CITY OF PACIFICA FY 2024-2025 BUDGET
MID-YEAR REVENUE ADJUSTMENT
PROGRAM: General Ledger Account – Organization/Program and Object Code REQUEST TITLE: Increase the PBR Child Care Contract Revenue Request Summary
With the completion of the FY2023-24 childcare audit, it was determined that additional funding would be paid to the City of Pacifica. The total amount that has been received in the current fiscal year, includes reimbursement funds that were acquired through a State contract agreement in the FY2023-24 and in the FY2024-25, therefore this is a one-time request to increase and revise the FY2024-25 budgeted line item for Child Care Contract revenue.
Factors Driving the Request for Change
This is additional funding that has been received in the current fiscal year, from a previous audit year (2023/24). The funding is part of a reimbursement grant from the State of California for services rendered and expenses incurred by the City of Pacifica.
Impact of Change
This contributes to The Council's Strategic Goal One - Enhance Organizational & Fiscal Stability, to strengthen the stability and efficiency of the city's operations and finances as it is a recovery of funds from the previous fiscal year. This will increase the General Fund revenue for FY2024-25.
Alternatives
Returning the funds to the State of California.
Cost Summary
The original budget included contracted dollars with the State of California for FY2024-25, but because the audit for FY2023-24 was not completed at the time of adoption, the budget did not account for payments that are now anticipated to be received from the State in this current fiscal year. This is a one-time funding adjustment, as the City is typically paid within the fiscal year in which the programs operate.
Line Item Description Fund Dept/Division Object Code Project Total Amount Revenue (list detail on lines below)
Child Care General State Contract - FY2023-24 101 540 43540 432,077 funds to be received in the current FY
Total Revenue Adjustment 432,077
Overhead Allocation Impact (cost to or recovery from other funds) Net Revenue Adjustment 432,077
CITY OF PACIFICA FY 2024-25 BUDGET
MID-YEAR EXPENSE AMENDMENT
PROGRAM: Public Works – Risk Management
REQUEST TITLE: Forestry Management Survey of Pacifica Urban Forest Is this a Capital Project? Yes ☐ / No☒ If Yes, is this New ☐ or Previously Approved CIP☐? Is this One-Time ☒ or Ongoing ☐?
Request Summary
Public Works would like to engage in a forestry management survey to determine the health of the City’s tree inventory and identify dead or dying trees that are in need of removal or significant structural pruning.
The survey is a one-time expense, estimated to cost $50,000 and will be conducted and completed by the end of the fiscal year. The data findings from the survey will be integrated into the City’s GIS system for on-going maintenance. The Risk Fund will be covering this expenditure, and the survey will help reduce the City’s liability as it will identify the health of the tree inventory.
Factors Driving the Request for Change
Within the City’s new GIS mapping platform there is a PWD management maintenance system to manage the tree inventory that includes identification and the condition of City-owned trees. There have been several trees already identified in poor health and are in need of significant maintenance or removal. The survey would provide a comprehensive and updated list of City-owned trees for current and future data tracking and help budget for this maintenance with the FY25-26 budget process.
The heavy rains and significant windstorms from the past few months generated reports of several trees with structural issues and in poor health. To prevent potential property losses or infrastructure damage, identifying dead or dying trees or trees with structural deficiencies is needed as soon as possible.
Impact of Change
Reduce liability on the City if we're able to identify and remove dead or dying trees or trees that are found to have structural defects. Reduce staff time to identify city owned trees by having the arborist look at hundreds of trees versus one at a time. Improve management of the urban forest. Improved community safety and health. This connects to the City Council’s Strategic Goals and FY2024-25 Priorities Goal #4 – Pursue climate change adaption and mitigation, 4.2 Continue the urban forestry plan, tree canopy goals, inventory, and projects. The city of Pacifica has an ongoing tree management plan which is based on available funding each year.
Alternatives
Postponing the project will increase exposure and liability. Reducing scope of assessment will increase cost because of lack of economies of scale. Not completing the tree survey before the end of the fiscal year will mean insufficient data to budget for tree maintenance in the coming budget cycle.
Cost Summary
The survey is a one-time expense, estimated to cost $50,000 and will be conducted and completed by the end of the fiscal year. The Risk Fund will be covering this expenditure, and the survey will help reduce the City’s liability as it will identify the health of the tree inventory.
FY 2024-25 Mid-Year Expense Amendment Request Page 2 of 2 Line Item Description Fund GL Code Total Amount
Operating Expense (list detail on lines below) 50,000
One-time Forestry Management Survey expense 667 667190-51206 50,000 Capital Outlay (list detail on lines below) 0
Total Operating Costs 50,000
Offsetting Costs Savings or Revenues (Enter as a negative number. If there are none, leave this row blank in the table.) Net Operating Costs 50,000
CITY OF PACIFICA FY 2024-25 BUDGET
MID-YEAR EXPENSE AMENDMENT
PROGRAM: Police Department Facilities
REQUEST TITLE: Police Department Intercom, Security Camera and Access Updates Is this a Capital Project? Yes ☐ / No☒ If Yes, is this New ☐ or Previously Approved CIP☐? Is this One-Time ☒ or Ongoing ☐?
