San Marino City Council
April 22, 2022

REVISED

CITY OF SAN MARINO

CITY COUNCIL AGENDA
Susan Jakubowski, Mayor www.cityofsanmarino.org
Steve Talt, Vice Mayor (626) 300-0700 Phone
Steven W. Huang, DDS, Council Member (626) 300-0709 Fax Gretchen Shepherd Romey, Council Member City Hall Council Chamber Ken Ude, Council Member 2200 Huntington Drive
Marcella Marlowe, Ph.D., City Manager San Marino, CA 91108

SPECIAL MEETING

OF THE SAN MARINO CITY COUNCIL
FRIDAY, APRIL 22, 2022 AT 8:30 A.M.

SAN MARINO CENTER
1800 HUNTINGTON DRIVE
SAN MARINO, CALIFORNIA 91108
The City of San Marino appreciates your attendance. Citizens’ interest provides the Council with valuable information regarding issues of the community.

Regular Meetings are held on the 2nd Wednesday of every month at 6:00 p.m. Typically, Adjourned Meetings are held on the last Friday of every month at 8:30 a.m.

In compliance with the American Disabilities Act, any person with a disability who requires a reasonable modification or accommodation in order to participate in a meeting should contact the City Clerk via email at [email protected] or by phone at (626) 300-0705 prior to the meeting for assistance.

PURSUANT TO ASSEMBLY BILL 361 (AB 361)
Members of the City Council may teleconference into the meeting without noticing each teleconference location from which a member will be participating in a public meeting.

CORONAVIRUS DISEASE (COVID-19) ADVISORY
To protect both staff, our constituents, and elected officials, it is recommended that members of the public wear a mask indoors, per the State and County Health Department’s current Health Officer Orders. Given the seriousness of COVID-19, you are encouraged to provide input electronically if you do not feel comfortable attending in person.

How to participate in the meeting from home:
1) Via Computer for Video Streaming:

Website: https://us02web.zoom.us/j/89304918414
Meeting ID: 893 0491 8414
2) Via Phone for Audio Only:

Phone Number: (669) 900-9128
Meeting ID: 893 0491 8414

SPECIAL MEETING AGENDA – APRIL 22, 2022 PAGE 2 OF 3
How to offer public comment from home:
1) Public comment will be accepted by email to [email protected] until 3:00 p.m. the day before the meeting, to be read by the City Clerk during public comment.

Lengthy public comment may be summarized in the interest of time. Any comments received after 3:00 p.m. will be included in the public comment record but will not be read at the meeting.
2) Public comment will be accepted electronically via the zoom.us teleconference module during the meeting. Zoom comments will be taken after the in-person comments.

CALL TO ORDER
ROLL CALL: Council Member Huang, Council Member Shepherd Romey, Council Member Ude, Vice Mayor Talt, and Mayor Jakubowski

POSTING OF AGENDA
The special meeting agenda is posted 24 hours prior to each special meeting at the following locations: City Hall, 2200 Huntington Drive, the Crowell Public Library, 1890 Huntington Drive, and the Stoneman Building, 1560 Pasqualito Drive. The special meeting agenda is also posted on the City’s website: http://www.cityofsanmarino.org.

PUBLIC COMMENTS
The City welcomes public input. Members of the public may address the City Council by completing a public comment card and giving it to the City Clerk prior to the meeting. The Mayor reserves the right to place limits on duration of comments.

NEW BUSINESS

1. APPROVAL OF A TEMPORARY SECURITY OFFICER CONTRACT SAFETY

PROGRAM AND AUTHORIZATION FOR THE CITY MANAGER TO ENTER

INTO AN AGREEMENT WITH THE SELECTED VENDOR
Recommendation: Staff recommends that the City Council authorize the City Manager to select a vendor and enter into a not-to-exceed three-year contract for the next three years (as needed), subject to final language approval by the Police Chief, City Manager, and City Attorney, and appropriate up to $340,600 from General Fund Reserves each month for the remainder of this fiscal year as needed to account 103-30-4150-0000 (Other Contract Services).

2. PRESENTATION OF FY 2022-23 PROPOSED OPERATING BUDGET BY

DEPARTMENT
Recommendation: Staff recommends that the City Council provide direction to the City Manager on the proposed FY 2022-23 operating budget.

SPECIAL MEETING AGENDA – APRIL 22, 2022 PAGE 3 OF 3

WRITTEN COMMUNICATIONS OR PUBLIC WRITINGS DISTRIBUTED
This is an opportunity to announce any written communications pertaining to the City received by members of the City Council. All public writings distributed by the City of San Marino to at least a majority of the City Council regarding any item on this agenda will be made available at the Public Counter at City Hall located at 2200 Huntington Drive, San Marino, California 91108, and will also be included in the public agenda packet that will available for review at the City Council meeting.

PUBLIC COMMENTS

ADJOURNMENT
Dated: April 19, 2022 CHRISTINA BAKER
Posted: April 19, 2022 CITY CLERK

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STRATEGIC PLAN CRITICAL SUCCESS FACTORS
• Efficient, Responsive, and Effective City Services
• Safe Community
• Fiscally Responsible and Transparent City Government

BACKGROUND
The City of San Marino has implemented a mandatory vaccination program for city employees.

As a result, it is possible that some number of sworn employees will leave the City rather than be vaccinated. As a contingency, the Department is recommending to that the City hire security officers to provide, observe, and report patrol services to supplement law enforcement efforts so as to maintain safety for the community.

DISCUSSION
The Police Department researched several options to provide police services to the community in the event of a reduction in sworn staffing, including a scenario where the City’s police force drops as low as 14 sworn employees. The initial plan was to have sworn personnel from outside law enforcement agencies work in lieu of the vacant positions until new officers could be hired.

Unfortunately, that has not proven to be a viable option.

The Department contacted three security companies with proven experience working with law enforcement agencies to provide armed patrol services and other security tasks for law enforcement. The tasks include traffic control, transportation of suspects to local jail facilities, assisting with perimeter security, and other duties within their scope of responsibilities. The security personnel supplement law enforcement, but do not replace sworn law TO: Mayor and City Council
FROM: Marcella Marlowe, Ph.D., City Manager
BY: John Incontro, Chief of Police
DATE: April 22, 2022
SUBJECT: APPROVAL OF A TEMPORARY SECURITY OFFICER CONTRACT

SAFETY PROGRAM AND AUTHORIZATION FOR THE CITY

MANAGER TO ENTER INTO AN AGREEMENT WITH THE

SELECTED VENDOR
Susan Jakubowski, Mayor
Steve Talt, Vice Mayor
Steven W. Huang, DDS, Council Member
Gretchen Shepherd Romey, Council Member
Ken Ude, Council Member

enforcement personnel. The services would only be utilized if the number of City sworn personnel was insufficient and then would only continue until staffing levels were restored as a result of ongoing recruitment of new personnel efforts. It is anticipated this program could continue up for to three years or until the Department has achieved adequate staffing levels.

The three companies are Shaw, Seagraves & Associates; Covered 6; and Nastec. Both Nastec and Covered 6 are currently working with the Beverly Hills Police Department. Unfortunately, Shaw, Seagraves & Associates declined to move forward in this process. Each of the remaining two companies employ trained armed personnel who are familiar with law enforcement operations. Both companies will have their own employees, utilize company-owned vehicles, have a supervisor available for our watch commanders, attend our roll calls, and be assigned tasks approved by the Department. The companies will try to have the same employees work in San Marino, but it is not guaranteed. All employees working in San Marino will be fully vaccinated.

Both companies can provide additional services at an overtime rate when needed by the City.

The two companies work in a similar manner and have similar experience. Either company can perform the work and do it in a competent manner. We are requesting authorization to select the vendor after we have a sense of how many officers, if any, will be leaving the City. Although Nastec is less expensive, there are some additional foundational services offered by Covered 6 that might make them more attractive, particularly if we lose a significant number of officers.

FISCAL IMPACT & PROCUREMENT REVIEW
The following tables provide information about the costs of both companies at an hourly and annual basis. Table 1 lists the cost for Covered 6 and Table 2 lists the cost for Nastec. The cost for this program will be offset in part by salary savings. An exact amount cannot be determined at this time.

Table 1 - Proposed Agreement Costs provides an hourly and annual cost from Covered 6 for one supervisor and three officers, 24 hour, 7 day coverage, including vehicles and other services.

All personnel will be armed.

COVERED 6
Description Number
Per Shift
Cost Annualized Cost
(8,760 hours or 12 months per year)
Lead Security Officer 1 $65/hour 1 x $65 x 8760 hours = $569,400 Security Officer 3 $55/hour 3 x $55 x 8760 hours = $1,445,400 Vehicle 2 $1,200/month 2 x $1200 x 12 months = $28,880
TOTAL ANNUAL COST $2,043,600 (plus fuel expenses)
If the City Council approves the contract with Covered 6 for the annual cost of $2,043,600, it would require a budget appropriation of $340,600 to account #103-30-4150-0000 (Other Contract Services) to cover May and June 2022 contracted services; we would try to cover the

cost of the fuel with our existing monies. The remaining contract amount will be included with the FY 2022-23 Proposed Budget.

Table 2 - Proposed Agreement Costs provides an hourly and annual cost from Nastec for one supervisor and three officers, 24 hour, 7 day coverage, including vehicles and other services. All personnel will be armed.

NASTEC
Description Number
Per Shift
Cost Annualized Cost
(8,760 hours or 12 months per year)
Lead Security Officer 1 $58/hour 1 x $58 x 8760 hours = $508,080 Security Officer 3 $49.44/hour 3 x $49.44 x 8760 hours = $1,299,284 Vehicle 2 $216/month 2 x $216 x 12 months = $5,184
TOTAL ANNUAL COST $1,812,548 (including fuel expenses)
If the City Council approves the contract with Nastec for the annual cost of $1,812,548, it would require a budget appropriation of $302,092 to account #103-30-4150-0000 (Other Contract Services) to cover May 2022 and June 2022 contracted services. The remaining contract amount will be included with the FY 2022-23 Proposed Budget.

LEGAL REVIEW
Attached with this report are the contracts that have been reviewed by the City Attorney. This report has been reviewed by the City Attorney for content.

RECOMMENDATION
Staff recommends the Council approve the Temporary Security Officer Contract Safety Program as a method to supplement public safety in the City. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to authorize the City Manager to select a vendor and enter into a not-to-exceed threeyear contract for the next three years (as needed), subject to final language approval by the Police Chief, City Manager, and City Attorney, and appropriate up to $340,600 from General Fund Reserves each month for the remainder of this fiscal year as needed to account 103-30-4150- 0000 (Other Contract Services).

ATTACHMENTS

1. Draft Proposals from Nastec and Covered 6.

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Crime Impact Team Patrol Proposal | City of San Marino
Date: Apr 13, 2022
Completed By:

Mike Grant | COO | [email protected]
Completed For:

Chief of Police John Incontro | (626) 300-0721 | [email protected] Balancing Service with Safety
Covered 6 | Who We Are
“Balancing service and safety”
Covered 6 is a full-service professional security services company, providing consulting, protective services, training programs, technology and products. Our corporate headquarters is based in Southern California, but Covered 6 services and safeguards our exclusive clients, nationally. The Covered 6 difference lies in our proprietary training programs and “customer service” based protective models.

Our personnel are selected from the highest caliber candidates in law enforcement, military, and the private security sector.

Our consultants have provided structured security and training programs for a prestigious corporate client list including aerospace companies, municipalities, school districts, universities, major entertainment studios, private schools, celebrities, and high net worth individuals. Several of the aforementioned clients retain Covered 6 to shape and implement their respective policies, procedures, training, and ongoing security programs.
“Training Demonstrates Investment”
In 2020, Covered 6 opened a dedicated, state-of-the-art training facility unlike anything in the industry.

With modernized classrooms, simulated urban settings, equipment showroom, and athletic center, the Patriot Center can train in an environment designed for academics and realism.

Our programs are accredited by the Bureau for Private Postsecondary Education and certified by the California Bureau of Security and Investigative Services. Moreover, in 2018, Covered 6 was awarded the National Program Standards for “Physical Security Specialist” and "Cyber Security Specialist" by the U.S. Department of Labor. Covered 6 is the first organization in the Nation to set such a standard of excellence. In 2020, Covered 6 was approved by the Department of Defense to train active duty military personnel, on military bases, for their transition into the private cyber security workforce. “Knowledge, experience and ability”
Covered 6 instructors provide a unique “defensible” perspective. Our cadre consists of active and former law enforcement personnel, U.S. special operations experts, and private sector attorneys.

Because our instructors possess law enforcement work histories, coupled with extensive industry experience, Covered 6 is able to provide our clients with reality based security programs and litigation support designed to reduce liability without sacrificing operational goals or compromising the culture of an organization.

Covered 6 maintains a network of private investigators and attorneys to provide exceptional litigation support and protective intelligence. Covered 6 can support high profile confidential investigations, which produce results that are used in criminal and civil action.

Additionally, Covered 6 has developed and provided several products to support the security mission.

Our weapons storage solutions and ballistic products are currently in use by law enforcement officers and organizations across the globe. Over 250 agencies are currently using Covered 6 products. These agencies include but are not limited to; the U.S. State Department Afghanistan, U.S. Marshals Service, Simi Valley Police, Los Angeles County Sheriff, Santa Barbara PD, Federal Reserve, Florida Department of Law Enforcement, Department of Veterans Affairs, LAPD Metro, and FBI Police.

C6 has extensive solutions for technology integration such as remote guarding, artificial intelligent cameras and access controls. This variety of resources provides our clients technology integration choices to meet their individual security needs.

Our ability to be an “all in one solution” makes it effortless for our clients to allow us to protect their interests. No other company can provide such a comprehensive lineup of professional security options.

Protective Program Solutions
● Executive Protection
● Threat and Effectiveness Assessments
● Litigation Support | Investigations
● Safety and Self Protection Training Programs
● Technology and Access Control Integration
● Policy and Procedure Development
● Cyber and Network Security
● Precious Cargo Transport
● Canine and Equestrian Capabilities
● Ballistic Hardening and Tactical Products
● Crime Impact Teams
● Military and Law Enforcement Training Services
● Wildland Urban Interface | Fire Mitigation
References:

References are available upon request. However, most of our clients are under a strict “Non-Disclosure Agreement,” regarding the specific services provided. In this case, Covered 6 was referred to the community.

Introduction
The following Coverage Information is based on security need information provided by Chief John Incontro, San Marino Police Department
Security Services | Proposal
This proposal provides associated costs for the following Crime Impact Team coverage: three shifts, 8 hours each of Armed Uniformed Coverage (1 supervisor and 3 offices per shift):

Suggested Crime Impact Team Coverage Overview
Three 8-hour shifts consisting of:
● “A” Shift: (Day Watch), 6am-2pm (adjustable to clients’ needs) ● “B” Shift: (Mid-Watch), 2pm-10pm (adjustable to clients’ needs) ● “C” Shift: (Overnight Watch), 10pm-6am (adjustable to clients’ needs) ● Each Shift shall consist of:
○ Two (2) “A” cars consisting of one (1) armed, uniformed Watch Commander and one (1) armed officer in one (1) marked patrol vehicle, and two (2) armed officers in the other marked patrol vehicle.
a. At least one bi-lingual Mandarin Chinese speaker deployed per shift It is suggested that each Watch Commander and each patrol unit are equipped with one San Marino Police Radio to monitor relevant radio calls and to notify law enforcement of specific occurrences and observations.

Deployment Example
Command and Control Structure

1. Executive Leadership: On-call, 24/7 response to incidents within the area of operation to provide executive leadership and command and control. Covered 6 executive leaders possess decades of combined military, law enforcement, and security experience. Executive leadership is available to the SMPD 24/7 via direct cell phone. The Crime Impact Team deployed in the City of San Marino has direct contact with Executive Leadership via C6 patrol radio, cell phone, and a live event Incident Log System. An SMPD designee shall be provided with a weekly Incident Log bullet-point synopsis of patrol activities.

2. Watch Commander: Prior law enforcement with supervisory experience from a California POST approved law enforcement agency or out of state equivalent, or; honorably discharged prior military with at least 3 years experience or greater in an armed Military Occupational Skill (MOS) leadership position and Covered 6 Security School graduate with field experience.

3. Armed Uniformed Officer: Either be a graduate of the Covered 6 Physical Security Academy, Executive Protection Academy, or both. Most academy graduates are military veterans. Due to our training resources, no other company can offer a regular training schedule and no cost. All armed officers shall possess a current Exposed Carry Permit issued by the California Bureau of Security and Investigative Services.

Selective Hiring
All Covered 6 security personnel are required to pass a professional standard that exceeds the industry.

All applicants must possess licenses and certifications such as California Guard Card, Concealed Carry Permit, and or HR 218 (Retired LE). Applicants must also pass multiple interviews and drug screening.

We also check DMV records for patterns of irresponsible and unsafe driving. Additionally, Covered 6 conducts regular audits of certifications and expiration dates to ensure compliance with licensing requirements.

Training
All personnel working this account will either be a graduate of our academy or attend our specialized training at no expense of the client. Due to our training resources, no other company can offer a regular training schedule and no cost.

C6 will design an onboarding academy for all Crime Impact Team officers assigned to the City of San Marino. As the working relationship grows between C6 and the San Marino Police Department, follow-up training will be provided to Crime Impact Team officers which can include input from the SMPD, mission-specific training, and legal updates.

Associated Costs
The associated costs below cover a comprehensive evaluation of security and safety measures at the estate.

Security Assessment Cost Standard Rate

ARMED, UNIFORMED SUPERVISOR
● 1 Supervisor, 24-hour coverage $569,400 annually
$65 per hour, per supervisor

CRIME IMPACT TEAM OFFICER
● 3 Officers, 24-hour coverage $1,445,400 annually
$55 per hour, per officer

MARKED PATROL VEHICLES
● Maintenance included
● Fuel at market price
$1,200 per month, per vehicle
Specialized Training Included
Administrative Management Included
Executive Leadership Response Included
Total Annual Billable $2,014,800 + $28,800 (vehicles not including fuel at market price)
$2,043,600
NOTE: Overtime and special events billed at one 1 ½ times billable. All overtime is approved via the client prior to billing. Fuel is billed at market rate and not included in the above estimate.

Invoicing and Payment Terms
Invoicing is completed on a cumulative basis (approximately every 30 Days). Payments for all invoices are due 30 days from receipt. Past due invoices are subject to a 5% late fee.

Proposed Start Date
Covered 6 can make this a priority project and begin as soon as hiring and training are considered into an agreed upon start date.

Term of Contract
Following the acceptance of the proposal. Covered 6 will require a contract for services to cover a minimum of a one-year period. The terms of this contract will be negotiated separately with the estimated costs and numbers set forth in this proposal as a guideline.

Prior to any operational security or plan development and implementation, Covered 6 consultants will meet with the appropriate internal representatives to review policies, procedures, standards, guidelines and any other documentation that may have an impact on the proposed security program Signatures
CLIENT REPRESENTATIVE COVERED 6 REPRESENTATIVE
PRINT NAME:_____________________________ PRINT NAME: Michael Grant SIGNATURE:______________________________ SIGNATURE: M. Grant DATE SIGNED:____________________________ DATE SIGNED: 4/13/22

MARCH 17, 2022
23875 Ventura Blvd. Ste. 204, Calabasas, CA
Nastec International, Inc.

ARMED SECURITY SERVICES

CONTRACT
City of San Marino Police Department

___________ ___________
Nastec Initials Client Initials
NASTEC INTERNATIONAL, INC.
2875 Ventura Boulevard, Suite 204
Calabasas, California 91302
EIN 95-4485724
PPO 11103 / PI 28181
Tel (818) 222-0322 Fax (818) 337-0355
This Security Services Agreement (hereinafter the “Agreement”) is entered into between NASTEC INTERNATIONAL, INC., a fully licensed Private Patrol Operator (PPO) in the State of California (hereinafter "NASTEC") and City of San Marino Police Department (hereinafter “CLIENT”) (hereinafter at times collectively referred to as “the parties”) on July 01, 2022.

1. SERVICES.
(a) NASTEC and CLIENT hereby agree that NASTEC
shall furnish uniformed armed security officer services as ordered by CLIENT only at the location(s) as specified in Exhibit “A.” NASTEC agrees to provide the number of
uniformed security officers at the location(s) as specified in Exhibit “A”.
(b) Armed Security Officer services shall be
provided in accordance with written armed security
officer orders (hereinafter referred to as the “Post
Orders”) included in Exhibit A that are mutually agreed upon between the parties hereto and that are subject to all the terms and conditions hereof. Should any conflict between the terms of any other document and this
Agreement arise, this Agreement shall control.
(c) Security services shall begin at 0800 on
July 01, 2022. At the expiration of the aforesaid term, this Agreement shall self-renew for additional one-year terms.

2. PAYMENTS.
(a) NASTEC shall invoice CLIENT for services
rendered every two (2) weeks (or at such other time as
mutually agreed in writing between the parties hereto). (b) Invoices are due and payable upon receipt
and become delinquent thirty (30) days after receipt.

CLIENT agrees to pay all invoices in the full amount
without offset of any kind or nature unless there is a
good faith dispute concerning the rate or quantity of
charges in which event CLIENT agrees to pay the
undisputed amount and to notify NASTEC as to reason
for the dispute and the value thereof.
(c) Should CLIENT not make payment in full
within the time stated in subparagraph "b" above, then
CLIENT shall pay NASTEC a late charge of one and onehalf percent (1-1/2%) per month on such overdue amount, including prior late charges, until paid in full.

Late charges will not be applied to unpaid amounts in
dispute in good faith.

3. SERVICE RATES. The initial billing rates for services shall be as specified in Exhibit “A” and incorporated
herein by reference.

4. INDEPENDENT CONTRACTOR/EMPLOYER
(a) NASTEC shall be solely responsible for the
selection, screening (including performance of
background checks in a manner consistent with and
permitted under state and federal law) and hiring of all security officer personnel, and
shall be solely responsible for the supervision of all
guards furnished to CLIENT by NASTEC under this
Agreement, and shall be solely responsible for the full and timely payment of all wages, appropriate expenses,
and employer's contribution to Social Security taxes,
Medicare taxes, federal unemployment taxes, state
unemployment taxes, state employment training taxes,
state disability insurance and any other taxes imposed
on, or required for payment by, an employer by any
governmental entity, in the amount(s) and manner as
provided by federal, state and local law.
(b) All security officers shall be under the
direction and control of NASTEC. NASTEC personnel
assigned will be fully licensed security officers as
required by the State of California. NASTEC shall have
the right to assign such security officers as it sees fit in order to provide the necessary services, unless
otherwise mutually agreed upon by
the parties in writing. NASTEC may change security
officers at will.
(c) NASTEC shall provide its security officers
with all necessary uniforms, badges and equipment.

Non-standard uniforms or equipment required by
CLIENT will be provided as agreed upon and at a cost as mutually agreed upon in writing.
(d) All security officers who at any time perform any
services under this Agreement shall be, and remain,
solely employees of NASTEC or subcontractors to
NASTEC, and shall not be deemed to be employees of
CLIENT. Under no circumstances shall any provision of
this Agreement, or performance of any term thereof,
create or infer any association, agency, partnership,

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Nastec Initials Client Initials
joint employer or joint venture relationship between
NASTEC and CLIENT that would give rise to an
employment relationship between CLIENT and any
security officer who performs any such services under
this Agreement.

