FY 2024-25 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: Wastewater Enterprise Account- Operations – Salaries - Regular REQUEST TITLE: New Project Manager Position for Public Works Wastewater Request Summary
The Public Works Wastewater Section uses consultant construction engineering staff to oversee construction of important City Capital Improvement projects (CIP) including the City’s annual Collection System projects, Rockaway Pump Station R&R project and numerous other CIP and utility projects that required project management/inspection oversight. The City’s currently proposed Capital Improvement Program for FY 2024-29 includes costs to pay for consultant project management services. These funds would be used to support a permanent Project Manager position. Consultant project management/inspection services cost the City in excess of what will be paid for this position and consequently, this new position will be more cost effective for the City than using consultant services.
Factors Driving the Request for Change
This will be a more cost-effective way to manage the construction of the City’s Capital Improvement Program rather than only using consultant construction management services. This change will also allow the City to use higher-level staff for project management delivery as many consultant services offer staff with minimal project management experience. Higher-level construction experience for project managers also minimizes construction change orders on CIP projects lowering project overall costs. This will also offer opportunities for lower-level City Engineering/Wastewater staff to move into this higher-level classification with experience, allowing for succession planning in Engineering/Wastewater.
Alternatives
The alternative is to continue using consultant services for management of the construction on every City CIP project. This would result in paying higher costs for construction management staff with (likely) less project management experience. Additionally, this could lead to greater project change orders making City projects more expensive.
Cost Summary
Staffing is costed based upon the top step, fully burdened annual cost for the position at the monthly salary rate of $12,572. Based on the City’s current practices, most appointments are made at the midrange salary scale, and the actual annual cost is likely to be lower in the first few years of the position being filled.
The proposed cost is based on an existing salary schedule of similar classifications of neighboring cities in San Mateo County. All new positions also include an assumed 25% savings in year one, representing the time required to complete the recruitment process.
Priority Tracking Council Strategic Goal
Department Priority 1 Fiscal Sustainability ☐
City Manager Priority 1 An Engaged Community ☐
Stewardship of City Infrastructure ☒
Healthy & Compassionate Community ☐
Council Accepted Environmental Sustainability ☒
Council Rejected Strong City Workforce ☒
☒ On-going (Annual) ☐ One-time
FY 2024-25 Base Budget Expense Amendment Page 2 of 2
Line Item Description Fund Org Number Object Code Total Amount Operating Expense
Cost of salary for permanent full-time
Project Manager position 34 900000 51200 205,182
Total Operating Costs $205,182
Offsetting Cost Savings or Revenues
25% savings in year one 01 700723 51999 (51,295)
Net Operating Costs $153,887
FY 2024-25 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: Wastewater Enterprise Account
REQUEST TITLE: Adding (1) Maintenance Assistant Part-time Position to Public Works Wastewater Request Summary
The Public Works Wastewater Section uses part-time staff to augment and support maintenance projects for both Collection System and Plant Operation. This type of support to maintenance workload is crucial to the overall operation. This request is on-going annually and staff is requesting one part-time maintenance assistant for both Collection System and Plant Operation respectively.
The cost for one part-time maintenance assistant for the fiscal year is estimated at $30,000.
Factors Driving the Request for Change
This will be a more cost-effective way to manage the maintenance program rather than only using consultant maintenance services. This change will also allow the city to free up the use of higher-level experienced staff for projects requiring higher skill sets. Part-time maintenance assistant can help support labor intensive projects.
Alternatives
The alternative is to use consultant services for supporting maintenance projects, and this would result in paying higher costs.
Cost Summary
Staffing is costed based upon the top step, fully burdened annual cost for the position at the monthly salary rate of $1,933. Based on the City’s current practices, most appointments are made at the midrange salary scale, and the actual annual cost is likely to be lower in the first few years of the position being filled.
The proposed cost is based on an existing salary schedule of similar classifications of neighboring cities in San Mateo County. All new positions also include an assumed 25% savings in year one, representing the time required to complete the recruitment process.
Line Item Dsecription Fund Org Number Object Code Total Amount Operating Expense
Part-time salary cost for a Maintenance
Assistant position 18 940741 51300 30,000
Total Operating Costs $ 30,000
Offsetting Cost Savings
Net Operating Costs $ 30,000
Priority Tracking Council Strategic Goal
Department Priority 2 Fiscal Sustainability ☐
City Manager Priority 2 An Engaged Community ☐
Stewardship of City Infrastructure ☒
Healthy & Compassionate Community ☐
Council Accepted Environmental Sustainability ☒
Council Rejected Strong City Workforce ☒
☒ On-going (Annual) ☐ One-time
FY 2024-25 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: General Ledger Account – Housing Action Fund (Fund 21) REQUEST TITLE: Housing Element Program Implementation
Request Summary
Implementation of programs identified in the Housing Element. The programs to be implemented include a combination of implementation actions already in-progress and additional actions for which implementation will start in FY 2024-2025. Program implementation will achieve compliance with the City’s Housing Element obligations as required by state law with an estimated cost of $423,000. This is the first request of several additional requests anticipated over the duration of the current Housing Element which covers the period 2023-2031. The amount requested will vary annually.
Factors Driving the Request for Change
What is happening that makes this change needed is the Mandatory Housing Element program implementation, including but not limited to:
Ongoing work to achieve certification by the California Department of Housing and Community Development (HCD)
Rezoning Program (required for certification)
Zoning Updates/Modernization – major update to zoning code to improve practices within Pacifica
Other Program Implementation Items – Many other housing related programs that should contribute to maintaining adequate housing.
