FISCAL YEAR 2021-2022
MIDYEAR BUDGET REVIEW
FEBRUARY 16, 2022
6:00 P.M.
1 SUMMARY OF RECOMMENDED CHANGES TO THE
FISCAL YEAR 2021-2022 GENERAL FUND
APPROPRIATIONS BUDGET
TABLE 4
2 3
TABLE 4
- -
8,000 8,000
41,000 41,000
- -
Police 427,100 409,600
Fire 681,000 470,000
96,708 115,708
8,700 8,700
- -
Citywide 125,000 125,000
Totals $1,387,508 $1,178,008
City Attorney
City Council
City Manager
Administrative Services
Human Services
Public Works
Community Development
CITY OF MONTCLAIR
SUMMARY OF RECOMMENDED CHANGES TO THE FY 2021-22 APPROPRIATIONS BUDGET
SUMMARY BY DEPARTMENT
DEPARTMENT TOTAL REQUESTS TOTAL RECOMMENDED
4 Current
Appropriations
Budget
Actual
Expenditures
Midyear
Requested
Increase
(Decrease)
City Manager's
Recommended
Increase
(Decrease)
General City Departments
City Council
No changes
City Council Department Totals - - - -
City Manager
IT Services - Maint - Office Equip and Furniture - Acct 1001-4203-52010-400 11,500 13,181 8,000 8,000 Request - Maintenance - Office Equipment and Furniture: Due to extraordinary expenses related to hardware and software system upgrades to accommodate remote meetings related to the COVID-19 Pandemic, additional funds are necessary. An $8,000 budgetary increase is recommended.
City Manager Department Totals 11,500 13,181 8,000 8,000 Administrative Services
Personnel - Medical Examinations - Acct 1001-4315-52510-400 12,000 13,457 8,000 8,000 Request - Medical Examinations: Due to greater than anticipated recruitments, additional funding is required for medal examinations for new hires. An $8,000 budgetary increase is recommended.
5 Current
Appropriations
Budget
Actual
Expenditures
Midyear
Requested
Increase
(Decrease)
City Manager's
Recommended
Increase
(Decrease)
Administrative Services (Continued)
Personnel - Personnel Testing - Acct 1001-4315-52520-400 2,000 3,938 5,000 5,000 Request - Personnel Testing: Due to greater than anticipated recruitments, additional funding is required for personnel testing. A $5,000 budgetary increase is recommended.
Central Services - Maint - Office Equipment - Acct 1001-4317-52010-400 11,550 31,057 28,000 28,000 Request - Maintenance - Office Equipment: Due to unanticipated and extraordinary demand for repair and maintenance of office equipment throughout the City, additional funding is required for office equipment repair and maintenance. A $28,000 budgetary increase is recommended.
Administrative Services Totals 25,550 48,452 41,000 41,000 Human Services
No changes
Human Services Department Totals - - - -
6 Current
Appropriations
Budget
Actual
Expenditures
Midyear
Requested
Increase
(Decrease)
City Manager's
Recommended
Increase
(Decrease)
Community Development
Code Enforcement - Overtime - Acct 1001-4768-43010-400 7,500 6,750 3,600 3,600 Request - Overtime: There are three vacant positions in the Code Enforcement Unit. The current officers must work extended shifts to maintain a level of service to the public. Training for future new officers will also cause overtime to occur. It is recommended to increase the initial appropriation by $3,600 to ensure the needs of the public are maintained.
Code Enforcement - Uniforms - Acct 1001-4768-51100-400 2,500 36 1,500 1,500 Request - Uniforms: This is account is used for new and replacement uniforms. In order to outfit current and new officers before the end of FY 2021- 22, it is recommended to increase the initial appropriation by $1,500 to ensure funds are available to outfit new officers.
Code Enforcement - Street Outreach Supplies - Acct 1001-4768-52100-400 - - 3,600 3,600 Request - Street Outreach Supplies: The current homeless grant covers only rental assistance and case management. Funding is needed for street outreach for expenses related to placing the homeless in housing or in a support program. It is recommended to increase this account by $3,600.
Community Development Totals 10,000 6,786 8,700 8,700
7 Current
Appropriations
Budget
Actual
Expenditures
Midyear
Requested
Increase
(Decrease)
City Manager's
Recommended
Increase
(Decrease)
City Attorney
No changes - - - -
City Attorney Totals - - - -
Police Department
Support Services - Overtime - Acct 1001-4422-43010-400 3,000 2,783 2,000 2,000 Request - Overtime: With several vacancies in the Department, there have been ongoing recruitments and pre-employment investigations that frequently require additional time and effort to accomplish. It is recommended to increase the initial appropriation by $2,000.
Technical Services - Small Equipment - Acct 1143-4423-52690-400 23,000 21,388 1,500 1,500 Request - Small Equipment: In order to have enough funds to purchase the necessary equipment for the patrol officers, including Puma recorders, chargers, and flashlights, until the end of the fiscal year, it is recommended to increase the initial appropriation by $1,500.
8 Current
Appropriations
Budget
Actual
Expenditures
Midyear
Requested
Increase
(Decrease)
City Manager's
Recommended
Increase
(Decrease)
Police Department (Continued)
Records - Overtime - Acct 1001-4424-43010-400 15,000 10,751 4,000 4,000 Request - Overtime: Due to two, unfunded vacant Police Services Specialist positions and Records staff members who have been out for medical reasons, this account is over 50 percent expended. In order to maintain minimum shift coverage in the Records Division, backfill is required. It is recommended to increase the initial appropriation by $4,000.
Records - Office Supplies - Acct 1001-4424-51060-400 10,000 2,491 2,000 1,000 Request - Office Supplies: Although this account is currently only 25 percent expended, after a thorough inventory of Department forms, it was determined that the available balance would not be adequate to maintain the supply of required forms through the end of the fiscal year, such as parking citations, property receipts/evidence reports, field interview cards, and notice to appear citations. It is recommended to increase the initial appropriation by $2,000.
