,683 441 DIESEL TANK (X2) 05-60 2020 108,378 109,733 1,355 FORD SCAN / SCOPE 05-60 2012 12,611 12,769 158 JACK HYDRAULIC 20T 05-60 2004 5,661 5,732 71 PETROCARD FUELING SYSTEM 05-60 2020 28,515 28,871 356 TESTER-AMP/VOLT 05-60 2001 2,322 2,351 29 TIRE BALANCING MACHINE 05-60 2013 7,176 7,266 90 TIRE CHANGING MACHINE 05-60 2013 7,176 7,266 90 UNLEADED GAS DISPENSER 05-60 2020 11,372 11,514 142 UNLEADED GAS DISPENSER 05-60 2020 11,372 11,514 142 UNLEADED GAS MONITORING SYST05-60 2020 35,243 35,683 441 UNLEADED FUEL TANK 05-60 2020 62,916 63,702 786 UNLEADED GAS DISPENSER 05-60 2020 64,121 64,923 802 VEHICLE LIFT - DRIVE ON 05-60 2018 51,258 51,899 641 VEHICLE LIFT - SIDE POST 05-60 2004 51,258 51,899 641 Subtotal - Changes to Equipment
Replacement Values 525,492 532,060 6,569 Grand Total - Changes to all Replacement Values 6,584,644 6,850,708 266,064 * Vehicles are assumed to increase by 2% per year unless otherwise adjusted ^ Equipment is assumed to increase by 1.25% per year unless otherwise adjusted.

4.11 Attachment 6 - Changes to Replacement Values

259

Attachment 7
City of Foster City
Vehicle Replacement Fund
Items Added To or Deleted From the Replacement Lists
For FY 2024-2025
Description Department
Purchased
Fiscal Year
Beginning
(xxxx)
Replacement
Value Comments (if any)
Items Added
NONE
Total Added -
Items Deleted
NONE
Total Deleted -
Grand Total Added/(Deleted) -

4.11 Attachment 7 - Vehicles and Equipment Added or Deleted

260

Attachment 8
Vehicle Replacement Fund

The mission and goal of the Vehicle Maintenance program is to provide management, maintenance, and inspection of all City/District vehicles and provide an efficient and safe vehicle fleet through established vehicle maintenance procedures. The Vehicle Maintenance Division develops ongoing maintenance programs for City vehicles and works to develop a cost-effective inventory system. The Vehicle Replacement Fund provides for the distribution of costs among user departments and replacement of vehicles in a timely manner to accomplish program goals.

The FY 2024-2025 Vehicle Maintenance Division budget has been prepared with the addition of a new Fleet Supervisor position in addition to the existing Building/Vehicle Manager (50%), one full-time Mechanic I, and one full-time Small Engine Mechanic.

4.11 Attachment 8 - VRF Narrative FY 2024-2025

261

RESOLUTION NO. 2023- 121

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FOSTER CITY ADDING

THE JOB CLASSIFICATIONS OF PARKS MAINTENANCE SUPERVISOR AND FLEET SUPERVISOR AND APPROVING AND ADOPTING THE AMENDED FY 2023- 2024 PAY PLAN EFFECTIVE JULY 1, 2023

CITY OF FOSTER CITY
WHEREAS, the City has adopted a classification plan of job class titles with associated distinguishing characteristics, examples of duties, statements of desired knowledge, skills and abilities and minimum qualifications for each class; and WHEREAS, there is a need to periodically evaluate and revise the requirements of those classes; and
WHEREAS, the City Manager, in consultation with the Administrative Services Director, Director of Public Works and Parks and Recreation Director have determined a need for the job classifications of Parks Maintenance Supervisor and Fleet Supervisor; and
WHEREAS, these job classifications require adoption by the City Council in order to fill the positions.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Foster City does hereby approve the addition of the Parks Maintenance Supervisor and Fleet Supervisor job classifications attached as Exhibit A and the amended FY 2023- 2024 Pay Plan is hereby adopted effective July 1, 2023.

PASSED AND ADOPTED as a resolution of the City Council of the City of Foster City at the regular meeting held on the 18th day of December 2023, by the following vote:

AYES: Councilmembers Froomin, Hindi, Jimenez, Kiesel, and Mayor Sullivan NOES: None
ABSENT: None
ABSTAIN: None

PATRICK SULLIVAN, MAYOR
ATTEST:

PRISCILLA SCHAUS, CITY CLERK
DocuSign Envelope ID: C2723745- 0E00- 4539- 9EE9- 8F64A11E4177

4.11 Attachment 9 - City Resolution 2023-121

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9 DATE: March 25, 2024

TO: Mayor and Members of the City Council
President and Members of the Estero Municipal Improvement District (EMID) Board of Directors
VIA: Stefan Chatwin, City/District Manager
Marlene Subhashini, Assistant City/District Manager

FROM: Andrew Brozyna, Public Works Director
Kurt Zander, Building and Vehicle Maintenance Manager
DEPARTMENT: Public Works
SUBJECT: BUILDING MAINTENANCE FUND BUDGET AND INTERNAL
SERVICE CHARGES FOR FY 2024-2025

RECOMMENDATION
It is recommended that the City Council review this report and its attachments and provide policy direction regarding the development of the Building Maintenance Internal Service Fund Budget for Fiscal Year 2024-2025.

EXECUTIVE SUMMARY
There are two budget impacts associated with the Building Maintenance Fund: (1) expenditures related to the Building Maintenance operation, including scheduled replacement projects (Attachments 1 and 2); and (2) funding transfers to support the Building Maintenance Operation and future replacement of building components.

If the budget is prepared as detailed in this report, the Building Maintenance Division is estimated to require the expenditure of $2,916,996 from Fund 505 (Building Maintenance Fund) in FY 2024-2025, including $1,600 for the replacement of maintenance equipment scheduled for replacement. In addition, the budget will reflect transfers totaling $3,510,769

4.12 4.12 Staff Report

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5 6
9 to the Building Maintenance fund from the General and Enterprise Funds to support the maintenance operation and the planned future replacement of building components.

Details of the cost and distribution of operation are contained in the attachments to this report.

BACKGROUND
The building maintenance program was created to ensure that all City facilities are safe, clean, and comfortable through management, maintenance, inspection, repair, and replacement of all the systems that comprise the City/District’s seven City facilities totaling 150,748 square feet. Established maintenance protocols allow City staff to continue to provide the highest quality service to the Foster City community.

The Division’s staff completes work requests, emergency and routine repairs in a timely manner with the support of outside contractors to assist with preventative maintenance and special projects.

Building Maintenance Division Staff duties include but are not limited to:
•Emergency Repairs – such as gas leaks or water pipe breaks. •Work Requests – such as electrical outlet failure or carpet stain removal. •Regular Repairs – such as lighting ballast replacement or restroom plumbing. •Supplies/Inventory – such as ordering and organizing regularly stocked supplies and materials.
•Preventative Maintenance – such as maintaining industry standards with respect to fire extinguisher, safety and other inspections.
•Special Projects – such as resurfacing floors, refurbishing building areas and upgrading and deploying the Lagoon Holiday Tree.
•Administration – such as complying with contract and purchasing requirements, staffing, and managing and overseeing the division operations budget and replacement funds.

In FY 2023-2024, Building Maintenance staff completed the following significant projects in addition to emergency and routine repair and preventative maintenance:
•Installed a new electric oven in the Vibe Teen Center. •Completed 5-year fire sprinkler repair work mandated by the state, with significant cost savings by self-performing rather than contracting the work. •Removed the Library’s book sensor alarm system, removed damaged entrance flooring and installed new flooring, with significant savings by self-performing rather than contracting the work.
•Installed a new dimming curtain at the Community Center. •Installed five (5) new LCD televisions and three (3) projectors in conference rooms in several City buildings.

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9 •With Public Works Engineering, managed the installation of new roofs at the Police Station, Vibe Teen Center, Parks Workshops and Vehicle Maintenance Shop. •Replaced building interior drywall and finish work following remediation of water damage at the Parks, Public Works, and Small Mechanic workshops.

The Building Maintenance Fund provides for the distribution of costs for building management and maintenance among user departments and funds. It also serves as a funding mechanism for the replacement of building components such as roofs, flooring, paint, HVAC, lighting and elevators. Setting aside replacement funding and planning for replacement over the life of the building components provides for an orderly replacement process.

ANALYSIS
The Building Maintenance Fund relies on anticipation of replacement and major renovation costs for facilities. Regular replacement or renovation of lighting, elevators, paint, flooring, HVAC and roofs are identified and the cost is spread over the life of the assets. Staff actively monitors and adjusts estimated useful life (Attachment 3) and replacement cost (Attachment 4) of each item to ensure that funding will be available as replacement is needed.

