BUDGET WORKSHOP
6 PM, THURSDAY MAY 25, 2023
INTRODUCTION OF THE DRAFT FY 23/24 BUDGET
Budget facts
• The Heart of the City’s Administration
• The Home for Accountability- where promise becomes policy • City Manager/City Council form of Govt- City Manager implements policy • The purpose of the Strategic Plan is to define the community’s most important policies • The policy is paid for in the budget
• Introducing new policies and testing them out before adopting the Budget • Introduce ideas and concepts in May, hold workshops, adopt in June • Two Different Budgets Operational Budget and Capital Improvement Plan (CIP Budget) • Operational budget funded by dependable revenue streams; • CIP is better for grants, and funding for specific puupsoes (roads, parks etc) INTRODUCTION OF THE DRAFT FY 23/24 BUDGET
Budget Format
• Built in MIP software– with the new Chart of Accounts • Presented in ClearGov- for the public to see
• The Operational Budget is the bulk of the ClearGov materials • More than spread sheets
• Transmittal Letter
• Personnel Changes proposed and justified
• Priorities and Issues Outline
• Charts and History of each Fund and City Department to present trends and assumptions • Assumptions are everfied after the FY ends June 30, in the City’s audit (ultimate Accountability) INTRODUCTION OF THE DRAFT FY 23/24 BUDGET
• Introductory Highlights (May 16, 2023)
• Allowing a Month for Community outreach and consideration; May 25 workshop • Operational Budget
• Built on assumptions from prior budgets
• Balanced Budget with stable revenues and expenditures • New Recreation Component
• Recommending a Re-organization for Public Safety
• CIP Budget
• Carry-Over projects not built or completed in FY 22/23 • Sewer Force Main to Hollister
• Electrifying the Fleet before 2027- new project
• Abbe Park Ball Field Lights- new project
• Microvi Plugged In
Budget Workshop
Existing City Initiatives
Third Street Transformation (CIP 22.01 $552,140 - $300,000 grant pending) Multi-Modal Transportation HUB Grant
Component of a larger Economic Development Strategy
Urban Growth Boundary/Sphere of Influence (CIP 21.11 $107,455 balance) Back on track
Heading soon towards LAFCO, General Plan Amendment
Funding reserved for Municipal Services Report and CEQA Public Safety (CIP 22.02 $200,000)
Receiving informal bids on a Security Camera System
Funding sufficient to begin this work
Proposed Re-Org. of Public Safety – to manage this and other systems Budget Workshop
Additional Initiatives to consider in Fiscal Year 2022/23 Citygate Recommendations
Reorganization of City Administration
Reorganization of Public Safety
Recreation (started this fiscal year)
Historic Preservation
(recommendations from a policy assessment)
Economic Development
(a priority from community surveys and EDCAC)
Budget Workshop
Funding new initiatives
General Fund
Operating funds of $96,000 remain unallocated in the proposed GF Budget
Remain within this conservative limit
Trending growth of the Community Development fund
subsidy required by the General Fund
Citygate confirms that the GF Reserve of $3.11 million is more than sufficient
Reserve Policy = 2.5 months ($446,355)
Use of some reserves for one-time projects or costs
Use of Grant funds where possible
Budget Workshop
3 Initiatives to consider in the General Fund Operating Budget Net Impact to the General Fund is $43,000
Budget Workshop
Reorganization of Public Safety
1) Saves $35,000 in General Fund
2) Eliminates the use of Private Security
3) Creates two new positions and re-establishes traditional Code Enforcement
➢Safety Coordinator to manage all safety efforts Full time @ $50/hr ➢ Multi-Service Officer replaces private security at Part-Time @ $35/hr ➢Code Enforcement-Returns to 20hrs /per week @ $35/hr
4) Provides for expansion of services, and flexibilities not currently available
➢Brings Data Access in-house
➢MSO enf. Includes truck enforcement, vehicle tow, special events Encouraged to engage rather than directed to not engage
PUBLIC SAFETY ORGANIZATION NOW
5 direct reports to city manager
Reliance on private security for patrol
At a cost of $120,000 per year
PUBLIC SAFETY ORGANIZATION PROPOSED
Single Point of Contact for the City
Manager
Single Point of Contact from within the
organization
MSO handles “Quality of Life”
Enforcement Issues as a City Employee
Recommended by Citygate
Supported by Sheriff and Fire Dept.