Investigations - Overtime - Acct 1001-4425-43010-400 60,000 61,089 20,000 20,000 Request - Overtime: Due to the unpredictable nature of criminal activity, it is recommended to increase the initial appropriation by $20,000 to cover the cost of call outs and holdovers that are required to initiate and complete criminal investigations.
9 Current
Appropriations
Budget
Actual
Expenditures
Midyear
Requested
Increase
(Decrease)
City Manager's
Recommended
Increase
(Decrease)
Police Department (Continued)
Investigations - Special Investigations - Acct 1001-4425-52440-400 5,000 706 3,000 3,000 Request - Special Investigations: Although according to the January 19, 2022 Budget Analysis Report this account is only 14 percent expended, once all current expenses have been posted to this account, there will be $3,107 remaining. The Detective Bureau will be conducting confidential informant, incustody investigations pertaining to violent crimes, which will cost more than $3,107. Therefore, to ensure there are enough funds to cover travel and other investigative follow-up techniques for all other special investigations, it is recommended to increase the initial appropriation by $3,000.
Uniform Patrol - Overtime - Acct 1001-4426-43010-400 141,000 355,214 400,000 300,000 Uniform Patrol - Overtime - Acct 1149-4426-43010-400 100,000 - (100,000) Request - Overtime: Due to unfilled vacancies throughout the fiscal year and many officers out due to medical reason, this account is over expended. These vacancies require backfill to ensure minimum shift overage is maintained. It is recommended to increase the initial appropriation by $400,000, which would be offset by $100,000 allocated to Patrol overtime in the Police Department's FY 2021-22 Enhancing Law Enforcement Activities Subaccount (ELEAS) Fund 1149. Recent vacancies that occurred in late December 2021 and early January 2022 may produce regular earnings savings in Uniform Patrol by the end of the fiscal year that may offset overtime expenditures. 10 Current
Appropriations
Budget
Actual
Expenditures
Midyear
Requested
Increase
(Decrease)
City Manager's
Recommended
Increase
(Decrease)
Police Department (Continued)
Uniform Patrol - Uniforms - Acct 1001-4426-51100-400 25,000 14,126 5,000 - Request - Uniforms: In anticipation of reinstating the Motor Program, funds will be needed to purchase the appropriate gear and helmets for two motor officers for training and when deployed in the field. It is recommended to increase the initial appropriation by $5,000 to cover these expenses and to ensure there are enough funds to cover all uniform purchases until the end of the fiscal year.
Uniform Patrol - Personnel Protective Equip - Acct 1001-4426-51140-400 15,590 11,455 6,000 6,000 Request - Personnel Protective Equipment: Officers are required to wear a concealable ballistic body armor vest while on-duty that has to be replaced every five years. In May 2021 (after the budget process), our vest supplier and manufacturer increased the cost per vest from $860 to $1,007 (plus tax). Five vests are currently on order for one new reserve officer and four new officers:
and two officers will need to replace their vests before the end of the fiscal year.
Therefore, to cover the expense of these seven vests, it is recommended to increase the initial appropriation by $6,000. This account currently has $3,568 remaining; however, $1,805 is for tactical ballistic vest covers, leaving a balance of only $1,763 for ballistic vests. Through the Bulletproof Vest Partnership grant, the City will receive reimbursement for each vest at 50 percent of the total cost.
11 Current
Appropriations
Budget
Actual
Expenditures
Midyear
Requested
Increase
(Decrease)
City Manager's
Recommended
Increase
(Decrease)
Police Department (Continued)
Uniform Patrol - Gasoline - Acct 1001-4426-51500-400 120,000 80,578 40,000 33,000 Request - Gasoline: Due to the increased cost of gasoline, it is recommended to increase the initial appropriation by $40,000 to cover gasoline costs until the end of the fiscal year.
Uniform Patrol - Diesel Fuel - Acct 1001-4426-51510-400 12,000 9,144 6,000 6,500 Request - Diesel Fuel: Based on current needs and to ensure enough funds are available to cover diesel fuel costs until the end of the fiscal year, it is recommended to increase the initial appropriation by $6,000.
Uniform Patrol - Maintenance Other Equip - Acct 1001-4426-52050-400 8,000 3,933 1,600 1,600 Request - Maintenance Other Equipment: These funds have been spent to cover the expenses of recertifying, recalibrating, and repairing the Department's radar and lidar guns in anticipation of reinstating the Motor Program. Although this account is only 49 percent expended, there is one invoice for $678 for repairs to a lidar gun that has not posted to this account yet, and the fire extinguishers in the patrol cars need to be serviced, which will cost approximately $500. This will leave a balance of $2,889 in this account, which will not be enough to cover the $4,450 annual general maintenance fee of the firearms range ventilation system. It is recommended to increase the initial appropriation by $1,600.
12 Current
Appropriations
Budget
Actual
Expenditures
Midyear
Requested
Increase
(Decrease)
City Manager's
Recommended
Increase
(Decrease)
Police Department (Continued)
Uniform Patrol - Special Contract Services - Acct 1001-4426-52450-400 175,000 87,175 15,000 10,000 Request - Special Contract Services: Starting in January 2022, Securitas Security Services USA, the company that provides this service, increased the hourly wage for its security guards. Therefore, to ensure enough funds are available to cover this service through the remainder of the fiscal year, it is recommended to increase the initial appropriation by $15,000.
Uniform Patrol - Medical Services - Acct 1001-4426-52460-400 53,000 33,419 13,000 10,000 Request - Medical Services: These funds pay for prisoner blood withdrawals, blood alcohol kits, drug screens, and monthly phlebotomy and SART on-call fees. In order to ensure funds are available for the remainder of the fiscal year, it is recommended to increase the initial appropriation by $13,000.