CEQA
Not Applicable

FISCAL IMPACT
There are two budget impacts associated with the Building Maintenance Fund.

Expenditures for the Building Maintenance operation are found in the Building Maintenance Division budget. The total recommended Building Maintenance Division budget is $2,916,996, which includes staffing, maintenance supplies, insurance, utilities and funding for scheduled maintenance projects to be performed during the year. (Attachment 5)
Funding for the Building Maintenance operation is reallocated from the General and Enterprise funds through transfers from divisions based upon the percentage of total City facility space used by them. After accounting for the purchase of replacement equipment for which funding has been previously set aside, the annual transfer for operations is $2,915,396.

Budget transfers are also used to accumulate funding for the future replacement of building components and equipment used to maintain the organization’s buildings. The recommended transfer for planned future replacement of building components is $595,373. The total fiscal impact of these two budget components as distributed among funds is shown in detail in Attachment 6 and summarized below in Table 2.

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9 Table 2: Building Replacement Fund Annual Replacement Charge (Transfer) Summary – All Funds Fund FY 23-24 FY 24-25
Increase
(Decrease)
%
Change
General 3,247,891 3,226,265 (21,626) -0.7%
Water 139,627 142,252 2,625 1.9%
Wastewater 139,627 142,252 2,625 1.9%
Totals 3,527,145 3,510,769 (16,376) -0.5%
Building Maintenance Fund Budget Analysis
The FY 2024-2025 Building Maintenance Fund line item budget reflects a decrease for the Building Maintenance Division operation of approximately $39,000 (1.3%) compared to FY 2023-2024 (Attachment 5). The primary drivers of the decrease are:
•An overall increase of approximately $77,000 in personnel costs. •An increase of $2,000 to reflect higher costs for supplies and services. •A decrease of approximately $40,000 in Internal Service Fund transfers for Equipment Replacement, Vehicle Replacement and Information Technology, which are detailed in separate reports on those funds.
•A decrease of $78,000 for scheduled building projects compared to FY 2023-2024.

Staff routinely monitors fund balances to ensure that adequate funds are available. Based on calculations from the Finance Department, the Building Maintenance Fund is expected to end Fiscal Year 2023-2024 with an available fund balance of 9,025,173. The amount directly attributable to the replacement of equipment and to scheduled building projects through the end of FY 2023-2024 is $5,330,067, and the Council-set minimum contingency reserve is $100,000, leaving an uncommitted balance of $3,595,106. This final balance also reflects the transfer of $1,846,500 in funding that had been accumulated for the replacement of items at the Recreation to Capital Improvement Project (CIP) 301-678 Recreation Center Rebuild. This transfer is shown in the CIP budget also on the agenda for tonight’s meeting.

CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
As Building Maintenance provides for and maintains facilities for all City operations, the Building Maintenance budget addresses all of the City’s priority goals.

ATTACHMENTS
Attachment 1 - Items to be Replaced
Attachment 2 - 505 – Building Maintenance Fund Expenses

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9 Attachment 3 - Changes to Estimated Useful Lives
Attachment 4 - Changes to Replacement Values
Attachment 5 - Building Maintenance Fund Comparisons
Attachment 6 - Internal Service Fund Charges
Attachment 7 - Items Added To or Deleted From the Building Maintenance List Attachment 8 - Building Maintenance Fund Narrative

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Attachment 1
Category Facility / Description
Replacement
Amount
EquipmentGAS FORCE AIR HEATER (CY) 1,600
TOTAL 1,600
City of Foster City
Building Maintenance Fund
Items to be Replaced
For the Year Ended June 30, 2024

4.12 Attachment 1 - Items to be Replaced

268

Worksheet: 505 - Building Maintenance Fund Expenses
Account Name Account String FY 23-24 Budget
by Account
FY 23-24
Line Items
FY 24-25 Budget
by Account
FY 24-25
Line Items Line Item Description Itemization status
PERMANENT SALARIES 505-0550-419-41-10 580,248 595,301 Non-Itemized Account OVERTIME 505-0550-419-41-12 5,300 5,571 Non-Itemized Account PERS RETIREMENT 505-0550-419-41-21 63,370 63,331 Non-Itemized Account FLEX ALLOWANCE 505-0550-419-41-35 97,213 126,512 Non-Itemized Account WORKERS COMPENSATION505-0550-419-41-36 48,794 49,694 Non-Itemized Account OTHER FRINGE BENEFITS 505-0550-419-41-39 23,548 24,581 Non-Itemized Account COMPENSATED ABSENCES505-0550-419-41-40 15,603 12,438 Non-Itemized Account GASB68 PENSION EXP-PERS505-0550-419-41-41 71,000 80,000 Non-Itemized Account GASB75 OPEB EXP-PEMHCA505-0550-419-41-42 4,000 6,000 Non-Itemized Account PEMHCA 505-0550-419-41-54 4,058 4,272 Non-Itemized Account EMPLOYEE BENEFIT-PERS UAL505-0550-419-41-61 135,629 158,231 Non-Itemized Account GENERAL OFFICE SUPPLIES505-0550-419-42-43 5,900 5,900 Non-Itemized Account VEHICLE RENTAL CHARGES505-0550-419-42-44 103,394 72,901 Non-Itemized Account MAINT-FACILITY & EQUIP 505-0550-419-42-46 384,300 385,300 Itemized Account MAINT-FACILITY & EQUIP 505-0550-419-42-46 35,000 35,000BLDG. MATERIAL - LUMBER, HARDWARE, PAINT, ETC. Itemization MAINT-FACILITY & EQUIP 505-0550-419-42-46 1,000 1,000VANDALISM REPAIRS Itemization MAINT-FACILITY & EQUIP 505-0550-419-42-46 10,000 10,000SUSTAINABILITY PROJECTS Itemization MAINT-FACILITY & EQUIP 505-0550-419-42-46 20,200 20,200STANDBY GENERATORS REPAIR Itemization MAINT-FACILITY & EQUIP 505-0550-419-42-46 3,000 3,000SECURITY CAMERA MAINTENANCE Itemization MAINT-FACILITY & EQUIP 505-0550-419-42-46 2,000 2,000PLUMBING SUPPLIES Itemization MAINT-FACILITY & EQUIP 505-0550-419-42-46 9,600 9,600PEST CONTROL FOR CITY BUILDINGS Itemization MAINT-FACILITY & EQUIP 505-0550-419-42-46 3,000 3,000LOCKS AND KEYS Itemization MAINT-FACILITY & EQUIP 505-0550-419-42-46 50,000 61,000JANITORIAL SUPPLIES Itemization MAINT-FACILITY & EQUIP 505-0550-419-42-46 100,000 150,000HVAC REPAIR AND MAINTENANCE Itemization MAINT-FACILITY & EQUIP 505-0550-419-42-46 58,000 58,000GOVERNMENT CENTER MAINTENANCE Itemization MAINT-FACILITY & EQUIP 505-0550-419-42-46 1,000 1,000FIRST AID KIT SUPPLIES Itemization MAINT-FACILITY & EQUIP 505-0550-419-42-46 12,500 12,500CORPORATION YARD AUTOMATIC DOOR MAINTENANCEItemization MAINT-FACILITY & EQUIP 505-0550-419-42-46 5,000 5,000ELECTRICAL SUPPLIES AND REPAIRS Itemization MAINT-FACILITY & EQUIP 505-0550-419-42-46 14,000 14,000CARPET/WINDOW MAINTENANCE Itemization MAINT-FACILITY & EQUIP 505-0550-419-42-46 50,000 0 EXCEPTION REQUEST - HVAC REPAIR & MAINT INCREASE COSTItemization MAINT-FACILITY & EQUIP 505-0550-419-42-46 10,000 0 EXCEPTION REQUEST - JANITORIAL SUPPLIES INCREASE COSTItemization UTILITIES & COMMUNICATION505-0550-419-42-48 602,000 602,000 Itemized Account UTILITIES & COMMUNICATION505-0550-419-42-48 562,000 562,000UTILITIES FOR ALL CITY FACILITIES Itemization UTILITIES & COMMUNICATION505-0550-419-42-48 40,000 40,000UTILITIES FOR JOINT USE FACILITIES Itemization Attachment 2
Proposal: 505 - Building Maintenance Fund
Budget: FY 2024-25 5 YR EXPENDITURES BUDGET