Budget Workshop
Re-Organize General City Services
Assess/Reduce the duties of the Deputy City Clerk
5-page job description (currently)
Administrative Services Manager duties
HR, Benefits and Risk Management
Improve Communication between City Hall and Residents
Safely Open City Hall from 4 to 8 hours per day
Allow Accounts Receivable to safely prepare the daily deposit Recommend a part-time Administrative AssistantCost shared among funds ($15,000 impact to GF) Recommended by Citygate
Budget Workshop
Full Time Maintenance Worker
Over the past 3 years- Additional Maintenance Responsibilities Copperleaf and Rancho Vista2 new parks,
a new sewer lift station
Stormwater issues
Franklin Park, and
Verutti Park Restrooms
Recommending adding a new FT Maintenance Worker
Costs shared amongst funds$23,000 GF impact
Budget Workshop
Economic Development Coordinator
City surveys indicate Economic Development is priority
New Economic Development Citizen’s Advisory Committee established Staff support is critical
Local business supportCity Liaison is critical to improve communication Research and Draft the SJB Economic Development Strategy Staff the Cal-Main Street program
Staff the Community Engagement Process for the 3rd St. Master Plan Recommending a part-time Economic Development Assistant Fully funded by the General Fund $40,000
Budget Workshop
One Time Funding from the General Fund Reserve for Special Initiatives Intended to be a catalyst to ignite new programs
Leaves the General Fund Reserve with 10-months of funding Reduction from $2.263 million (12.5 months) to $1.898 million (10 months) well above the 2.5 month Reserve Policy
Budget Workshop
Special Initiatives - Recreation
Current Budget includes the Rec Tech ($26,000) and $2,250 Position recruitment this summer
Will know if the salary is competitive or perhaps too low The Operations funds are for training, supplies and uniforms (T-shirts) Preferred Budget is closer to $100,000
staff costs at $35,000
Robust Volunteer recruitment and training element
$65,000 for supplies, equipment, volunteer training and uniforms Recommended Budget is a one-time expense of $50,000 to support the Rec Tech (a $26,000 operating cost)
Budget Workshop
Special Initiatives- Economic Development
Develop a unique San Juan Bautista Economic Development Strategy Staff/City to become members of the Cal ED program,
Attend 4-day “Boot Camp” training
Get certified and have the ability to train others
Join the CA Main Street Program
Pay the $15,000 for the community engagement piece
Kick start the 3rd Street Master Plan
Sponsor the EDCAC to attend the annual conference
This year pay for 5 members to attend
June 21-23 in Los Angeles
Budget $5,000 for five members to attend next fiscal year Recomendation - $50,000 for the Economic Development Initiative Budget Workshop
Special Initiatives- Historical Preservation
Meg Clovis- City’s Historic Specialist
$50,000 budget per year already in the Operations Budget Conducted an assessment of City programs and policies
Recommended Policy Updates include:
Re-write the City’s Historic Context Statement
Update the Historic Inventory with the new lens
Update the Ordinance
Recommend One-Time General Fund Reserve of $25,000 plus a $40,000 CLG Grant Budget Workshop
Capital Improvement Program (CIP)
13 projects completed in FY 22/23
Spent $1.5 million
The total value of the 13 projects is $2.3 million
Street Improvements, Park improvements, design the sewer force main, local business and non-profit grants, and water rate study
The FY 23/24 CIP has 31 projects at a total cost of $21 million $18.7 million is for the Sanitary Sewer Force Main (award contract in July) Adding funds to complete the Community Hall Acoustic project, and Luck Park Historic Project – a new roof for the Luck Gas Station
Complete the upgrade to the Dias Lift Station (Sewer Fund) Abbe Park- new project requesting $150,000 for ball field lights Electrify Fleet – new project using 3CE funds for power charging and vehicle acquisition
CIP for FY 23/24
Budget Workshop
New funding for the CIP
Budget Workshop
General Fund Reserve Impact Summary (Special Initiatives + CIP) Budget Workshop
SUMMARY
Community Engagement and stakeholder feedback since March Were used to Inform the Recommendations in this Report
The City’s General Fund is healthy and can support these recommendations
But improving, informing and protecting the City will take a creative use of staff and contractors
The City is doing a great job supporting its Capital Improvement Program, but the reduction in development impact fees is slowing and may cause a pause in the future
Budget Workshop
CONSIDERATIONS
Does the City Council agree with these priorities?
Does it agree with the reorganization proposal?
Does it agree to add the new positions?
Does it agree to fund the 3 special initiatives as outlined in the report? Does the City Council Agree with the CIP?
Are there additional needs to consider?
DISCUSSION AND FURTHER
CONSIDERATION
CLEARGOV LINK
https://city-san-juan-bautista-ca-budget-book.cleargov.com/10219
AND ON THE WEB SITE
www.san-juan-bautista.ca.us