Uniform Patrol - Vocational Training - Acct 1001-4426-52540-400 29,950 21,748 16,000 11,000 Uniform Patrol - Personnel Training - Acct 1001-4426-52570-400 29,490 9,003 (5,000) Request - Vocational Training: The Department recently paid for one police officer trainee to attend a Basic Police Academy and will have to pay for range ammunition for this trainee as well. Once these expenses post to this account, there will be a remaining balance of $5,283; however it is hoped that the City will send five more police officer trainees to the next academy in March 2022, which will cost approximately $20,500 - this includes the cost of tuition, uniforms, and range ammunition. It is recommended to increase the initial appropriation by $16,000 to ensure funds are available for the next trainees, $5,000 of this increase will be accomplished through a transfer from Uniform Patrol Personnel Training.
13 Current
Appropriations
Budget
Actual
Expenditures
Midyear
Requested
Increase
(Decrease)
City Manager's
Recommended
Increase
(Decrease)
Police Department (Continued)
Communications - Overtime - Acct 1001-4427-43010-400 30,000 43,755 45,000 - Communications - Regular Earnings - Acct 1001-4427-41010-400 569,068 210,295 (45,000) Request - Overtime: This account was reduced by $30,000 during the budget planning process. Due to four vacancies at the beginning of the fiscal year, the Communications Division losing its supervisor to retirement, three dispatchers who resigned, and dispatchers out due to medical reasons, this account is over expended by $13,755. These vacancies require backfill to ensure minimum shift coverage is maintained. It is recommended to increase the initial appropriation by $45,000, which is being accomplished through a transfer from Communications Regular Earnings; thus, there is no ultimate effect on the budget.
Volunteer Services - Vocational Training - Acct 1001-4428-52540-400 3,600 5,165 1,600 - Communications - Regular Earnings - Acct 1001-4427-41010-400 569,068 221,284 (1,600) Request - Vocational Training: This account, which pays for the annual Reserve Officer Training Conference, is overspent. The amount budgeted before the reduction was enough for five reserve officers to attend, but only four attended the conference. It is recommended to increase the initial appropriation by $1,600 to cover the expenses for these four reserve officers who attended this mandatory training, this is being accomplished through a transfer from Communications Regular Earnings; thus, there is no ultimate effect on the budget.
Police Department General Fund Totals 1,873,766 1,184,114 528,600 408,100 Police Department Public Safety Fund Totals 23,000 21,388 1,500 1,500 Police Department ELEAS Grant Fund Totals 100,000 - (100,000) - Police Department Totals (General Fund Impact) 1,750,766 1,162,726 427,100 409,600 14 Current
Appropriations
Budget
Actual
Expenditures
Midyear
Requested
Increase
(Decrease)
City Manager's
Recommended
Increase
(Decrease)
Fire Department
Emergency Services - Overtime - Acct 1001-4533-43010-400 330,000 527,886 650,000 380,000 Emergency Services - Regular Earnings - Acct 1001-4533-41010-400 1,784,272 959,986 (100,000) Request - Overtime: Due to unfilled vacancies, medical leave, and COVID-19 related illnesses, this account is over expended by $198,000. Mandatory backfilling of key positions is required in order to prevent shortfalls in the Fire Department's minimum deployment levels. It is recommended to increase the initial appropriation by $650,000 for the remainder of the fiscal year.
Emergency Services - Uniforms - Acct 1001-4533-51100-400 21,000 10,952 15,000 3,000 Request - Uniforms: Uniforms were purchased for recently hired firefighters, and four more firefighters will need to be hired to fill current vacancies that will also need uniforms. In order to outfit current and new employees for the remainder of the fiscal year, it is recommended to increase the initial appropriation by $15,000.
15 Current
Appropriations
Budget
Actual
Expenditures
Midyear
Requested
Increase
(Decrease)
City Manager's
Recommended
Increase
(Decrease)
Fire Department (Continued)
Emergency Services - Personnel Protective Equip - Acct 1001-4533-51140-400 42,900 58,523 116,000 87,000 Request - Personnel Protective Equipment: The Department currently has four vacancies. The cost to outfit one firefighter in personal protective gear is approximately $15,000. Each firefighter's turnouts are sized specifically for him/her and along with cost increases and supply chain problems, the overall costs have increased substantially. All personnel are required to have two sets of gear for cancer prevention and an NFPA/OSHA requirement. Currently, two sets of turnout gear need to be replaced in addition to purchasing gear for the four vacancies, once filled. It is recommended to increase the initial appropriation by $116,000 to ensure funds are available for the remainder of the fiscal year.
Emergency Services - Materials Misc Maint & Repair - Acct 1001-4533-51410-400 14,500 1,909 4,000 - Emergency Services - Small Equipment - Acct 1001-4533-52690-400 14,700 - (4,000) Request - Materials Misc Maintenance and Repair: Although according to the January 19, 2022 Budget Analysis Report this account is only 13 percent expended, once all recent purchases have been posted to this account, it will be 59 percent expended. Funds are needed to pay for replacement of Class A firefighting foam concentrate due to increased fire incidents in the City. Each engine has the capacity to hold 40 gallons of Class A firefighting foam concentrate, which can be depleted on a single fire incident. Current supply is down to 10 pales, and the Department needs to purchase 20 more pales to maintain a sufficient supply. It is recommended to increase the initial appropriation by $4,000 to cover these expenses, which will be accomplished through a transfer from Emergency Services Small Equipment; thus there is no ultimate effect on the budget.