4.12 Attachment 2 - 505 Building Maintenance Fund Expenses

269

Account Name Account String FY 23-24 Budget
by Account
FY 23-24
Line Items
FY 24-25 Budget
by Account
FY 24-25
Line Items Line Item Description Itemization status
CONTRACT, PROF, SPEC SVCS505-0550-419-42-51 493,500 494,500 Itemized Account CONTRACT, PROF, SPEC SVCS505-0550-419-42-51 20,000 20,000FIRE PROTECTION SYSTEM Itemization CONTRACT, PROF, SPEC SVCS505-0550-419-42-51 4,600 4,600DISPOSAL OF HAZARDOUS MATERIALS Itemization CONTRACT, PROF, SPEC SVCS505-0550-419-42-51 40,000 40,000JANITORIAL SERVICES - JUA BREWER ISLAND GYM Itemization CONTRACT, PROF, SPEC SVCS505-0550-419-42-51 20,000 20,000SOLAR MAINTENANCE Itemization CONTRACT, PROF, SPEC SVCS505-0550-419-42-51 15,000 16,000ELEVATOR MAINTENANCE CONTRACT Itemization CONTRACT, PROF, SPEC SVCS505-0550-419-42-51 8,600 8,600ELEVATOR SMOKE GUARD MAINTENANCE Itemization CONTRACT, PROF, SPEC SVCS505-0550-419-42-51 4,200 4,200FIRE EXTINGUISHER MAINTENANCE Itemization CONTRACT, PROF, SPEC SVCS505-0550-419-42-51 15,000 15,000TEST/REPAIR/REPLACE BUILDING BACKFLOW SYSTEMS Itemization CONTRACT, PROF, SPEC SVCS505-0550-419-42-51 325,000 325,000JANITORIAL SERVICES - CITYWIDE Itemization CONTRACT, PROF, SPEC SVCS505-0550-419-42-51 34,600 34,600GOVERNMENT CENTER MAINTENANCE AND BUILDING REPAIRSItemization CONTRACT, PROF, SPEC SVCS505-0550-419-42-51 6,500 6,500UNIFORM SVCS Itemization CONTRACT, PROF, SPEC SVCS505-0550-419-42-51 0 0 EXCEPTION REQUEST - WEEKEND LIBRARY ON-CALL JANITORIAL SVCSItemization TRAVEL,CONFERENCE,MEETING505-0550-419-42-54 2,000 2,000 Non-Itemized Account TRAINING 505-0550-419-42-55 4,750 4,750 Itemized Account EQUIP REPLACEMENT CHARGES505-0550-419-42-56 31,192 19,611 Non-Itemized Account COMM & INFO SERVICES CHGS505-0550-419-42-57 42,727 45,003 Non-Itemized Account MACHINERY & EQUIP >5000505-0550-419-43-85 237,500 159,100 Itemized Account MACHINERY & EQUIP >5000505-0550-419-43-85 7,500 7,500CITYWIDE FURNITURE Itemization MACHINERY & EQUIP >5000505-0550-419-43-85 100,000 100,000CONTINGENCY-INFRASTRUCTURE Itemization MACHINERY & EQUIP >5000505-0550-419-43-85 80,000 1,600ITEMS TO BE REPLACED Itemization MACHINERY & EQUIP >5000505-0550-419-43-85 50,000 50,000CONTINGENCY-REPLACEMENT Itemization 2,956,026 2,916,996

4.12 Attachment 2 - 505 Building Maintenance Fund Expenses

270

Attachment 3
City of Foster City
Building Maintenance Replacement Fund
Changes to Estimated Useful Lives
For FY 2024-2025
Description Department
Purchased
Fiscal Year
Beginning
Previous
Useful
Life
(Years)
Revised
Useful
Life
(Years)
Increase
(Decrease)
COUNCIL CHAMBERS GENIE 05-50 2006 18 19 1 SOLAR INVERTERS (LIB/CCC) + install 05-50 2014 10 11 1 Paint - Teen Center Exterior 05-50 2009 15 16 1 Paint - Government Center/CH Interior 05-50 2002 22 23 1 Flooring - Council Chambers/Conf Room 05-50 2002 22 23 1

4.12 Attachment 3 - Changes to Estimated Useful Lives

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Attachment 4
City of Foster City
Building Maintenance Replacement Fund
Changes to Replacement Values
For FY 2024-2025
Description Department
Purchased
Fiscal Year
Beginning
Previous
Replacement
Value
Revised
Replacement
Value
Increase
(Decrease)
Council Chambers - HVAC 05-50 2002 500,000 600,000 100,000 TOTAL $ 500,000 $ 600,000 $ 100,000

4.12 Attachment 4 - Changes to Replacement Values

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Attachment 5
Building Maintenance Fund Budget Comparisons (505-0550) Account Description
Approved
FY 2023-2024
Requested
FY 2024-2025
Increase
(Decrease) Notes
4110 Permanent Salaries 580,248 595,301 15,053 1 4112 Overtime 5,300 5,571 271 2 4121 PERS Retirement 63,370 63,331 (39) 3 4135 Flex Allowance 97,213 126,512 29,299 3 4136 Workers Compensation 48,794 49,694 900 3 4139 Other Fringe Benefits 23,548 24,581 1,033 3 4140 Compensated Absences 15,603 12,438 (3,165) 3 4141 GASB68 PENSION EXP-PE 71,000 80,000 9,000 3 4142 GASB75 OPEB EXP-PEMHCA 4,000 6,000 2,000 3 4154 PEMHCA 4,058 4,272 214 3 4161 Employee Benefit-PERS UAL 135,629 158,231 22,602 3 4243 General Office Supplies 5,900 5,900 - 4 4244 Vehicle Rental Charges 103,394 72,901 (30,493) 5 4246 Maint-Facility&Equip 384,300 385,300 1,000 6 4248 Utilities & Communication 602,000 602,000 - 4 4251 Contract, Prof, Spec Svcs 493,500 494,500 1,000 7 4254 Travel,Conference,Meeting 2,000 2,000 - 4 4255 Training 4,750 4,750 - 4 4256 Equip Maintenance Charges 31,192 19,611 (11,581) 8 4257 Comm & Info Services Charges 42,727 45,003 2,276 9 4385 Machinery & Equip >5000 237,500 159,100 (78,400) 10 2,956,026 2,916,996 (39,030) 98.7%
Detailed Analysis:

Note 1 Personnel charges calculated by Finance Department Note 2 Minor adjustment based on personnel costs
Note 3 Personnel charges calculated by Finance Department Note 4 No Change
Note 5 Details provided in Vehicle Replacement Fund
Note 6 Increase in cost of janitorial supplies
Note 7 Increase in cost of elevator maintenance contract Note 8 Details provided in Building Replacement Fund Attachments Note 9 Details provided in IT Fund
Note 10 List of replacements is included in budget submittal \\MILHOUSE\Tier1-Shared\groups\Budget\Budget 2024-2025\ISF\BMF 2024-2025\Attachment 5 - BMF Variance Analysis FY 2023- 24\Attachment D Variance Analysis 2/16/2024

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Attachment 6

INTERNAL SERVICE FUND CHARGES
BUILDING MAINTENANCE FUND 505
Approved
FY 2023-2024
Requested
FY 2024-2025 Variance Notes
0110 City Manager/City Attorney 111,989 114,211 2,222 1 0210 City Clerk Admin 75,721 77,223 1,502 1 0230 City Clerk Communications 18,366 18,730 364 1 0510 Park & Rec Admin 1,148,376 1,119,595 (28,781) 2 0520 Parks Maint 232,102 236,465 4,363 3 0630 PD Admin 334,840 326,204 (8,636) 4 0750 Fire JPA 68,954 53,025 (15,929) 4 0810 Planning Admin 62,933 64,181 1,248 1 0820 Building 62,933 64,181 1,248 1 0910 PW Admin & Engineering 85,978 87,684 1,706 1 0920 PW Lagoons & Levees 69,823 71,136 1,313 3 0930 PW Streets 69,823 71,136 1,313 3 1010 City Council 181,289 184,885 3,596 1 1110 Finance Admin 19,944 20,339 395 1 1120 Finance General Acctg 39,887 40,679 792 1 1130 Finance Utility 29,915 30,509 594 1 1140 Finance Tax Admin 9,972 10,170 198 1 1210 Human Resources 86,686 88,405 1,719 1 1310 Library 538,360 547,507 9,147 5 401 Water Enterprise 139,627 142,252 2,625 3 451 Wastewater Enterprise 139,627 142,252 2,625 3 Total All Funds 3,527,145 3,510,769 (16,376) Detailed Analysis
Note 1
Note 2
Note 3
Note 4
Note 5 No change in asset replacement costs at the Library and slight overall increase in adjusted cost of Building Maintenance Operation
Fire and Police charges reflect reduction in cost for security gate replacement offset by overall increase in adjusted cost of Building Maintenance Operation Department Charged (Receiving
Goods/Services)
City Hall Departments reflect a minor increase in replacement costs and slight overall increase in adjusted cost of Building Maintenance Operation Recreation charges reflect completion of funding of paint at the Vibe and freezing of replacement transfers for the Recreation Center, offset by an overall increase in adjusted cost of Building Maintenance Operation
No change in asset replacement costs at the Corporation Yard and overal increase in adjusted cost of Building Maintenance Operation
\\MILHOUSE\Tier1-Shared\groups\Budget\Budget 2024-2025\ISF\BMF 2024-2025\Attachment 1.6 BMF List FY 2024-25\Attachment 1.6 BMF List FY 2024-25