5. PROPERTY.
(a) Any and all property, equipment and
supplies furnished by NASTEC to provide the services
hereunder shall remain the property of NASTEC and
NASTEC shall at all times, during and after the term of this Agreement, have the sole right to install, maintain and remove such property, equipment and supplies.
(b) Any and all CLIENT-owned equipment and
supplies provided to NASTEC to aid in providing the
services hereunder will be given proper care by NASTEC

6. NOTIFICATION OF HAZARDS. CLIENT agrees to
notify NASTEC of any physical or environmental hazards
on or about the premises to which exposure could lead
to injury or illness of NASTEC'S employees.

7. INSURANCE AND INDEMNIFICATION.
(a) NASTEC shall provide and maintain a
Comprehensive General Liability Insurance policy in the amount of Three Million dollars ($3,000,000.00),
insuring NASTEC (and CLIENT as an additional insured)
against any liability arising out of any actual or alleged act or omission of NASTEC or any of its security guards, employees, agents, or subcontractors, including but not limited to personal injury, property damage, loss of use or income and any other damages. NASTEC shall also
provide a certificate of insurance for workers’
compensation coverage through Zurich Insurance
Company policy WC016965702
applicable to all NASTEC employees. Also, Nastec shall
provide to CLIENT a list of all subcontractors and other persons who may perform services under this
Agreement who are not employees of NASTEC and
insured under Zurich Insurance Company policy
WC016965702, together with information
demonstrating to CLIENT'S satisfaction that such
individuals do not need to be covered under the
Worker's Compensation insurance policy. NASTEC will
provide copies of all policy documents including
certificates of insurance prior to the commencement of
services under this Agreement.
(b) NASTEC shall defend, indemnify and hold
harmless CLIENT, its agents and employees from or
against any loss, damage, injury, judgment, liability,
claim, lien or cause of action, including attorney's fees and/or costs, for injury to person or property, or death of a person (collectively hereinafter "Claims"), resulting from arising out of any actual or alleged act or omission of NASTEC or any of its security guards, employees,
agents, or subcontractors; provided however that
NASTEC shall retain its common law and statutory right
to seek comparative or other indemnification from all
other parties including CLIENT whom NASTEC contends
is responsible to some degree
for the subject injury or damage for which CLIENT seeks indemnification.
(c) The indemnity obligations of NASTEC and
CLIENT set forth herein shall survive the expiration or termination of this Agreement.

1. Nastec will maintain worker’s compensation
insurance coverage, for its employees only,
through: Zurich Insurance Company
WC016965702

8. NO WARRANTY. CLIENT recognizes that NASTEC is
not an insurer of property or persons and makes no
warranty, express or implied, that the services provided will prevent loss, damage or injury to CLIENT'S guests, invitees, employees or property or from the injury or
death of any person whomsoever or the consequences
there from; provided however that NASTEC is expected
to exercise reasonable care in the performance of its
duties under this Agreement.

9. TERMINATION. This Agreement may be
terminated at any time by either party, without cause,
by giving thirty (30) days written Notice to the other
party. In the event of a material breach of any term or provision of this Agreement by either party including,
but not limited to, the timely payment by CLIENT to
NASTEC of all invoiced charges, this Agreement may be
terminated immediately without penalty.

10. NO THIRD PARTY RIGHTS. Nothing in this
Agreement is intended to confer any rights or remedies
on anyone other than the parties to the Agreement and
their respective successors, representatives and assigns.

The provisions of this Agreement shall not entitle any
person not a signatory to this Agreement to any rights
as a third party beneficiary, or otherwise, it being the specific intention of the parties hereto to preclude any and all-non- signatory parties from any such third party beneficiary rights, or any other rights whatsoever.

11. WAIVER. The failure of any party at any time
or times to require performance of any provision
hereof shall in no manner affect the right at a later
time to enforce the same. No waiver by any party of
any condition, or of the breach of any term,
agreement, covenant, representation or warranty
contained in this Agreement, whether by conduct of
otherwise, in any one or more instances, shall be
deemed to be or construed as a further or

___________ ___________
Nastec Initials Client Initials
continuing waiver of any such condition or of the
breach of any other term, agreement, covenant,
representation or warranty of this Agreement.

12. INVALIDITY OF PROVISIONS. The invalidity of all or
any part of any provision of this Agreement shall not
render invalid the remainder of such provision or any
other provision of this Agreement.

13. ENTIRE AGREEMENT. This Agreement sets forth
the entire agreement and understanding of the parties
in respect of the transactions contemplated hereby and
supersedes all prior and contemporaneous negotiations,
promises, covenants, agreements, representations,
arrangements, undertakings and understandings
relating to the subject matter hereof. No
representation, promise, inducement or statement of
intention has been made which is not embodied in this
Agreement. None of the parties shall be bound by or
liable for any alleged representation, promise,
inducement or statement of intention not set forth in
this Agreement.

14. REPRESENTATIVE CAPACITY. Each party who
signs this Agreement in a representative capacity
represents and warrants that he or she is
authorized to execute the Agreement on behalf of
the person or entity on whose behalf his or her
signature is affixed.

15. CALIFORNIA LAW. This Agreement is entered into
in California. It shall be governed by, interpreted, and construed and enforced in accordance with the
domestic laws of the State of California without
reference to principles of conflicts law.

16. INTERPRETATION OF AGREEMENT. The language
of this Agreement shall in all cases be interpreted as a whole, according to its fair meaning, and not strictly for or against any of the parties, regardless of which is the drafter of this Agreement.

17. BINDING NATURE OF PROVISIONS. All the terms,
agreements, covenants, representations, warranties
and conditions of this Agreement shall be binding upon, and inure to the benefit of and be enforceable by, the
parties hereto and their respective successors and
assigns, if any.

18. AMENDMENT/MODIFICATION. This Agreement
may only be amended, modified, superseded or
canceled in writing executed by each of the parties.

19. FORUM. The parties hereby consent to the
jurisdiction and venue of the courts, federal or state, located in Ventura County, California, with respect to
any action or suit hereunder.

20. ATTORNEY FEES. In the event any legal action
or proceeding is brought by either party to enforce
or construe any provision of this Agreement, or to
seek relief for the breach thereof, the prevailing party in such action or proceeding shall be entitled to
recover its reasonable costs incurred, including
reasonable attorney fees.

21. NOTICES. All Notices required from one party to the other hereunder shall be sent by certified or registered mail as follows:

Notice to City of San Marino Police Department shall be sent to:

John Incontro
Chief of Police, City of San Marino
2200 Huntington Drive
San Marino, CA 91108
Notice to NASTEC shall be sent to:

Sean Benmenahem
Nastec International, Inc.
23875 Ventura Blvd, Suite 204
Calabasas, California 91302

22. FORCE MAJEURE. The obligations of NASTEC
hereunder may be suspended during any period where
performance is prevented by acts of God, civil or labor disturbances or events beyond NASTEC's reasonable
economic control.

23. HIRING. CLIENT agrees that neither it, nor any of
its contractors, will directly or indirectly, hire,
employ or cause to be hired or employed any
NASTEC employee or contractor assigned to CLIENT
or otherwise used by NASTEC in the performance of
this Agreement while such person is employed or
contracted by NASTEC and for one year thereafter.

Nor shall CLIENT, or any contractor of CLIENT, for a
period of one year after the termination of this
Agreement, employ, or cause to be employed, any
employee or contractor used by NASTEC in the
performance of this Agreement.

___________ ___________
Nastec Initials Client Initials

THIS AGREEMENT MAY BE EXECUTED IN COUNTERPARTS AND A FACSIMILE SIGNATURE PAGE WILL HAVE THE SAME FORCE AND AFFECT AS THE ORIGINAL SIGNATURE PAGE, PENDING RECEIPT OF THE ORIGINAL.IN WITNESS HEREOF, parties have executed this contract as of the day, month and year indicated above.

NASTEC INTERNATIONAL, INC.
23875 Ventura Boulevard, Suite 204
Calabasas, California 91302
BY: John Incontro
Chief of Police, City of San Marino
2200 Huntington Drive
San Marino, CA 91108
Sean Benmenaham John Incontro
(Printed Name) (Printed Name)
(Signature) (Signature)
Chief Executive Officer Executive Director
(Title) (Title)
/ /2022 / /2022
(Date) (Date)

___________ ___________
Nastec Initials Client Initials
EXHIBIT “A”
Agreement between
NASTEC
and
CLIENT

LOCATION OF SERVICES
City of San Marino
2200 Huntington Drive
San Marino, CA 91108
Security Officer Coverage
(1) Lead Security Officer Monday to Sunday from 0600 to 1800 Hours (3) Armed Security Officers Monday to Sunday from 0600 to 1800 Hours (1) Lead Security Monday to Sunday from 1800 to 0600 Hours (3) Armed Security Officers Monday to Sunday from 1800 to 0600 Hours Rates for 2022/2023
The above regular billing rates shall be used for all regularly scheduled work unless CLIENT authorizes Overtime, Special Coverage or Holiday rates as follows:

Nastec Cost Overview
Description Deployment QTY Reg
Hours Bill Rate Weekly Cost Monthly Cost Yearly Cost
Lead Armed
Security Officer
Mon- Sunday
(7days)0600-1800 1 56 $58.00 $3,248.00 $14,074.67 $168,896.00 Armed Security Mon- Sunday
(7days)0600-1800 3 252 $49.44 $12,458.88 $53,988.48 $647,861.76 Lead Armed
Security Officer
Mon- Sunday
(7days) 1000 to 2200 1 56 $58.00 $3,248.00 $14,074.67 $168,896.00 Armed Security Mon- Sunday
(7days) 1000 to 2200 3 252 $49.44 $12,458.88 $53,988.48 $647,861.76 Patrol Vehicle Daily 4 - $432.00 $3,024.00 $13,104.00 $157,248.00 Total - - 616 - $31,413.76 $136,126.29 $1,633,515.52

___________ ___________
Nastec Initials Client Initials

SPECIAL RATES AND ADDITIONAL SERVICES
(1) If CLIENT requests that a specific NASTEC officer works more than forty (40) hours in any one calendar week or more than eight (8) hours in any one calendar day, CLIENT shall pay the overtime rate for such services rendered in excess of forty (40) hours per calendar week or eight (8) hours per calendar day. (2) If CLIENT requests that a specific NASTEC officer works more than twelve (12) hours in any one calendar day, CLIENT shall pay the double time rate for such services rendered. (3) CLIENT shall be obligated to pay the Regular Rate based upon an eight hour working day, for the following legal holidays: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Veterans Day and Christmas in the event that NASTEC provides no services on those days. If NASTEC is requested and does provide services on the above referenced days, the overtime/holiday rate will apply. (4) CLIENT shall pay NASTEC at the Special Request rate and provide in writing its need for additional personnel or services not expressly called for in the Agreement.
(5) A labor strike or other emergency situation that creates a working environment for security officers that is more hazardous than the normal condition under this contract will be cause to negotiate a temporary billing rate for modified services.
(6) On or before the expiration date of one (1) year from the initial date of service under this Agreement, the parties hereto agree to reopen negotiations for the purpose of considering revised billing rates. However, service rates and quantity of service may be amended at any time upon the mutual agreement in writing by authorized officers of NASTEC and CLIENT without otherwise affecting any understandings contained in this Agreement. (7) Should there be a change in state or federal minimum wage rate, workers' compensation rate, liability insurance rate, city, state or federal tax contribution by employers, or other imposed costs that are beyond the control of NASTEC, CLIENT agrees to negotiate revised billing rates that will reimburse NASTEC for its added costs.

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STRATEGIC PLAN CRITICAL SUCCESS FACTORS
• Engaged and Connected Residents
• Efficient, Responsive, and Effective City Services
• Fiscally Responsible and Transparent City Government

BACKGROUND
During the Fiscal Year 2019-20 budget process, staff worked together with the City Council Budget Liaisons (then Council Members Susan Jakubowski and Ken Ude) to develop an innovative and streamlined budget process that ultimately led to a successful adoption of the budget on May 31, 2019. Staff has continued to use this same budget process each fiscal year since.

One prominent element of budget cycles is the brainstorming and selection of priority initiatives.

Because of multiple difficulties that arose with the priority initiative process in the Fiscal Year 2020-21 budget process, staff in coordination with the Budget Liaisons (then-Mayor Ude and then Vice Mayor Jakubowski) decided to retire the priority initiative process and replace it with a more flexible goal-setting session and community input survey for the Fiscal Year 2021-22 budget process. After reviewing the impact of moving away from priority initiatives towards goal-setting with the current budget liaisons (Mayor Jakubowski and Council Member Ude), it was recommended that Council return to the priority initiative setting process with a few modifications.

To date, the following actions have taken place to put us on the right footing for today’s presentation of the FY 2022-23 proposed budget by department operational expenditures:
• At the January 28, 2022 City Council meeting, the City Council brainstormed possible operating budget priority initiatives and noted which Capital Improvement Program (CIP) projects they would like to see prioritized.

TO: Mayor and City Council
FROM: Marcella Marlowe, Ph.D., City Manager
BY: Paul Chung, Finance Director
DATE: April 22, 2022
SUBJECT: PRESENTATION OF FY 2022-23 PROPOSED OPERATING

BUDGET BY DEPARTMENT
Susan Jakubowski, Mayor
Steve Talt, Vice Mayor
Steven W. Huang, DDS, Council Member
Gretchen Shepherd Romey, Council Member
Ken Ude, Council Member

• In addition to the City Council brainstorming session on January 28, staff gathered priority initiative input from the community in various ways. The City conducted a community survey, which was promoted in the City Manager’s Weekly Briefing, on social media, and at several speaking engagements staff had in the community. Staff also held targeted brainstorming sessions with the City Club, the Chinese Club of San Marino, and at the Monthly Town Hall meeting on February 7, 2022. Similar to the Council brainstorming session, Staff separated the public’s input into operational budget priority initiative ideas and CIP project priority initiative ideas.
• At the February 9, 2022 City Council meeting, staff presented the mid-year review, fiveyear financial forecast, and long-term financial projection. • At the February 25, 2022 City Council meeting, each Council Member identified their top priority initiatives from all of the brainstormed ideas. Two priority initiatives were approved by City Council, the Vacancy Tax and No Smoking Ordinance at Lacy Park.

These two items have no budget impact.
• The City Council reviewed and gave direction on the FY 2022-23 Capital Equipment and Improvement Budget at the March 18 and 25, 2022 City Council meetings.

DISCUSSION
Today’s meeting continues the next stage of the budget process. Over the course of two meetings (April 22 and April 29), the City Council will review the expenditure side of the FY 2022-23 proposed operating budget and work plans. Staff will provide a high-level budget summary, anticipated fund balance, and revenue details during the presentation in order to help frame the discussion.

Attachments 1 through 10 of this staff report include proposed revenues and the departmental budget packets. (Community Services Department’s Budget Packet will be provided on the April 29, 2022 Budget Study Session) The departmental budget packets include the budget memorandum, a narrative description, current year accomplishments, next year’s objectives, an up-to-date operating dashboard, and the operating budget documents broken out into Personnel and Services & Supplies sections. Departmental Organizational Charts were excluded from the budget packets as the documents required final revisions and formatting. The charts will be included in the FY 2022-23 Proposed Budget document.

FY 2022-23 Proposed Revenue Budget
The proposed revenue budget for FY 2022-23 is $35,030,420, which represents a $1.1M or

3.2% increase from the current budget.

The largest revenue increase is reflected in the General Fund, as various revenues are anticipated to reach or exceed pre-pandemic levels from FY 2018-19. Property Tax revenues are anticipated to grow at 6% as property values increased in 2021. Real Property Tax Transfer Taxes, Building Permits, and Plan Check revenues are expected to be the highest in the City’s history. Revenues that were impacted by COVID, specifically revenues under the Charges for Services category, are expected to recover as the pandemic subsides. The Library’s passport revenues are expected to reach pre-pandemic levels due to high demand for passport services. Many of the Recreation Division’s revenues such as Day Camp Program fees, Family Life Program Fees, and Contract Class Program fees, are expected to reach pre-pandemic levels as facilities are reopening for the public. Attachment 11 of the staff report provides information on the proposed revenues for next year.

FY 2022-23 Proposed Expenditures Budget
The proposed operating expenditure budget for FY 2022-23 is $30,197,743, which represents a $1.1M or 3.9% increase from the current budget.

As the Council is aware, personnel costs make up approximately 67% of the operating budget ($30.2M). The proposed personnel budget of $20,265,355, represents a $617,380 or 3.1% increase from the current budget. The personnel budget includes non-discretionary items like CalPERS pension expenses and step increases. It also includes a proposed increase in Full Time Equivalent (FTE) positions of 5.71, which is proposed to cost $350,538. The FTE position titles and cost breakdown are provided on Attachment 12 to the staff report. Furthermore, the increase in personnel budget does not include the pending outcome of the meet and confer Revenues by Fund
FY 2021-22
Amended
FY 2022-23
Proposed $ Change
%
Change
General Fund Group $ 31,411,470 $ 32,443,221 $ 1,031,751 3.3% Restricted Funds 2,521,304 2,587,199 65,895 2.6%
Total $ 33,932,774 $ 35,030,420 $ 1,097,646 3.2%
Operating Budget
FY 2021-22
Amended
FY 2022-23
Proposed $ Change
%
Change
Personnel $ 19,647,975 $ 20,265,355 $ 617,380 3.1%
Services & Supplies 8,887,141 9,380,354 493,213 5.5%
Debt Service 531,712 552,034 20,322 3.8%
Total $ 29,066,828 $ 30,197,743 $ 1,130,915 3.9%

process with the various employee associations. Staff will come back to Council at a future date with the needed budget appropriations after the Memorandums of Understanding are signed with each of the associations.

The remaining 33% of the operating budget ($9.9M) is devoted to Services & Supplies, with a proposed increase of approximately $493K or 5.5% and Debt Service, with a proposed increase of approximately $20k or 3.8%.

While there are some discretionary changes that the City Council may review, it should be noted that many of these expenses are contractually obligated, with built-in Consumer Price Index (CPI) increases. Per the request from City Council in the past, staff has attached to the staff report the line item detail on Other Contract Services (Attachment 13). The budget includes inflationary factors of 3%-10% in increased costs spread across various utilities, materials & supplies, and equipment, related to the cost of doing business. Department budgets are also seeing a need to increase Travel & Meetings and Staff Development next year, as there has been a backlog of trainings that were not conducted in the past few fiscal years due to the pandemic.

The table below provides the FY 2022-23 Proposed Budget by Department:

Each department will be presenting their proposed budgets to Council and will be available for any questions along with Finance Director Chung.

RECOMMENDATION
Staff recommends that the City Council provide direction to the City Manager on the proposed FY 2022-23 operating budget.

Operating Budget
FY 2021-22
Amended
FY 2022-23
Proposed $ Change
%
Change
City Council $ 29,865 $ 29,865 $ - 0.0%
City Attorney 448,200 390,000 (58,200) -13.0%
City Manager's Office 874,972 1,012,032 137,060 15.7%
El Molino Viejo 56,000 56,000 - 0.0%
Human Resources 1,456,095 1,548,607 92,512 6.4%
Finance 897,638 934,966 37,328 4.2%
Non-Departmental 1,953,135 1,987,367 34,232 1.8%
Community Development 2,431,898 2,526,625 94,727 3.9%
Police 7,911,402 7,919,319 7,917 0.1%
Fire 6,021,599 6,260,461 238,862 4.0%
Parks & Public Works 3,607,268 3,665,264 57,996 1.6%
Community Services 3,378,756 3,867,237 488,480 14.5%
Total $ 29,066,828 $ 30,197,743 $ 1,130,915 3.9%

ATTACHMENTS

1. Police

2. City Council

3. City Attorney

4. El Molino Viejo (The Old Mill)

5. City Manager

6. Finance & Non-Departmental

7. Human Resources

8. Community Development

9. Fire & Emergency Management

10. Parks & Public Works

11. Revenue Schedule (Summary & Detail)

12. Full Time Equivalent (FTE) position changes

13. Other Contract Services (Detail)

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POLICE DEPARTMENT

DEPARTMENT PURPOSE
The mission of the San Marino Police Department is an ethical policing organization that prevents crime and fosters a feeling of safety in our community.

DEPARTMENT DESCRIPTION
The Department is comprised of 40 full and part time personnel. Of the 40 personnel, the Department has 28 sworn officers and 10 civilian staff. In 2019, the City Council approved the department to hire two sworn officers over the authorized strength to maintain sufficient personnel levels due to retirements and/or resignations. The San Marino Police Department is led by a Chief of Police, two Bureau Commanders, and a civilian Administrative Manager. The officers are assigned to patrol or detective functions along with collateral administrative duties.

Working with the community and City staff, the Department provides a full-range of services to the community. The services include:
• Responding to calls for service, traffic collision investigation, and enforcement. • Proactive patrolling of residential and commercial areas of the city. • Ensuring our personnel treat all persons with compassion and respect. • Providing a strong community focused approach to the reduction of crime and maintaining community partnerships with residents, businesses, and visitors to the city. • Ensuring the community has a feeling of safety.
• Working with residents, businesses, community groups, and other City departments toward the goal of crime reduction and public safety.
• Working in partnership with the San Marino Unified School District to ensure the safety of students, staff, and faculty.
• Investigating all crimes that result in filing appropriate and just charges with the Office of the District Attorney.
• Providing a variety of community engagement programs with the community, such as Coffee with a Cop, Town Hall meetings, Community Police Academy, and other community programs.

FISCAL YEAR 2021-22 ACCOMPLISHMENTS
• Awarded a traffic safety grant from the State of California Office of Traffic Safety. This enabled us to initiate several traffic safety programs and obtain critical software to track traffic collisions and citations.
• Reduced bicycle traffic collisions by 77% and non-injury collisions by 27%.

• Reduced larcenies by 14%.

FISCAL YEAR 2022-23 OBJECTIVES
• Develop and initiate a risk management prevention program • Reduce larcenies by an additional 10%
• Increase Neighborhood Watch groups by 10%
• Develop a three and five-year plan for the department that will focus on long range operational planning.

OPERATIONAL DASHBOARD
Description FY 20-21
Total
Year to Date
(as of March 2022) Estimated Actuals
Part 1 Crimes 214 146 195
Community meetings* 16 7 10

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for pagination purposes.

TO: Dr. Marcella Marlowe, City Manager
FROM: John Incontro, Police Chief
Aaron Blonde’, Police Commander
Timothy Tebbetts, Police Commander
Angelica Gonzalez, Records Manager
DATE: April 22, 2022
SUBJECT: DRAFT BUDGET SUBMISSION FOR FY 2022-23

POLICE DEPARTMENT
FY 2021-22 FY 2021-22
Bud. Vs
Est.

Bud. Vs
Est. FY 2022-23 YOY Budget
YOY
Budget
Budget Estimated Diff $$ Diff %% Proposed Diff $$ Diff %% Personnel 7,037,728 6,780,160 (257,568) -3.7% 6,979,053 (58,675) -0.8% Services & Supplies 873,674 798,922 (74,752) -8.6% 940,266 66,592 7.6% Total by Type $ 7,911,402 $ 7,579,082 $ (332,320) -4.2% 7,919,319 $ $ 7,917 0.1% Operating Budget Summary Table
YEAR-END SUMMARY (FY 2021-22 BUDGET VS ESTIMATED)
• The Department is anticipated to end the fiscal year with a savings of $332,320 or -4.2% below the current budget. The primary reasons are listed below:
o Department is expected to have an overall budget savings in the personnel budget due to the department experiencing staffing shortages related to retirements or officers leaving the department for other agencies. The savings is partially offset by overtime costs exceeding the overtime budget due to the staff shortages forcing the department to backfill.
o Budget savings in services & supplies was due to COVID-19 restrictions, which affected parking citations, travel and meetings, and community related events.