16 Current
Appropriations
Budget
Actual
Expenditures
Midyear
Requested
Increase
(Decrease)
City Manager's
Recommended
Increase
(Decrease)
Fire Department (Continued)
Emergency Medical Svs - License/Permits/Certs - Acct 1180-4539-51150-400 5,500 4,930 2,000 Emergency Services - Small Equipment - Acct 1001-4533-52690-400 14,700 - (2,000) Request - License/Permits/Certificates: Funds are needed to pay for certifications for new hires and for employees that need to renew their certifications. Due to the loss of personnel that were Department instructors, we have had to get certifications through outside sources, resulting in increased costs. Also, the State of California has increased the fees for paramedic certification and recertification. It is recommended to increase the initial appropriation by $2,000 to cover these expenses, which will be accomplished through a transfer from Emergency Services Small Equipment; thus, there is no ultimate effect on the budget.
Fire Department General Fund Totals 2,222,072 1,559,256 679,000 470,000 Fire Department EMS Fund Totals 5,500 4,930 2,000 -
Fire Department Totals (General Fund Impact) 2,227,572 1,564,186 681,000 470,000 17 Current
Appropriations
Budget
Actual
Expenditures
Midyear
Requested
Increase
(Decrease)
City Manager's
Recommended
Increase
(Decrease)
Public Works Department
Street Maintenance - Overtime - Acct 1001-4646-43010-400 10,500 16,450 16,000 16,000 Request - Overtime: The overtime budgeted for Street Maintenance is $10,500. To date the amount spent on overtime is $16,449. A minimum of $18,000 is required to have a Public Works employee on call four days each week and to open and close the parks three days each week and weekly blow off of the Police Facility, Transit Center and City Hall. This expense is split between the streets program and the parks program. Projects including the quarterly transit center clean up, which requires at least eight personnel and response to traffic incidents and acts of nature, which cannot be forecasted, are also included in this budget. It is recommended to increase the initial appropriation by $16,000 to cover the negative balance in the account and to provide funding for the remainder of the fiscal year.
Park Maintenance - Overtime - Acct 1001-4652-43010-400 10,000 19,194 20,000 18,000 Request - Overtime: To date the amount spent on overtime is $19,194. A minimum of $18,000 is required to have a Public Works employee on call four days each week and to open and close the parks three days each week and weekly blow off of the Police Facility, Transit Center and City Hall. This expense is split between the streets program and the parks program. Projects including the quarterly transit center clean up, which requires at least eight personnel, preparation of the baseball fields, response to acts of nature, which cannot be forecasted, are also included in this budget. It is recommended to increase the initial appropriation by $20,000 to cover the negative balance in the account and to provide funding for the remainder of the fiscal year. 18 Current
Appropriations
Budget
Actual
Expenditures
Midyear
Requested
Increase
(Decrease)
City Manager's
Recommended
Increase
(Decrease)
Public Works Department (Continued)
Tree Maintenance - Special Contract Services - Acct 1001-4653-52450-400 35,000 6,843 26,800 37,800 Request - Special Contract Services: The cost for full and aesthetic pruning of the pine trees at the Civic Center is $6,831 and the approximate cost to clear trees throughout the City in response to the wind event on January 21, 2022 is $20,000 (these invoices have not yet been paid). It is recommended to increase the initial appropriation by $26,800 to prune the trees at the Civic Center and fund the cost of the wind event clean up.
Vehicle Maintenance - Materials - Acct 1001-4656-51320-400 68,000 38,842 5,000 5,000 Request - Materials: Unit 208, a 2002 Ford F150, requires a new engine, miscellaneous accessories, fluid and a painted hood. At this time a new vehicle cannot be ordered and purchased until 2024 and this vehicle is needed in the City fleet. It is recommended to increase the initial appropriation by $5,000 and to restore this vehicle and return it to operation.
Vehicle Maintenance - Compressed Natural Gas - Acct 1001-4656-51540-400 10,000 5,966 4,000 3,000 Vehicle Maintenance - Gasoline - Acct 1001-4656-51500-400 60,000 37,108 (1,000) Request - Compressed Natural Gas: The addition of a second CNG street sweeper in November 2021 has doubled the amount of CNG fuel required. $20,000 was budgeted in FY 21-22 ($10,000 in the General Fund and $10,000 in the AQMD Fund) and $6,000 has been spent to date. Each street sweeper uses approximately $1,500 in CNG fuel each month. It is recommended to increase the initial appropriation by $4,000.
19 Current
Appropriations
Budget
Actual
Expenditures
Midyear
Requested
Increase
(Decrease)
City Manager's
Recommended
Increase
(Decrease)
Public Works Department (Continued)
Vehicle Maintenance - Diesel - Acct 1001-4656-51510-400 15,000 17,293 - 10,000 Request - Diesel: This account is overspent due to increasing diesel rates. It is recommended to increase the initial appropriation by $10,000.
Vehicle Maintenance - Maint/Transportation Work Equip - Acct 1001-4656-52030-400 40,000 33,713 13,000 13,000 Request - Maintenance - Transportation Work Equipment: In September 2021, a fire truck was damaged in an accident. The cost to repair the fire truck was $10,874. In July 2021, five catalytic converters were stolen from City vehicles. The cost to replace and install the five catalytic converters was $2,243. The total cost of these two unexpected events is $13,117. It is recommended to increase the initial appropriation by $13,000 to cover these unexpected expenditures.
Sewer Maintenance - Special Contract Services - Acct 1501-4669-52450-400 11,000 5,695 10,560 10,560 Request - Special Contract Services: On November 30, 2021, a diesel fuel spill occurred at 5012 Brooks Street. HCI Environmental was called out to clean the diesel fuel from the storm drain. The cost for this service was $10,560.43. (This expense was recently paid in February 2022). This expense was not accounted for in the FY 21-22 budget. It is recommended to increase the initial appropriation by $10,560 to cover the costs incurred due to this mishap.