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Attachment 7
City of Foster City
Building Maintenance Fund
Items Added To or Deleted From the Building Maintenance List For FY 2024-2025
Description Department
Purchased
Fiscal Year
Beginning
Replacement
Value Comments (if any)
Items Added
None
Total Added -$
Items Deleted
None
Total Deleted -$
TOTAL (impact to list) -$

4.12 Attachment 7 - Items Added to or Deleted from the Building Maintenance List

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Attachment 8
Building Maintenance Fund

The Building Maintenance Fund captures and distributes the costs of City-wide Building Maintenance. Building Maintenance Division staff ensures that all City facilities are safe and clean by providing management, maintenance and inspection of City/District buildings and equipment, develop ongoing maintenance systems and procedures, provide efficient, timely and quality service to maintain the 150,748 square feet of diverse facilities for the hours of operation that meet community needs and industry standards.

The Division’s staff consists of consists of a 50% Manager (shared with the Vehicle Maintenance Division), one (1) Lead Building Maintenance Worker and three (3) Building Maintenance Worker I/II positions with supervisory, engineering and administrative support.

In FY 2023-2024, Building Maintenance completed the following significant projects in addition to routine and emergency repair and preventative maintenance:
•Installed a new electric oven in the Vibe Teen Center. •Completed 5-year fire sprinkler repair work mandated by the state, with significant cost savings by self-performing rather than contracting the work. •Removed the Library’s book sensor alarm system, removed damaged entrance flooring and installed new flooring, with significant savings by self-performing rather than contracting the work.
•Installed a new dimming curtain at the Community Center. •Installed five (5) new LCD televisions and three (3) projectors in conference rooms in several City buildings.
•With Public Works Engineering, managed the installation of new roofs at the Police Station, Vibe Teen Center, Parks Workshops and Vehicle Maintenance Shop. •Replaced building interior drywall and finish work following remediation work from water damage at the Parks Workshops, Public Works Workshops and Small Mechanic workshops.

4.12 Attachment 8 - Building Maintenance Fund Narrative

276

DATE: March 25, 2024

TO: Mayor and Members of the City Council President and Members of the Estero Municipal Improvement District (EMID) Board of Directors
VIA: Stefan Chatwin, City/District Manager

FROM: Diane Pitman, Administrative Services Director
DEPARTMENT: Administrative Services
SUBJECT: FY 2024-25 SELF-INSURANCE FUND BUDGET

RECOMMENDATION
It is recommended that the City Council/EMID Board of Directors' ("City Council") receive and accept this report regarding the policy to maintain a minimum Self-Insurance Fund Reserve Balance of $1 million and provide direction to staff to prepare the FY 2024-2025 budget with department assessments in the table below.

BACKGROUND/ANALYSIS
Attachment 1 is the analysis of internal service charges and the preliminary proposed budget for FY 2024-2025 for the Self-Insurance Fund. The analysis shows the audited ending fund balance from FY 2022-2023 (June 30, 2023) as $973,000. With revenues and expenditures projected through June 30, 2024, the estimated fund balance beginning FY 2024-2025 will be $905,278 which is below the $1 million reserve target. While the general liability and property premium is projected higher than prior years, the City Council’s conservative approach to handling claims’ helps to keep the expenditures within budget.

Expenditures
Expenditures in this fund represent the Pooled Liability Assurance Network Joint Power’s Authority (PLAN JPA) premium and an allowance for expenses that may be incurred below the $100,000 liability Self-Insured Retention (SIR) and property and vehicle

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damage deductibles.

For FY 2024-2025, the amount budgeted for premiums includes an increase of approximately 30% above the previous year which reflects ongoing volatility in insurance market that continues to experience considerable losses in natural disasters, cyber- attacks, and fires throughout the United States and in California. This volatility has also resulted in several insurance providers exiting the California market, resulting in fewer providers to provide competitive insurance quotes for the group. PLAN JPA currently uses a third-party claims administrator, Sedgwick, to assist with claims administration.

PLAN JPA may be increasing the goal of maintaining the pool’s funding. It is currently the 65% confidence level for liability and 75% for property. Higher premiums would be necessary to increase the confidence levels which is why the estimated increase is 30%.

The PLAN JPA Board preliminary budget review meeting is scheduled for March 28, 2024.

The actual PLAN JPA liability, property, and cyber premiums will not be finalized until around June 2024, so the figures may be adjusted, if needed, in the final FY 2024-2025 budget prior to adoption. Expenditures within the City’s SIR are estimated to be at or under $260,000, based on current experience.

Revenues/Internal Service Charges
Revenues are derived from internal service charges to the City General Fund, Vehicle Replacement Fund, Water Fund, and Wastewater Fund; interest earnings; and any rebates of the PLAN JPA premiums based on positive experience and PLAN JPA policy.

There are no anticipated rebates from PLAN JPA and there are expected additional expenses associated with premium increases, as well as costs associated with PLAN JPA’s administrative overhead and the goal to fund at a higher confidence level.

Based upon projected reserves at the end of FY 2023-2024 which are projected slightly below the $1 million reserve and the projected expenditures for FY 2024-2025, Self- Insurance internal service charges in the following budgets will reflect the assessments as shown below.

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Budget Projected
FY2023-2024
Proposed
FY2024-2025
Increase
(Decrease)
Revenue
General Fund - City Manager's
Department $683,217 $936,775 $253,558
Vehicle Replacement Fund $197,374 $270,624 $73,250
Water Fund $318,835 $437,162 $118,327
Wastewater Fund $318,835 $437,162 $118,327
Interest $25,000 $20,000 ($5000)
Total $1,543,261 $2,101,723 $558,462
California Environmental Quality Act
Not Applicable

FISCAL IMPACT
As noted above, the increase to the Self-Insurance Fund Budget is currently projected to be $558,462. Staff will continue to monitor progress as PLAN JPA works to finalize the cost for FY 2024-2025 and will report back on any adjustments to the above projections.

CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Sustainability

ATTACHMENTS
Attachment 1 - FY 2024-2025 Self Insurance Fund Internal Service Charges Analysis and Proposed Budget
Attachment 2 - FY 2024-2025 Self Insurance Budget Narrative

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ATTACHMENT 1
FY 2024/2025 SELF INSURANCE FUND INTERNAL SERVICE CHARGES Fund Balance 6/30/2023 (Actual) 973,000$
From FY 2022/2023 ACFR
Original Projected
Budget 6/30/2024
Revenues FY 2023/2024 1,522,661$ 1,543,261$ 1,543,261$ Department Assessments 1,518,261 1,518,261
City GF 683,217$
Vehicle 197,374$
Water 318,835$
Wastewater 318,835$
Interest Earnings 4,400$ 25,000$
Expenditures FY 2023/2024 1,532,807$ 1,610,983$ (1,610,983)$ SIR - New Claims 130,000$ 130,000$
SIR - Existing Claims 130,000$ 130,000$
Liability/Property/Vehicle Premium 1,222,251$ 1,308,384$ All Risk & Bond (includes Cyber and Storage Tank) 49,556$ 41,599$ Supplies and Services 1,000$ 1,000$
Fund Balance 6/30/2024 (Projected) 905,278$
Proposed
Budget
Revenues FY 2024/2025 2,101,723$
Department Assessments 2,081,723$
City GF 45.0% 936,775$
Vehicle 13.0% 270,624$
Water 21.0% 437,162$
Wastewater 21.0% 437,162$
Interest Earnings 20,000$
Expenditures FY 2024/2025 2,007,000$
SIR - New Claims 130,000$
SIR - Existing Claims 130,000$
Liability/Property/Vehicle Premium 1,700,000$
All Risk & Bond (includes Cyber and Storage Tank) 46,000$ Supplies and Services 1,000$
Fund Balance 6/30/2025 (Projected) 1,000,001$
Target Fund Balance (1,000,000)$
Difference 1$
https://fostercity-my.sharepoint.com/personal/dpitman_fostercity_org/Documents/Finance/Budget/FY 2024-2025 Self Insurance Fund Internal Service Charges Analysis and Proposed Budget 3/19/2024 6:02 PM

4.13 Attachment 1 - FY 2024-2025 Self Insurance Fund Internal Service Charges Analysis and Proposed Budget

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Self Insurance Fund

The Self Insurance Fund was established as a cost savings tool to address the high cost of purchasing commercial liability insurance. The City/District currently has a liability self -insured retention of $100,000, meaning that the City/District pays all expenses associated with a claim up to the first $100,000.