FY 2022-23 PROPOSED BUDGET
Personnel
• The Department’s Full Time Equivalent (FTE) is 28 sworn and 10 civilian employees, plus two additional sworn positions previously approved City Council. The total will remain at 40.00 FTE, unchanged from the current budget.
• Personnel proposed budget for FY 2022-23 is $6,979,053 which represents a $58,675 or 0.8% decrease from current budget.
o Salaries & Wages budget is pending the outcome of the meet and confer process with the associations.
o Overall pension costs are projected to increase by 10.5%.

Services & Supplies
• Services & Supplies proposed budget for FY 2022-23 is $940,266, which represents a $66,592 or 7.6% increase from the current budget. While there is an overall increase to services and supplies, several items in this section were reduced or eliminated. The increased budget is detailed below:
o A decrease of $9,247 to account #103-30-4150-0000 (Other Contract Services) is primarily due to the elimination of Animal Control Licensing Services by Pasadena Humane Society. The decrease is offset by an increase in Crossing Guard Services and Animal Control Services contracts. There is also a requested increase for washing fleet vehicles. The intent is to revert back to weekly car washes. This service was cut in a previous year’s budget in an attempt to reflect a cost savings. It is important to properly maintain the vehicles, particularly since the police fleet was recently replaced. o An increase of $21,880 to account #103-30-4150-0500 (Other Contract Services-IT) is due to an increase in new technology, such as an automated work scheduling and department property tracking software, which will dramatically reduce annual labor cost associated with typed schedules and property tracking. There are also ongoing annual fees associated with existing e-citation, crash software, and citation writers that were originally funded by a grant. The department is also requesting a suite of training software for use of force and de-escalation, designed to increase officer safety and reduce injuries by providing officers with real life training scenarios. A portion of these training software expense will be reimbursed through POST. o A decrease of $1,300 to account #103-30-4316-0000 (Equipment Repair & Maintenance) primarily due to a decrease associated with the copier lease fees. o A decrease of $1,075 to account #103-30-4376-0000 (Materials & Supplies) is due to decreased copier toner fees and less signage needed for Neighborhood Watch. o An increase of $4,000 to account #103-30-4376-0175 (Ammunition) is due to a decreased supply with higher demand, new officers qualifying in the academy, and cost related to reloading less lethal rounds for training purposes. o An increase of $11,300 to account #103-30-4399-0000 (Non-Capitalized Equipment) is due to a number of one-time purchases to replace outdated or aging equipment, such as: a new storage shed used to store essential police equipment (crime scene barriers canopies, riot shields, road flares, and extra motorcycle officer equipment). The shed is

to replace an existing shed and is different than the conex box recently approved by Council. This amount also includes the purchase of new ballistic shields and helmets to protect officers from potentially lethal force, and purchase of 40mm less lethal launcher optics and vehicle mounts.
o An increase of $7,000 to account #103-30-4415-0000 (POST Training) is due to an increased need for funding related to training. Training course registration, mileage, and meal rates have all increased. The state has also increased the amount of required training. Due to COVID, there have been fewer local courses, which has required additional travel. The California Commission on Peace Officer Standards and Training provides reimbursement for qualifying classes.
o An increase of $11,500 to account #103-30-4468-0000 (Staff Development) is due to a new request for one staff member to attend the Drucker School of Management Executive Leadership Institute. This is a premier program designed to enhance leadership skills in a rigorous academic setting. The 14-day course is on the Claremont Graduate University Campus.
o An increase of $4,850 to account #103-30-4480-0000 (Travel & Meetings) is due to increases in a few areas. Additional funding is requested to send one Police Commander along with the Police Chief to the California Police Chief’s Conference, California Police Chief’s Legislation Day, and the International Association of Chiefs of Police (IACP) Conference. This is critical training and experience for a second-in-command and succession planning. There is also increased funding requested to send an additional person to the California Police Chief’s Association Women’s Conference. This is also a key component to succession planning and an initiative (30x30) aimed at increasing the representation of women in law enforcement.
o An increase of $6,000 to account #103-30-4492-0003 (Uniforms PERSable) is due to an anticipated need to supply new officers with basic uniforms. o An increase of $4,000 to account #103-30-4492-0004 (Uniforms Safety) is due to an anticipated need to replace several current officer’s vests, as well as newly hired officers.

This account is partially reimbursed by funding from the Department of Justice. o An increase of $10,000 to account #233-30-4150-9470 (Other Contract Services – CAD/RMS) is due to an increase for a centralized repository (Data Lake) that will allow us to more effectively utilize our information for data processing, real-time analytics, and investigations. This software is not optional, as it directly impacts our ability to use other investigative software, and provide a public facing crime map. o A decrease of $21,868 to account #233-30-4399-0000 (Non-Capitalized Equipment) is due to a one-time COPS funding that does not roll over into next year. o An increase of $20,750 to account #281-30-4399-0000 (Donation Fund – Non-Cap Equipment) is due to various items to be purchased for the police department. The donations will fund employee recognition items, station display cases (shadow boxes), community relations training, station signage, and a first aid bleeding control training kit to help address extremity bleeding, wound packing, pressure bandages, and transport of injured individuals. These items will not be funded by the general fund, and the revenues have already been received.

ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2021-22 Accomplishments, FY 2022-23 Objectives, Operational Dashboard)
B. Department Organizational Chart
C. Department Tie-Out Sheets

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
Full-Time
Police Chief 1.00 1.00 1.00 1.00 1.00
Police Commander 2.00 2.00 2.00 2.00 2.00
Police Records Manager 1.00 1.00 1.00 1.00 1.00
Administrative Assistant 1.00 1.00 1.00 1.00 1.00
Dispatcher/Clerk 5.00 5.00 5.00 5.00 5.00
Officer 17.00 17.00 17.00 17.00 17.00
Corporal 4.00 4.00 4.00 4.00 4.00
Sergeant 6.00 6.00 6.00 6.00 6.00
Records Clerk 1.00 1.00 1.00 1.00 1.00
Part-Time
Cadet 1.00 1.00 1.00 2.00 2.00
Parking Enforcement Officers 1.00 1.00 1.00 - -
Total Full-Time FTE 38.00 38.00 38.00 38.00 38.00
Total Part-Time FTE 2.00 2.00 2.00 2.00 2.00
Department Total FTE 40.00 40.00 40.00 40.00 40.00
Expenditures by Type:

Personnel 6,242,272 6,545,431 7,037,728 6,780,160 6,979,053 Services & Supplies 741,880 737,938 873,674 798,922 940,266 Total by Type $ 6,984,152 $ 7,283,369 $ 7,911,402 $ 7,579,082 $ 7,919,319 Expenditures by Fund:
103 Public Safety Fund 6,824,009 7,174,411 7,640,705 7,344,202 7,692,687 104 4th of July Fund 5,067 - 10,647 10,647 11,000
223 OTS Grant Fund - - 50,000 6,234 -
233 COPS Fund 91,898 29,266 82,700 82,700 70,832
240 Homeland Security Grant Fund - - - - -
281 Donations Fund - - 5,250 - 26,000
595 Workers' Compensation Fund 63,178 79,692 122,100 135,300 118,800 Total by Fund $ 6,984,152 $ 7,283,369 $ 7,911,402 $ 7,579,082 $ 7,919,319 GL # Personnel
103-30-4001-0000 Full Time Salaries 3,632,007 3,643,628 4,023,590 3,731,170 3,945,830 103-30-4002-0000 Part Time Wages 40,553 18,693 65,216 36,830 66,957 103-30-4004-0000 Overtime 592,516 666,223 314,547 608,163 314,547 103-30-4004-0002 Overtime-Support - 63,685 - 3,976 -
103-30-4006-0000 Medicare 58,151 60,498 59,288 58,017 58,185 103-30-4008-6050 Retirement-PARS 1,472 701 2,446 1,351 2,511 103-30-4008-6160 Retirement-PERS 1,296,153 1,454,256 1,684,855 1,562,406 1,743,066 103-30-4010-0000 Cafeteria Benefit 500,914 514,974 684,229 605,152 692,707 103-30-4013-0000 Uniform Allowance 20,700 22,400 25,450 25,450 25,450 103-30-4014-0000 Unemployment Payments 3,183 15,897 - - -

POLICE DEPARTMENT
FY 2021-22
Operating Budget Summary
Operating Budget Detail
Authorized Positions (Full-Time Equivalents)

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed

POLICE DEPARTMENT
FY 2021-22
103-30-4015-0000 Workers' Compensation Salaries 20,894 4,784 - - - 103-30-4401-0000 Outside Services 7,484 - - - -
104-30-4002-0000 Part Time Wages (311) - - - -
104-30-4004-0000 Police Overtime 5,353 - 7,673 7,673 8,000 104-30-4006-0000 Medicare 73 - 100 100 100
104-30-4008-6050 Retirement-PARS (25) - - - -
104-30-4008-6160 Retirement-PERS (23) - 1,386 1,385 1,400 104-30-4010-0000 Cafeteria Benefit - - 1,488 1,488 1,500 223-30-4004-0000 Overtime - - 45,360 1,699 -
595-30-4015-0001 Workers' Comp Current Employee 20,456 39,368 46,210 51,239 44,341 595-30-4015-0002 Workers' Comp Past Employee 42,722 40,324 75,890 84,061 74,459 Total Personnel $ 6,242,272 $ 6,545,431 $ 7,037,728 $ 6,780,160 $ 6,979,053 GL # Services & Supplies
103-30-4150-0000 Other Contract Services 258,506 223,270 460,621 418,741 451,374 103-30-4150-0500 Other Contract Services-IT 2,031 16,458 23,432 22,014 45,312 103-30-4204-0000 Books & Periodicals 127 516 500 350 500 103-30-4316-0000 Equipment Repair & Maintenance 36,929 41,393 51,482 49,869 50,182 103-30-4376-0000 Materials & Supplies 13,157 13,756 18,875 13,471 17,800 103-30-4376-0200 Community Relations-M&S 1,549 132 7,000 6,958 7,000 103-30-4376-0175 Ammunition 3,995 7,981 8,000 7,950 12,000 103-30-4396-0000 Memberships & Dues 4,577 3,593 6,140 5,191 5,901 103-30-4399-0000 Non-capitalized Equipment 3,739 2,523 9,000 9,000 20,300 103-30-4412-0000 Postage 367 351 400 313 400
103-30-4415-0000 POST Training 23,522 27,276 33,000 48,000 40,000 103-30-4420-0000 Printing 3,705 2,602 3,188 2,175 3,940 103-30-4436-0000 Recruitment 10,744 22,802 15,000 8,180 15,000 103-30-4468-0000 Staff Development 5,556 7,766 10,000 8,962 21,500 103-30-4480-0000 Travel & Meetings 9,330 3,444 7,500 2,851 12,350 103-30-4492-0000 Uniforms 227 234 - - -
103-30-4492-0003 Uniforms-PERSable 14,374 19,687 19,000 12,721 25,000 103-30-4492-0004 Uniforms-Safety 5,192 3,186 4,000 4,351 8,000

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed

POLICE DEPARTMENT
FY 2021-22
103-30-4500-4950 Utilities-Natural Gas 499 469 520 454 1,000 103-30-4500-9025 Utilities-Telecommunications 18,352 20,130 18,426 20,095 20,875 103-30-4508-0000 Vehicle Repair & Maintenance 95,746 111,390 85,000 70,041 85,000 103-30-4950-0001 Equipment Cost Allocation 137,758 179,713 - - - 223-30-4376-0000 Materials & Supplies - - 3,270 3,200 - 223-30-4468-0000 Staff Development - - 1,370 1,335 -
233-30-4150-9470 Other Contract Services-CAD RMS 91,898 20,325 60,832 60,832 70,832 233-30-4399-0000 Non-capitalized Equipment - 8,941 21,868 21,868 - 281-30-4399-0000 Donation Fund -Non-Cap Equipment - - 5,250 - 26,000 Total Services & Supplies $ 741,880 $ 737,938 $ 873,674 $ 798,922 $ 940,266 Total Operating Expenditures $ 6,984,152 $ 7,283,369 $ 7,911,402 $ 7,579,082 $ 7,919,319

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CITY COUNCIL

DEPARTMENT PURPOSE
The mission of the City Council is to provide leadership to the community through the establishment of policies that enhance the quality of life for San Marino residents, businesses, non-profit institutions, and other stakeholders; and to maintain a strong and stable fiscal condition.

DEPARTMENT DESCRIPTION
The City Council consists of five members, typically elected at-large to four-year terms. Annually, the Council elects one of its members to serve as Mayor and Vice Mayor respectively. The City Council is responsible for setting policies, passing ordinances and resolutions, adopting the budget, appointing committee members, hiring the City Manager and City Attorney, and concurring in the appointment of department heads.

Because the City Council is the legislative representative of the City, all citywide memberships are assigned to this budget. These memberships include the League of California Cities, the Los Angeles County Division of the League of California Cities, the San Gabriel Valley Council of Governments, and the Southern California Association of Governments. These memberships make up almost 70% of the City Council budget each fiscal year. The remaining expenditures are for travel and meetings, City Council hosted events, and materials and supplies such as nameplates, business cards, and plaques.

TO: Dr. Marcella Marlowe, City Manager
FROM: Nicole Cuadras, Community Engagement Manager
DATE: April 22, 2022
SUBJECT: DRAFT BUDGET SUBMISSION FOR FY 2022-23

CITY COUNCIL
YEAR-END SUMMARY (FY 2020-21 BUDGET VS ESTIMATED)
• City Council is anticipated to end the fiscal year with a savings of $7,818 or -26.2% below the current budget. The primary reasons are listed below, and all are a result of COVID-19 conditions:
o An estimated $2,624 in savings to cost center #101-01-4376-0000 (Materials & Supplies) because of fewer ceremonial activities and meeting supplies. o An estimated $306 in savings to cost center #101-01-4420-0000 (Printing) because of a reduced need for business cards.
o An estimated $3,700 in savings to cost center #101-01-4480-000 (Travel and Meetings) because Council was not able to attend standard in-person training and conferences. o An estimated $1,000 in savings to cost center #101-01-4480-2872 (Hospitality) because the lack of in-person meetings reduced costs for City Council hosted events.

FY 2021-22 FY 2021-22
Bud. Vs
Est.

Bud. Vs
Est. FY 2022-23
YOY
Budget
YOY
Budget
Budget Estimated Diff $$ Diff %% Proposed Diff $$ Diff %% Personnel - - - 0.0% - - 0.0%
Services & Supplies 29,865 22,047 (7,818) -26.2% 29,865 - 0.0% Total by Type $ 29,865 $ 22,047 $ (7,818) -26.2% 29,865 $ $ - 0.0% Operating Budget Summary Table

FY 2022-23 PROPOSED BUDGET
Personnel
• City Council has no Personnel costs.

Services & Supplies
• Services & Supplies proposed budget for FY 2021-22 is $29,865 which represents a $0 or 0% increase from current budget.

ATTACHMENTS
A. Department Narrative (Purpose and Description)
B. Department Tie-Out Sheets

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel - - - - -
Services & Supplies 26,351 22,616 29,865 22,047 29,865
Total by Type $ 26,351 $ 22,616 $ 29,865 $ 22,047 $ 29,865 Expenditures by Fund:
101 General Fund 26,351 22,616 29,865 22,047 29,865
Total by Fund $ 26,351 $ 22,616 $ 29,865 $ 22,047 $ 29,865 GL # Services & Supplies
101-01-4376-0000 Materials & Supplies 595 672 3,975 1,351 3,975 101-01-4396-0000 Memberships & Dues 19,319 20,734 19,590 19,402 19,590 101-01-4420-0000 Printing 687 - 600 294 600
101-01-4480-0000 Travel & Meetings 1,714 - 3,700 - 3,700 101-01-4480-2872 Hospitality 4,036 1,210 2,000 1,000 2,000 Total Services & Supplies $ 26,351 $ 22,616 $ 29,865 $ 22,047 $ 29,865 Total Operating Expenditures $ 26,351 $ 22,616 $ 29,865 $ 22,047 $ 29,865 FY 2021-22
Operating Budget Summary
Operating Budget Detail

CITY COUNCIL

CITY ATTORNEY

DEPARTMENT PURPOSE
The City Attorney provides advice and opinions on matters of municipal concern, examines contracts and ordinances as to form and legality, and is frequently called upon to interpret the City’s municipal code, federal and state statutes, and any other laws that govern San Marino.

DEPARTMENT DESCRIPTION
The City of San Marino contracts with a firm for City Attorney services. The City Attorney provides general legal advice and provides the following services:
• Serves as chief counsel to the City for both elected officials and staff; • Drafts and reviews ordinances, resolutions, contracts, deeds, leases, and other legal documents as needed;
• Represents the City in litigation, as either a defender or prosecutor; • Attends City Council meetings, and other bodies as needed, to advise Council and to have firsthand knowledge of current and proposed City actions; and • Renders opinions on specific legal issues.

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel - - - - -
Services & Supplies 300,984 224,765 448,200 448,000 390,000 Total by Type $ 300,984 $ 224,765 $ 448,200 $ 448,000 $ 390,000 Expenditures by Fund:
101 General Fund 300,984 224,765 448,200 448,000 390,000 Total by Fund $ 300,984 $ 224,765 $ 448,200 $ 448,000 $ 390,000 GL # Services & Supplies
101-06-4106-2755 Contract Legal Services-General 117,379 140,673 175,200 175,000 240,000 101-06-4106-2756 Contract Legal Services-Litigation 169,759 83,267 98,000 98,000 100,000 101-06-4106-2757 Contract Legal Services-COVID-19 13,846 825 175,000 175,000 - 101-06-4106-2758 Contract Legal Services-Code Enforcement - - - - 50,000 Total Services & Supplies $ 300,984 $ 224,765 $ 448,200 $ 448,000 $ 390,000 Total Operating Expenditures $ 300,984 $ 224,765 $ 448,200 $ 448,000 $ 390,000 FY 2021-22
Operating Budget Summary
Operating Budget Detail

CITY ATTORNEY

EL MOLINO VIEJO

DESCRIPTION
El Molino Viejo, also known as The Old Mill, is a California Historical Landmark showcasing the legacy of missions and the Spanish presence in early California. The original adobe building sits amongst almost two acres of gardens. The site is owned by the City of San Marino and is operated by The Old Mill Foundation.

The Old Mill Foundation’s over-arching purpose is to maintain, preserve, and operate The Old Mill by creating artistic, educational, and community programs.

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Services & Supplies 56,000 56,000 56,000 56,000 60,000
Total by Type $ 55,000 $ 56,000 $ 56,000 $ 56,000 $ 60,000 Expenditures by Fund:
101 General Fund 56,000 56,000 56,000 56,000 60,000
Total by Fund $ 55,000 $ 56,000 $ 56,000 $ 56,000 $ 60,000 GL # Services & Supplies
101-95-4150-0000 Other Contract Services 56,000 56,000 56,000 56,000 60,000 Total Services & Supplies $ 56,000 $ 56,000 $ 56,000 $ 56,000 $ 60,000 Total Operating Expenditures $ 56,000 $ 56,000 $ 56,000 $ 56,000 $ 60,000 FY 2021-22
Operating Budget Summary
Operating Budget Detail

EL MOLINO VIEJO

CITY MANAGER’S OFFICE

DEPARTMENT PURPOSE
The mission of the City Manager’s Office is to maintain policy and operational alignment throughout the organization.

DEPARTMENT DESCRIPTION
The department provides oversight, direction, and organizational support to all City departments under the direction of the City Manager. The department also includes the City Clerk and Public Information functions. The Department provides the following services:
• City Manager – The City Manager is appointed by, and serves at the pleasure of, the City Council.

The City Manager, in turn, is the sole appointing authority for all positions of employment in the City, except for department heads which require the concurrence of the Council. The City Manager directs all operations of the City by coordinating the efforts of the various departments and keeping the City Council apprised of matters dealing with general operations, finance, personnel, legislation, litigation, and other items of city business. The City Manager's primary responsibility is to assist the City Council in identifying policy priorities and to ensure that priorities established by Council are addressed in an innovative, yet cost-effective manner. • City Clerk – The City Clerk is responsible for conducting municipal elections, compiling City Council agendas and minutes, and maintaining all City records. This function includes preparing Council minutes and managing the City Council agenda process; processing, indexing, and filing ordinances, resolutions, and official hearing notices; maintaining City codes; coordinating the commission and board appointment process; managing the document management program; and ensuring compliance with financial and campaign disclosure laws. It also includes the processing of public records requests and serving as a Notary Public. • Community Engagement – Community Engagement is the primary public information office, managing all citywide outreach and communication efforts. This function includes management of social media accounts, the City website, newsletter publications, and media communication. The Community Engagement Manager also coordinates with community groups, residents, and organizations outside of the City to promote City activities.

FISCAL YEAR 2021-22 ACCOMPLISHMENTS
• With the assistance from the Fire Department, led the citywide response to the COVID-19 pandemic while ensuring a continuation of all essential services. • Led the Citywide effort to create standards for promotional materials and communications channels to present San Marino in a more professional manner. • Continued to improve communication efforts by expanding the City’s social media presence, establishing a more robust social media program, and expanding our library of informational videos from staff.

• Broadened the Chinese engagement program by providing additional print translations and interpretations at Town Halls.
• Implemented an agenda management software, which provides a more user-friendly way for residents to access meeting agendas, minutes, and recordings.

FISCAL YEAR 2022-23 OBJECTIVES
• Conduct a successful election.
• Update the strategic plan upon the seating of a potentially new City Council after the election • Create a streamlined approach to communicate with all residents through two annual resident mailers. These mailers will inform the community about resources available to them through the City, such as ways to report maintenance issues, crime prevention, permitting processes, and ways to stay informed.
• Conduct surveys and gather data to identify better ways to communicate with the community. • Update our records retention schedule and complete foundational work in preparation for implementing an electronic records management system the following fiscal year.

TO: Dr. Marcella Marlowe, City Manager
FROM: Nicole Cuadras, Community Engagement Manager
Christina Baker, City Clerk
DATE: April 22, 2022
SUBJECT: DRAFT BUDGET SUBMISSION FOR FY 2022-23
CITY MANAGER’S OFFICE
YEAR-END SUMMARY (FY 2021-22 BUDGET VS ESTIMATED)
• The Department is anticipated to end the fiscal year with a savings of $134,369 or -15.4% below the current budget. The primary reasons are listed below:
o Personnel budget is anticipated to have savings due to vacancies over the course of the year.
o An estimated $41,000 in savings to cost center #101-09-4150-0000 (Contract Services) because of the inability to fully spend the Chinese engagement allocated budget due to vacancy in the staff position who primarily manages this program. Additionally, approximately $15,000 in translations have been billed to the COVID-19 account instead of this cost center. We anticipate spending this budget fully next fiscal year.

FY 2021-22 FY 2021-22
Bud. Vs
Est.

Bud. Vs
Est. FY 2022-23
YOY
Budget
YOY
Budget
Budget Estimated Diff $$ Diff %% Proposed Diff $$ Diff %% Personnel 617,818 566,949 (50,869) -8.2% 628,955 11,137 1.8% Services & Supplies 257,154 173,654 (83,500) -32.5% 383,077 125,923 49.0% Total by Type $ 874,972 $ 740,603 $ (134,369) -15.4% 1,012,032 $ $ 137,060 15.7% Operating Budget Summary Table

o An estimated $25,000 remaining in cost center #101-09-4202-0000 for unused legal notices this fiscal year.
o An estimated $16,000 remaining in cost center #101-09-4220-000 (City Manager’s Contingency). $4,000 was used this Fiscal Year on constructing the Mother’s Room at City Hall.