20 Current
Appropriations
Budget
Actual
Expenditures
Midyear
Requested
Increase
(Decrease)
City Manager's
Recommended
Increase
(Decrease)
Public Works Department (Continued)
Building Maintenance - Overtime - Acct 1001-4691-43010-400 3,000 3,348 2,348 2,348 Request - Overtime: To date the amount spent on overtime is $3,347.68. The majority of the overtime funds were spent on removal of graffiti film from all of the Civic Center buildings. This project was approved in the budget for $27,000 and was completed by Custodian Sahagun, saving the City $21,000. It is recommended to increase the initial appropriation by $2,348.
Janitorial Services - Overtime - Acct 1001-4693-43010-400 2,000 4,966 4,000 - Janitorial Services - Part-Time Wages - Acct 1001-4693-42020-400 33,597 1,508 (4,000) Request - Overtime: To date the amount spent on overtime is $4,965.83.
Between the months of July 2021 and December 2021, a custodial staff position was vacant and other Public Works staff worked overtime to assist with custodial duties when either one or both of the custodians were off on vacation or sick leave. It is a practice to have two custodians on duty in the evening for staff safety. The custodian also worked overtime to help setup the Human Services Halloween and Christmas events as Human Services was lacking personnel. In the month of February, one of the custodians is expected to be on FMLA leave for an undetermined amount of time. This could require overtime assistance from other Public Works staff should a custodian go out on sick leave. No vacation time is scheduled for custodians during that time period. It is recommended to increase the initial appropriation by $4,000. 21 Current
Appropriations
Budget
Actual
Expenditures
Midyear
Requested
Increase
(Decrease)
City Manager's
Recommended
Increase
(Decrease)
Public Works Department (Continued)
Janitorial Services - Special Contract Services - Acct 1001-4693-52450-400 77,800 41,832 11,768 - Janitorial Services - Part-Time Wages - Acct 1001-4693-42020-400 33,597 1,508 (11,768) Request - Special Contract Services: The annual contract with Anthesis to perform janitorial services at the Police Facility is $95,472. The amount of $77,800 was approved in the budget and $41,832 has been incurred through December 31, 2021. It is recommended to increase the initial appropriation by $11,768 to fund the remainder of the contract for the this fiscal year.
Public Works General Fund Totals 398,494 228,571 86,148 105,148 Public Works Sewer Operating Fund Totals 11,000 5,695 10,560 10,560 Public Works Totals (General Fund Impact) 409,494 234,266 96,708 115,708 Citywide
Personnel Services - Worker's Comp Claims - Acct 1001-4901-45261-400 100,000 119,022 125,000 125,000 Request - Worker's Comp Claims: Due to unanticipated Worker's Compensation Claims this account is overspent. It is recommended to increase the initial appropriation by $125,000.
Citywide Totals 100,000 119,022 125,000 125,000
STATEMENT OF GENERAL FUND EXPENDITURES
FOR SIX MONTH ENDING DECEMBER 31, 2021
TABLE 3
22 23
Actual expenses paid through 1/28/22
Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual %
CITY COUNCIL
4101 City Council 134,595 85,492 244,716 78,138 - - (24,730) (12,365) 354,581 151,265 43% Subtotal 134,595 85,492 244,716 78,138 - - (24,730) (12,365) 354,581 151,265 43%
CITY MANAGER
4202 City Manager 142,989 122,967 171,311 67,238 - - (23,479) (11,740) 290,821 178,465 61% 4203 Information Tech Services 690,141 375,825 301,466 233,750 74,067 57,760 (98,559) (49,280) 967,115 618,055 64% 4204 Financial Services 565,847 282,756 134,230 68,213 4,200 - (79,966) (39,983) 624,311 310,986 50% 4205 Solid Waste Disposal 40,239 19,224 2,455,234 1,324,995 - - - - 2,495,473 1,344,219 54% Subtotal 1,439,216 800,772 3,062,241 1,694,196 78,267 57,760 (202,004) (101,003) 4,377,720 2,451,725 56%
ADMINISTRATIVE SERVICES
4311 Administration 43,160 23,756 29,495 7,587 - - (27,694) (13,847) 44,961 17,496 39% 4314 City Clerk 232,829 129,842 35,150 7,879 - - (28,301) (14,151) 239,678 123,570 52% 4315 Personnel/Risk 355,363 169,443 131,313 72,980 - - (45,477) (22,739) 441,199 219,684 50% 4317 Central Services 77,692 39,785 380,735 242,612 - - (43,587) (21,794) 414,840 260,603 63% Subtotal 709,044 362,826 576,693 331,058 - - (145,059) (72,531) 1,140,678 621,353 54%
HUMAN SERVICES