The City of Foster City is a member of a self -insured insurance pool known as Pooled Liability Assurance Network (PLAN) JPA that provides general liability coverage from $100,000 to $25,000,000 per claim. Any claim over $25,000,000 is the City’s responsibi lity. The pool also jointly purchases all -risk (property) and public officials’ bond insurance coverage for member agencies. PLAN JPA offers additional insurance, and the City participates in an enhanced cyber insurance program.

Expenditures in this fund represent the PLAN JPA premium and an allowance for expenses that may be incurred below the $100,000 liability self -insured retention, as well as property and vehicle damage deductibles. PLAN JPA premiums are largely based on the member’s payroll, services provided, and the value of property insured.

Revenues are derived from assessments to the City General Fund, vehicle replacement fund, water fund and wastewater/sewer fund; interest earnings; and any rebates of the PLAN JPA premiums based on positive experience and PLAN policy. PLAN JPA also offers a grant fund program to support member agencies with their safety and risk management programs.

The Self-Insurance Fund is funded to a target reserve level of $1 million.

4.13 Attachment 2 - FY 2024-2025 Self Insurance Budget Narrative

281

5 7
6 DATE: March 25, 2024

TO: Mayor and Members of the City Council
VIA: Stefan Chatwin, City Manager

FROM: Diane Pitman, Administrative Services Director
Rob Lasky, IT Manager
DEPARTMENT: Administrative Services
SUBJECT: INFORMATION TECHNOLOGY INTERNAL SERVICE FUND
BUDGET FOR FY 2024-2025

RECOMMENDATION
It is recommended that the City Council review this report and its attachments, by Minute Order, and provide policy direction on the proposed Information Technology (IT) internal service expenditures budget, including the scheduled replacement purchases and Information Technology Fund charges in the Fiscal Year 2024-2025 Preliminary Budget.

BACKGROUND/ANALYSIS
Attached are the spreadsheets for the Information Technology Equipment Replacement Fund. The City/EMID (“City”) continues to use the Internal Service Fund Methodology developed in FY 2005-2006 in determining the Information Technology Replacement Fund listing for FY 2024-2025.

On an annual basis the Information Technology Division reviews with each department their list of assets to determine which items are no longer needed, which equipment should be replaced, or which new assets will be requested. The replacement lives and values of each asset are also reviewed by the IT Division and adjusted where necessary. Assets that are fully funded are not automatically replaced. If it is determined that it is in good working condition, the asset accrual is frozen, and no replacement charges are accrued.

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5 7
6 Total IT internal service charges for FY 2024-2025 will be $2,525,706 which is $365,563 (or ~ 12.6%) lower than internal service charges for FY 2023-2024 of $2,891,269. The main reason for the decrease is that FY 2024-25 has less high cost capital projects planned than in FY 2023-24.

The following list summarizes the items that had the most impact to the IT fund:
•Police Dispatch Uninterruptible Power Supply: Police Dispatch systems need to stay running 24/7, even during the time it takes for the generator to turn on in the event of a power outage. This requires a large Uninterruptible Power Supply (UPS) that protects all of the power outlets in Dispatch. The current Dispatch UPS (purchased 20+ years ago) is at end-of-support, so a replacement is required. Estimated cost is $50,000.
•Surveillance Camera Servers: The City’s facilities have security cameras to deter and investigate theft and other crimes. The servers used to store and retrieve video footage from these cameras are aging (purchased in 2014 and 2016), so they need to be replaced. Estimated cost is $30,000.
•Livescan Fingerprinting System: The Police Department’s Livescan Fingerprinting System is used by the Police Department for criminal investigations, and by Human Resources as part of the background check procedure for new employees. The current system is aging and is in need of replacement. Estimated cost is $31,000.

California Environmental Quality Act
Not Applicable

FISCAL IMPACT
Total IT internal service charges for FY 2024-2025 will be $2,525,706 which is $365,563 (or ~ 12.6%) lower than internal service charges for FY 2023-2024 of $2,891,269. The main reason for the decrease is that FY 2024-25 has less high cost capital projects planned than in FY 2023-24.

CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Innovation and Sustainability

ATTACHMENTS
Attachment 1 – Draft FY 2024-2025 Operating Budget – Information Technology Fund Attachment 2 – Department Internal Services Charges Allocation Summary for FY 2024-2025

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5 7
6 Attachment 3 – Information Technology Fund Comparison for FY 2024-2025 Attachment 4 – Internal Service Fund Variance Analysis
Attachment 5 – Schedule of Items to be Replaced for FY 2024-2025 Attachment 6 – Items Added to or Deleted From the Equipment Replacement FY 2024- 2025
Attachment 7 – Changes to Estimated Useful Lives for FY 2024-2025 Attachment 8 – Changes to Replacement Values for FY 2024-2025 Attachment 9 – Budget Narrative for FY 2024-2025 - Information Technology Fund

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Propsed: Fund 504 - Information Technology Fund
FY 2024-2025 EXPENDITURE BUDGET REQUEST
Account Name Account String Current Description
FY 23-24 Approved
Budget
FY 2024-2025
Proposed Budget
TOTALS $2,891,269 $2,518,685
PERMANENT SALARIES 504-0160-419-41-10 $640,694 $653,184 PERS RETIREMENT 504-0160-419-41-21 $71,865 $72,531
FLEX ALLOWANCE 504-0160-419-41-35 $105,047 $116,401
WORKERS COMPENSATION 504-0160-419-41-36 $2,439 $1,993
OTHER FRINGE BENEFITS 504-0160-419-41-39 $38,793 $38,923 COMPENSATED ABSENCES 504-0160-419-41-40 $16,560 $13,151 GASB68 PENSION EXP-PERS 504-0160-419-41-41 $51,000 $60,000 GASB75 OPEB EXP-PEMHCA 504-0160-419-41-42 $6,000 $8,000 PEMHCA 504-0160-419-41-54 $5,472 $7,680
EMPLOYEE BENEFIT-PERS UAL 504-0160-419-41-61 $140,049 $165,472 SPECIAL DEPARTMENTAL SUP 504-0160-419-42-40 CONTINGENCY / EMERGENCY EQUIPMENT REPLACEMENT $50,000 $50,000 COPY EXPENSE 504-0160-419-42-41 $750 $750
POSTAGE EXPENSE 504-0160-419-42-42 POSTAGE EXPENSE - CORRESPONDENCE, PACKAGES, ETC. $300 $300 GENERAL OFFICE SUPPLIES 504-0160-419-42-43 $400 $400
TOOLS & EQUIP(<5000@ITEM) 504-0160-419-42-45 REPLACEMENT MONITORS & PROJECTORS & CAMERAS (AS NEEDED) $9,000 $9,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 $768,500 $915,500 MAINT-FACILITY & EQUIP 504-0160-419-42-46 ADOBE SOFTWARE SUBSCRIPTIONS $9,000 $10,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 AGENDA/MINUTES/VIDEO STREAMING ANNUAL FEE $25,000 $26,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 ANTIVIRUS SOFTWARE MAINTENANCE $15,000 $15,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 APPLICANT TRACKING/ONBOARDING SOFTWARE SUBSCRIPTION $10,000 $0 MAINT-FACILITY & EQUIP 504-0160-419-42-46 BACKUP HARDWARE MAINT AND CLOUD REPLICATION $28,000 $29,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 BUSINESS CONTINUITY SERVICES $20,000 $20,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 CITIZEN REQUEST MAINTENANCE APP (SeeClickFix) $7,000 $8,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 CLOSED CAPTIONING SERVICES FOR MEETING VIDEOS $15,000 $0 MAINT-FACILITY & EQUIP 504-0160-419-42-46 CLOUD BASED EMAIL ARCHIVE/SPAM FILTER/BACKUP $21,000 $24,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 CMMS SOFTWARE MAINTENANCE $34,000 $51,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 COMCAST DIGITAL BOXES $3,000 $4,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 DEBT BOOK SOFTWARE SUBSCRIPTION FOR GASB 96 (SBITA) IMPLEMENTATION$0 $12,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 DOCUMENT MANAGEMENT SOFTWARE MAINTENANCE $27,000 $28,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 EMPLOYEE ONBOARDING SOFTWARE SUBSCRIPTION $0 $10,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 EMPLOYEE PERFORMANCE REVIEW SOFTWARE SUBSCRIPTION $6,000 $15,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 E-SIGNATURE SOFTWARE SUBSCRIPTIONS $13,000 $12,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 FIREWALL MAINTENANCE $15,000 $15,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 FPPC ELECTRONIC FILING FOR CANDIDATES (NETFILE) $0 $5,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 GIS AERIAL PHOTOGRAPHY SUBSCRIPTION $10,000 $13,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 GIS SOFTWARE MAINTENANCE $43,000 $59,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 HTE SOFTWARE ANNUAL MAINTENANCE $72,000 $75,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 ISeries SOFTWARE & HARDWARE MAINTENANCE $10,000 $10,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 KPI DASHBOARD FOR CITY STRATEGIC WORKPLAN $0 $20,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 MANAGED SECURITY SERVICES $50,000 $50,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 MICROSOFT SERVER, OFFICE AND CAL LICENSES - EA $90,000 $90,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 OPENGOV BUDGETING SOFTWARE MAINTENANCE $51,000 $51,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 OTHER SOFTWARE MAINTENANCE (<$3000) $25,000 $28,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 PLACER.AI SUBSCRIPTION (FOOT TRAFFIC ANALYTICS FOR PAKRS & RECREATION)$0 $17,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 POLICE DISPATCH BATTERY BACKUP MAINTENANCE $3,500 $3,500 MAINT-FACILITY & EQUIP 504-0160-419-42-46 POLICE SOFTWARE MAINTENANCE (CAD/RMS, OTHERS) $80,000 $83,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 POLICE TIMEKEEPING SOFTWARE SUBSCRIPTION $0 $30,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 PRINTER&SCANNER MAINT/TONER/REPAIR $7,000 $7,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 PUBLIC ENGAGEMENT SOFTWARE $20,000 $20,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 RECREATION CLASS REGISTRATION SOFTWARE MAINT $8,000 $17,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 REMOTE MONITORING/MANAGEMENT (RMM) SOFTWARE SUBSCRIPTION $7,500 $8,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 TELEPHONE SYSTEM MAINTENANCE $14,000 $14,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 VMWARE SOFTWARE MAINTENANCE $12,000 $12,000 MAINT-FACILITY & EQUIP 504-0160-419-42-46 WEBSITE ACCESSIBILITY MONITORING SOFTWARE $0 $6,500 MAINT-FACILITY & EQUIP 504-0160-419-42-46 WEBSITE CONTENT MANAGEMENT SOFTWARE MAINT $7,500 $7,500 MAINT-FACILITY & EQUIP 504-0160-419-42-46 ZOOM SOFTWARE SUBSCRIPTIONS $10,000 $10,000