FY 2022-23 PROPOSED BUDGET
Personnel
• The Department’s Full Time Equivalent (FTE) will remain at 3.50 FTE, unchanged from the current budget.
• Salaries & Wages are projected to be $628,955 or 1.8% increase from current budget. o Salaries & Wages budget is pending the outcome of the meet and confer process with the associations.
o Pension costs are projected to increase by 10.5%.

Services & Supplies
• Services & Supplies proposed budget for FY 2021-22 is $383,077 which represents an $125,923 or 49% increase from current budget. The primary reasons for the increase are due to the following:
o A one-time increase of $86,800 to the cost center of #101-09-4290-000 (Election) for the November municipal election.
o An increase of $1,561 to cost center #101-01-4396-0000 (Membership & Dues) for normal annual increases to membership costs, as well as additional critical memberships for the City Clerk.
o An increase of $10,000 to cost center #101-09-4468-0000 (Staff Development) for Executive Team training and development activities.

Proposed Added Programs for FY 2022-23
o A one-time increase of $17,500 to cost center #101-09-4150-0000 (Other Contract Services) for a Strategic Plan Update if a change in Council occurs after the November Election.
o An increase of $9,500 to cost center #101-09-4420-000 (Printing) to cover the cost of bi-annual resident information and handbook mailers. This cost is for the design, printing, and mailing of an 8-10 page informational packet to give residents pertinent information on City processes and resources available to them.

ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2021-22 Accomplishments, FY 2022-23 Objectives, Operational Dashboard)
B. Department Organizational Chart
C. Department Tie-Out Sheets

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
Full-Time
City Manager 1.00 1.00 1.00 1.00 1.00
Asst. to the City Mgr (Comm. Engagement. Mgr) 1.00 1.00 1.00 1.00 1.00 City Clerk 1.00 1.00 1.00 1.00 1.00
Part-Time
Intern 0.50 0.50 0.50 0.50 0.50
Total Full-Time FTE 3.00 3.00 3.00 3.00 3.00
Total Part-Time FTE 0.50 0.50 0.50 0.50 0.50
Department Total FTE 3.50 3.50 3.50 3.50 3.50
Expenditures by Type:

Personnel 558,314 580,982 617,818 566,949 628,955
Services & Supplies 227,159 125,124 257,154 173,654 383,077 Total by Type $ 785,473 $ 706,106 $ 874,972 $ 740,603 $ 1,012,032 Expenditures by Fund:
101 General Fund 785,473 706,106 874,972 740,603 1,012,032 Total by Fund $ 785,473 $ 706,106 $ 874,972 $ 740,603 $ 1,012,032 GL # Personnel
101-09-4001-0000 Full Time Salaries 393,329 372,104 427,784 410,482 423,407 101-09-4002-0000 Part Time Wages 30,015 62,512 21,875 17,008 21,876 101-09-4004-0000 Overtime 323 4,422 - - -
101-09-4006-0000 Medicare 5,824 6,043 6,520 5,989 6,457 101-09-4008-3080 Retirement-City Manager 10,033 10,587 10,499 10,499 10,754 101-09-4008-6050 Retirement-PARS 414 87 820 638 820
101-09-4008-6160 Retirement-PERS 64,920 76,004 83,983 80,586 98,954 101-09-4010-0000 Cafeteria Benefit 42,042 37,779 54,337 30,129 54,687 101-09-4011-0000 Technology Allowance 2,964 3,019 3,600 3,064 3,600 101-09-4012-0000 Auto Allowance 8,450 8,425 8,400 8,554 8,400 Total Personnel $ 558,314 $ 580,982 $ 617,818 $ 566,949 $ 628,955 GL # Services & Supplies
101-09-4150-0000 Other Contract Services 35,827 26,836 139,300 98,228 156,800 101-09-4150-0500 Other Contract Services-IT 32,127 36,165 37,460 35,306 37,522 101-09-4202-0000 Advertising 53,970 42,650 40,000 15,000 40,000 101-09-4204-0000 Books & Periodicals 218 218 100 83 100

CITY MANAGER'S OFFICE
FY 2021-22
Operating Budget Summary
Operating Budget Detail
Authorized Positions (Full-Time Equivalents)

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed

CITY MANAGER'S OFFICE
FY 2021-22
101-09-4220-0000 City Manager's Contingency - 3,208 20,000 3,744 20,000 101-09-4290-0000 Election 86,590 - 200 251 87,000
101-09-4376-0000 Materials & Supplies 4,285 2,622 4,700 4,028 4,700 101-09-4396-0000 Memberships & Dues 3,058 2,919 3,174 5,415 4,735 101-09-4398-0000 Mileage - - 100 5 100
101-09-4420-0000 Printing 2,835 993 - - 10,000
101-09-4468-0000 Staff Development 1,600 590 565 565 10,565 101-09-4480-0000 Travel & Meetings 6,649 8,923 11,555 11,029 11,555 Total Services & Supplies $ 227,159 $ 125,124 $ 257,154 $ 173,654 $ 383,077 Total Operating Expenditures $ 785,473 $ 706,106 $ 874,972 $ 740,603 $ 1,012,032

FINANCE DEPARTMENT

DEPARTMENT PURPOSE
The mission of the Finance Department is t\o create and sustain quality information dissemination, high standards of industry compliance, financial predictability, and fiscal sustainability.

DEPARTMENT DESCRIPTION
The Department is responsible for the preparation and administration of the City’s annual operating and capital budgets, long-range financial planning, accounting and analysis, debt management, cash management, collections, accounts receivable, accounts payable, and payroll. The Finance Department keeps and maintains books, accounts and a general accounting system for the City in accordance with applicable City and governmental accounting and auditing requirements, standards, and guidelines. The Finance Department also manages the City’s information technology systems.

FISCAL YEAR 2021-22 ACCOMPLISHMENTS
• Finalized the City’s Fiscal Year 2020-21 Audited Financial Statements with no material weaknesses or significant deficiencies
• Received the Excellence Award for the Fiscal Year 2021-22 Operating Budget from the California Society of Municipal Finance Officers
• Received the Distinguished Budget Presentation Award for the Fiscal Year 2021-22 Operating Budget from the Government Finance Officers Association • Established a Section 115 Trust to allow the City to prefund employer pension contributions and meet its future obligations by leveraging the higher yields • Implemented Council direction related to the Cost Allocation Plan & Comprehensive User Fee Study
• Transitioned from a basic audited Financial Statement to an Annual Comprehensive Financial Report for the year ended June 30, 2021, which was submitted to the Government Finance Officers Association’s Certificate of Achievement for Excellence in Financial Reporting Program • Cross-trained Finance staff to prevent operational impact during staffing absences FISCAL YEAR 2022-23 OBJECTIVES
• Conduct a Request For Proposals for City IT services
• Obtain funding from various federal funding sources to replenish General Fund reserves for expenditures incurred during the COVID-19 pandemic as well as any revenues that were lost • Implement a Purchase Order system

• Obtain a “clean audit” for the fourth year
• Submit Fiscal Year 2022-23 Operating Budget to the Government Finance Officers Association for the Distinguished Budget Presentation Award as well as the California Society of Municipal Finance Officers for the Excellence Award
• Submit Fiscal Year 2021-22 Annual Comprehensive Financial Report to the Government Finance Officers Association for the Certificate of Achievement for Excellence in Financial Reporting

OPERATIONAL DASHBOARD
Description FY 20-21
Total
Year to Date
(as of March 2022) Estimated Actuals
Revenues $30,788,335 $19,847,348 $36,240,000
Expenses $29,810,381 $22,855,144 $34,325,000
COVID expenses $162,032 $241,373 $230,000
Overtime expenses $1,835,107 $1,241,433 $1,300,000
General Fund Balance* $15,363,870 $15,828,012 $16,300,000 Overall Cash Balance*
(in bank) $39,918,291 $37,844,008 $40,330,000
*Balance numbers are reported as the last balance recorded for the year or time period, not totals.

$343,813
$959,400 $792,531 $830,473
$1,180,975
$8,837,915
$3,990,941
$2,229,889
$681,411
$5,277,926
$3,974,682
$2,004,400
$2,323,748 $1,662,169
$2,224,713
$1,711,798
$1,958,069
$1,717,639
Jul-21 Aug-21 Sep-21 Oct-21 Nov-21 Dec-21 Jan-22 Feb-22 Mar-22

REVENUES AND EXPENSES
Revenues Expenses
$3,346 $4,570 $9,848
$32,477
$8,057
$107,977
$21,356
$22,680 $31,062
$95,726
$173,033
$144,289 $191,509
$147,045
$112,783
$131,142
$118,226
$127,680
Jul-21 Aug-21 Sep-21 Oct-21 Nov-21 Dec-21 Jan-22 Feb-22 Mar-22

COVID AND OVERTIME EXPENSES

$12,141,237 $9,977,397 $7,630,634
$16,320,709 $15,828,012
$36,168,260
$32,098,787 $29,992,080
$38,873,966 $37,844,008
Jul-21 Aug-21 Sep-21 Oct-21 Nov-21 Dec-21 Jan-22 Feb-22 Mar-22

GENERAL FUND AND CASH BALANCE
General Fund Balance Overall Cash Balance (In Bank)

TO: Dr. Marcella Marlowe, City Manager
FROM: Paul Chung, Finance Director
Mark Siegfried, Accounting Manager / Controller
DATE: April 22, 2022
SUBJECT: DRAFT BUDGET SUBMISSION FOR FY 2022-23

FINANCE DEPARTMENT
YEAR-END SUMMARY (FY 2021-22 BUDGET VS ESTIMATED)
• The Department is anticipated to end the fiscal year with a savings of $31,595 or -3.5% below the current budget. The primary reasons are listed below:
o Budget savings due to lower cafeteria benefits utilized by staff. o Budget savings in Prop A funding for Bus Transportation for the Chamber and Dial-ARide due to COVID-19 restrictions.

FY 2021-22 FY 2021-22 Bud. Vs Est.

Bud. Vs
Est. FY 2022-23
YOY
Budget
YOY
Budget
Budget Estimated Diff $$ Diff %% Proposed Diff $$ Diff %% Personnel 555,840 539,615 (16,225) -2.9% 571,682 15,842 2.9% Services & Supplies 341,248 325,878 (15,370) -4.5% 363,284 22,036 6.5% Total by Type $ 897,088 $ 865,493 $ (31,595) -3.5% 934,966 $ $ 37,878 4.2% Operating Budget Summary Table

FY 2022-23 PROPOSED BUDGET
Personnel
• The Department’s Full Time Equivalent (FTE) will remain at 4.00 FTE, unchanged from the current budget.
• Personnel proposed budget for FY 2022-23 is $571,682 which represents a $15,842 or 2.9% increase from current budget.
o Salaries & Wages budget is pending the outcome of the meet and confer process with the associations.
o Overall pension costs are projected to increase by 10.5%.

Services & Supplies
• Services & Supplies proposed budget for FY 2022-23 is $363,284 which represents a $22,036 or

6.5% increase from current budget. The primary reasons for the increase are due to the following:
o An increase of $12,345 to cost center #101-11-4150-0000 (Other Contract Services) related to the annual GASB 75 Valuation performed by the City’s actuary in addition to adding a third-party consultant to do property tax analysis and audit services. (The actuary must perform a full-scope valuation every two years.) The property tax analysis and audit services is a new service in order to ensure property tax parcel data is current based on parcel sales and transfers.
o An increase of $5,295 to cost center #101-11-4150-0500 (Other Contract Services-IT) related to the Finance Department taking over the Springbrook HR Module software expense of $3,859. The other Springbrook modules all have a 5% increase compared to FY 2021-22.
o An increase of $4,550 to cost center #101-11-4500-1980 (Utilities-Electricity) for electricity costs related to the City Hall complex. This is due to the 10.5% increase in kilowatt per hour energy charges and 8.8% increase in daily meter charges that Southern California Edison has levied over the past year.

NON-DEPARTMENTAL
YEAR-END SUMMARY (FY 2021-22 BUDGET VS ESTIMATED)
• The Department is anticipated to end the fiscal year with a savings of $15,239 or 0.8% below the current budget. The primary reasons are listed below:
o Savings in Personnel budget for OPEB annual contribution due to actual retirements.

FY 2022-23 PROPOSED BUDGET
Personnel
• Non-Departmental proposed budget for FY 2022-23 is $300,000, which is an increase of $100,000 from current budget due to Council approving an annual contribution of $100k to the CERBT through FY 2024-25. The budget is to pay for the Other Post Employment Benefits (OPEB) annual contribution.

Supplies & Supplies
• Services & Supplies proposed budget for FY 2022-22 is $1,135,333, which represents a $86,090 or -7% decrease from current budget. The primary reasons for the decrease are due to the anticipation of lower expenditures due to COVID-19 relates expenses and the decrease in Equipment Cost Allocation as various equipment have been fully depreciated. Additional detail are provided below:
o A decrease of $20,000 to cost center #101-08-4376-0000 (Materials & Supplies – COVID-19) as the impacts of the pandemic are forecasted to decrease next fiscal year. (All COVID expenses are covered by COVID relief funds from the Federal Government.) o A decrease of $2,000 to cost center #101-08-4376-0500 (IT Contract Services – COVID19) as the impacts of the pandemic is forecasted to decrease next fiscal year. (All COVID expenses are covered by COVID relief funds from the Federal Government.) o A decrease of $18,451 to cost centers #204-08-4150-0000 (Other Contract Services) and #204-08-4399-0000 (Non-Capitalized Equipment) as CDBG COVID-19 Funding is expected to not be renewed in FY 2022-23.

FY 2021-22 FY 2021-22
Bud. Vs
Est.

Bud. Vs
Est. FY 2022-23
YOY
Budget
YOY
Budget
Budget Estimated Diff $$ Diff %% Proposed Diff $$ Diff %% Personnel 200,000 183,300 (16,700) -8.4% 300,000 100,000 50.0% Services & Supplies 1,221,423 1,222,884 1,461 0.1% 1,135,333 (86,090) -7.0% Debt Service 531,712 531,712 - 0.0% 552,034 20,322 3.8% Total by Type $ 1,953,135 $ 1,937,896 $ (15,239) -0.8% 1,987,367 $ $ 34,232 1.8% Operating Budget Summary Table

o A decrease of $67,280 to cost center #101-08-4950-0001 (Equipment Cost Allocation) as annual depreciation of equipment used by various departments became fully depreciated in FY 2021-22.
o An increase of $10,500 to cost center #101-08-4150-050 (Citywide IT Contract Services) is due to the 5% increase in the contractual agreement to the IT Contract with Intelesys.
o An increase of $2,500 to cost center #101-08-4150-0750 (Cell Phone Contract Services) is due to annual service charges increasing related to CPI increases for new taxes and surcharges.
o An increase of $9,000 to cost center #101-08-4495-0000 (Property Tax Admin Fee) to reflect the increased administrative fee per the LA County Assessor’s Office.

Debt Service
• An increase of $20,322 or 3.8% increase in debt service related expenditures based on the City’s debt agreement. The principal payment will increase by $45,000 but is offset by a decrease of $24,678 in interest expense. The City’s Pension Obligation Bond will mature in FY 2023-24.

ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2021-22 Accomplishments, FY 2022-23 Objectives, Operational Dashboard, & Priority Initiatives) B. Department Organizational Chart
C. Department Tie-Out Sheets

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
Full-Time
Finance Director 1.00 1.00 1.00 1.00 1.00
Accounting Manager/Controller 1.00 1.00 1.00 1.00 1.00
Account Clerk 2.00 2.00 2.00 2.00 2.00
Total Full-Time FTE 4.00 4.00 4.00 4.00 4.00
Total Part-Time FTE - - - - -
Department Total FTE 4.00 4.00 4.00 4.00 4.00
Expenditures by Type:

Personnel 445,097 522,427 555,840 539,615 571,682
Services & Supplies 400,401 276,405 341,798 325,878 363,284 Total by Type $ 845,498 $ 798,832 $ 897,638 $ 865,493 $ 934,966 Expenditures by Fund:
101 General Fund 721,985 794,070 773,338 746,893 810,546 207 Prop A Transit Funds 123,513 4,762 124,300 118,600 124,420 Total by Fund $ 845,498 $ 798,832 $ 897,638 $ 865,493 $ 934,966 GL # Personnel
101-11-4001-0000 Full Time Salaries 316,430 391,592 396,429 396,429 403,697 101-11-4002-0000 Part Time Wages 19,799 - - - -
101-11-4004-0000 Overtime - - - - -
101-11-4006-0000 Medicare 4,749 5,453 5,748 5,694 5,854 101-11-4008-6050 Retirement-PARS - - - - -
101-11-4008-6160 Retirement-PERS 55,798 70,349 80,746 80,746 89,214 101-11-4010-0000 Cafeteria Benefit 48,321 55,033 72,917 56,746 72,917 101-11-4016-0000 Retiree Medical Benefits (OPEB) - - - - - Total Personnel $ 445,097 $ 522,427 $ 555,840 $ 539,615 $ 571,682 GL # Services & Supplies
101-11-4150-0000 Other Contract Services 88,637 57,775 55,255 55,961 67,600 101-11-4150-0500 Other Contract Services-IT 26,069 29,208 30,625 30,624 35,920 101-11-4204-0000 Books & Periodicals - - 280 280 280
101-11-4316-0000 Equipment Repair & Maintenance 8,665 6,854 8,669 7,839 8,673 101-11-4332-0000 Fees to Outside Agencies 985 928 960 911 960

FINANCE DEPARTMENT
FY 2021-22
Operating Budget Summary
Operating Budget Detail
Authorized Positions (Full-Time Equivalents)

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed

FINANCE DEPARTMENT
FY 2021-22
101-11-4376-0000 Materials & Supplies 3,861 3,596 4,100 3,758 4,193 101-11-4396-0000 Memberships & Dues 505 881 1,359 796 1,514 101-11-4398-0000 Mileage 370 - 400 200 400
101-11-4412-0000 Postage 11,000 11,016 11,300 8,000 10,000 101-11-4420-0000 Printing 3,412 3,223 3,500 4,419 4,600 101-11-4468-0000 Staff Development 2,113 1,789 1,450 1,250 1,540 101-11-4480-0000 Travel & Meetings 2,518 735 3,550 1,341 3,600 101-11-4500-1980 Utilities-Electricity 49,760 56,710 65,000 64,000 69,550 101-11-4500-4950 Utilities-Natural Gas 1,825 2,105 2,000 3,500 3,745 101-11-4500-9025 Utilities-Telecommunications 20,875 23,494 27,500 22,400 24,150 101-11-4500-9460 Utilities-Water 1,032 1,267 1,550 2,000 2,140 101-11-4950-0001 Equipment Cost Allocation 55,261 72,062 - - - 207-11-4208-0750 Bus Transportation-Chamber 3,781 - 4,000 - 4,120 207-11-4208-1330 Bus Transportation-Dial a Ride 9,732 4,762 10,300 8,600 10,300 207-11-4208-8140 Bus Transportation-SMUSD Youth 110,000 - 110,000 110,000 110,000 Total Services & Supplies $ 400,401 $ 276,405 $ 341,798 $ 325,878 $ 363,284 Total Operating Expenditures $ 845,498 $ 798,832 $ 897,638 $ 865,493 $ 934,966

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 167,988 180,556 200,000 183,300 300,000
Services & Supplies 586,040 589,748 1,221,423 1,222,884 1,135,333 Debt Service 846,587 513,729 531,712 531,712 552,034
Total by Type $ 1,600,615 $ 1,284,033 $ 1,953,135 $ 1,937,896 $ 1,987,367 Expenditures by Fund:
101 General Fund 743,512 757,949 1,402,972 1,387,733 1,435,333 204 CDBG Fund 10,516 12,355 18,451 18,451 -
401 Debt Service Fund 846,587 513,729 531,712 531,712 552,034 Total by Fund $ 1,600,615 $ 1,284,033 $ 1,953,135 $ 1,937,896 $ 1,987,367 GL # Personnel
101-08-4016-0000 Retiree Medical Benefits (OPEB) * 167,988 180,556 200,000 183,300 300,000 Total Personnel $ 167,988 $ 180,556 $ 200,000 $ 183,300 $ 300,000 GL # Services & Supplies
101-08-4150-0000 Other Contract Services - 497 - - -
101-08-4150-0500 Citywide IT Contract Services 174,695 165,440 210,000 210,000 220,500 101-08-4150-0750 Cell Phone Contract Services 42,170 44,819 45,500 48,027 48,000 101-08-4150-0775 City Hall Credit Card Fees 16,794 15,925 22,000 19,700 21,000 101-08-4324-0000 Parking Lot Lease-SMUSD 63,600 33,416 34,045 34,045 34,686 101-08-4376-0000 Materials & Supplies-COVID-19 58,183 86,172 50,000 60,000 30,000 101-08-4376-0020 Materials & Supplies-Civil Unrest - 992 - - - 101-08-4376-0500 IT Contract Services-COVID-19 6,650 4,916 2,500 450 500 101-08-4495-0000 Property Tax Admin Fee (SB2557) 213,432 225,216 231,000 224,284 240,000 101-08-4950-0001 Equipment Cost Allocation ** - - 607,927 607,927 540,647 204-08-4150-0000 Other Contract Services - 500 8,451 8,451 - 204-08-4399-0000 Non-Capitalized Equipment 10,516 11,855 10,000 10,000 - Total Services & Supplies $ 586,040 $ 589,748 $ 1,221,423 $ 1,222,884 $ 1,135,333 FY 2021-22
Operating Budget Summary
Operating Budget Detail

NON-DEPARTMENTAL

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
FY 2021-22

NON-DEPARTMENTAL
401-00-4360-0000 Debt Service Interest Expense 141,587 103,729 81,712 81,712 57,034 401-00-4402-00000 Debt Service Principal Repayment 705,000 410,000 450,000 450,000 495,000 Total Debt Service $ 846,587 $ 513,729 $ 531,712 $ 531,712 $ 552,034 Total Operating Expenditures $ 1,600,615 $ 1,284,033 $ 1,953,135 $ 1,937,896 $ 1,987,367 ** Note: Equipment Cost Allocation is a non-cash budget item for equipment depreciation. This budget changes year over year depending on what equipment over $5k was purchased and is depreciated over the estimated life of the equipment.

In prior years, the Equipment Cost Allocation was allocated to the respective Department that possesses the equipment. * Note: Retiree Medical Benefits (OPEB) is for Other Post Employment Benefit budget to pay for retiree medical cost benefits.

HUMAN RESOURCES DEPARTMENT

DEPARTMENT PURPOSE
The mission of the Human Resources Department mission is to make the City of San Marino an employer of choice by continuously working towards creating a positive and safe workplace environment that attracts, develops, and retains exceptional employees.

DEPARTMENT DESCRIPTION
The Human Resources Department is responsible for the day-to-day administration of a comprehensive personnel system and maintenance of all employee records. The activities of this office include recruitment and selection processes for full-time and part-time employees; administering employee benefits; onboarding new employees; overseeing the development, maintenance, and communication of personnel related policies, procedures, rules, and regulation; managing the performance appraisal program; managing the classification and salary plans; and managing labor relations including negotiating employee Memoranda of Understanding (M.O.U.s) with the City’s organized employee associations. An additional office responsibility is overseeing and managing the City’s risk management program including liability, employee workers’ compensation and safety programs.