4381 Recreation 910,635 280,936 230,266 26,464 - - - - 1,140,901 307,400 27% 4382 Clinic 17,348 7,053 55,536 25,664 - - - - 72,884 32,717 45% 4383 Senior Citizens 77,730 14,761 9,350 1,148 - - - - 87,080 15,909 18% 4384 Nutritional Meals 79,463 47,979 7,000 - - - - - 86,463 47,979 55% 4385 Family and Health Education 60,620 21,384 7,000 790 - - - - 67,620 22,174 33% 4387 After School Program - - - - - - - - - - N/A
Subtotal 1,145,796 372,113 309,152 54,066 - - - - 1,454,948 426,179 29% POLICE
4421 Administration 226,983 135,336 25,590 11,705 - - - - 252,573 147,041 58% 4422 Support Services 726,570 379,070 3,390 1,938 - - - - 729,960 381,008 52% 4423 Technical Services 173,178 93,263 169,600 76,785 - - - - 342,778 170,048 50% 4424 Records 494,577 283,660 12,000 3,103 - - - - 506,577 286,763 57% 4425 Investigations 1,034,845 578,450 44,700 19,536 - - - - 1,079,545 597,986 55% 4426 Uniform Patrol 5,179,975 2,930,678 477,267 269,721 - - - - 5,657,242 3,200,399 57% 4427 Communications 849,162 335,708 1,495 28 - - - - 850,657 335,736 39% 4428 Volunteer Services 52,418 27,757 6,200 5,165 - - - - 58,618 32,922 56% 4429 Emergency Preparedness 72,146 33,058 7,025 2,567 - - - - 79,171 35,625 45% Subtotal 8,809,854 4,796,980 747,267 390,548 - - - - 9,557,121 5,187,528 54%
CITY OF MONTCLAIR
STATEMENT OF GENERAL OPERATING FUND EXPENDITURES
FOR SIX MONTH ENDING DECEMBER 31, 2021
TABLE 3
PERSONNEL SERVICES SERVICES AND SUPPLIES CAPITAL OUTLAY INDIRECT STAFF CHARGES TOTALS SIX MONTHS OF FY 21/22
Note: Actual expenditures includes payroll and amounts due for services prior to December 31, 2021 but for which cash payments occurred in January, 2022. 24 Actual expenses paid through 1/28/22
Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual % FIRE
4531 Administration 407,139 247,827 11,064 4,085 - - - - 418,203 251,912 60% 4533 Emergency Services 2,849,500 1,769,143 227,951 130,969 7,500 - - - 3,084,951 1,900,112 62% 4534 Personnel Development - - 33,510 6,866 32,650 8,130 - - 66,160 14,996 23% 4536 Buildings & Grounds - - 13,250 7,490 - - - - 13,250 7,490 57% Subtotal 3,674,842 2,016,970 285,775 149,410 40,150 8,130 - - 3,582,564 2,174,510 61%
PUBLIC WORKS
4641 Management & Construction 245,665 125,747 87,262 38,743 - - - - 332,927 164,490 49% 4642 Public Works Inspection 86,444 73,410 - - - - - - 86,444 73,410 85% 4644 Traffic Safety Engineering 11,878 3,633 - 15,975 - - - - 11,878 19,608 165% 4645 Graffiti Abatement 52,937 16,006 1,500 283 - - - - 54,437 16,289 30% 4646 Street Maintenance 47,931 63,694 436,315 184,505 - - - - 484,246 248,199 51% 4650 Signing/Painting 20,714 8,952 6,440 1,413 - - - - 27,154 10,365 38% 4651 Street Sweeping 25,747 13,496 1,530 - - - - - 27,277 13,496 49% 4652 Park Maintenance 379,021 173,077 89,150 11,169 - - - - 468,171 184,246 39% 4653 Tree Maintenance 13,072 5,315 36,650 (4,466) - - - - 49,722 849 2% 4656 Vehicle Maintenance 161,707 86,616 257,315 153,900 2,000 - - - 421,022 240,516 57% 4691 Building Maintenance Services 117,075 67,298 534,885 72,627 - - - - 651,960 139,925 21% 4692 Heating & Air Conditioning 87,894 46,167 34,150 10,996 - - - - 122,044 57,163 47% 4693 Janitorial Services 228,529 85,334 129,000 57,124 - - - - 357,529 142,458 40% Subtotal 1,478,614 768,745 1,614,197 542,269 2,000 - - - 3,094,811 1,311,014 42%
COMMUNITY DEVELOPMENT
4760 Planning Commission 8,075 3,864 - - - - - - 8,075 3,864 48% 4761 Administration 78,760 39,641 16,211 2,834 - - - - 94,971 42,475 45% 4762 Current Planning 243,615 82,029 1,800 330 - - - - 245,415 82,359 34% 4763 Advance Planning 126,433 49,063 8,000 7,523 - - - - 134,433 56,586 42% 4764 Field Inspection 117,299 63,439 1,200 67 - - - - 118,499 63,506 54% 4765 Plan Check 65,598 35,176 250 15,358 - - - - 65,848 50,534 77% 4766 Building Operations 150,828 88,926 150 - - - - - 150,978 88,926 59% 4767 Fire Prevention Bureau - - 500 63,542 - - - - 500 63,542 12708% 4768 Code Enforcement 421,040 175,161 6,650 821 - - - - 427,690 175,982 41% Subtotal 1,211,648 537,299 34,761 90,475 - - - - 1,246,409 627,774 50%
CITY ATTORNEY
4801 City Attorney 108,437 55,097 196,500 83,422 - - - - 304,937 138,519 45% Subtotal 108,437 55,097 196,500 83,422 - - - - 304,937 138,519 45%
CITYWIDE EXPENSES
4901 Citywide Expenses 5,741,655 3,502,883 1,418,650 419,840 - - - - 7,160,305 3,922,723 55% Subtotal 5,741,655 3,502,883 1,418,650 419,840 - - - - 7,160,305 3,922,723 55% TOTAL DEPT. EXPENDITURES 24,453,701 13,299,177 8,489,952 3,833,422 120,417 65,890 (371,793) (185,899) 32,274,074 17,012,590 53% Note: Actual expenditures includes payroll and amounts due for services prior to December 31, 2021 but for which cash payments occurred in January, 2022.
