REPORT TO CITY COUNCIL
Approved by: Council Meeting of: October 19, 2022
_________________________________ Agenda Number: ___________ Will Tackett, Community Development Director
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:
Consideration of an Appropriation of Funds from the General Fund for Purposes of the Planning Department Personnel Support Contracted Services Account RECOMMENDATION:
Adopt a Resolution appropriating funds from the General Fund for the Planning Department Contracted Services (1020-4100-6440) Account
SUMMARY:
The Fiscal Year 2021/22 annual operating budget adopted for the Planning Department included an appropriation and allocation of funds in the amount of $250,000 for purposes of Contracted Services, represented within the 1020-4100-6440 expenditure account. This appropriation authorized expenditures for Council approved professional planning service contracts, which were executed with specific consultant firms and/or contingent labor persons to assist City staff with: the processing of property development entitlements and other land use planning processes (e.g., Zoning Ordinance, General Plan, or Special Studies) and associated document preparation; coordination of California Environmental Quality Act (CEQA) compliance processes as well as preparation and documentation of appropriate analyses and findings; attendance and presentations at Planning Commission and/or City Council meetings, neighborhood meetings, or other stakeholder organization meetings; geographic information system (GIS) services, updates and maintenance; and, other matters as may be directed from time to time by the City Manager, Development Director, and/or Planning Manager.
The terms of duration for these previously approved professional planning service contracts were not defined based upon a specified length of time but rather, based upon monetary compensation for performance of said on-call services not to exceed the appropriated amount.
Following Council adoption of the Fiscal Year 2022/23 annual operating budget and receipt of invoices for compensation of the professional contract services performed, City staff discovered D-2
that previously allocated funding within the Planning Department’s operating budget from the 2021/22 Fiscal Year were inadvertently omitted and not carried over to the same lineitem/account within the Planning Department’s 2022/23 Fiscal Year operating budget. As no funds were available within this account, it was necessary for City staff to utilize Central Administrative Contingency funds (from the General Fund) to satisfy the City’s obligation to provide compensation for the contracted services performed, and for which the invoices were received.
Therefore, City staff request the Council to approve an amendment to the General Fund Fiscal Year 2022/2023 Budget in order to appropriate and allocate funds for purposes of a line-item increase to the Planning Department’s Contracted Services Account in an amount equal to the balances of the existing and previously approved professional service contracts and agreements in order to be able to continue to utilize such services over the remainder of the 2022/23 Fiscal Year. This amount must also include an allocation equal to those Central Administrative Contingency funds expended for purposes of reimbursement of the contingency fund. The total amount requested to be appropriated and allocated from the General Fund to the Planning 1020- 4100-6440 expenditure account to cover previously approved Contract Services over the balance of the current fiscal year and to reimburse the Central Administrative Contingency Fund is $237,563.23.
DISCUSSION:
The absence of an appropriation, and allocation for expenditures related to the Contracted Services account within the Planning Department’s operating budget translates to an inability by the Planning Department to continue to utilize previously approved professional consultant services or contingent labor to assist staff in meeting customer needs and demands for the processing of land use related entitlement applications; as well as an inability to rely on such professional consultants or contracted labor to assist with facilitation of either present or future local planning-related, or state or even federal mandated initiatives or obligations.
The recruitment of additional full-time staff within the Planning Department will be a primary focus of Department administration and management within the current fiscal year. The Planning Department presently employs the Planning Manager, one Senior Planner, one Planning Intern, and one Administrative Assistant. Currently, the Department has position vacancies for an additional Assistant Planner and an additional Associate/Senior Planner. While economic projections may result in a reduction in application volume over the next eight months, current workload volume and an ability to satisfy customer service demand as well as public and private expectations relative to expediency in application processing will require continued reliance on supplemental professional consultant and contingent labor personnel assistance until additional full-time salary staff can be recruited.