FISCAL YEAR 2021-22 ACCOMPLISHMENTS
• Ensured the City’s compliance during the COVID-19 Emergency, which included making sure the City complied with new State & County guidelines and legislation & regulations (i.e. FFCRA, AB 685, Cal/OSHA).
• Created a classification database and system to better track the City’s job descriptions and revisions
• Conducted more than 26, an 86% increase in recruitments compared to last year • Provided Workplace Harassment Prevention and Microsoft Office Suite Training for City staff • Created a wonderful and pleasant Mother’s Room
FISCAL YEAR 2022-23 OBJECTIVES
• Update the City’s Personnel Rules and Policies
• Implement SpringBrook HR software module to route Personnel Action Forms electronically and track annual evaluations
• Develop new employee performance review process and forms • Develop a formal off-boarding process for all City employees

OPERATIONAL DASHBOARD
Description FY 20-21
Total
Year to Date
(as of March 2022) Estimated Actuals
Full-Time Employees
(out of 104 budgeted) 95 94 94
Part-Time Employees 46 45 45
Full-Time Position Vacancy Rate 8.1% 7.4% 7.4%
Workers' Comp Claims
(average total open per month) 36 42 42
Workers' Comp Claims (new) 12 36 36
Cumulative Workers' Comp
Days Off 180.3 241 321.3
Performance Appraisal
Completion Rate 63% 53% 53%
All numbers reported as averages for the reporting time period except for “Cumulative Worker’s Comp Days Off”
104 FTE Budgeted
101
96 100 96 94 92 94 93 92
70 64
61 57
56 53 51 52 51

2.9%

7.7%

3.8%

7.7% 9.0% 8.8% 9.0% 9.0% 8.8%

0.0%

2.0%

4.0%

6.0%

8.0%

10.0%

12.0%
0 20
40 60
80 100
120
Jul-21 Aug-21 Sep-21 Oct-21 Nov-21 Dec-21 Jan-22 Feb-22 Mar-22

EMPLOYEES AND BUDGETED POSITIONS
Full-Time Employees Part-Time Employees Full-Time Position Vacancy Rate

37 40 40 38
45 44
48 47
41 1
5 1
2 9
1 12
5 0
25 2
8 8
48 21
51 35
43 Jul-21 Aug-21 Sep-21 Oct-21 Nov-21 Dec-21 Jan-22 Feb-22 Mar-22

WORKERS' COMPENSATION
Workers' Comp Claims (Total Open) Workers' Comp Claims (New) Cumulative Workers' Comp Days Off
58%
52%
48%
59% 59%
50% 50%
47%
50%
45%
50%
55%
60%
65%
Jul-21 Aug-21 Sep-21 Oct-21 Nov-21 Dec-21 Jan-22 Feb-22 Mar-22

PERFORMANCE APPRAISAL COMPLETION RATE

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TO: Dr. Marcella Marlowe, City Manager
FROM: Paul Chung, Finance Director
DATE: April 22, 2022
SUBJECT: DRAFT BUDGET SUBMISSION FOR FY 2022-23

HUMAN RESOURCES
YEAR-END SUMMARY (FY 2021-22 BUDGET VS ESTIMATED)
• The Department is anticipated to end the fiscal year with a savings of $28,369 or -1.9% below the current budget. The primary reasons are listed below:
o Personnel budget is anticipated to have savings due salary savings due to vacancy. o Services & Supplies budget is anticipated to be over budget because of higher number of recruitments.

FY 2021-22 FY 2021-22
Bud. Vs
Est.

Bud. Vs
Est. FY 2022-23
YOY
Budget
YOY
Budget
Budget Estimated Diff $$ Diff %% Proposed Diff $$ Diff %% Personnel 273,106 237,584 (35,522) -13.0% 334,853 61,747 22.6% Services & Supplies 1,182,989 1,190,142 7,153 0.6% 1,213,754 30,765 2.6% Total by Type $ 1,456,095 $ 1,427,726 $ (28,369) -1.9% 1,548,607 $ $ 92,512 6.4% Operating Budget Summary Table

FY 2022-23 PROPOSED BUDGET
Personnel
• The Department’s Full Time Equivalent (FTE) will remain at 2.00 FTE, unchanged from the current budget.
• Salaries & Wages are projected to be $334,853 which represents a $61,747 or 22.6% increase from current budget.
o Personnel budget increase is primarily due to converting the HR Manager to the HR Director position approved by City Council on December 15, 2021. o Salaries & Wages budget is pending the outcome of the meet and confer process with the associations.
o The overall pension costs are projected to increase by 10.5%.

Services & Supplies
• Service & Supplies proposed budget for FY 2022-23 is $1,213,754, which represents a $30,765 or 2.6% increase from current budget. The primary reasons for the increase are due to the following:
o An increase of $9,689 to cost center #101-10-4106-3415 (Contract Legal ServicesLabor) is due to the 10% increase in legal services contract with Labor Counsel. o An increase of $11,500 to cost center #101-10-4436-000 (Recruitment) is due to the department conducting a higher number of recruitments with an enhanced emphasis on implementing innovative strategies.
o An increase of $1,200 to cost center #595-10-4150-0000 (Worker’s Comp Contract Services) is due to 5% increase in CPI. Additionally, an increase of $34,859 to cost center # 595-10-4356-0000 (Workers’ Comp Insurance Premiums) to account for the projected 10% increase to the workers’ compensation insurance premiums and an increase by the State of California for the Self-Insured Program (SIP). o A decrease of $27,241 to cost center # 596-10-4356-3412 (Insurance Premiums JPIA) can mainly be attributed to a decrease in the annual contribution rate to CJPIA. The annual contribution rate is based on the last five complete coverage periods.

ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2021-22 Accomplishments, FY 2022-23 Objectives, Operational Dashboard)
B. Department Organizational Chart
C. Department Tie-Out Sheets

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
Full-Time
Human Resources Director - - 1.00 1.00 1.00
Human Resources Manager 1.00 1.00 - - -
Administrative Assistant 1.00 1.00 1.00 1.00 1.00
Total Full-Time FTE 2.00 2.00 2.00 2.00 2.00
Total Part-Time FTE - - - - -
Department Total FTE 2.00 2.00 2.00 2.00 2.00
Expenditures by Type:

Personnel 235,651 244,743 273,106 237,584 334,853
Services & Supplies 1,262,098 1,081,220 1,182,989 1,190,142 1,213,754 Total by Type $ 1,497,749 $ 1,325,963 $ 1,456,095 $ 1,427,726 $ 1,548,607 Expenditures by Fund:
101 General Fund 512,313 365,582 466,476 440,760 550,320 595 Workers' Compensation Fund 162,612 182,629 228,806 240,123 264,715 596 General Liability Fund 822,824 777,752 760,813 746,844 733,572 Total by Fund $ 1,497,749 $ 1,325,963 $ 1,456,095 $ 1,427,726 $ 1,548,607 GL # Personnel
101-10-4001-0000 Full Time Salaries 143,472 172,302 180,888 165,808 231,255 101-10-4002-0000 Part Time Wages 27,261 - - - -
101-10-4004-0000 Overtime 12 - - 41 -
101-10-4006-0000 Medicare 2,653 2,526 2,623 2,117 3,353 101-10-4008-6160 Retirement-PERS 36,270 40,648 47,587 43,620 58,387 101-10-4010-0000 Cafeteria Benefit 25,983 27,678 36,458 24,488 36,458 101-10-4016-0000 Retiree Medical Benefits (OPEB) - - - - - 595-10-4015-0001 Workers' Comp Current Employee - 1,512 5,550 1,510 5,400 595-10-4015-0002 Workers' Comp Past Employee - 77 - - - Total Personnel $ 235,651 $ 244,743 $ 273,106 $ 237,584 $ 334,853 GL # Services & Supplies
101-10-4106-3415 Contract Legal Services-Labor 125,152 38,014 110,000 109,136 119,689 101-10-4150-0000 Other Contract Services 75,528 26,837 29,563 29,293 29,563 101-10-4150-0500 Other Contract Services-IT - 7,555 7,782 8,077 8,319 101-10-4376-0000 Materials & Supplies 9,015 12,362 12,600 12,373 12,600 101-10-4396-0000 Memberships & Dues 1,849 1,039 1,475 1,475 1,495 101-10-4398-0000 Mileage 655 - 700 200 400

HUMAN RESOURCES
FY 2021-22
Operating Budget Summary
Operating Budget Detail
Authorized Positions (Full-Time Equivalents)

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed

HUMAN RESOURCES
FY 2021-22
101-10-4436-0000 Recruitment 61,213 36,297 28,500 39,942 40,000 101-10-4468-0000 Staff Development 347 49 5,000 2,867 5,000 101-10-4480-0000 Travel & Meetings 2,903 275 3,300 1,322 3,800 595-10-4150-0000 Workers' Comp Contract Services 22,560 22,560 23,760 23,760 24,960 595-10-4356-0000 Workers' Comp Insurance Premiums 140,052 158,480 199,496 214,853 234,355 596-10-4356-3412 Insurance Premiums JPIA 822,824 777,752 760,813 746,844 733,572 Total Services & Supplies $ 1,262,098 $ 1,081,220 $ 1,182,989 $ 1,190,142 $ 1,213,754 Total Operating Expenditures $ 1,497,749 $ 1,325,963 $ 1,456,095 $ 1,427,726 $ 1,548,607

COMMUNITY DEVELOPMENT DEPARTMENT

DEPARTMENT PURPOSE
The mission of the Community Development Department’s mission is to preserve the comforts of the community, our neighborhoods, and our natural resources.

DEPARTMENT DESCRIPTION
The Department consists of the Community Development Director, Building Inspector, Code Enforcement Manager, two (2) Code Enforcement Officers, a part-time Code Enforcement Officer, a parttime Senior Planner, Associate Planner, Assistant Planner, two (2) Permit Technicians, and a part-time Management Analyst. Together these employees are primarily responsible for current and long-range planning, environmental review, building inspection, plan checking, code enforcement, economic development, and administering the business license program. Current planning activities include:
• Providing zoning information to the public;
• Reviewing development plans for compliance with City zoning regulations, and processing plans through the Design Review Committee, Planning Commission, and City Council; • Providing long-range planning guides to address future growth and physical development of the City by updating the General Plan and its various elements; • Providing code enforcement to preserve the City’s beautiful appearance; • Monitoring commercial vacancies and providing zoning information for prospective businesses seeking to relocate to San Marino; and
• Administering and enforcing local and State regulations applicable to construction on private property within the City. Included in this responsibility is the review of construction plans, issuance of permits and field inspection of construction from foundation through final completion of buildings.

FISCAL YEAR 2021-22 ACCOMPLISHMENTS
• Prepared municipal code text amendment for adoption by City Council of San Marino Grad night special events in the C-1 Zone.
• Finalized 6th Cycle Housing Element for Council adoption of both the Draft and Subsequent Revised Housing Element and submitted to State Housing and Community Development Department.
• Drafted text amendments for adoption by City Council of SB9 and SB35 standards. • Coordinated release of San Marino Center Improvement Project notice of preparation (NOP) and draft Environmental Impact Report DEIR.
• Adopted a revised MOU with the Old Mill Foundation for the operation of the Old Mill. • Coordinated review and update of administrative procedures regarding the ongoing implementation of the Citywide Tree Preservation Ordinance. • In coordination with City Attorney, drafted text amendments to City’s Zoning Ordinance to improve enforcement mechanisms.

FISCAL YEAR 2022-23 OBJECTIVES
• Manage the adoption of the Safety Element Update
• Coordinate the development of the General Plan Update • Update the Tree Preservation Ordinance
• Implement the adoption of the Housing Element programs • Create an educational campaign for Code Enforcement
• Coordinate compliance of San Marino Center Improvement Project adopted EIR

OPERATIONAL DASHBOARD
Description FY 20-21
Total
Year to Date
(as of March 2022) Estimated Actuals
Building permits issued 754 703 937
Tree removal permits issued 115 58 77
ADU permits issued 16 21 28
ADU Applications submitted 26 31 41
Open code enforcement
cases per month 84 64 85
New businesses 75 32 43
93 88 91
77 52
70 76 82
74 13 7 12 10
3 2 6 3 2
Jul-21 Aug-21 Sep-21 Oct-21 Nov-21 Dec-21 Jan-22 Feb-22 Mar-22

PERMITS
Building Permits Tree Removal Permits Issued

4 1 1
2 3
2 3
1 4
2 5
4 4
1 3
4 3
5 Jul-21 Aug-21 Sep-21 Oct-21 Nov-21 Dec-21 Jan-22 Feb-22 Mar-22 ACCESSORY DWELLING UNITS (ADUs)
ADU Permits Issued ADU Applications Received
71 75 78
88 68
41 38
69 49
Jul-21 Aug-21 Sep-21 Oct-21 Nov-21 Dec-21 Jan-22 Feb-22 Mar-22

OPEN CODE ENFORCEMENT CASES
5 6
1 2
5 5
2 2
4 Jul-21 Aug-21 Sep-21 Oct-21 Nov-21 Dec-21 Jan-22 Feb-22 Mar-22

NEW BUSINESSES

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TO: Dr. Marcella Marlowe, City Manager
FROM: Isidro Figueroa, Community Development Department DATE: April 22, 2022
SUBJECT: DRAFT BUDGET SUBMISSION FOR FY 2022-23

COMMUNITY DEVELOPMENT
YEAR-END SUMMARY (FY 2021-22 BUDGET VS ESTIMATED)
• The Department is anticipated to end the fiscal year with a savings of $901,314 or -37.1% below the current budget. The primary reasons are listed below:
o Personnel budget is anticipated to have savings due to vacancy savings. o An estimated $600,000 remaining in cost center #101-14-4150-0000 (Other Contract Services) due to the General Plan Update expenditures beginning in FY 2022-23 instead of FY 2021-2022.
o An estimated $120,000 remaining in cost center #101-14-4150-0001 (Other Contract Services-Economic Development) for economic development projects. o The savings in Services & Supplies are offset by Contract Building & Safety Services being over budget due to the high demand from the community for Plan Checking services.

FY 2020-21 FY 2020-21
Bud. Vs
Est.

Bud. Vs
Est. FY 2021-22
YOY
Budget
YOY
Budget
Budget Estimated Diff $$ Diff %% Proposed Diff $$ Diff %% Personnel 1,289,984 1,095,879 (194,105) -15.0% 1,318,726 28,742 2.2% Services & Supplies 1,141,914 434,706 (707,208) -61.9% 1,207,899 65,985 5.8% Total by Type $ 2,431,898 $ 1,530,584 $ (901,314) -37.1% 2,526,625 $ $ 94,727 3.9% Operating Budget Summary Table

FY 2022-23 PROPOSED BUDGET
Personnel
• The Department’s Full Time Equivalent (FTE) is proposed at 11 FTE, an increase of .05 FTE to convert a Part-Time Senior Planner to a Full-Time Senior Planner. The fiscal impact to convert the position from a Part-Time to a Full-Time is $70,659. o Staff is proposing to convert the existing part time Senior Planner position to full time to provide technical direction and supervise the development of junior staff, manage controversial and complex projects, and ensure City adopted ordinances and programs are in conformance with Federal and State law. Additionally, the request for a full time Senior Planner is necessitated to coordinate the advancement of backlog projects created by the increased construction of ADUs, single-family residential units and interior remodels and Tree Permits to the various governing bodies that include the Planning Commission and Design Review Committee.

The Senior Planner will provide primary support to update and manage the implementation of the recently adopted Housing Element programs in order for the City to be in compliance with State law. Converting the existing part time Senior Planner position to full time is also necessary to manage the housing projects required to be streamlined by State Law such as Senate Bill 9 and the accessory dwelling unit (ADU) laws enacted in 2017 and 2019. The Senior Planner position is necessitated to manage the increased project dockets that require Planning Commission and Design Review Committee public hearings. Furthermore, the Senior Planner will coordinate the review/processing and appeal of tree permits that have increased since the adoption of the Tree Preservation Ordinance. The Senior Planner will also take the lead in overseeing the development and implementation of the City’s Economic Development strategy and assist in the upcoming General Plan Update and implementation. • Salaries & Wages are projected to be $1,318,726 or 2.2% increase from current budget, which includes the proposed Full-Time Senior Planner.
o Salaries & Wages budget is pending the outcome of the meet and confer process with the associations.
o Pension costs are projected to increase by 10.5%.
o Salary cost is projected to increase by $70,659 due the conversion of the part-time Senior Planner to full time.

Services & Supplies
• The Department’s budget contains the following adjustments for a total of $65,985:
o An increase of $90,000 to cost center #101-14-4104-6270 (Contract Services- Building & Safety Svc) to account for the additional plan check review and inspections resulting from the increased in accessory dwelling unit (ADU) approvals, home renovation, and new single-family residential construction.
o A decrease of $50,000 to cost center #101-14-4106-0950 (Contract Services – Code Enforcement) based on transfer of prosecution services to our current City Attorney.

o An increase of $50,000 to cost center #101-04-4150-0000 (Contract Services) to secure the services of a land use consultant for the potential rezoning effort due to the adoption of the Housing Element to facilitate the City’s Regional Housing Needs Allocation (RHNA) and addressing an potential comments from the California Department of Housing and Community Development (HCD).
o A decrease of $27,654 to cost center #101-04-4150-0500 (Other Contract Services-IT) as a result of one-time software expenditures in FY21-22. o A decrease of $1,500 to cost center #101-04-4376-0000 (Materials & Supplies) is due to the Residential and Commercial Design Guidelines budget of $3,000 not being rebudgeted to next year. The decrease is offset by an increase of $1,500 in materials and supplies for increased development and tree permits.
o An increase of $824 to cost center #101-14-4396-0000 (Memberships and Dues) for professional membership dues related to providing professional affiliation membership to newly-hired positions. Membership dues are important to ensure staff is aware of the latest knowledge and practices. Additionally, membership affiliation allows the City to stay current on issues and opportunities that will assist in improving the quality of life of the City’s residents and provide opportunities for the City’s business community. o An increase of $940 to cost center #101-14-4500-9025 (Utilities-Telecommunications) is due to properly budgeting telephone services costs and reflecting the increased costs in fees due to inflation.
o An increase of $1,850 to cost center #101-14-4508-0000 (Vehicle Repair & Maintenance) to account for additional costs associated with fueling the Department’s fleet.

ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2022-22 Accomplishments, FY 2022-23 Objectives, Operational Dashboard)
B. Department Organizational Chart
C. Department Tie-Out Sheets

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
Full-Time
Community Development Director 1.00 1.00 1.00 1.00 1.00 Code Enforcement Manager 1.00 1.00 1.00 1.00 1.00
Senior Planner - - - - 1.00
Associate Planner 1.00 1.00 1.00 1.00 1.00
Assistant Planner 1.00 1.00 1.00 1.00 1.00
Permit Technician I 2.00 2.00 2.00 2.00 2.00
Code Enforcement Officer 1.00 1.00 2.00 2.00 2.00
Building Inspector II 1.00 1.00 1.00 1.00 1.00
Part-Time
Senior Planner 0.50 0.50 0.50 0.50 -
Management Analyst 0.50 0.50 0.50 0.50 0.50
Code Enforcement Officer 0.50 0.50 0.50 0.50 0.50
Total Full-Time FTE 8.00 8.00 9.00 9.00 10.00
Total Part-Time FTE 1.50 1.50 1.50 1.50 1.00
Department Total FTE 9.50 9.50 10.50 10.50 11.00
Expenditures by Type:

Personnel 1,023,799 1,118,431 1,289,984 1,095,879 1,318,726 Services & Supplies 503,211 572,272 1,141,914 434,706 1,207,899 Total by Type $ 1,527,010 $ 1,690,703 $ 2,431,898 $ 1,530,584 $ 2,526,625 Expenditures by Fund:
101 General Fund 1,527,010 1,690,703 2,426,348 1,530,584 2,521,225 595 Workers Compensation Fund - - 5,550 - 5,400
Total by Fund $ 1,527,010 $ 1,690,703 $ 2,431,898 $ 1,530,584 $ 2,526,625 GL # Personnel
101-14-4001-0000 Full Time Salaries 661,090 714,953 786,534 612,163 836,568 101-14-4002-0000 Part Time Wages 100,045 100,184 116,676 204,017 71,766 101-14-4004-0000 Overtime 4,563 10,711 2,400 5,501 2,400 101-14-4006-0000 Medicare 9,672 11,406 13,097 11,693 13,171 101-14-4008-6050 Retirement-PARS 1,024 1,245 2,691 1,389 2,691 101-14-4008-6160 Retirement-PERS 147,846 162,910 198,574 154,551 204,039 101-14-4010-0000 Cafeteria Benefit 99,459 116,822 164,062 105,961 182,291 101-14-4013-0000 Uniform Allowance 100 200 400 603 400
595-14-4015-0001 Workers' Comp Current Employee - - 5,550 - 5,400 Total Personnel $ 1,023,799 $ 1,118,431 $ 1,289,984 $ 1,095,879 $ 1,318,726 GL # Services & Supplies
101-14-4104-6270 Contract Building & Safety Svc 156,869 181,499 160,000 225,360 250,000 101-14-4106-0950 Contract Legal Svcs.-Code Enf. 80,306 95,486 65,000 33,232 15,000

COMMUNITY DEVELOPMENT DEPARTMENT
FY 2021-22
Operating Budget Summary
Operating Budget Detail
Authorized Positions (Full-Time Equivalents)

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed

COMMUNITY DEVELOPMENT DEPARTMENT
FY 2021-22
101-14-4106-2755 Contract Legal Svcs.-General 22,053 1,890 - - - 101-14-4150-0000 Other Contract Services 179,627 129,531 708,691 112,878 758,691 101-14-4150-0001 Other Contract Services-Econ. Develop. - 92,398 120,000 5,743 120,000 101-14-4150-0500 Other Contract Services-IT 17,532 20,521 38,669 11,015 11,015 101-14-4202-0000 Advertising 9,449 12,304 15,000 12,899 15,000 101-14-4204-0000 Reference Materials 1,291 - 200 200 200 101-14-4316-0000 Equipment Repair & Maintenance 3,449 3,378 2,600 2,981 3,000 101-14-4332-0000 LA County Publishing Fees - - 375 - -
101-14-4376-0000 Materials & Supplies 5,703 6,158 9,000 7,430 7,500 101-14-4396-0000 Memberships & Dues 1,018 1,079 1,974 2,242 3,348 101-14-4398-0000 Mileage 885 1,224 1,400 1,508 1,500
101-14-4412-0000 Postage 1,299 2,967 900 519 1,300
101-14-4420-0000 Printing 3,892 5,736 3,000 3,234 3,000 101-14-4468-0000 Staff Development 3,822 3,890 3,510 2,445 3,960 101-14-4480-0000 Travel & Meetings 4,538 500 5,485 5,485 5,485 101-14-4500-9025 Utilities-Telecommunications 2,412 2,650 2,060 2,942 3,000 101-14-4508-0000 Vehicle Repair & Maintenance 2,819 4,791 4,050 4,593 5,900 101-14-4950-0001 Equipment Cost Allocation 6,247 6,270 - - - Total Services & Supplies $ 503,211 $ 572,272 $ 1,141,914 $ 434,706 $ 1,207,899 Total Operating Expenditures $ 1,527,010 $ 1,690,703 $ 2,431,898 $ 1,530,584 $ 2,526,625

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FIRE DEPARTMENT

DEPARTMENT PURPOSE
The mission of the San Marino Fire Department is to save lives and property, and ensure the safety of our community.

DEPARTMENT DESCRIPTION
The Fire Department’s primary purpose is to provide lifesaving emergency response for fire suppression and emergency medical services for residents of the City. Equally important, however, are its responsibilities in the areas of fire prevention, life safety inspections, community education and emergency preparedness.

The delivery of life saving paramedic services is an integral part of the Fire Department mission. All of the San Marino firefighters are licensed Paramedics trained to the highest level provided within the County of Los Angeles. Only about ten percent of the cities in Los Angeles County employ paramedics with the extensive training and experience required to provide advanced life support using standing field treatment protocols.