Page 1 ends

4.14 Attachment 1 - FY 2024-2025 Proposed Expenditures 2024-03-07

285

Propsed: Fund 504 - Information Technology Fund
FY 2024-2025 EXPENDITURE BUDGET REQUEST
Account Name Account String Current Description
FY 23-24 Approved
Budget
FY 2024-2025
Proposed Budget
UTILITIES & COMMUNICATION 504-0160-419-42-48 $131,000 $135,000 UTILITIES & COMMUNICATION 504-0160-419-42-48 AT&T TELEPHONE SERVICES $20,000 $22,000 UTILITIES & COMMUNICATION 504-0160-419-42-48 CELL PHONE (T-MOBILE) $42,000 $43,000 UTILITIES & COMMUNICATION 504-0160-419-42-48 DATA ACCESS IN VEHICLES (PD) $7,000 $7,000 UTILITIES & COMMUNICATION 504-0160-419-42-48 INTERNET SERVICE PROVIDER $62,000 $63,000 CONTRACT, PROF, SPEC SVCS 504-0160-419-42-51 $63,000 $57,000 CONTRACT, PROF, SPEC SVCS 504-0160-419-42-51 AS400 CONSULTING SERVICES $3,000 $3,000 CONTRACT, PROF, SPEC SVCS 504-0160-419-42-51 BUDGET BALANCING STRATEGY TOOLBOX 2020-09 - GIS INTEGRATION SERVICES$0 ($30,000) CONTRACT, PROF, SPEC SVCS 504-0160-419-42-51 CARRYOVER - IT STRATEGIC PLAN CONSULTANT $60,000 $0 CONTRACT, PROF, SPEC SVCS 504-0160-419-42-51 GIS INTEGRATION SERVICES $0 $30,000 CONTRACT, PROF, SPEC SVCS 504-0160-419-42-51 POLICE DATABASE OPTIMIZATION CONSULTING $0 $4,000 CONTRACT, PROF, SPEC SVCS 504-0160-419-42-51 SECURITY AUDIT/PENETRATION TESTING $0 $15,000 CONTRACT, PROF, SPEC SVCS 504-0160-419-42-51 SHAREPOINT/INTUNE DEVELOPMENT $0 $20,000 CONTRACT, PROF, SPEC SVCS 504-0160-419-42-51 WWW.FOSTERCITY.ORG REFRESH $0 $15,000 MEMBERSHIP,DUES,SUBSCRIPT 504-0160-419-42-53 $900 $900
TRAVEL,CONFERENCE,MEETING 504-0160-419-42-54 $4,500 $13,500 TRAVEL,CONFERENCE,MEETING 504-0160-419-42-54 COVID-19 ADJUSTMENT - SUNGARD USER CONFERENCE (4) ($9,000) ($9,000) TRAVEL,CONFERENCE,MEETING 504-0160-419-42-54 ESRI CONFERENCE $0 $4,000 TRAVEL,CONFERENCE,MEETING 504-0160-419-42-54 OPENGOV CONFERENCE $0 $5,000 TRAVEL,CONFERENCE,MEETING 504-0160-419-42-54 STAFF/MISAC CONFERENCE $4,500 $4,500 TRAVEL,CONFERENCE,MEETING 504-0160-419-42-54 SUNGARD USER CONFERENCE (4) $9,000 $9,000 TRAINING 504-0160-419-42-55 $10,000 $10,000
TRAINING 504-0160-419-42-55 COVID-19 ADJUSTMENT - SUNGARD END USER WEBINAR TRAININGS ($5,000) ($5,000) TRAINING 504-0160-419-42-55 IT TECHNICAL TRAINING $7,500 $7,500 TRAINING 504-0160-419-42-55 SECURITY AWARENESS TRAINING SUBSCRIPTION $2,500 $2,500 TRAINING 504-0160-419-42-55 SUNGARD END USER WEBINAR TRAININGS $5,000 $5,000 PC, SOFTWARE & HARDWARE 504-0160-419-42-59 $22,000 $37,000 PC, SOFTWARE & HARDWARE 504-0160-419-42-59 PRINTER/SCANNER REPLACEMENTS (AS NEEDED) $3,000 $3,000 PC, SOFTWARE & HARDWARE 504-0160-419-42-59 SOFTWARE & HARDWARE TOOLS - CITYWIDE (<$1000) $5,000 $14,000 PC, SOFTWARE & HARDWARE 504-0160-419-42-59 SOFTWARE & HARDWARE TOOLS - IT (<$1000) $14,000 $5,000 PC, SOFTWARE & HARDWARE 504-0160-419-42-59 ZOOM EQUIPMENT FOR CONFERENCE ROOMS $0 $15,000 COMPUTER EQUIPMENT 504-0160-419-43-88 $753,000 $152,000 COMPUTER EQUIPMENT 504-0160-419-43-88 911 DIGITAL RECORDING LOGGING SYSTEM $30,000 $0 COMPUTER EQUIPMENT 504-0160-419-43-88 AS/400 SERVER REPLACEMENT $60,000 $0 COMPUTER EQUIPMENT 504-0160-419-43-88 BACKUP SYSTEM REPLACEMENT $60,000 $0 COMPUTER EQUIPMENT 504-0160-419-43-88 CITY ID CARD PRINTING SYSTEM $0 $6,000 COMPUTER EQUIPMENT 504-0160-419-43-88 COPIER REPLACEMENT $15,000 $0 COMPUTER EQUIPMENT 504-0160-419-43-88 DESKTOP PC REPLACEMENTS $35,100 $3,200 COMPUTER EQUIPMENT 504-0160-419-43-88 DOOR/GATE SECURITY SYSTEM UPDATES $50,000 $0 COMPUTER EQUIPMENT 504-0160-419-43-88 EOC COMPUTER EQUIPMENT $0 $10,000 COMPUTER EQUIPMENT 504-0160-419-43-88 LAPTOP REPLACEMENTS $7,400 $21,800 COMPUTER EQUIPMENT 504-0160-419-43-88 LIVESCAN FINGERPRINTING SYSTEM $0 $31,000 COMPUTER EQUIPMENT 504-0160-419-43-88 MULTI-FACTOR AUTHENTICATION KEYFOBS $7,500 $0 COMPUTER EQUIPMENT 504-0160-419-43-88 PATROL CAR MODEMS $40,000 $0 COMPUTER EQUIPMENT 504-0160-419-43-88 PHONE SYSTEM REPLACEMENT $275,000 $0 COMPUTER EQUIPMENT 504-0160-419-43-88 POLICE DISPATCH BATTERY BACKUP SYSTEM $0 $50,000 COMPUTER EQUIPMENT 504-0160-419-43-88 SCHEDULING SOFTWARE FOR POLICE $75,000 $0 COMPUTER EQUIPMENT 504-0160-419-43-88 SURVEILLANCE CAMERA SYSTEMS SERVER REPLACEMENTS $0 $30,000 COMPUTER EQUIPMENT 504-0160-419-43-88 TRAINING LAPTOP REPLACEMENTS $15,000 $0 COMPUTER EQUIPMENT 504-0160-419-43-88 UPS BATTERY REPLACEMENTS $8,000 $0 COMPUTER EQUIPMENT 504-0160-419-43-88 VMWARE SERVER REPLACEMENT $75,000 $0