CITY OF MONTCLAIR
STATEMENT OF GENERAL OPERATING FUND EXPENDITURES
FOR SIX MONTH ENDING DECEMBER 31, 2021
TABLE 3
PERSONNEL SERVICES SERVICES AND SUPPLIES CAPITAL OUTLAY INDIRECT STAFF CHARGES TOTALS
GENERAL FUND REVENUE DETAIL
FOR SIX MONTH ENDING DECEMBER 31, 2021
TABLE 2
25 26
STATEMENT OF ACTUAL AND ESTIMATED REVENUES
FOR FISCAL YEAR 2021-22
TABLE NO. 2
2021-2022
Actual 2021-2022 2021-2022 Increase
Mid-Year Adopted Revised (Decrease)
GENERAL FUND Thru 1/31/22
Taxes
Property Tax - Secured (December) 1,657,999 2,800,000 3,315,998 515,998 Property Tax - Unsecured (December) 101,950 186,000 200,000 14,000 Property Tax In Lieu of VLF 2,189,525 4,150,303 4,379,050 228,747 Sales & Use (November) 6,648,937 13,620,000 15,957,448 2,337,448 Transactions & Use Tax - Measure F (November) - 422,913 471,534 48,621 Transactions & Use Tax - Measure L (November) 1,713,625 4,900,000 7,752,700 2,852,700 Property Tax Pass Thru from Successor Agency 222,004 285,000 400,000 115,000 Transient Occupancy (2nd Qtr) 44,434 60,000 75,000 15,000 Document Transfer (December) 88,879 120,000 140,000 20,000 Franchise (1st Qtr) 108,732 750,000 750,000 -
Business License 507,909 700,000 800,000 100,000
Utility Users (December) 1,018,253 1,800,000 1,800,000 - Total Taxes 14,302,247 29,794,216 36,041,730 6,247,514
Licenses and Permits
Alarm Permits 575 1,100 1,100 -
Bicycle & Other Permits - - - -
Building Permits 215,221 300,000 400,000 100,000
Moving Permits 4,850 10,000 10,000 -
Yard Sale Permits - 3,000 - (3,000)
Construction Permits 42,078 95,000 95,000 -
Encroachment Permits 210 200 250 50
Gun Dealer Permits - 25 25 -
Total Licenses and Permits 262,934 409,325 506,375 97,050 Intergovernmental Revenues
Motor Vehicle In-Lieu Tax 45,746 30,000 45,746 15,746
Property Tax Loss Relief 11,646 25,000 25,000 -
Police Officer Training Reimbursement 11,112 30,000 20,000 (10,000) SB 90 Claim Reimbursement 35,764 30,000 40,000 10,000
OES Reimbursements - 50,000 50,000 -
Greyhound Transcenter Lease - 21,600 9,000 (12,600)
Total Intergovernmental Revenues 104,268 186,600 189,746 3,146
GENERAL OPERATING FUND REVENUE DETAIL
Property and Sales taxes are mostly received in the second one-half of the fiscal year. Sales tax is received from the State through October with small advances through the end of December. Major collections on both occur from January through June. Revenue estimates have been computed above annualizing collections for the year based upon receipts to date and utilizing projections ofour sales tax consulting firm. 27 STATEMENT OF ACTUAL AND ESTIMATED REVENUES
FOR FISCAL YEAR 2021-22
TABLE NO. 2
2021-2022
Actual 2021-2022 2021-2022 Increase
Mid-Year Adopted Revised (Decrease)
GENERAL FUND Thru 1/31/22
Fines and Forfeitures
Court Fines (November) 14,113 40,000 40,000 -
Parking Citations (December) 108,281 100,000 150,000 50,000 False Alarms 10,550 16,000 16,000 -
Restitution 1,044 2,000 2,000 -
Evidence Forfeitures - 500 500 -
Auto Repossession Fees 990 1,700 1,700 -
Vehicle Release Fees 25,950 75,000 60,000 (15,000)
Admin Citations - CD,PD,PW 70 5,200 2,000 (3,200)
Vehicle Impound Fees 25,713 50,000 60,000 10,000
Total Fines and Forfeits 186,711 290,400 332,200 41,800 Charges for Services
Sale of Printed Materials 302 1,000 1,000 -
Notary Fees - - - -
Special Police Services 4,183 75,000 10,000 (65,000)
Fingerprints (978) - - -
Fire Department Service Fees 13,239 20,000 20,000 -
Rubbish Collection Fees 1,506,072 2,628,000 2,750,000 122,000 Burrtec Contract Maintenance Fee 125,000 250,000 250,000 - General Sanitation Fees (2nd Qtr) 151,056 400,000 400,000 - Zoning/Subdivision Fees 69,945 75,000 90,000 15,000
Plan Checking Fees 178,362 225,000 250,000 25,000
Recreation Fees 5 2,500 - (2,500)
Service Center Fees 225 - 225 225
Program Costs - Reimbursed 340 20,000 1,000 (19,000)
Country Fair Jamboree - 13,000 - (13,000)
Human Services Classes - 3,000 - (3,000)
Total Charges for Services 2,047,751 3,712,500 3,772,225 59,725 Miscellaneous Revenue
Interest Income 50,523 295,000 295,000 -
Library Rentals 50,085 64,000 66,000 2,000
Police Auction - 5,000 5,000 -
Reimbursed Expenditures 23,906 20,000 30,000 10,000
Special Event Reimbursement - 500 - (500)
GENERAL OPERATING FUND REVENUE DETAIL
28 STATEMENT OF ACTUAL AND ESTIMATED REVENUES
FOR FISCAL YEAR 2021-22
TABLE NO. 2
2021-2022
Actual 2021-2022 2021-2022 Increase
Mid-Year Adopted Revised (Decrease)
Thru 1/31/22
GENERAL FUND
Miscellaneous Revenue (Continued)
Emergency Response Reimbursement 13,391 20,000 20,000 - Donations & Contributions (in Fund 1181) - 500 500 -
Subpoena/Witness Reimbursement - 400 400 -
City Cell Tower Rental 72,092 130,000 130,000 -
Other Miscellaneous Revenue 114,569 60,000 125,000 65,000 Police Range Revenue 4,650 7,500 9,000 1,500
Mini School/Youth Center/Basketball Snacks 489 4,300 500 (3,800) Total Miscellaneous Revenue 329,705 607,200 681,400 74,200 TOTAL REVENUE 17,233,616 35,000,241 41,523,676 6,523,435
GENERAL OPERATING FUND REVENUE DETAIL
GENERAL FUND ANALYSIS