ADU Resource Center – Required to maintain approved set of plans/other monitoring requirements for ADUs, thus, City is collaborating with jurisdictions within 21 Elements and 21 Elements to have a robust webpage and monitoring of ADU’s Shared Housing Staff for Additional Assistance
The impact to the program if this is approved would be:
Housing Element Certification
Compliance with HCD requirements and RHNA
Improvements to housing production, planning practices and functions within the department The impact would be measured by the Housing Element certification as well as substantial progress implementing Housing Element programs scheduled for action in FY 2024-2025.
Alternatives
There are no reasonable alternatives to state at this time.
Priority Tracking Council Strategic Goal
Department Priority 3 Enhance Organizational & Fiscal Stability ☐ City Manager Priority 3 Improve / steward City infrastructure, streets, and facilities ☐ Prioritize protection and development of affordable housing ☒ Council Accepted Pursue climate change adaptation and mitigation. ☐ Council Rejected Broaden public communications and collaboration ☐ ☐ On-going (Annual) ☒ One-time
FY 2024-25 Base Budget Expense Amendment Page 2 of 2
Cost Summary
Line Item Description Fund Org Number Object Code Total Amount Operating Expense (list detail description below)
Rezoning Program (one-time) 21 660712 52800 $24,000
Zoning Updates/Modernization (one-time) 21 660712 52800 $170,000 Program Implementation (one-time) 21 660712 52800 $120,000 Unanticipated further Housing Element adoption work
after HCD review (one-time) 21 660712 52800 $35,000
Shared Housing Staff Annual Contribution (on-going
until end of FY 2025-2026) 21 660712 52800 $40,000
ADU Resource Center (on-going) 21 660712 52800 $34,000
Total Operating Costs $ 423,000.00
Offsetting Cost Savings or Revenues
Net Operating Costs $ 423,000.00
FY 2024-25 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: General Ledger Account - 72.920760.55110.0000.000 REQUEST TITLE: Vehicle Replacements
Request Summary
The Public Works Motor Pool Section is seeking to replace vehicles/equipment from the City’s Vehicle Replacement Fund 72. All the vehicles and equipment have mileage over 100k and need to be replaced due to high maintenance costs and deterioration. The recommended vehicles include 4 Parks maintenance vehicles, 1 Streets maintenance vehicle, 1 Parks Excavator, 1 WWTP service truck, 1 WWTP administrative vehicle, 1 PB&R Van and 1 Motor Pool service truck. The estimated cost of the vehicles is $750,000.
Factors Driving the Request for Change
Replacement of vehicles and equipment when they have outlived their service life provides for lower maintenance costs and safer and more reliable vehicles to allow performance of City work.
Alternatives
The alternative is to continue using the old vehicles which may break down and not be usable preventing completion of important staff work.
Cost Summary
Line Item Description Fund Org Numbe Object Code Total Amount Operating Expense
Replacement of 10 City vehicles 72 920760 55110 750,000 Total Operating Costs $ 750,000
Offsetting Cost Savings or Revenues
Net Operating Costs $ 750,000
Priority Tracking Council Strategic Goal
Department Priority 4 Fiscal Sustainability ☒
City Manager Priority 4 An Engaged Community ☐
Stewardship of City Infrastructure ☒
Healthy & Compassionate Community ☐
Council Accepted Environmental Sustainability ☐
Council Rejected Strong City Workforce ☒
☐ On-going (Annual) ☒ One-time
FY 2024-25 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: General Ledger Account – 21.660712.51300.0000.000 REQUEST TITLE: Civic Spark Fellow and Partnership for Bay’s Future Interns Request Summary
The Planning department proposes hiring interns through the Civic Spark and Partnership for the Bay’s Future (or comparable) internship programs (one-time requests). This will increase Planning Department staff capacity in light of the numerous, major work plan items assigned to the Planning Department over the next several years, including but not limited to Housing Element program implementation, short-term rental program updates, Climate Action and Adaptation implementation actions (after plan adoption), comprehensive zoning updates, Sharp Park Specific Plan LCP Amendment certification, and major development projects in the pipeline. Intern needs will be evaluated on an annual basis.
Factors Driving the Request for Change
Major City Council Strategic Plan assignments to the Planning Department, along with significant external factors requiring major staff resource commitments including major development project applications, Coastal Commission LCP amendment certification efforts, ordinance updates triggered by the 2040 General Plan adoption, ordinance updates and program development/implementation triggered by Housing Element adoption, and ordinance updates to comply with state law changes.
The Planning Department will be able to more effectively support implementation of the City Council’s Strategic Plan priorities while also complying with the City’s legal obligations to process development projects and amend its ordinances to comply with state law and achieve General Plan consistency.
Alternatives
Relying on existing staff to complete the work.
Cost Summary
Line Item Description Fund Org Number Object Code Total Amount Operating Expense (list detail description below)
Internship hires (Civic Spark fellow, Partnership for
Bay's Future, etc.) 21 660712 51300 50,000
Total Operating Costs $ 50,000
Offsetting Cost Savings or Revenues
Net Operating Costs $ 50,000
Priority Tracking Council Strategic Goal
Department Priority 4 Enhance Organizational & Fiscal Stability ☒ City Manager Priority 5 Improve / steward City infrastructure, streets, and facilities ☐ Prioritize protection and development of affordable housing ☒ Council Accepted Pursue climate change adaptation and mitigation. ☐ Council Rejected Broaden public communications and collaboration ☐ ☐ On-going (Annual) ☒ One-time