FINANCIAL IMPACT:
The approved City of Madera 2022/23 Fiscal Year budget contains sufficient surplus or reserve funds to accommodate the request for re-allocation of funding to the Planning Department’s Contract Services account. No additional contracts, extensions or modifications of existing contracts, or additional funding beyond what has been previously approved by the City Council for the same services and purposes is being requested. Given the fact that funds were appropriated and allocated to the same line item in the previous fiscal year budget, and for the same purpose of authorizing expenditures to compensate the same professional consultant contracted and contingent labor services, the current fiscal year budget’s surplus is in part realized from reserve equal to the amount of funds requested to be appropriated and reallocated with this request.
CONSISTENCY WITH THE VISION MADERA 2025 PLAN:
The proposed action is not specifically addressed in the vision or action plans. The requested action is also not in conflict with any of the actions or goals contained in the plan; but rather, will assist the City in implementing the underlying principles of the Vision 2025 Plan as well as meeting the goals, objectives and policies of the General Plan.
ALTERNATIVES:
Should the Council not take action on the proposed budget amendments, the adopted budget will remain unchanged.
ATTACHMENTS:
1. Resolution Appropriating Funds from the General Fund for the Planning Department Contracted Services (1020-4100-6440) Account in the Amount of $237,563.23.
2. Planning Department FY 2022/23 Operating Budget
3. Planning Department FY 2021/22 Operating Budget
ATTACHMENT 1
Resolution Appropriating Funds from the General Fund for the Planning Department Contracted Services (1020-4100-6440) Account in the Amount of $237,563.23.
Resolution No. ______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA
APPROPRIATING FUNDS FROM THE GENERAL FUND FOR THE PLANNING DEPARTMENT CONTRACTED SERVICES (1020-4100-6440 ACCOUNT IN THE AMOUNT OF $237,563.23)
WHEREAS, the City Council previously adopted a Citywide budget for the 2022/2023 fiscal year; and
WHEREAS, the City has determined that it is prudent to appropriate funds from the General Fund to increase expenditure allocations for purposes of personnel support contracted services in the Planning Department operating budget; and WHEREAS, expenditure accounts will need to be increased within the Planning Fund and Contracted Services Account (1020-4100-6440) for said purposes; and WHEREAS, an adequate fund balance is available in said General Fund to allow for said increase of appropriations.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF MADERA HEREBY finds, orders and resolves as follows:
1 . The above recitals are true and correct.
2. The budgets of the Planning Fund are hereby amended to increase expenditure allocations for Contracted Services in the Planning Department 2022/2023 Operating Budget.
3. The City's Finance Department is directed to take all actions necessary to effectuate this budget amendment.
4. This resolution is effective immediately upon adoption. * * * * * * * *
ATTACHMENT 2
Planning Department FY 2022/23 Operating Budget
(10204100)
Actual Actual Budgeted 11Mo Actual Projection Budgeted
2019/20 2020/21 2021/22 2021/22 2021/22 2022/23
33-Charges for Services
4137-New Projects - - - 114,548 - -