FISCAL YEAR 2021-2022 MIDYEAR REVIEW
TABLE 1
29 30
FY 21/22 FY 21/22 FY 21/22
Adopted 6 Months Proposed Increase
Budget Actual Revised (Decrease)
$ 29,794,216 $ 14,302,247 $ 36,041,730 $ 6,247,514
409,325 262,934 506,375 97,050
290,400 186,711 332,200 41,800
186,600 104,268 189,746 3,146
3,712,500 2,047,751 3,772,225 59,725
607,200 329,705 681,400 74,200
Revenue $ 35,000,241 $ 17,233,616 $ 41,523,676 $ 6,523,435 Transfers in 100,000 100,000 -
TOTAL REVENUE $ 35,100,241 $ 17,233,616 $ 41,623,676 $ 6,523,435 $ 354,581 $ 151,265 $ 354,581 $ -
1,738,272 1,107,506 1,746,272 8,000
2,495,473 1,344,219 2,495,473 -
1,140,678 621,353 1,181,678 41,000
1,409,792 426,179 1,409,792 -
9,557,121 5,187,528 9,966,721 409,600
3,582,564 2,174,510 4,052,564 470,000
3,080,611 1,311,014 3,196,319 115,708
1,246,409 627,774 1,255,109 8,700
298,437 138,519 298,437 -
Citywide 7,160,305 3,922,723 7,285,305 125,000
Expenditures $ 32,064,243 $ 17,012,590 $ 33,242,251 $ 1,178,008 Transfers out - - - -
TOTAL EXPENDITURES $ 32,064,243 $ 17,012,590 $ 33,242,251 $ 1,178,008 $ 5,345,427
$ 3,035,998 $ 8,381,425
City Attorney
SOURCES LESS USES
City Manager
Solid Waste Disposal
Administrative Services
Human Services
Police
Fire
Public Works
MIDYEAR EXCESS (DEFICIT)
Fines & Forfeitures
Intergovernmental
Charges for Services
Miscellaneous
Community Development
EXPENDITURES
City Council
GENERAL OPERATING FUND ANALYSIS
TABLE 1
REVENUES
Taxes
Licenses & Permits
Fiscal Impact & Recommendation
31 FISCAL IMPACT:
• Revising the City's Appropriations Budget increases the spending authority by $1,178,008 in the General Operating Fund.
• Revising the City's Estimated Revenue Budget has a total positive impact to the General Operating Fund of $6,523,435.
• Approval of both the Appropriations and Estimated Revenues Budgets would have a positive budgetary impact to the General Operating Fund of $5,345,427.
RECOMMENDATION:
• Staff recommends the City Council consider the City's Midyear Budget Review documents and approve proposed changes to the Fiscal Year 2021-2022 Budget.
FISCAL YEAR 2020-21 YEAR END AUDIT
FISCAL YEAR 2021-2022 MIDYEAR REVIEW
32 Fiscal Year 2020-21 End of Year Audit
33 General Fund Unassigned Reserve:
• FY 2020-21 Estimated ending balance: $5,750,543
• FY 2021-22 Estimated ending balance: $ 8,000,000
• 2020-21 End of Year Audit Actual: $9,488,764 General Fund Unassigned Reserve Balance
• City Sales Tax Performance Earnings, all areas, show an increase as businesses began to return to normal operations following relaxation of restrictions related to the COVID-19 pandemic. Measure L revenue received beginning in April 2021 also aided in this increase.
Fiscal Year 2020-21 End of Year Audit
34 General Fund Unassigned Reserve and General Fund Reserves – Special Purpose Funds:
RECOMMENDATION:
• Staff recommends the City Council consider allocating the $5,345,427 General Operating Fund Revenue Midyear projected balance (after approval of appropriations and estimated revenues adjustments) to the General Fund Unassigned Reserve and to the General Fund Reserves – Special Purpose Funds as shown on the following table. This would bring the balance of the General Fund Unassigned Reserve to $9,700,000.
As a result of the proposed adjustments to revenues and appropriations, General Fund operating and assigned balances are estimated to be as follows:
35 Audit Current Estimated
FY 2020-2021 Increases Budgeted
Balances (Uses) Subtotal Transfers Balances
General Fund:
Unavailable - Prepaid Expenditures at Year-End 9,191 - 9,191 - $ 9,191 Unassigned - General Operating Fund 9,488,764 5,345,427 14,834,191 (5,134,191) $ 9,700,000 Assigned to:
Reserve - Equipment Replacement 1,362,067 (44,045) 1,318,022 1,181,978 2,500,000 Reserve - Self-Insurance 850,000 - 850,000 - 850,000
Reserve - Technology/Broadband Enhancements 320,751 (38,666) 282,085 771,957 1,054,042 Reserve - CalPERS and Employee Post Benefits 2,700,000 - 2,700,000 300,000 3,000,000 Reserve - Retiree Medical Liabilities/OPEB 900,000 - 900,000 600,000 1,500,000 Reserve - Unanticipated Personnel Adjustment 700,000 - 700,000 300,000 1,000,000 Reserve - Building Maintenance 600,000 - 600,000 400,000 1,000,000 Reserve - UAL/POB Amortization Fund 558,661 - 558,661 1,441,339 2,000,000 Reserve - Budgetary Contingency 125,283 (14,200) 111,083 138,917 250,000 Total Assigned 8,116,762 (96,911) 8,019,851 5,134,191 $ 13,154,042 Total 17,614,717 5,248,516 22,863,233 - $ 22,863,233
CITY OF MONTCLAIR
GENERAL OPERATING FUND BALANCE AND RESERVES
Uses for Equipment Replacement consist of a mobile lift at the City Yard and a portion of a new street sweeper. Uses for Technology Enhancements consist of the cost for the agreement with NEOGOV. Uses for Budgetary Contingency consist of the Agreeement with HDR Environmental. All uses of these monies were approved in previously submitted budgets and/or separate City Council actions and some are still in process.
END OF FISCAL YEAR 2021-2022
MIDYEAR BUDGET REVIEW
QUESTIONS & ANSWERS
36