Request Summary
On November 20, 2024, the Board of State and Community Corrections (BSCC) conducted their 2023- 2024 comprehensive inspection of the Pacifica Police Department’s temporary holding facility. This inspection was conducted pursuant to Penal Code Section 6031 to determine compliance with the Minimum Standards for Local Detention Facilities as outlined in Titles 15 and 24, California Code of Regulations. The inspection results determined that the police department was not in compliance with Title 24, Section 1231.2.22 regarding the inoperable audio monitoring systems inside the holding cells.
On January 10, 2025, the Pacifica Police Department submitted a Corrective Action Plan (CAP) to the BSCC addressing the non-compliance issue identified in the inspection. BSCC acknowledged receipt of the CAP and will be conducting a follow-up inspection to verify compliance in 60 days.
Additionally, we determined the police department’s entire security camera system and access control system to the building was outdated and inoperable. The 20 year old system can no longer be serviced.
Furthermore, the current camera configuration does not have 360 degree surveillance capability of the exterior of the building.
The request is aligned with Council’s Goal and Strategy 2.4 Develop a Facilities and Equipment Plan, with the city wide plan to update security camera systems to most City buildings starting with the Civic Center.
The scope of work will include the installation of security cameras, access control systems, and holding cell intercoms at the police department building. Not only will this be necessary to pass the BSCC follow up inspection, but will be critically important to enhance security, improve monitoring capabilities. This will achieve better safety, real-time surveillance, and more reliable incident documentation.
Factors Driving the Request for Change
• Enhanced Safety: Improves protection for the public and staff, minimizing the risk of unauthorized access or potential threats.
• Upgraded Technology: Newer systems offer higher-quality video, better resolution, and advanced analytics (e.g., motion detection).
• Real-time Monitoring: Allows for instant surveillance and response, which is critical for emergencies or suspicious activities.
• Improved Incident Documentation: High-definition cameras and access logs provide clear, reliable evidence for investigations and legal proceedings. • Compliance with Regulations: Ensures the facility meets current legal requirements and best practices for security standards.
• Remote Access: Modern systems enable remote monitoring, enhancing the ability to oversee security from anywhere.
• Integration with Other Systems: Updated systems can integrate with alarms, emergency protocols, or building automation for more comprehensive security management. • Reduced Human Error: Automated systems reduce the chances of missed security breaches or surveillance gaps.
FY 2024-25 Mid-Year Expense Amendment Request Page 2 of 2 • Deterrence of Criminal Activity: Visible, high-tech cameras and access control points deter unauthorized individuals from attempting to breach the facility. • Increased Operational Efficiency: Streamlined processes, such as electronic access control, can reduce manual security tasks and improve overall facility management. • Future-proofing: Investing in the latest technologies ensures long-term sustainability and reduces the need for frequent upgrades.
Impact of Change
• Improved Security: Increased surveillance and controlled access lead to a safer environment for personnel, detainees, and visitors.
• Faster Response Times: Real-time monitoring allows for quicker identification of security threats and more immediate action.
• Better Incident Resolution: High-quality footage and accurate access logs aid in resolving disputes, identifying suspects, and providing evidence in investigations. • Operational Efficiency: Automation of security protocols can streamline facility operations and reduce human error, freeing up resources for other tasks. • Cost Savings Over Time: Reducing manual security checks and improving incident prevention can lead to long-term savings in damage control and personnel costs. • Public Trust: Enhanced security measures help build public confidence in the facility’s ability to protect staff and sensitive information.
• Legal and Regulatory Compliance: Updated systems ensure the facility adheres to evolving security regulations and reduces liability risks.
• Deterrence of Crime: Visible and sophisticated security systems may deter criminals from attempting to infiltrate or target the facility.
• Scalability for Future Needs: Modern systems are often adaptable, allowing for easier upgrades and integration as future security requirements evolve.
Alternatives
No alternatives at this time as a portion of this project is required by the State to become compliant with our audio/video capabilities inside our holding cells.
Cost Summary
To updgrade the Police Department Facilities security cameras, access control, and become compliant with the holding cell audio/video mandate this project would have a one-time cost of $ 131,000 with $30,000 to be covered by the Citizens' Option for Public Safety (COPS) Grant, and the remaining $101,000 by the General Fund. There will be approximately $13,000 in on-going cost to the General Fund for yearly cloud storage, mobile credential and card management, and 10 year camera warranty with an active license.
Line Item Description Fund GL Code Total Amount
Operating Expense (list detail on lines below) 0
Capital Outlay (list detail on lines below) 131,000
Purchase of Security Cameras, Access Control and Holding Cell Intercoms 101 101211-57001 101,000 207 207211-57001 30,000
Total Operating Costs 131,000
Offsetting Costs Savings or Revenues (Enter as a negative number. If there are none, leave this row blank in the table.) Net Operating Costs 131,000
CITY OF PACIFICA FY 2024-2025 BUDGET
MID-YEAR BUDGET TRANSFER REQUEST
PROGRAM: Public Works – Wastewater Division
REQUEST TITLE: WWTP Sewer Rate Study Project
Is this a Capital Project? Yes ☒ / No☐ If Yes, is this New ☒ or Previously Approved CIP☐? Is this One-Time ☒ or Ongoing ☐?