4231-Sale of Maps and Publications - - 50 - - -
4249-Zoning/Land Use/Annex Fees (1,236) - 200,000 311,596 311,600 200,000 Total 33-Charges for Services $207,051 $197,485 $200,050 $426,144 $311,600 $200,000 48-Refunds
4657-Miscellaneous Revenue 10 1,345 3,760 25 25 25
4659-Refunds and Reimbursements - - - 4,025 4,025 -
Total 48-Refunds $10 $1,345 $3,760 $4,050 $4,050 $25
Total Revenues $207,061 $198,830 $203,810 $430,194 $315,650 $200,025 50-Salaries & Benefits
5000-Salaries / Full-Time 226,895 272,039 329,406 301,332 301,055 372,541 5005-Salaries / Part-time - - - 4,056 4,056 17,472
5100-Salaries / Overtime 36 - 2,500 9,967 9,970 10,000
5105-Salaries - Leave Payout 19,187 3,604 5,864 3,031 3,030 - 5200-Salaries - Auto & Expense Allo - - - - - -
5300-Public Employees Retirement Sy 19,377 32,868 35,898 34,000 33,972 38,557 5302-Long Term Disability Insurance 7 16 940 1,162 1,161 1,014 5303-Life Insurance Premiums 178 333 358 338 338 331
5304-Workers Compensation Insurance 321 469 29,872 31,696 31,669 36,727 5305-Medicare Tax- Employer's Share 38 56 4,935 4,745 4,742 5,897 5306-Unfunded Accrued Liability 28,846 54,769 37,702 64,961 64,961 69,375 5307-Deferred Comp/Part-Time 2,388 - 2,511 152 152 655
5308-Deferred Compensation/Full-tim 74 59 9,298 8,070 8,070 10,591 5309-Unemployment Insurance 984 1,306 926 1,098 1,097 903 5310-Section 125 Benefit Allow. 45,133 66,885 65,448 71,212 71,212 80,538 Total 50-Salaries & Benefits $390,396 $484,334 $525,658 $535,820 $535,485 $644,601 53-Materials & Services
6402-Telephone & Fax Charges 2,914 5,996 2,958 3,864 3,858 3,858 6405-Copier Lease/Paper Charges 2,137 2,002 2,300 1,659 2,300 1,750 6411-Advertising/Bids and Notices 8,425 14,435 13,000 26,434 27,000 30,000 6414-Professional Dues 727 99 1,500 992 1,000 2,500
6415-Publications/Subscriptions 581 1,223 1,000 8 50 1,500 6416-Office Supplies/Expendable - 76 11,400 3,321 3,500 10,000 6418-Postage / Other Mailing Charge 1,676 1,714 3,000 3,458 3,500 4,000 6419-Food - - - - - 2,500
6440-Contracted Services 1,942 153,844 550,159 491,658 450,000 - 6451-Bank Service Charges 1,105 1,853 1,138 986 1,138 - 6530-Conference/Training/Ed 5,516 3,322 10,000 3,077 10,000 20,000 Total 53-Materials & Services $26,722 $187,888 $596,455 $522,693 $502,346 $76,108 54-Interfund Charges
6900-Interfund Chg Facility Maint. 11,155 11,359 11,155 11,155 11,155 11,155 6902-Interfund Chg Central Supply 228 152 228 152 200 - 6903-Interfund Chg Cost Distrib - 31,570 - - - 31,570
6918-Interfund Chg Comp Maint 26,236 25,772 26,236 26,236 26,236 22,643 6920-Interfund Chg Computer Replace 5,619 5,619 5,619 5,619 5,619 6,052 6924-Interfund Chg Motor Rental 1,047 - 800 800 800 857 Total 54-Interfund Charges $44,285 $74,472 $44,038 $43,962 $44,010 $72,277 60-Capital Outlay
6447-Cap/Master/Other Plan Updates 9 - - - - 300,000
Total 60-Capital Outlay $9 $0 $0 $0 $0 $300,000
63-Transfer Out
8200-Transfer Out - - - - - -
Total 63-Transfer Out $0 $0 $0 $0 $0 $0
Total Expenses $461,412 $746,694 $1,166,151 $1,102,475 $1,081,841 $1,092,986 Total 10204100-Planning Net Surplus/(Deficit) ($254,351) ($547,864) ($962,341) ($672,281) ($766,191) ($892,961) City of Madera | 2022/2023 Operating Budget 148
Planning
ATTACHMENT 3
Planning Department FY 2021/22 Operating Budget
(10204100)
Actual Actual Budgeted 11Mo Actual Projection Budgeted
2018/19 2019/20 2020/21 2020/21 2020/21 2021/22
33-Charges for Services