Page 2 ends

4.14 Attachment 1 - FY 2024-2025 Proposed Expenditures 2024-03-07

286

Attachment # 2

A B C D E F G H I J K
1 Information Technology Internal Services Fund
2 Department Internal Services Charges Allocation Summary 3 For fiscal year beginning July 1, 2024
4 5
Department Asset Citywide IT Replacement New Total Internal Personnel
Allocation
Supplies & Services
Allocation
Replacement
Charges
Charges
% of Total Amount
Reallocations Capital Service Charge
6 7
Department / Division Subtotal Subtotal to Funds Outlay Allocations 8 9
CC = City Clerk
HR = Human Resource
53,809
-
49,706
-
103,515
-
3,495 3.00%

0.00%

8.25%

6.25%

3.00%

23.00%

0.00%

6.00%

3.00%

2.75%
13,246 120,255.79

0.00 (39,083) -
-
-
-
-
-
-
-
-
81,173
- - -
10 FS = Financial Services
11 CD = Community Development
12 CM = City Manager
13 PD = Police Dept
147,976
112,103
53,809
412,539
-
123,666
96,129
48,056
483,827
-
271,642
208,232
101,865
896,366
-
2,568
3,843
3,265
55,889
-
36,425
27,595
13,246
101,550
-
310,634.68
239,669.99
118,375.79
1,053,805.25

0.00 (100,956)
(77,893)
(38,472)
(342,487)
-
209,678
161,777
79,904
711,319
-14 FD = Fire Dept
15 PW = Public Works
16 RE = Recreation & Parks
17 AS = Admin Services
18 PM = Parks Maint
107,619
53,809
53,809
49,325
97,961
62,906
46,756
49,539
205,580
116,715
100,565
98,864
8,884
6,287
2,848
1,838
26,491
13,246
13,246
12,142
240,955.75
136,247.46
116,658.29
112,843.44
(78,311)
(44,280)
(37,914)
(36,674)
162,645
91,967
78,744
76,169-
19 CY = Corp Yard (PW Maintenance) 53,809
1,098,610
45,746
50,256 104,065
2,207,410
45,746
4,830
93,746
-

3.00%

61.25%

0.00%
13,246
270,432
-
122,140.79
2,571,587.25
45,746
(39,696)
(835,766)
-
-
-
82,445
1,735,821
45,746
20 Total General Fund 1,108,800
-21 CalOpps
22 23 Permit Technology Fee Fund - 11,700 11,700 29,917 0.00% 41,617 - 41,617 24 Fire JPA 20,251 14,850 35,101 0.00%

0.00%
35,101 35,101
-25 CDA - -
27,000
12,000
-
-
27,000
12,000
-
- - -
27,000
12,000
-
-
385,738
385,738
19,287
45,003
-
-
-
-
-
-
26 Water Enterprise Fund
27 Sewer Enterprise Fund
28 Vehicle Maintenance Fund
29 Bldg Maintenance Fund
30 - 15.00%

15.00%

0.75%
- 412,738
397,738
19,287
45,003
2,733,051
- -
-
-
-
-
-
-- - 1.75% -
1,164,607 1,174,350 2,338,957 123,663 93.75% 270,432 2,733,051 \\milhouse\groups\Budget\Budget 2024-2025\ISF\ITF 2024-2025\IT - ERF IT Fund FY 2024-25 240122 1200.xlsx\Department Allocation Summary 3/7/2024 2:16 PM

4.14 Attachment 2 - Department Internal Service Charges FY 2024-2025

287

Information Technology Fund Comparison - Attachment 3
Approved FY
2023-24
Requested FY
2024-2025
Increase
(Decrease) Notes
Account
4388 Capital Outlay 753,000 152,000 (601,000) 1 4110 Salaries 640,694 653,184 12,490 2
4111 Part-Time Salary - - - 3 4120 Benefits - - - 4 4121 Benefits-PERS Retirement 71,865 72,531 666 4 4135 Benefits-Flex Allowance 105,047 116,401 11,354 4 4136 Benefits-Workers Compensation 2,439 1,993 (446) 4 4139 Benefits-Other Fringe Benefits 38,793 38,923 130 4 4140 Compensated Absences 16,560 13,151 (3,409) 4 4141 GASB68 Pension Exp-PERS 51,000 60,000 9,000 4 4142 GASB75 OPEB Exp-PEMHCA 6,000 8,000 2,000 4 4154 PEMCHA 5,472 7,680 2,208 4
4161 Benefits-PERS UAL 140,049 165,472 25,423 4 4240 Contingency Replacement 50,000 50,000 - 5 4241 Copies 750 750 - 6
4242 Postage 300 300 - 7
4243 Office Supplies 400 400 - 8
4245 Tools and Equipment 9,000 9,000 - 9 4246 Maintenance 768,500 915,500 147,000 10
4248 Utilities and Communications 131,000 135,000 4,000 11 4251 Consulting and Contracting 63,000 57,000 (6,000) 12 4253 Memberships and Dues 900 900 - 13 4254 Travel, Conferences, and Meetings 4,500 13,500 9,000 14 4255 Training 10,000 10,000 - 15 4259 Misc Software and Hardware 22,000 37,000 15,000 16 4263 Indirect Cost Allocation - - - 17 2,891,269 2,518,685 (372,584)
Detailed Analysis:

Increase
(Decrease)
Rounded to
nearest $1,000
Note 1 Capital Outlay (601,000)
Note 2 Salaries 12,000
Note 3 Part-Time Salary -
Note 4 Benefits 45,000
Note 5 Contingency Replacement -
Decrease is due to fewer large capital projects planned for 24-25 No part time hours are requested in 2024-25
Increased due to changes in benefit formulas
Increase due to COLA
Unchanged

4.14 Attachment 3 - ITF Fund Comparison 2024-2025

288

Note 6 Copies -
Note 7 Postage -
Note 8 Office Supplies -
Note 9 Tools and Equipment -
Note 10 Maintenance 147,000
Note 11 Utilities and Communications 4,000
Note 12 Consulting and Contracting (6,000)
Note 13 Memberships and Dues -
Note 14 Travel, Conferences, and Meetings 9,000
Note 15 Training -
Note 16 Misc Software and Hardware 15,000
Note 17 Indirect Cost Allocation -
Internal Allocations no longer applied to IT
Net Increase (375,000)
Decrease is due to different consulting projects planned for 24-25 Unchanged
Unchanged
Increase is due to a one time cost to add Zoom equipment in some conference rooms
Increase is due to adding back conferences that had been put on hold due to COVID
Increase due to cellular services
Increase is due to maintenace on newly added software systems Unchanged
Unchanged
Unchanged
Unchanged