Other services include:
• Annual inspections of commercial property and school occupancy; • Review of commercial and large residential building plans for adequacy of fire detection and suppression systems;
• Pre-incident exercises and training with allied agencies, and others related to high-risk or highvalue areas of the City, such as the High Fire Hazard Severity Zone and the Huntington Library, Art Collections and Botanical Gardens;
• Participation in public education in schools, neighborhoods, community groups and service clubs to stress fire safety, first aid, cardiopulmonary resuscitation and emergency preparedness; • In conjunction with the South Pasadena Fire Department, share fire command Chief Officers for the two fire departments. By sharing resources, the fire departments can provide an enhanced service at a lower cost;
• In conjunction with MySafe California, a non-profit safety organization, the San Marino Fire Department conducts a Junior Fire Program for Huntington Middle School, and cardio pulmonary resuscitation (CPR) training for San Marino High School students; and • Emergency Management responsibilities for the City.

FISCAL YEAR 2021-22 ACCOMPLISHMENTS
• Continued to lead the City of San Marino’s response to COVID-19, including management of the Emergency Operations Center and Resident Support Hotline, provided COVID-19 testing for employees, and managed acquisition and distribution of personal protective equipment for all City Departments.
• Conducted a vaccine booster program for residents who received COVID-19 vaccines through the Department’s initial vaccine distribution program in FY 2021-22.

• Coordinated with the Parks & Public Works Department to receive design proposals for the Fire Department’s bathroom renovation.
• Completed purchase of mobile radios for the department’s emergency response apparatus. • Worked with the Huntington Library in the development of their Emergency Action Plans. • Published an Annual San Marino Fire Department Report. • Engaged the community in numerous public educational presentations concerning COVID-19, virus variants, fall prevention, and preparing for disasters.

FISCAL YEAR 2022-23 OBJECTIVES
• Complete the Lexipol implementation of fire department policies and procedures. • Accept delivery of the new RA 91. (Delivery was originally scheduled for FY 2021-22; however, production was delayed due to the COVID-19 pandemic as well as national recalls by Fiat Chrysler of lug nuts and fuel pumps.)
• Conduct a review of the current Community Emergency Response Training (CERT) and develop a “Citizen Fire Academy” for residents’ participation.
• Conduct Fire Department First Aid Community Instructional Workshops. • Begin construction on the Fire Department’s bathroom renovation.

OPERATIONAL DASHBOARD
Description FY 20-21
Total
Year to Date
(as of March 2022) Estimated Actuals
# of total responses 1,673 1,403 1,864
Responses in City 940 752 1001
Responses out of City 733 647 863
90th percentile EMS
turnout time 0:01:25 0:01:03 0:01:14
90th percentile Fire
turnout time 0:01:40 0:01:04 0:01:22
90th percentile overall
response time 0:06:02 0:06:09 0:06:05
Total cardiac arrest
incidents 14 7 9
Cardiac arrest return of
spontaneous circulation 1 2 3

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TO: Dr. Marcella Marlowe, City Manager
FROM: M. D. Rueda, Fire Chief
Jennifer McGee, Management Analyst
DATE: April 22, 2022
SUBJECT: DRAFT BUDGET SUBMISSION FOR FY 2022-23

FIRE DEPARTMENT
Attached are the draft budget submissions for the Fire Department:

YEAR-END SUMMARY (FY 2021-22 BUDGET VS ESTIMATED)
• The Department is anticipated to end the fiscal year at $257,106 or 4.3% above the current budget. The primary reasons are listed below:
o Personnel budget is anticipated to exceed the budget by $219,332 due to overtime costs to provide position coverage for 2 vacant positions and 4 injuries on duty exceeding 200 hours during the fiscal year.
o Shared Command Services (cost center 103-34-4110-0000) is anticipated to exceed the budget by $53,000 due to a correction in billing by the City of South Pasadena. South Pasadena did not include the actual cost of the shared Division Chief’s fully burdened salary in previous fiscal year invoicing. The budgeted amount was based on data provided by South Pasadena. The overage in the Shared Command Services account is partially offset by estimated savings of $15,000 in Utilities-Telecommunications (cost center 103- 34-4500-4950). An audit conducted in FY 2021-22 of department phone lines successfully decreased costs by 46%.

FY 2021-22 FY 2021-22
Bud. Vs
Est.

Bud. Vs
Est. FY 2022-23
YOY
Budget
YOY
Budget
Budget Estimated Diff $$ Diff %% Proposed Diff $$ Diff %% Personnel 5,328,307 5,547,639 219,332 4.1% 5,504,164 175,857 3.3% Services & Supplies 620,265 658,038 37,773 6.1% 682,670 62,405 10.1% Total by Type $ 5,948,572 $ 6,205,678 $ 257,106 4.3% 6,186,834 $ $ 238,262 4.0% Operating Budget Summary Table

FY 2022-23 PROPOSED BUDGET
Personnel
• The Department’s Full Time Equivalent (FTE) will remain at 21.00 FTE, unchanged from the current budget.
• Personnel proposed budget for FY 2022-23 is $5,504,164 which represents a $175,857 or 3.3% increase from current budget.
o Salaries & Wages budget is pending the outcome of the meet and confer process with the associations.
o Overall pension costs are projected to increase by 10.5%.

Services & Supplies
• Services & Supplies proposed budget for FY 2022-23 is $682,670, which represents a $62,405 or 10.1% increase from the current budget. The primary reasons for the increase are due to the following:
o An increase of $63,000 to cost center #103-34-4110-0000 (Shared Command) for shared Division Chief services with the City of South Pasadena. Shared Command services are estimated at $173,000 for FY 2022-23 (half the fully burdened salary of the shared Division Chief position and anticipated overtime). The increase in cost is the result of an underbilling by South Pasadena for Fiscal Years 2019-20 and 2020-21.

ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2022-22 Accomplishments, FY 2022-23 Objectives, Operational Dashboard)
B. Department Organizational Chart
C. Department Tie-Out Sheets

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
Full-Time
San Marino Fire Chief 1.00 1.00 1.00 1.00 1.00
San Marino Fire Division Chief 1.00 1.00 1.00 1.00 1.00 Fire Captains 3.00 3.00 3.00 3.00 3.00
Firefighter/Paramedic 12.00 12.00 12.00 12.00 12.00
Engineer 3.00 3.00 3.00 3.00 3.00
Management Analyst 1.00 1.00 1.00 1.00 1.00
Total Full-Time FTE 21.00 21.00 21.00 21.00 21.00
Total Part-Time FTE - - - - -
Department Total FTE 21.00 21.00 21.00 21.00 21.00
Expenditures by Type:

Personnel 5,458,015 5,532,129 5,328,307 5,547,639 5,504,164 Services & Supplies 643,877 814,047 620,265 658,038 682,670 Total by Type $ 6,101,892 $ 6,346,176 $ 5,948,572 $ 6,205,678 $ 6,186,834 Expenditures by Fund:
103 Public Safety Fund 5,823,782 6,065,869 5,743,290 6,082,896 5,986,656 104 4th of July Fund 1,908 - 1,782 1,781 2,178
281 Donations Fund - 10,479 - - -
595 Workers Compensation Fund 276,202 269,828 203,500 121,000 198,000 Total by Fund $ 6,101,892 $ 6,346,176 $ 5,948,572 $ 6,205,678 $ 6,186,834 GL # Personnel
103-34-4001-0000 Full Time Salaries 2,755,761 2,255,271 2,520,055 2,358,277 2,521,781 103-34-4001-0019 Full Time Salaries-COVID-19 - 16,847 - 3,600 - 103-34-4004-0000 Overtime 627,379 987,921 469,000 785,934 493,000 103-34-4004-0003 Overtime-Strike Teams 970 60,123 127,500 157,189 140,000 103-34-4004-0019 Overtime-COVID-19 26,438 - - - -
103-34-4004-0020 Overtime-Civil Unrest 3,213 - - - -
103-34-4004-0033 Overtime-Shared Command 59,896 41,378 39,000 67,608 50,000 103-34-4006-0000 Medicare 45,236 46,535 36,541 47,684 36,566 103-34-4008-6160 Retirement-PERS 1,255,750 1,371,878 1,551,900 1,464,590 1,679,027 103-34-4010-0000 Cafeteria Benefit 301,770 308,360 378,229 342,408 382,812 103-34-4011-0000 Technology Allowance 4,629 - - -
103-34-4013-0000 Uniform Allowance 800 800 800 800 800
103-34-4015-0000 Worker's Comp 4850 Pay 98,063 173,188 - 196,768 - 104-34-4004-0000 Fire Overtime (4th of July) 1,881 - 1,536 1,536 1,925 104-34-4006-0000 Medicare 27 21 21 28
104-34-4010-0000 Cafeteria Benefit - - 225 225 225
595-34-4015-0001 Workers' Comp Current Employees 183,411 264,101 159,723 111,000 165,678 595-34-4015-0002 Workers' Comp Past Employees 92,791 5,727 43,777 10,000 32,322 Total Personnel $ 5,458,015 $ 5,532,129 $ 5,328,307 $ 5,547,639 $ 5,504,164 GL # Services & Supplies
103-34-4110-0000 Shared Command 77,446 180,143 115,000 168,000 178,000 103-34-4150-0000 Other Contract Services 164,510 179,967 194,200 185,258 194,200

FIRE DEPARTMENT
FY 2021-22
Operating Budget Summary
Operating Budget Detail
Authorized Positions (Full-Time Equivalents)

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed

FIRE DEPARTMENT
FY 2021-22
103-34-4150-0500 Other Contract Services-IT 15,277 17,286 17,000 16,672 17,550 103-34-4204-0000 Books & Periodicals 403 354 400 362 400 103-34-4206-0000 Building Repair & Maintenance 14,207 15,950 18,750 18,417 19,400 103-34-4308-0000 Equipment Rental - - 400 - 400
103-34-4316-0000 Equipment Repair & Maintenance 15,330 16,325 15,000 13,993 15,000 103-34-4376-0000 Materials & Supplies 48,300 48,251 50,800 58,542 60,500 103-34-4396-0000 Memberships & Dues 2,393 3,722 2,975 3,880 3,880 103-34-4398-0000 Mileage 249 - 100 127 100
103-34-4399-0000 Non-capitalized Equipment 11,678 7,678 12,300 11,126 12,300 281-34-4399-0000 Non-capitalized Equipment 10,479 - - - 103-34-4401-0000 Outside Services 6,370 3,080 3,000 4,270 3,000 103-34-4420-0000 Printing 541 95 450 379 450
103-34-4436-0000 Recruitment 21,770 42,491 16,600 25,739 16,600 103-34-4452-0000 Small Tools 275 284 500 427 500
103-34-4460-0003 Special Exp.Strike Team FEMP - 2,931 12,000 9,926 12,000 103-34-4468-0000 Staff Development 7,734 8,512 14,130 12,328 14,130 103-34-4480-0000 Travel & Meetings 2,736 398 5,600 2,338 5,600 103-34-4492-0000 Uniforms 10 - - - -
103-34-4492-0003 Uniforms-PERSable 7,399 7,064 7,400 7,400 7,400 103-34-4492-0004 Uniforms-Safety 21,724 19,585 23,000 22,562 23,000 103-34-4500-4950 Utilities-Natural Gas 2,054 2,522 1,900 3,954 4,100 103-34-4500-9025 Utilities-Telecommunications 23,032 29,742 39,960 21,509 21,560 103-34-4508-0000 Vehicle Repair & Maintenance 67,567 74,495 68,800 70,829 72,600 103-34-4950-0001 Equipment Cost Allocation 132,872 142,693 - - - Total Services & Supplies $ 643,877 $ 814,047 $ 620,265 $ 658,038 $ 682,670 Total Operating Expenditures $ 6,101,892 $ 6,346,176 $ 5,948,572 $ 6,205,678 $ 6,186,834

EMERGENCY MANAGEMENT

DEPARTMENT PURPOSE
The Emergency Management Program develops and maintains the City’s emergency management program and disaster plans to respond to and coordinate the resources necessary to cope with local emergencies affecting San Marino. Emergency preparedness is a key component of the community’s readiness for a major emergency.

DEPARTMENT DESCRIPTION
The Department is responsible for training and educating the City Council members, City staff, businesses and residents to be self-sufficient in the event of a major disaster. Department responsibilities include:
• Ensure City Council members and key staff participate in at least one disaster exercise each year to test the City’s and County’s ability to manage and respond to a large-scale event. The City’s Emergency Operations Center (EOC) also participates in periodic communications exercises intended to test the capabilities of the County’s emergency management information systems. • Coordinate the Community Emergency Response Training (CERT) program. CERT members receive special training in disaster first aid, urban search and rescue, and the incident command system.
• Maintain the City’s Emergency Operations Center.
• Maintain the City’s Emergency Operations Plan, and the Local Hazard Mitigation Plan. • Maintain the City’s disaster supplies.
• Maintain the City’s emergency notification systems, which includes the San Marino Community Alert Message System (SMCAMS) to notify residents and businesses about urgent information related to the safety of our community. Emergency information can be sent to a telephone or email address. The Emergency Management program also maintains the Wireless Emergency Alerts (WEA) system, which has the ability to send emergency alerts directly to mobile devices in the event of an emergency.

FISCAL YEAR 2021-22 ACCOMPLISHMENTS
• Completed the COVID-19 After Action Report for the operational period of March 4, 2020 – June 30, 2021 and submitted to the State.
• Completed the GIS update of the City map, and awaiting a final version for mounting in the EOC • Coordinated with the American Red Cross to provide Shelter Operations Training to the Community Services Department and the San Marino Unified School District. • Implemented monthly emergency operations workshops with the City’s executive staff. • Successfully sent the City’s first live Wireless Emergency Alert to residents bordering the Alhambra Wash following a gasoline spill in Pasadena.
• Provided training and resources for executive staff to develop and implement revised Emergency Action Plans for each department.

FISCAL YEAR 2022-23 OBJECTIVES
• Develop and conduct emergency operations, active shooter training partnered with a consultant and the Huntington Library staff.
• Present the City’s revised Emergency Operations Plan to the Disaster Council and City Council for approval.
• Update the City’s Disaster Cache Inventory.
• Complete the EOC upgrade.

OPERATIONAL DASHBOARD
FY 2020-21 FY 2021-22
Description Actual
Year to Date
(as of March
2022)
Estimate
for the Year
EOC Activations 2 1 1

TO: Dr. Marcella Marlowe, City Manager
FROM: M. D. Rueda, Fire Chief
Jennifer McGee, Management Analyst
DATE: April 22, 2022
SUBJECT: DRAFT BUDGET SUBMISSION FOR FY 2022-23

EMERGENCY MANAGEMENT
Attached are the draft budget submissions for Emergency Management:

YEAR-END SUMMARY (FY 2021-22 BUDGET VS ESTIMATED)
• The Department is anticipated to end the fiscal year at $15,568 or 21.3% above the current budget. The primarily reasons are listed below:
o Personnel budget is anticipated to exceed the budget by $21,338 due to continued staffing of the EOC Resident Support Hotline and overtime costs associated with employee testing and contact tracing.

FY 2021-22 FY 2021-22
Bud. Vs
Est.

Bud. Vs
Est. FY 2022-23
YOY
Budget
YOY
Budget
Budget Estimated Diff $$ Diff %% Proposed Diff $$ Diff %% Personnel 19,127 40,465 21,338 111.6% 19,127 - 0.0%
Services & Supplies 53,900 48,130 (5,770) -10.7% 54,500 600 1.1% Total by Type $ 73,027 $ 88,595 $ 15,568 21.3% 73,627 $ $ 600 0.8% Operating Budget Summary Table

FY 2022-23 PROPOSED BUDGET
Personnel
• Although generally Emergency Management does not maintain a personnel budget, the department has included a proposed budget for FY 2022-23 of $19,127 for management of the Emergency Operations Center and Resident Support Hotline during the COVID pandemic.

Services & Supplies
• Services & Supplies proposed budget for FY 2022-23 is $54,500, which represents a $600 or

1.1% increase from the current budget. The primary reasons for the increase are due to the following:
o An increase of $300 (Other Contract Services-IT) to cost center # 101-36-4150-0500 for increased subscription costs to the City’s emergency alerting system. o An increase of $300 (Utilities-Telecommunications) to cost center # 101-36-4500-9025 for increased annual costs for satellite phone services.

ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2022-22 Accomplishments, FY 2022-23 Objectives, Operational Dashboard)
B. Department Tie-Out Sheets

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel - 90,228 19,127 40,465 19,127
Services & Supplies 50,294 42,035 53,900 48,130 54,500
Total by Type $ 50,294 $ 132,263 $ 73,027 $ 88,595 $ 73,627 Expenditures by Fund:
101 General Fund 50,294 132,263 73,027 88,595 73,627
Total by Fund $ 50,294 $ 132,263 $ 73,027 $ 88,595 $ 73,627 GL # Personnel
101-36-4002-0019 PT Salaries-COVID-19 - 66,510 12,500 29,785 12,500 101-36-4004-0019 Overtime-COVID-19 - 20,205 6,250 7,202 6,250 101-36-4006-0000 Medicare - 547 64 497 64
101-36-4008-6050 Retirement-PARS - 152 23 - 23
101-36-4008-6160 Retirement-PERS - 2,788 283 2,914 283
101-36-4010-0000 Cafeteria Benefit - 26 7 66 7
Total Personnel $ - $ 90,228 $ 19,127 $ 40,465 $ 19,127 GL # Services & Supplies
101-36-4150-0000 Other Contract Services 7,500 7,500 5,200 7,500 101-36-4150-0500 Other Contract Services-IT 6,346 5,624 5,700 5,928 6,000 101-36-4316-0000 Equipment Repair & Maintenance 6,314 9,760 10,900 10,244 10,900 101-36-4376-0000 Materials & Supplies 12,089 9,980 13,000 12,828 13,000 101-36-4396-0000 Memberships & Dues 175 175 300 335 300 101-36-4399-0000 Non-capitalized Equipment 7,753 7,500 6,100 7,500 101-36-4468-0000 Staff Development 1,723 7,087 3,700 1,764 3,700 101-36-4480-0000 Travel & Meetings - - - - -
101-36-4500-9025 Utilities-Telecommunications 4,179 5,194 5,300 5,731 5,600 101-36-4950-0001 Equipment Cost Allocation 4,215 4,215 - - - Total Services & Supplies $ 50,294 $ 42,035 $ 53,900 $ 48,130 $ 54,500 Total Operating Expenditures $ 50,294 $ 132,263 $ 73,027 $ 88,595 $ 73,627 FY 2021-22
Operating Budget Summary
Operating Budget Detail

EMERGENCY MANAGEMENT

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PARKS AND PUBLIC WORKS DEPARTMENT

DEPARTMENT PURPOSE
The mission of the Parks and Public Works Department is to create and sustain our community assets and infrastructure.

DEPARTMENT DESCRIPTION
The Parks and Public Works Department is responsible for the design, construction, maintenance, and operations of the City’s public infrastructure. The Department performs this mission through a combination of physical assets, best management practices and policies, and skilled personnel. The City’s infrastructure assets include:
• 121 lane-miles of public street and alley rights-of-way (curbs, gutters, sidewalks, signs, traffic signals and street lighting)
• 60 acres of landscaping including Lacy Park and boulevard-style median parks (Huntington Drive, Sierra Madre Boulevard, and Old Mill Road)
• 65,000 square feet of civic facilities including City Hall, the police and fire stations, the public works corporation yard, San Marino Center, Stoneman Building, Crowell Public Library, 7 municipal parking lots, and historic buildings such as the Old Mill and Thurnher House • 51 miles of wastewater collection systems including sewer mains, manhole, and 3 lift stations • 6 miles of stormwater drainage systems including lined and unlined washes, culverts, manholes, and drainage inlets
The Department is composed of seven divisions: Administration (including city engineering), Streets/Rightof-way, Fleet, Sewer (wastewater and stormwater), Parks, Grounds, and Building Maintenance.

FISCAL YEAR 2021-22 ACCOMPLISHMENTS
• Rehabilitated 35 neighborhood streets (approximately 4.7 miles of roadway) under budget • Completed the replacement of 34,438 square feet (approximately 1 square mile) of sidewalk under budget and ahead of schedule
• Maintained Lacy Park, 25 acres of medians, and 7,300 street trees • Awarded contract and commenced design work of replacement of a large drainage culvert located underneath Lacy Park
• Awarded contract for space needs and utilization study for the San Marino Police Department • Continued design work on the renovation of San Marino Center • Updated the Pavement Management Plan, allowing the City to plan for street resurfacing on a 15- year time horizon
• Hosted annual Arbor Day celebration at Lacy Park and planted sycamore tree donated by the Chinese Club of San Marino
• Responded to 584 non-emergency requests (as of March) made by residents via the GoGov app and the City’s website, including streetlight bulb replacements, removing tree branches/debris from the public right-of-way, and repairing pavement, among others.

FISCAL YEAR 2022-23 OBJECTIVES
• Commence construction phase of San Marino Center renovation. This is a major capital improvement project that will help modernize the facility and, once renovated, provide residents and users with an enjoyable experience.

OPERATIONAL DASHBOARD
Description FY 20-21
Total
Year to Date
(as of March 2022) Estimated Actuals
% of fleet out of service for
more than 3 business days 6.8% 4.1% 4.1%
Maintenance service requests
opened 547 574 765
% service requests closed
within 5 business days 84% 81% 81%
Customer surveys received 28 16 22
% customer survey rating
“superior/good” 93% 100% 100%
# capital projects in design 7 8 8
# capital projects in
construction 10 6 6
7 6
0 0
1 1 1
0 0
Jul-21 Aug-21 Sep-21 Oct-21 Nov-21 Dec-21 Jan-22 Feb-22 Mar-22

CUSTOMER SATISFACTION
Customer Surveys Received
100% of the Customer
Surveys received were
“Superior/Good” ratings

55 57
89 82
71 39
55 58
68 48%
83% 83% 89% 85% 85% 82% 83% 88%
0%
20%
40%
60%
80%
100%
0 20
40 60
80 100
Jul-21 Aug-21 Sep-21 Oct-21 Nov-21 Dec-21 Jan-22 Feb-22 Mar-22

SERVICE REQUESTS
Maintenance Service Requests Opened % Service Requests Closed Within 5 Business Days 2 2 2
3 3 3
5 4
5 4 4
2 2
3 2 2 2 2
Jul-21 Aug-21 Sep-21 Oct-21 Nov-21 Dec-21 Jan-22 Feb-22 Mar-22

CAPITAL PROJECTS
Projects in Design Projects in Construction
4%
3%
2%
1%
6%
3%
6%
9%
3%
0%
2%
4%
6%
8%
10%
Jul-21 Aug-21 Sep-21 Oct-21 Nov-21 Dec-21 Jan-22 Feb-22 Mar-22 % FLEET OUT OF SERVICE MORE THAN 3 DAYS

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TO: Dr. Marcella Marlowe, City Manager
FROM: Robert Newman, Interim Director of Parks and Public Works Robert Bauman, Management Analyst
DATE: April 22, 2022
SUBJECT: DRAFT BUDGET SUBMISSION FOR FY 2022-23

PARKS AND PUBLIC WORKS DEPARTMENT
YEAR-END SUMMARY (FY 2021-22 BUDGET VS ESTIMATED)
• The Department is anticipated to end the fiscal year with a savings of $401,569 or -11.1% below the current budget. The primary reasons are listed below:
o Personnel budget savings is anticipated due salary savings from the vacant Maintenance Worker III position as well as staff turnover, which resulted in both the Management Analyst and Parks and Public Works Manager positions being vacant for multiple months.