4231-Sale of Maps and Publications - - 100 - 100 50
4249-Zoning/Land Use/Annex Fees 226,972 208,287 200,000 199,613 200,000 200,000 Total 33-Charges for Services $226,972 $207,051 $200,100 $199,613 $200,100 $200,050 40-Interfund Charges
4344-Interfund Chg ProgMgt/ICR 3,548 - 3,548 - 3,548 -
Total 40-Interfund Charges $3,548 $0 $3,548 $0 $3,548 $0 48-Refunds
4657-Miscellaneous Revenue 10 10 - 1,345 1,345 3,760
Total 48-Refunds $10 $10 $0 $1,345 $1,345 $3,760
Total Revenues $230,530 $207,061 $203,648 $200,958 $204,993 $203,810 50-Salaries & Benefits
5000-Salaries / Full-Time 277,361 226,895 306,355 270,260 355,712 329,406 5100-Salaries / Overtime - 36 1,500 5,693 4,650 2,500
5105-Salaries - Leave Payout 2,594 19,187 - 3,604 3,604 5,864 5200-Salaries - Auto & Expense Allo 1,639 - - - - -
5300-Public Employees Retirement Sy - 253 41,760 32,707 41,760 35,898 5302-Long Term Disability Insurance - 7 717 805 717 940 5303-Life Insurance Premiums - 2 394 330 394 358
5304-Workers Compensation Insurance 28,774 24,880 33,799 28,598 33,799 29,872 5305-Medicare Tax- Employer's Share 4,397 3,792 5,159 4,148 5,159 4,935 5306-Unfunded Accrued Liability - 28,846 33,317 54,769 47,546 37,702 5307-Deferred Comp/Part-Time - 50 - - - 2,511
5308-Deferred Compensation/Full-tim - 74 6,829 7,060 6,829 9,298 5309-Unemployment Insurance - - 1,109 1,319 1,306 926
5310-Section 125 Benefit Allow. 66,476 45,133 48,275 65,092 55,641 65,448 Total 50-Salaries & Benefits $469,173 $390,396 $479,214 $474,385 $557,117 $525,658 53-Materials & Services
6402-Telephone & Fax Charges 2,532 2,914 2,600 5,574 5,108 2,958 6405-Copier Lease/Paper Charges 4,998 2,137 2,300 1,861 2,757 2,300 6411-Advertising/Bids and Notices 7,541 8,425 9,000 13,171 10,453 13,000 6414-Professional Dues - 727 1,500 - 1,500 1,500
6415-Publications/Subscriptions 374 581 600 1,223 1,203 1,000 6416-Office Supplies/Expendable - - 3,000 3,319 3,062 11,400 6418-Postage / Other Mailing Charge 2,159 1,676 4,000 821 4,000 3,000 6440-Contracted Services - 1,942 442,057 410,940 360,940 250,000 6451-Bank Service Charges 316 1,105 800 1,853 836 1,138 6530-Conference/Training/Ed 679 5,516 10,000 1,250 10,000 10,000 Total 53-Materials & Services $21,048 $26,722 $475,857 $440,012 $399,859 $296,296 54-Interfund Charges
6900-Interfund Chg Facility Maint. 11,359 11,155 11,359 11,359 11,359 11,155 6902-Interfund Chg Central Supply - 228 - 152 152 228
6918-Interfund Chg Comp Maint 25,772 26,236 25,772 25,772 25,772 26,236 6920-Interfund Chg Computer Replace 5,619 5,619 5,619 5,619 5,619 5,619 6924-Interfund Chg Motor Rental - 1,047 - - - 800
Total 54-Interfund Charges $42,750 $44,285 $42,750 $42,902 $42,902 $44,038 58-Special Payments
6570-Settlements 801,345 - - - - -
Total 58-Special Payments $801,345 $0 $0 $0 $0 $0
60-Capital Outlay
6447-Cap/Master/Other Plan Updates - 9 - - - -
Total 60-Capital Outlay $0 $9 $0 $0 $0 $0
194 City of Madera | 2021/2022 Operating Budget
Planning
(10204100)
Actual Actual Budgeted 11Mo Actual Projection Budgeted
2018/19 2019/20 2020/21 2020/21 2020/21 2021/22
63-Transfer Out
8200-Transfer Out - - - 31,570 - -
Total 63-Transfer Out $0 $0 $0 $31,570 $0 $0
Total Expenses $1,334,316 $461,412 $997,821 $988,869 $999,878 $865,992 Total 10204100-Planning Net Surplus/(Deficit) ($1,103,786) ($254,351) ($794,173) ($787,911) ($794,885) ($662,182) 2021/2022 Operating Budget | City of Madera 195
Planning