4.14 Attachment 3 - ITF Fund Comparison 2024-2025

289

NTERNAL SERVICE FUND CHARGES
INFORMATION TECHNOLOGY FUND 504
FY 23/24 FY 24/25 Variance Notes
0110 CMO Admin 76,663$ 79,904$ 3,241$ 1 0210 City Clerk Admin 77,408$ 81,173$ 3,765$ 2 0510 Park & Rec Admin 86,736$ 91,967$ 5,231$ 3 0630 PD Admin 666,149$ 711,319$ 45,170$ 4 0710 Fire Admin -$
-$
-$
5 0750 Fire JPA 41,844$ 35,101$ (6,743)$ 6 0810 Planning Admin 77,876$ 80,889$ 3,013$ 7 0820 Building 77,875$ 80,888$ 3,013$ 8 0910 PW Admin & Engineering 155,118$ 162,645$ 7,527$ 9 0920 PW Lagoons & Levees 40,124$ 41,223$ 1,099$ 10 0930 PW Streets 40,123$ 41,222$ 1,099$ 11 0940 Parks Maintenance 74,553$ 76,169$ 1,616$ 12 1110 Fin Admin 40,171$ 41,936$ 1,765$ 13 1120 Fin Genl Acctg 80,342$ 83,871$ 3,529$ 14 1130 Fin Utilities 60,256$ 62,903$ 2,647$ 15 1140 Tax & Licenses 20,085$ 20,968$ 883$ 16 1210 HR Admin -$
-$
-$
17 9999 Admin Services 74,555$ 78,744$ 4,189$ 18 114 CALOPPS 22,873$ 45,746$ 22,873$ 19 127 BAERS -$
-$
-$
20 130 Technology Maintenance/Replacement 41,617$ 41,617$ -$ 21 401 Water Enterprise 378,230$ 412,738$ 34,508$ 22 451 Wastewater Enterprise 378,230$ 397,738$ 19,508$ 23 501 Vehicle Replacement 18,311$ 19,287$ 976$ 24 505 Building Maint 42,727$ 45,003$ 2,276$ 25 Total All Funds 2,571,866$ 2,733,051$ 161,185$ Detailed Analysis rounded to the nearest 1000
Note 1 Relatively Unchanged 3,000
Note 2 Relatively Unchanged 4,000
Note 3 Relatively Unchanged 5,000
Note 4 Increase due to higher maintenance costs 45,000
Note 5 Unchanged -
Note 6 Charges to S
MCFire for some IT support hours and server
resources (lowered from last year due to SMCFire hiring an internal IT person)
(7,000)
Note 7
Relatively Unchanged 3,000
Note 8 Relatively Unchanged 3,000
Note 9 Relatively Unchanged 8,000
Note 10 Relatively Unchanged 1,000
Note 11 Relatively Unchanged 1,000
Note 12 Relatively Unchanged 2,000
Note 13 Relatively Unchanged 2,000
Note 14 Relatively Unchanged 3,000
Note 15 Relatively Unchanged 2,000
Note 16 Relatively Unchanged 1,000
Note 17 HR has been absorbed by Admin Services -
Note 18
Relatively Unchanged 4,000
Note 19
Increase due to more IT involvement during the Calopps
Drupal migration 23,000
Note 20 BAERS has been dissolved -

Note 21
Unchanged -
Note 22
Increase due to higher maintenance costs 35,000
Note 23 Increase due to higher maintenance costs 20,000 Note 24 Relatively Unchanged 1,000
Department Charged (Receiving Goods/Services)
3/7/2024

4.14 Attachment 4 - Internal Service Fund Variance Analysis

290

Attachment # 5
City of Foster City
Information Technology Internal Services Fund
Schedule of Items to be Replaced
FY 2024-25
Item Description
Replacement
Cost
Laptops $21,800.00
Desktops $3,200.00
Dispatch Battery $50,000.00
NVR Hardware $30,000.00
EOC Computer Equip $10,000.00
Fingerprint System $31,000.00
ID Card Printing System $6,000.00
Subtotal - New Replacements FY 24-25 152,000 $
No FY 23-24 Capital Carryovers $0.00
Subtotal - Carryovers from FY 23-24 - $
Total - Replacements 152,000 $

4.14 Attachment 5 - Schedule of Items to be Replaced FY 2024-2025

291

IT ISF Revised Analysis
Attachment # 6
City of Foster City
Information Technology Internal Services Fund
Items Added To or Deleted From the Equipment Replacement List For FY 2024-2025
Description Department
Date
Purchased
(Anticipated
to be
purchased)
Replacement
Value Comments (if any)
Items Added
NVR Hardware for Survelliance
Cameras
Citywide 7/1/2024 30,000 Replacements for the Servers to store and retreieve video from cameras in City facilities
Laptops (10) Citywide 7/1/2024 11,000 Laptops added to replacement list that had been added in the past 1-2 years
PD Dispatch Battery Police 7/1/2024 50,000 Currentbattery is end-of-life and was not present on the PD ERF, so it was added to IT
replacement list.

Items Deleted
-NONE-

4.14 Attachment 6 - Items Added or Deleted FY 2024-2025

292

IT Revised Analysis
Attachment # 7
Description Department
Date
Purchased
(Anticipated
to be
purchased)
Original
Useful
Life
(Years)
Revised
Useful
Life
(Years)
Increase
(Decrease) Comments (if any)
Copiers (4) various 7/1/2025 6 7 1 Departments indicated that copiers were still functioning, so replacement will be
pushed back by one year.

Patrol Car MDTs Police 7/1/2025 6 7 1 Police Department indicated that the computers in the patrol cars (MDTs)
were still functioning adequately, so
replacement will be pushed back by one
year.

For FY 2024-2025
Changes to Estimated Useful Lives
Information Technology Internal Services Fund
City of Foster City

4.14 Attachment 7 - Changes to Useful Life FY 2024-2025

293

IT ISF Revised Analysis
Attachment # 8
Description Department Date
Purchased
(Anticipated
to be
purchased)
Original
Replacement
Value
Revised
Replacement
Value
Increase
(Decrease)
(None)
City of Foster City
Information Technology Internal Services Fund
Changes to Replacement Values
For FY 2024-2025

4.14 Attachment 8 - Changes to Replacement Values FY 2024-2025

294

1 8
2 7
Information Technology Fund
The role of Information Technology is to provide responsive, secure and effective support of the City’s network, applications and communication services by coordinating and overseeing the budgeting, planning, implementation, operation and maintenance of City- wide systems and ensure that systems development or implementation proceeds in a logical, integrated and cost-effective manner.

The Information Technology Fund is an Internal Services fund that accounts for the City's investment (both capital and people) in Information Technology. Operating departments are charged back for all of the expenses incurred in this fund based upon their utilization of such technology. Charge backs also include a charge for IT equipment replacement.

PROPOSED SERVICE LEVELS
The objective of the IT Division of the Administrative Services Department is to support and maintain the existing Information Technology infrastructures, enterprise-wide and department applications, systems and hardware. IT will continue to have as its highest priority the maintenance of existing network infrastructure, maintaining existing software solutions (of which public safety and financial applications will receive the highest priority of service), and providing desktop support for operating departments. IT will provide proactive assistance in helping departments review business processes, developing or acquiring new applications or revising existing applications and improving existing network infrastructure to support streamlined business processes. •Support and maintain the existing infrastructures, enterprise-wide and department applications, systems and hardware. •Maintain at all times the Public Safety applications and Financial Systems that have been identified as critical systems.

High priority would be given to the services and systems that support the entire organization. •Support and maintain the existing applications developed by the City. In addition, support and maintain new development on an as-needed basis.
•Support and maintain the existing 3 rd party applications. Work with City departments to integrate new applications, systems or devices.
•Support and maintain network security, virus protection and network administration to protect the City’s infrastructure. •Maintain the City’s data / voice communication systems and Internet presence. •Provide staff training and support for maximum utilization of existing software applications and hardware.

4.14 Attachment 9 - IT Fund Narrative 2024-2025

295

1 8
2 7
The Information Technology Division’s on-going goals, completed initiatives and anticipated initiatives are included in the Administrative Services Department budget narrative.

Total IT internal service charges for FY 2024-2025 will be $ 2,525,706 which is $ 365,563 (or ~ 12.6%) lower than internal service charges for FY 2023-2024 of $ 2,891,269. The main reason for the decrease is that FY 2024-25 has less high cost capital projects planned than in FY 2023-24.

The following table summarizes the items that had the highest impact in the changes to the IT fund:

Key Projects listed in City Council’s Strategic Priorities initiatives for 2023 - Innovation and Sustainability Fiscal
Impact
Police Dispatch Uninterruptible Power Supply: Police Dispatch systems need to stay running 24/7, even during the time it takes for the generator to turn on in the event of a power outage. This requires a large Uninterruptible Power Supply (UPS) that protects all of the power outlets in Dispatch. The current Dispatch UPS (purchased 20+ years ago) is at end-of-support, so a replacement is required. $50,000
Surveillance Camera Servers: The City’s facilities have security cameras to deter and investigate theft and other crimes. The servers used to store and retrieve video footage from these cameras are aging (purchased in 2014 and 2016), so they need to be replaced.
$30,000
Livescan Fingerprinting System: The Police Department’s Livescan Fingerprinting System is used by the Police Department for criminal investigations, and by Human Resources as part of a the background check procedure for new employees. The current system is aging and is in need of replacement. $31,000

4.14 Attachment 9 - IT Fund Narrative 2024-2025

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Foster City City CouncilMarch 25, 2024

Foster City City Council
March 25, 2024