Both positions have since been filled. Similarly, one of the Department’s Maintenance Worker II retired in December. Recruitment to fill that position is currently underway. o Services and Supplies budget savings is primarily due to the department reducing the cost to the General Fund of outside engineering consultants by shifting those expenses to capital improvement fund construction programs and projects.

FY 2021-22 FY 2021-22
Bud. Vs
Est.

Bud. Vs
Est. FY 2022-23
YOY
Budget
YOY
Budget
Budget Estimated Diff $$ Diff %% Proposed Diff $$ Diff %% Personnel 1,975,617 1,726,706 (248,911) -12.6% 1,969,389 (6,228) -0.3% Services & Supplies 1,631,651 1,478,993 (152,658) -9.4% 1,695,875 64,224 3.9% Total by Type $ 3,607,268 $ 3,205,699 $ (401,569) -11.1% 3,665,264 $ $ 57,996 1.6% Operating Budget Summary Table

FY 2022-23 PROPOSED BUDGET
Personnel
• The Department’s Full Time Equivalent (FTE) will remain at 16 FTE, decrease of 0.50 from the current budget as the Park Attendants are moving to the Community Services Department. • Salaries & Wages are projected to be $1,969,389 or 0.3% decrease from current budget. o Salaries & Wages budget is pending the outcome of the meet and confer process with the associations.
o Pension costs are projected to increase by 10.5%.

Services & Supplies
• Services & Supplies proposed budget for FY 2022-23 is $1,695,875, which represents a $64,224 or 3.9% increase from the current budget. This is largely due to an increase of $100,850 to the contract agreement with Mariposa Landscaping for the City’s Multi-Year Tree Maintenance and Planting program, the costs of which are offset by various reductions elsewhere in the operating budget.

THE DEPARTMENT’S BUDGET BY DIVISION IS BELOW:

ADMINISTRATION (40)
• Administration Division’s services and supplies budget contains the following major adjustments for a total decrease of $15,120:
o A decrease of $15,000 (Contract Engineering Services) to cost center # 101-40-4104- 0000 for Citywide Traffic Engineering. This reflects the fact that some of the city traffic engineer’s costs are now spent out of the capital improvement program via the citywide traffic survey and neighborhood traffic calming program. This has the effect of reducing the costs to this account. This decrease is partially offset by small increases to cost center #101-40-4150-0000 (Contract Services), #101-40-4492-0003 and #101-40-4492- 0004 (Uniforms), and #101-40-4468-0000 (Staff Development).

FY 2021-22 FY 2021-22
Bud. Vs
Est.

Bud. Vs
Est. FY 2022-23
YOY
Budget
YOY
Budget
Budget Estimated Diff $$ Diff %% Proposed Diff $$ Diff %% Personnel 364,350 302,630 (61,720) -16.9% 345,336 (19,014) -5.2% Services & Supplies 115,785 102,047 (13,738) -11.9% 100,665 (15,120) -13.1% Total by Type $ 480,135 $ 404,677 $ (75,458) -15.7% 446,001 $ $ (34,134) -7.1% Admin. Division Budget Summary Table

FLEET (42)
• Fleet Division’s services and supplies budget contains the following major adjustments for a total increase of $615
o An increase of $500 (Materials and Supplies) to cost center # 101-42-4376-0000. These monies would be used to purchase a portable battery diesel jumper, a fluid extractor, and additional hoses to supplement the existing supplies and components of the Fleet Division, some of which have grown outdated, and, given the increasing cost of necessary parts and components, require an increase to this account. Remaining budget changes are to cost center #101-42-4150-0000 Other Contract Services and cost center #101-42-4316-0000 (Equipment Repair & Maintenance).

SEWER / STORMWATER (44)
• Sewer/Stormwater Division’s services and supplies budget contains the following major adjustments for a total decrease of $600:
o A decrease of $10,000 (Contracted Engineering- NPDES) to cost center # 101-44-4104- 0000. The majority of expenses related to the City’s stormwater programs are now budgeted in the Capital Improvement budget. As such, the “Stormwater Engineering” line item can be reduced to reflect this. This decrease is offset by increases to cost center #101-44-4150-0000 (Other Contract Services) to reflect the yearly contract adjustment for the City’s annual sewer cleaning, as well as an increase of $2,000 (Other Contract Services - NPDES) to cost center # 101-44-4150-5170 to reflect an increase in permit fees due to the State Water Resources Control Board for stormwater runoff collection and diversion compliance.

FY 2021-22 FY 2021-22
Bud. Vs
Est.

Bud. Vs
Est. FY 2022-23
YOY
Budget
YOY
Budget
Budget Estimated Diff $$ Diff %% Proposed Diff $$ Diff %% Personnel 242,230 228,223 (14,007) -5.8% 241,569 (661) -0.3% Services & Supplies 23,050 22,113 (937) -4.1% 23,665 615 2.7% Total by Type $ 265,280 $ 250,336 $ (14,944) -5.6% 265,234 $ $ (46) 0.0% Fleet Division Budget Summary Table
FY 2021-22 FY 2021-22
Bud. Vs
Est.

Bud. Vs
Est. FY 2022-23
YOY
Budget
YOY
Budget
Budget Estimated Diff $$ Diff %% Proposed Diff $$ Diff %% Personnel - - - 0.0% - - 0.0%
Services & Supplies 342,800 334,718 (8,082) -2.4% 342,200 (600) -0.2% Total by Type $ 342,800 $ 334,718 $ (8,082) -2.4% 342,200 $ $ (600) -0.2% Sewer Division Budget Summary Table

STREETS (48)
• Streets Division’s services and supplies budget contains the following major adjustments for a total decrease of $20,250:
o A decrease of $5,700 (Other Contract Services) to cost center # 101-48-4150-0000.

This reflects the lowered costs of signal maintenance by Siemens, as there have been fewer callouts for repairs in recent years. Additionally, the Department is proposing a decrease of $12,300 (Materials and Supplies) to cost center # 101-48-4376-0000, which reflects the fact that some materials such as asphalt mix and concrete are purchased in smaller quantities than previous years due to the recurring street rehabilitation and sidewalk repair projects that are expensed out of the capital improvement program.

PARKS (50)
• Parks Division’s services and supplies budget contains the following major adjustments for a total decrease of $16,280:

o A decrease of $20,000 (Plants) to cost center # 101-50-4404-0000. Beginning in FY 22- 23, the City’s multi-year tree maintenance and planting agreement with Mariposa (less $50,000 paid out of CIP funds) will be paid out of the “Other Contract Services” line item in Grounds. All other accounts previously used to pay for tree planting/maintenance have been zeroed out (approximately $49,500). As such, this particular line item (“Routine Tree Replacement”) can be reduced to zero. Staff is proposing keeping $5,000 in the account for floral displays, scrubs and ground cover. The decrease to this line item is partially offset by small increases in other areas, such as utility costs (water, natural gas, telecommunications), as well as vehicle repair and maintenance to cost center #101-50- 4508-0000, which reflects the costs for more frequent repairs necessary for the City’s aging equipment.

FY 2021-22 FY 2021-22
Bud. Vs
Est.

Bud. Vs
Est. FY 2022-23
YOY
Budget
YOY
Budget
528,038 Estimated Diff $$ Diff %% Proposed Diff $$ Diff %% Personnel 528,038 416,607 (111,431) -21.1% 550,204 22,166 4.2% Services & Supplies 309,100 261,581 (47,519) -15.4% 288,850 (20,250) -6.6% Total by Type $ 837,138 $ 678,188 $ (158,950) -19.0% 839,054 $ $ 1,916 0.2% Streets Division Budget Summary Table
FY 2021-22 FY 2021-22
Bud. Vs
Est.

Bud. Vs
Est. FY 2022-23
YOY
Budget
YOY
Budget
Budget Estimated Diff $$ Diff %% Proposed Diff $$ Diff %% Personnel 393,538 354,450 (39,088) -9.9% 376,785 (16,753) -4.3% Services & Supplies 186,830 160,380 (26,450) -14.2% 170,550 (16,280) -8.7% Total by Type $ 580,368 $ 514,830 $ (65,538) -11.3% 547,335 $ $ (33,033) -5.7% Parks Division Budget Summary Table

GROUNDS (52)
• Grounds Division’s services and supplies budget contains the following adjustments for a total increase of $103,170
o An increase of $100,850 (Other Contract Services) to cost center # 101-52-4150- 0000. Beginning in FY 22-23, the entirety of the City’s multi-year tree maintenance and planting agreement with Mariposa (less $50,000 paid out of CIP funds) will be paid out of this line item. Other accounts previously used to pay for tree planting/maintenance have been zeroed out (approximately $49,500). The new contract agreement will provide for more tree maintenance activities and plantings than in previous years, which has increased the overall cost. This increase is partially offset by a decrease of $8,900 (Plants) to cost center # 101-52-4404-0000, which is one of the specific line items (“Routine Tree Replacement”) previously used to pay for tree services that can now be reduced to zero.

Staff is proposing keeping $5,000 in this line item for floral displays, shrubs and ground cover.

BUILDING MAINTENANCE (53)
• Building Maintenance Division’s services and supplies budget contains the following major adjustments for a total increase of $12,689:
o An increase of $5,394 (Other Contract Services) to cost center # 101-53-4150-0000 to reflect a 5% cost increase to the various contract services under building maintenance (security, alarm monitoring, janitorial, exterminating/fumigation). This reflects a general inflation increase and also budgets for potential “call-outs” that are not included in the general monthly or quarterly service (i.e. an issue with pests or a need for an additional deep clean of a facility). The Building Maintenance Division will also see an increase of $6,900 (Building Repair and Maintenance) to cost center # 101-53-4206-0000 to reflect the shift of $5,000 from Parks (Account # 101-50-4206-0000), as well as minor cost increases for maintenance work.

FY 2021-22 FY 2021-22
Bud. Vs
Est.

Bud. Vs
Est. FY 2022-23
YOY
Budget
YOY
Budget
Budget Estimated Diff $$ Diff %% Proposed Diff $$ Diff %% Personnel 447,461 424,796 (22,665) -5.1% 455,495 8,034 1.8% Services & Supplies 482,330 430,124 (52,206) -10.8% 585,500 103,170 21.4% Total by Type $ 929,791 $ 854,920 $ (74,871) -8.1% 1,040,995 $ $ 111,204 12.0% Grounds Division Budget Summary Table
FY 2021-22 FY 2021-22
Bud. Vs
Est.

Bud. Vs
Est. FY 2022-23
YOY
Budget
YOY
Budget
Budget Estimated Diff $$ Diff %% Proposed Diff $$ Diff %% Personnel - - - 0.0% - - 0.0%
Services & Supplies 171,756 168,030 (3,726) -2.2% 184,445 12,689 7.4% Total by Type $ 171,756 $ 168,030 $ (3,726) -2.2% 184,445 $ $ 12,689 7.4% Bldg. Maint. Division Budget Summary Table

ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2022-22 Accomplishments, FY 2022-23 Objectives, Operational Dashboard)
B. Department Organizational Chart
C. Department Tie-Out Sheets

2019-20 2020-21 2022-23
Actual Actual Budget Estimated Proposed
Full-Time
Public Works Director 1.00 1.00 1.00 1.00 1.00
Management Analyst 1.00 1.00 1.00 1.00 1.00
Public Works Division Manager 1.00 1.00 1.00 1.00 1.00
Public Works Supervisor 3.00 3.00 3.00 3.00 3.00
Urban Forester 1.00 1.00 1.00 1.00 1.00
Maintenance Worker III 2.00 2.00 2.00 2.00 2.00
Maintenance Worker II 3.00 3.00 3.00 3.00 3.00
Maintenance Worker I 4.00 4.00 4.00 4.00 4.00
Part-Time
Park Attendants 0.50 0.50 0.50 0.50 -
Total Full-Time FTE 16.00 16.00 16.00 16.00 16.00
Total Part-Time FTE 0.50 0.50 0.50 0.50 -
Department Total FTE 16.50 16.50 16.50 16.50 16.00
Expenditures by Type:

Personnel 1,743,881 1,759,200 1,975,617 1,726,706 1,969,389 Services & Supplies 1,609,872 1,668,436 1,631,651 1,478,993 1,695,875 Total by Type $ 3,353,753 $ 3,427,636 $ 3,607,268 $ 3,205,699 $ 3,665,264 Expenditures by Fund:
101 General Fund 3,310,875 3,415,772 3,568,809 3,179,440 3,635,077 104 4th of July Fund 5,743 - 11,259 11,259 6,087
215 Prop. C Transit Fund - - 5,000 5,000 2,500
281 Donations Fund 7,169 3,949 - - -
595 Workers' Compensation Fund 29,966 7,915 22,200 10,000 21,600 Total by Fund $ 3,353,753 $ 3,427,636 $ 3,607,268 $ 3,205,699 $ 3,665,264 Expenditures by Division:

Administration Division 506,890 395,955 480,135 404,677 446,001 Fleet Division 246,522 255,689 265,280 250,336 265,234
Sewer Division 337,146 299,224 342,800 334,718 342,200
Streets Division 777,813 668,495 837,138 678,188 839,054 Parks Division 515,650 584,414 580,368 514,830 547,335
Grounds Division 768,205 911,318 929,791 854,920 1,040,995 Building Maintenance Division 201,527 312,541 171,756 168,030 184,445 $ 3,353,753 $ 3,427,636 $ 3,607,268 $ 3,205,699 $ 3,665,264

PARKS AND PUBLIC WORKS - SUMMARY
2021-22
Total By Division
Operating Budget Summary
Authorized Positions (Full-Time Equivalents)

2019-20 2020-21 2022-23
Actual Actual Budget Estimated Proposed

PARKS AND PUBLIC WORKS - SUMMARY
2021-22
Expenditures by Division:

Administration Personnel 340,465 325,076 364,350 302,630 345,336 Services & Supplies 166,425 70,879 115,785 102,047 100,665 Total by Type $ 506,890 $ 395,955 $ 480,135 $ 404,677 $ 446,001 Fleet Personnel 217,676 225,748 242,230 228,223 241,569 Services & Supplies 28,846 29,941 23,050 22,113 23,665
Total by Type $ 246,522 $ 255,689 $ 265,280 $ 250,336 $ 265,234 Sewer Personnel - - - - -
Services & Supplies 337,146 299,224 342,800 334,718 342,200 Total by Type $ 337,146 $ 299,224 $ 342,800 $ 334,718 $ 342,200 Streets Personnel 505,705 428,829 528,038 416,607 550,204 Services & Supplies 272,108 239,666 309,100 261,581 288,850 Total by Type $ 777,813 $ 668,495 $ 837,138 $ 678,188 $ 839,054 Parks Personnel 340,440 363,412 393,538 354,450 376,785 Services & Supplies 175,210 221,002 186,830 160,380 170,550 Total by Type $ 515,650 $ 584,414 $ 580,368 $ 514,830 $ 547,335 Grounds Personnel 339,595 416,135 447,461 424,796 455,495 Services & Supplies 428,610 495,183 482,330 430,124 585,500 Total by Type $ 768,205 $ 911,318 $ 929,791 $ 854,920 $ 1,040,995 Bldg. Maintenance Personnel - - - - -
Services & Supplies 201,527 312,541 171,756 168,030 184,445 Total by Type $ 201,527 $ 312,541 $ 171,756 $ 168,030 $ 184,445 Total by Division $ 3,353,753 $ 3,427,636 $ 3,607,268 $ 3,205,699 $ 3,665,264

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 340,465 325,076 364,350 302,630 345,336
Services & Supplies 166,425 70,879 115,785 102,047 100,665 Total by Type $ 506,890 $ 395,955 $ 480,135 $ 404,677 $ 446,001 Expenditures by Fund:
101 General Fund 471,181 388,040 446,676 383,418 418,314 104 4th of July Fund 5,743 - 11,259 11,259 6,087
595 Workers' Compensation Fund 29,966 7,915 22,200 10,000 21,600 Total by Fund $ 506,890 $ 395,955 $ 480,135 $ 404,677 $ 446,001 GL # Personnel
101-40-4001-0000 Full Time Salaries 251,276 264,852 268,068 234,986 255,607 101-40-4004-0000 Overtime 918 260 - 325 -
101-40-4006-0000 Medicare 3,513 3,676 3,887 3,232 3,706 101-40-4008-6160 Retirement-PERS 16,358 20,168 22,478 19,704 21,878 101-40-4010-0000 Cafeteria Benefit 32,691 28,205 36,458 23,124 36,458 101-40-4014-0000 Unemployment Insurance - - - -
104-40-4004-0000 Public Works Overtime 5,661 - 9,481 9,481 6,000 104-40-4006-0000 Medicare 82 - 131 131 87
104-40-4010-0000 Cafeteria Benefits - 1,647 1,647 -
595-40-4015-0001 Workers' Comp Current Employee 29,893 7,915 8,006 5,000 10,600 595-40-4015-0002 Workers' Comp Past Employees 73 - 14,194 5,000 11,000 Total Personnel $ 340,465 $ 325,076 $ 364,350 $ 302,630 $ 345,336 GL # Services & Supplies
101-40-4104-0000 Contract Engineering Services 108,030 11,882 55,000 45,792 40,000 101-40-4150-0000 Other Contract Services 12,337 12,640 10,100 11,273 11,700 101-40-4150-0500 Other Contract Services-IT - 9,600 15,000 9,600 10,000 101-40-4260-0000 Damage to City Property Repair 17,060 13,892 10,000 9,622 10,000 101-40-4316-0000 Equipment Repair & Maintenance 877 123 500 500 500 101-40-4376-0000 Materials & Supplies 8,193 7,734 6,900 6,257 6,900 101-40-4396-0000 Memberships & Dues 1,789 1,597 2,190 2,015 2,115 101-40-4398-0000 Mileage 197 - 200 45 200
FY 2021-22
Operating Budget Summary
Operating Budget Detail

PARKS AND PUBLIC WORKS - ADMINISTRATION

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
FY 2021-22

PARKS AND PUBLIC WORKS - ADMINISTRATION
101-40-4468-0000 Staff Development 2,887 2,137 1,555 1,460 2,060 101-40-4480-0000 Travel & Meetings 1,399 4 2,240 1,025 2,240 101-40-4492-0003 Uniforms-PERSable 4,204 3,988 4,300 5,094 5,250 101-40-4492-0004 Uniforms-Safety 6,198 5,705 6,200 7,489 7,700 101-40-4500-9025 Utilities-Telecommunications 1,407 1,577 1,600 1,875 2,000 101-40-4508-0000 Vehicle Repair 1,847 - - - -
Total Services & Supplies $ 166,425 $ 70,879 $ 115,785 $ 102,047 $ 100,665 Total Operating Expenditures $ 506,890 $ 395,955 $ 480,135 $ 404,677 $ 446,001

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 217,676 225,748 242,230 228,223 241,569
Services & Supplies 28,846 29,941 23,050 22,113 23,665
Total by Type $ 246,522 $ 255,689 $ 265,280 $ 250,336 $ 265,234 Expenditures by Fund:
101 General Fund 246,522 255,689 265,280 250,336 265,234 Total by Fund $ 246,522 $ 255,689 $ 265,280 $ 250,336 $ 265,234 GL # Personnel
101-42-4001-0000 Full Time Salaries 136,079 135,748 144,138 136,214 137,093 101-42-4004-0000 Overtime 8,186 8,297 1,500 1,300 1,545 101-42-4006-0000 Medicare 2,219 2,234 2,090 2,142 1,988 101-42-4008-6160 Retirement-PERS 41,780 48,417 57,644 54,475 64,085 101-42-4010-0000 Cafeteria Benefit 29,212 30,652 36,458 33,692 36,458 101-42-4013-0000 Uniform Allowance 200 400 400 400 400
Total Personnel $ 217,676 $ 225,748 $ 242,230 $ 228,223 $ 241,569 GL # Services & Supplies
101-42-4150-0000 Other Contract Services 4,837 5,088 7,400 6,516 7,220 101-42-4316-0000 Equipment Repair & Maintenance 6,430 6,511 9,900 9,331 10,195 101-42-4376-0000 Materials & Supplies 4,097 5,246 3,500 4,503 4,000 101-42-4452-0000 Small Tools 1,605 1,498 1,500 1,277 1,500 101-42-4508-0000 Vehicle Repair & Maintenance 848 594 750 486 750 101-42-4950-0001 Equipment Cost Allocation 11,029 11,004 - - - Total Services & Supplies $ 28,846 $ 29,941 $ 23,050 $ 22,113 $ 23,665 Total Operating Expenditures $ 246,522 $ 255,689 $ 265,280 $ 250,336 $ 265,234 FY 2021-22
Operating Budget Summary
Operating Budget Detail

PARKS AND PUBLIC WORKS - FLEET

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FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel - - - - -
Services & Supplies 337,146 299,224 342,800 334,718 342,200 Total by Type $ 337,146 $ 299,224 $ 342,800 $ 334,718 $ 342,200 Expenditures by Fund:
101 General Fund 337,146 299,224 342,800 334,718 342,200 Total by Fund $ 337,146 $ 299,224 $ 342,800 $ 334,718 $ 342,200 GL # Services & Supplies
101-44-4104-0000 Contracted Engineering NPDES 16,457 1,032 20,000 390 10,000 101-44-4106-5170 Contract Legal Svcs.-NPDES 653 - - - - 101-44-4150-0000 Other Contract Services 162,838 139,645 168,800 168,800 176,200 101-44-4150-5170 Other Contract Services-NPDES 21,566 18,111 20,500 36,667 22,500 101-44-4150-9020 Contracted Street Sweeping 128,859 133,030 121,500 121,500 121,500 101-44-4460-5170 Special Expenses-NPDES 6,773 7,406 12,000 7,361 12,000 Total Services & Supplies $ 337,146 $ 299,224 $ 342,800 $ 334,718 $ 342,200 Total Operating Expenditures $ 337,146 $ 299,224 $ 342,800 $ 334,718 $ 342,200 FY 2021-22
Operating Budget Summary
Operating Budget Detail

PARKS AND PUBLIC WORKS - SEWER

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FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 505,705 428,829 528,038 416,607 550,204
Services & Supplies 272,108 239,666 309,100 261,581 288,850 Total by Type $ 777,813 $ 668,495 $ 837,138 $ 678,188 $ 839,054 Expenditures by Fund:
101 General Fund 777,813 668,495 832,138 673,188 836,554 215 Prop. C Transit Fund - - 5,000 5,000 2,500
Total by Fund $ 777,813 $ 668,495 $ 837,138 $ 678,188 $ 839,054 GL # Personnel
101-48-4001-0000 Full Time Salaries 338,128 269,326 328,226 267,066 335,923 101-48-4002-0000 Part Time Wages - - - - -
101-48-4004-0000 Overtime 13,298 11,087 - - -
101-48-4006-0000 Medicare 5,032 4,157 4,759 3,942 4,871 101-48-4008-6050 Retirement-PARS - - - - -
101-48-4008-6160 Retirement-PERS 89,338 91,999 112,222 91,311 126,479 101-48-4010-0000 Cafeteria Benefit 59,459 51,460 82,031 53,388 82,031 101-48-4011-0000 Technology Allowance - - - - -
101-48-4013-0000 Uniform Allowance 450 800 800 900 900
Total Personnel $ 505,705 $ 428,829 $ 528,038 $ 416,607 $ 550,204 GL # Services & Supplies
101-48-4150-0000 Other Contract Services 68,589 42,675 83,500 59,173 77,800 101-48-4316-0000 Equipment Repair & Maintenance 2,794 2,685 1,500 2,235 1,750 101-48-4376-0000 Materials & Supplies 39,896 27,397 95,100 78,989 82,800 101-48-4376-9242 Public Safety Commission 6,606 3,701 - - - 101-48-4452-0000 Small Tools 115 1,032 1,000 880 1,000
101-48-4500-1980 Utilities-Electricity 84,710 97,572 100,000 93,200 100,000 101-48-4500-9025 Utilities-Telecommunications 912 304 - - - 101-48-4508-0000 Vehicle Repair & Maintenance 19,867 18,630 23,000 22,104 23,000 101-48-4950-0001 Equipment Cost Allocation 48,619 45,670 - - - 215-48-4150-0000 Other Contract Services - - 5,000 5,000 2,500 FY 2021-22
Operating Budget Summary
Operating Budget Detail