Request Summary
Every five years, the City completes a sewer rate study to determine the rate increases that are necessary to meet the Wastewater Division’s (Wastewater) operating costs, projected Capital Improvement Program (CIP). The new Sewer Rate Study must be performed to determine the new sewer service charges for the next five years from Fiscal Years 2027-2032. Public Works Wastewater Division uses consultant services to perform this rate study.
Factors Driving the Request for Change
The WWTP Sewer Rate Study Project was not originally included in the FY2024-2025 CIP budget. Staff initiated a RFP for the sewer rate study consultant search, and anticipating to begin this project in the FY2024-2025 time frame.
Impact of Change
Council has flagged the decreasing or stagnant revenue trends for these charges for services, and accelerating the RFP will assist with strategic planning and fiscal responsibility. This request will bring positive impact to the Council’s Strategic Goals and FY2024-25 Priorities with Goal #1 - Improve and Steward City Infrastructure, Streets and Facilities. This request has no impact to the General Fund, and the proposed transfer will result in a net zero change in Sewer Enterprise Fund. CCWRP Blower Replacement Project P0024 is a reoccurring CIP there is no timeline disruption in rebudgeting the funds.
CCWRP Electrical Condition Assessment P0037 was already initiated, with no expenditures in the current year, the assessment report is still in a draft form and staff will be evaluating. Using the FY2024-2025 allocation will not cause any timeline disruption.
Alternatives
The alternative is to wait for FY2025-2026 CIP budget and add the necessary funds during that time; however, this will delay the WWTP Sewer Rate Study Project. Public Work’s goal is to ensure the sewer rate for Fiscal Years 2027-2032 is ready for City Council review in FY2026-2027 and provide sufficient time for the Prop 218 process.
Cost Summary
This request has no impact to the General Fund, and there is no impact to the Sewer Enterprise Fund. The proposed transfer from the existing projects to the Sewer Rate Study Project will not impact the timeline of the CCWRP projects.
Line Item Description From Fund/Org From Accnt/Obj Amount To Fund/Org To Accnt/Obj Amount CCWRP Blower
Replacement 518452 51206-P0024 (50,000)
CCWRP Elec Condition
Assessment 518452 51206-P0037 (50,000)
Sewer Rate Study (new
project) 518452 51206-P0026 100,000
Total Transfers $ (100,000) $ 100,000
CITY OF PACIFICA FY 2024-2025 BUDGET
MID-YEAR BUDGET TRANSFER REQUEST
PROGRAM: Motor Pool – Vehicle Replacement
REQUEST TITLE: Transfer to Motor Pool for WW and GF Vehicle Replacements Request Summary
Following budget adoption, the City’s Motor Pool division purchased and replaced two City vehicles for the Public Works Wastewater division. A transfer request of $399,000 from the Wastewater Enterprise Fund to the Motor Pool Fund is included in order to cover the purchases of those vehicles. Also included in this form is a transfer request from the General Fund to the Motor Pool Fund, in the amount of $352,000, in order to cover previously encumbered purchase orders that were created in the old accounting system and moved subsequently to the new system without the coinciding budget encumbrances.
Factors Driving the Request for Change
The vehicle expenditures were approved at budget adoption and like all City vehicles, purchased through the Motor Pool fund. A transfer is needed from the Wastewater Enterprise Fund in order to cover vehicles specifically used by Wastewater. Additionally, the implementation of the new ERP system created a lag in reflecting the encumbrances from the previous fiscal year, for which the invoices were received and paid upon vehicle delivery in the current fiscal year.
Impact of Change
This would correct the expenditure budget for Motor Pool Fund 672, and allow for year-end processing to more accurately reflect the balance of the fund.
Alternatives
There are no reasonable alternatives to this request at this time as the previously Council approved purchases have already been made.
Cost Summary
Cost Transfer Out from Wastewater of $399,000, Transfer Out from General Fund of $352,000, and appropriate the use of these funds in the Motor Pool Fund 672.
Line Item Description From Fund/Org From Accnt/Obj Amount To Fund/Org To Accnt/Obj Amount Transfer Out from Fund
518 for purchased
WasteWater Vehicles 518999 59672 (399,000)
Transfer Out from Fund
101 for Vehicles 101999 59672 (352,000)
Transfer to Fund 672
from GF 672999 49101 352,000
Transfer to Fund 672
from WW 672999 49518 399,000
Total Transfers $ (751,000) $ 751,000
FY 2024-25 Mid-Year Budget Transfer Request Page 2 of 2 Line Item Description Fund GL Code Total Amount
Operating Expense (list detail on lines below) 0
Capital Outlay (list detail on lines below) 751,000
Appropriation of use of the Transfers In from GF and WW 672 672470-57001 751,000 Total Operating Costs 751,000
Offsetting Costs Savings or Revenues (Enter as a negative number. If there are none, leave this row blank in the table.) Net Operating Costs 751,000