PARKS AND PUBLIC WORKS - STREETS

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
FY 2021-22

PARKS AND PUBLIC WORKS - STREETS
Total Services & Supplies $ 272,108 $ 239,666 $ 309,100 $ 261,581 $ 288,850 Total Operating Expenditures $ 777,813 $ 668,495 $ 837,138 $ 678,188 $ 839,054

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 340,440 363,412 393,538 354,450 376,785
Services & Supplies 175,210 221,002 186,830 160,380 170,550 Total by Type $ 515,650 $ 584,414 $ 580,368 $ 514,830 $ 547,335 Expenditures by Fund:
101 General Fund 508,481 580,465 580,368 514,830 547,335 281 Donations Fund 7,169 3,949 - - -
Total by Fund $ 515,650 $ 584,414 $ 580,368 $ 514,830 $ 547,335 GL # Personnel
101-50-4001-0000 Full Time Salaries 200,999 193,411 236,592 217,259 231,669 101-50-4002-0000 Part Time Wages 14,647 19,971 16,952 16,905 - 101-50-4004-0000 Overtime 653 493 500 499 500
101-50-4006-0000 Medicare 3,302 3,109 3,676 3,402 3,359 101-50-4008-6050 Retirement-PARS 524 700 636 632 -
101-50-4008-6160 Retirement-PERS 56,715 64,674 75,337 69,181 81,362 101-50-4010-0000 Cafeteria Benefit 47,095 48,228 59,245 45,922 59,245 101-50-4011-0000 Technology Allowance - - - - -
101-50-4013-0000 Uniform Allowance 325 600 600 650 650
101-50-4014-0000 Unemployment Payments - - - - -
101-50-4015-0000 Workers' Comp Current Employee 16,180 32,226 - - - Total Personnel $ 340,440 $ 363,412 $ 393,538 $ 354,450 $ 376,785 GL # Services & Supplies
101-50-4150-0000 Other Contract Services 22,433 28,562 31,900 29,270 31,900 101-50-4206-0000 Building Repair & Maintenance 878 2,614 5,000 1,736 - 101-50-4316-0000 Equipment Repair & Maintenance 350 243 500 390 500 101-50-4376-0000 Materials & Supplies 14,717 27,399 25,700 19,108 25,700 101-50-4404-0000 Plants 11,940 18,537 25,000 11,180 5,000 101-50-4452-0000 Small Tools 686 726 750 550 750
101-50-4500-4950 Utilities-Natural Gas 543 488 600 680 820 101-50-4500-9025 Utilities-Telecommunications 1,371 1,945 1,900 1,876 2,050 101-50-4500-9460 Utilities-Water 79,018 96,447 90,480 87,590 96,830 FY 2021-22
Operating Budget Summary
Operating Budget Detail

PARKS AND PUBLIC WORKS - PARKS

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
FY 2021-22

PARKS AND PUBLIC WORKS - PARKS
101-50-4508-0000 Vehicle Repair & Maintenance 14,841 19,291 5,000 8,000 7,000 101-50-4950-0001 Equipment Cost Allocation 21,264 20,801 - - - 281-50-4206-9400 Bldg. Rep & Maint-War Memorial 2,576 - - - - 281-50-4399-0000 Non-Capitalized Equipment 4,593 3,949 - - - Total Services & Supplies $ 175,210 $ 221,002 $ 186,830 $ 160,380 $ 170,550 Total Operating Expenditures $ 515,650 $ 584,414 $ 580,368 $ 514,830 $ 547,335

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 339,595 416,135 447,461 424,796 455,495
Services & Supplies 428,610 495,183 482,330 430,124 585,500 Total by Type $ 768,205 $ 911,318 $ 929,791 $ 854,920 $ 1,040,995 Expenditures by Fund:
101 General Fund 768,205 911,318 929,791 854,920 1,040,995 Total by Fund $ 768,205 $ 911,318 $ 929,791 $ 854,920 $ 1,040,995 GL # Personnel
101-52-4001-0000 Full Time Salaries 227,033 280,343 288,568 278,201 285,610 101-52-4002-0000 Part-Time Wages - - -
101-52-4004-0000 Overtime 10,126 6,768 650 9,870 4,000
101-52-4006-0000 Medicare 3,426 4,281 4,184 4,275 4,141 101-52-4008-6160 Retirement-PERS 52,968 66,376 75,785 73,062 83,420 101-52-4010-0000 Cafeteria Benefit 45,717 57,567 77,474 58,738 77,474 101-52-4013-0000 Uniform Allowance 325 800 800 650 850
Total Personnel $ 339,595 $ 416,135 $ 447,461 $ 424,796 $ 455,495 GL # Services & Supplies
101-52-4150-0000 Other Contract Services 243,084 251,652 273,100 231,065 373,950 101-52-4150-0500 Other Contract Services-IT - - 2,000 - - 101-52-4316-0000 Equipment Repair & Maintenance 1,117 665 2,000 2,483 2,200 101-52-4376-0000 Materials & Supplies 6,883 9,079 8,500 8,167 8,500 101-52-4404-0000 Plants 5,130 12,414 13,900 7,375 5,000 101-52-4452-0000 Small Tools 750 1,263 750 550 750
101-52-4500-9025 Utilities-Telecommunications 418 114 - - - 101-52-4500-9460 Utilities-Water 146,145 197,542 171,680 169,535 183,700 101-52-4508-0000 Vehicle Repair & Maintenance 13,297 14,118 10,400 10,949 11,400 101-52-4950-0001 Equipment Cost Allocation 11,786 8,336 - - - FY 2021-22
Operating Budget Summary
Operating Budget Detail

PARKS AND PUBLIC WORKS - GROUNDS

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
FY 2021-22

PARKS AND PUBLIC WORKS - GROUNDS
Total Services & Supplies $ 428,610 $ 495,183 $ 482,330 $ 430,124 $ 585,500 Total Operating Expenditures $ 768,205 $ 911,318 $ 929,791 $ 854,920 $ 1,040,995

FY 2019-20 FY 2020-21 FY 2022-23
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel - - - - -
Services & Supplies 201,527 312,541 171,756 168,030 184,445 Total by Type $ 201,527 $ 312,541 $ 171,756 $ 168,030 $ 184,445 Expenditures by Fund:
101 General Fund 201,527 312,541 171,756 168,030 184,445 Total by Fund $ 201,527 $ 312,541 $ 171,756 $ 168,030 $ 184,445 GL # Services & Supplies
101-53-4150-0000 Other Contract Services 116,262 244,948 107,656 107,300 113,050 101-53-4206-0000 Building Repair & Maintenance 55,617 42,695 34,700 34,570 41,600 101-53-4376-0000 Materials & Supplies 29,648 24,898 28,900 26,010 29,295 101-53-4508-0000 Vehicle Repair & Maintenance - - 500 150 500 Total Services & Supplies $ 201,527 $ 312,541 $ 171,756 $ 168,030 $ 184,445 Total Operating Expenditures $ 201,527 $ 312,541 $ 171,756 $ 168,030 $ 184,445 FY 2021-22
Operating Budget Summary
Operating Budget Detail

PARKS AND PUBLIC WORKS - BUILDING MAINTENANCE

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2019-20 2020-21 2022-23
Actual Actual Budget Estimated Proposed
General Fund Group (Unrestricted)
General Fund 24,196,887 25,089,039 26,810,212 28,481,908 27,870,088 Public Safety Fund 4,357,401 4,423,396 4,434,068 4,453,261 4,420,918 Fourth of July Fund 55,147 26,909 61,715 28,000 61,715
San Marino Center Fund 5,987 85 - - -
Donations Fund 151,113 104,506 105,475 261,580 90,500
Total General Fund $ 28,766,535 $ 29,643,935 $ 31,411,470 $ 33,224,749 $ 32,443,221 Special Revenue Funds (Restricted)
Gas Tax Fund 538,022 557,104 611,589 618,527 684,876
Community Development Block Grant Fund (CDBG) 12,541 12,357 18,451 17,966 - Los Angeles County Park Bond Fund 14,686 9,948 12,700 - - Proposition A Transit Fund 264,666 287,501 268,285 333,668 321,207 Drought Fund 580 204 700 100 700
Air Quality Management District Fund (AQMD) 18,716 18,388 19,500 16,413 19,900 MTA - STPL Public Works Grant Fund 5,443 1,773 - 1,550 1,000 TDA Article 3 Transportation Fund 18,723 9,586 9,597 9,028 12,210 Proposition C Transit Fund 225,385 242,121 223,718 278,594 267,285 Public Education Government Fund (PEG) 34,482 30,352 33,400 30,198 30,700 Asset Forfeiture Fund 951 334 500 299 100
Granada Ave Assessment District #2 Fund - - - - -
Used Oil Grant Fund 341 92 - 95 100
OTS Grant Fund - - 119,100 119,100 -
Assistance to Firefighters Grant - - - - -
State Recycling Grant Fund 3,612 1,269 1,000 1,134 500
COPS Grant Fund 161,583 159,914 164,300 187,683 192,800 Prop 40 Per Capita Park Bond - - - - -
Homeland Security Grant 91,427 71,464 51,789 51,738 67,518 Safe Routes to School Grant Fund - - - - -
LA County Measure R Fund 163,872 174,633 166,413 204,913 198,714 LA County Measure M Fund 183,531 200,588 187,335 234,008 223,942 Total Special Revenue Funds $ 1,738,561 $ 1,777,628 $ 1,888,377 $ 2,105,013 $ 2,021,552 Capital Projects Fund 642,580 31,265 25,000 25,000 25,000 Debt Service Fund 7,692 44 - - -
Proprietary Funds (Internal Service)
Capitalized Equipment Fund 450,295 497,480 607,927 611,096 540,647 Total Revenue by Fund and Fiscal Year $ 31,605,663 $ 31,950,352 $ 33,932,774 $ 35,965,858 $ 35,030,420 2021-22
City of San Marino
FY 2022-23 Proposed Budget
Summary Schedule of Revenues by Fund

2019-20 2020-21 2022-23
Description Actual Actual Budget Estimated Proposed
General Fund Group
General Fund
Taxes
101-00-3001-0000 Secured & Unsecured Property Tax 16,475,820 17,378,503 17,939,000 17,939,000 19,015,000 101-00-3030-0000 Sales & Use Taxes 396,599 357,873 400,000 441,540 450,000 101-00-3040-0000 Franchise Taxes 581,382 638,415 662,000 516,027 526,000 101-00-3042-0000 Real Property Transfer Taxes 130,654 241,774 180,000 279,610 220,000 101-00-3044-0777 Utility Users Taxes - Cingular 30,547 26,161 22,000 25,060 25,000 101-00-3044-1650 Utility Users Taxes - Edison 695,985 608,335 694,000 722,422 722,000 101-00-3044-4510 Utility Users Taxes - Metro Water 537,128 440,612 504,000 519,086 519,000 101-00-3044-4620 Utility Users Taxes - Miscellaneous 71,188 86,741 75,000 114,521 115,000 101-00-3044-7260 Utility Users Taxes - AT&T 77,561 72,621 71,000 59,639 60,000 101-00-3044-8470 Utility Users Taxes - So. Cal. Gas 242,422 229,419 251,000 287,448 287,000 101-00-3044-9022 Utility Users Taxes - T-Mobile 12,512 10,631 10,000 10,730 11,000 101-00-3044-9240 Utility Users Taxes - Time Warner 113,029 142,747 109,000 110,247 110,000 101-00-3044-9355 Utility Users Taxes - Verizon 31,318 19,191 20,000 17,892 18,000 101-00-3046-0000 Business License Tax 392,172 411,005 415,000 415,000 423,000 $ 19,620,866 $ 20,831,479 $ 21,352,000 $ 21,458,222 $ 22,501,000 Licenses & Permits
101-00-3103-0000 Bicycle Licenses 479 4 - - -
101-00-3153-0000 Film Permits 26,718 23,561 13,000 34,327 34,000 101-14-3106-0000 Tree Permits 23,650 28,380 40,000 45,292 45,000 101-14-3151-0000 Building Permits 463,253 517,642 511,000 543,173 543,000 101-48-3152-0000 Street & Curb Permits 271,969 190,598 250,000 160,922 161,000 $ 786,069 $ 760,185 $ 814,000 $ 783,714 $ 783,000
Charges for Services
101-00-3304-0000 Environmental Fees 132,620 132,728 132,000 132,693 133,000 101-00-3321-0000 Check Reissuance Fee 50 - - - -
101-00-3309-0000 Online Convenience Fee - - - 300 300
101-07-3346-0000 Sales of Maps & Pub.s - Admin 355 439 250 460 - 101-14-3150-0000 Bldg. Dept. Education Fee - - - - -
101-14-3306-0000 General Plan Fee 34,621 15,478 17,000 42,923 43,000 101-14-3307-0000 Technology Enhancement Fee - - 17,000 - 43,000 101-14-3308-0000 Plan Check Fees 249,150 237,396 215,000 321,964 322,000 101-14-3309-0000 Business License Application Fee - - - 36,000 35,000 101-14-3312-0000 Zoning Fees 99,135 83,377 86,000 77,106 77,000 101-14-3346-0000 Sales of Maps & Pub.s-P&B 44 480 400 67 - 101-68-3340-0001 Contract Class Nonresident Fee 5,788 8,886 65,174 4,567 7,000 101-60-3342-0000 Class Refund Fee 23 1,378 400 869 600
101-60-3502-0000 Recreation Administrative Fees - 9,387 - 6,000 8,000 101-61-3336-0000 Aquatics Program Fees - - 14,568 10,000 36,187 101-61-3340-0000 Aquatics Nonresident Fees - - - - 2,875 101-68-3336-0000 Aquatics Program Fees 12,926 - 2,520 1,987 - 101-68-3340-0000 Aquatics Nonresident Fees - 158 - - -
101-62-3336-0001 Day Camp Program Fees 56,250 100,720 31,050 188,169 151,392 101-62-3336-0002 Family Life Program Fees 131,264 71,133 113,013 155,581 209,016 101-62-3340-0001 Daycamp Nonresident Fees - 9,520 36,030 7,500 13,917 101-62-3340-0002 Family Life Nonresident Fees - 7,000 130,997 10,000 19,648 101-68-3336-0001 Contract Class Program Fees 151,847 137,653 65,175 99,838 102,382 101-64-3336-0001 Bridge Program Fees 30,576 25 - 25 -
101-64-3336-0002 Jr. Titans Fees 30 300 - 300 -
101-66-3336-0000 Special Events Program Fees - 1,335 2,400 1,300 360,149 101-66-3336-0001 Easter Program Fees - - 3,600 900 4,800 101-66-3336-0002 Track Meet Program Fees 6,038 6 5,200 3,780 6,800 101-66-3340-0000 Special Events Nonresident Fees - 479 - - - 101-64-3336-0000 Senior Program Fees 16,490 164 37,950 4,728 15,840 101-62-3336-0003 Education Enrichment Program Fees 203,973 1,662 - 1,427 - 101-76-3336-0000 Young Adult Pilot Program Fees - - - - - City of San Marino
FY 2022-23 Proposed Budget
Detail Schedule of Revenues by Fund
2021-22

2019-20 2020-21 2022-23
Description Actual Actual Budget Estimated Proposed
City of San Marino
FY 2022-23 Proposed Budget
Detail Schedule of Revenues by Fund
2021-22
101-90-3344-0000 Library Fees - - - - -
101-90-3344-6055 Passport Fees 164,086 75,864 164,100 218,405 220,000 101-90-3346-0000 Library Copies 3,731 32 3,700 3,455 2,400 101-91-3344-3963 Lost Materials Fees 1,886 512 1,900 1,995 2,500 101-91-3502-1496 DVD Rentals 1,216 140 1,200 257 250
101-93-3344-1200 Damaged Materials Fees 353 163 400 579 500 101-94-3344-0000 Overdue Materials Fees 10,943 1,081 10,900 7,764 10,000 101-94-3344-3000 Hold Fees 428 19 400 579 800
101-94-3344-7037 Replacement Library Card Fees 480 46 500 639 500 $ 1,314,303 $ 897,561 $ 1,158,827 $ 1,342,156 $ 1,828,856 Intergovernmental
101-00-3202-9350 State Vehicle License Fees 10,568 9,643 10,200 10,200 10,300 101-00-3204-0000 VLF In-Lieu Tax 1,725,586 1,797,344 1,889,000 1,849,994 1,924,000 101-08-3702-0000 COVID-19 Reimbursements 3,493 181,875 1,200,000 - - 245-00-3201-0000 American Rescue Plan Funds - - - 2,621,359 500,000 101-90-3202-0000 Cenic Rebates 13,921 14,141 14,100 14,594 14,600 $ 1,753,568 $ 2,003,003 $ 3,113,300 $ 4,496,148 $ 2,448,900 Fines & Forfeitures
101-00-3348-0000 Damage to City Property Fees - - - - 5,000 101-00-3410-0000 Fines & Fees 95 308 100 827 500
101-14-3410-0000 Business License NOVs 6,750 23,690 6,500 7,560 6,500 101-14-3410-9245 Tree Fines 216,802 169,920 15,000 19,635 5,000 $ 223,647 $ 193,918 $ 21,600 $ 28,022 $ 17,000
Use of Money & Property
101-00-3501-0000 Interest Income 314,011 181,692 180,000 78,254 100,000 101-00-3550-0000 Sale of Property 34 6,573 6,500 28,138 5,000 101-40-3502-0000 Rental Fees-Public Works - - 500 2,160 100 101-70-3502-0003 Rents & Concessions-Park Admissions 71,473 187,642 125,000 120,825 105,852 101-70-3502-0002 Lacy Park Rentals - - - 50,000 52,780
101-70-3502-0000 Rents & Concessions-Stoneman 40,663 342 4,250 2,142 - 101-70-3502-0001 Rents & Concessions-San Marino Center - 1,800 600 - - 101-90-3502-0000 Library Rental Fees 2,720 85 - 800 2,500 101-95-3502-0000 Rental Fees-Old Mill - - - - -
$ 428,901 $ 378,134 $ 316,850 $ 282,319 $ 266,232
Miscellaneous Revenue
101-00-3701-0000 Miscellaneous Revenue 11,915 12,644 15,000 20,765 15,000 101-00-3702-0000 City Reimbursements 29,358 34 100 57,905 100 101-00-3703-0000 Gain/Loss on Disposal of Asset - - - - - 101-00-3800-0000 Operating Transfers In - - - - -
101-40-3348-0000 Damage to City Property Reimbs 17,233 11,272 10,000 12,000 10,000 101-60-3701-0000 Miscellaneous Revenue-Rec 9,277 408 4,535 (281) - 101-90-3701-0000 Miscellaneous Revenue-Library 1,750 401 4,000 938 - 101-95-3701-0000 Old Mill Reimbursements - - - - -
$ 69,533 $ 24,759 $ 33,635 $ 91,328 $ 25,100
General Fund Totals 24,196,887 $ $ 25,089,039 $ 26,810,212 $ 28,481,908 $ 27,870,088 Public Safety Fund
Taxes
103-00-3005-0000 Public Safety Property Taxes 3,431,755 3,426,827 3,422,818 3,422,818 3,422,818 103-00-3006-0000 Public Safety Augmentation Fd 161,947 174,810 174,500 202,351 208,400 $ 3,593,702 $ 3,601,637 $ 3,597,318 $ 3,625,169 $ 3,631,218 Charges for Services
103-30-3201-0000 Animal Control Services 11,974 7,854 11,000 - - 103-30-3316-0000 Special Police Services 7,071 89,241 7,050 10,727 7,500 103-30-3317-0000 Citation Sign off Fee 450 75 450 88 100 103-30-3318-0000 Clearance Letter Fees 600 730 600 429 400 103-30-3319-0000 Report Copies 5,327 3,732 5,300 7,686 7,000 103-30-3321-0000 Burglary Alarm Permits 1,170 1,380 1,100 1,580 1,600

2019-20 2020-21 2022-23
Description Actual Actual Budget Estimated Proposed
City of San Marino
FY 2022-23 Proposed Budget
Detail Schedule of Revenues by Fund
2021-22
103-30-3324-0000 House Watch Fees 17,870 8,630 15,000 13,570 14,000 103-30-3325-0000 Vehicle Impound Release Fees 16,640 6,870 16,600 4,726 4,500 103-30-3331-3550 Live Scan Fees 890 (1,660) 850 2,405 2,400 103-30-3331-9241 Tow Fees 12,200 9,200 12,200 4,169 4,000 103-34-3315-0000 Shared Fire Command Revenue - - - - -
103-34-3316-0000 Outside Services 6,990 3,813 7,000 2,569 2,500 103-34-3330-0000 Fire Fees 870 630 900 6,120 2,000
103-34-3332-0000 Paramedic Service Fees 513,344 492,376 500,000 519,128 520,000 $ 595,396 $ 622,871 $ 578,050 $ 573,196 $ 566,000
Intergovernmental
103-30-3202-6600 POST Reimbursement 34,964 6,300 5,000 12,720 8,000 103-34-3202-2725 GEMT Reimbursement - - 29,000 - 25,000 $ 34,964 $ 6,300 $ 34,000 $ 12,720 $ 33,000
Fines & Fees
103-30-3335-0000 Asset Seizure-City's Share 85% - - - - - 103-30-3400-0000 Parking Citations 31,351 238 32,000 68,084 15,000 103-30-3401-0000 Vehicle Code Fines 92,190 41,076 92,200 58,332 60,000 $ 123,541 $ 41,314 $ 124,200 $ 126,415 $ 75,000
Use of Money & Property
103-00-3501-0000 Interest Income - - - - -
$ - $ - $ - $ - $ -
Miscellaneous Revenue
103-30-3701-0000 Police Misc. Revenue 9,488 918 - - -
103-30-3702-0000 Police Reimbursements - - - - -
103-30-3703-0000 Uninhabited Property Registration 360 1,250 500 761 700 103-34-3701-0000 Fire Misc. Revenue (50) - - - -
103-34-3328-0000 Strike Team Reimbursements - 149,106 100,000 115,000 115,000 $ 9,798 $ 151,274 $ 100,500 $ 115,761 $ 115,700
Public Safety Fund Totals 4,357,401 $ $ 4,423,396 $ 4,434,068 $ 4,453,261 $ 4,420,918 Fourth of July Fund
104-00-3336-0000 Admission Fees 54,705 26,910 61,715 28,000 61,715 104-00-3501-0000 Interest Income 442 (1) - - -
Fourth of July Fund Total 55,147 $ $ 26,909 $ 61,715 $ 28,000 $ 61,715 San Marino Center Fund
105-82-3502-0000 Rents & Concessions 5,987 85 - - -
105-00-3501-0000 Interest Income - - - - -
San Marino Center Fund Total $ 5,987 $ 85 $ - $ - $ -
Donations Fund
281-00-3501-0000 Interest Income 5,323 1,901 - 809 -
281-00-3601-0000 General Donations Received - - - - -
281-00-3601-3418 Donations Received-War Memorial - - - - - 281-20-3708-2013 Centennial Fountain Bricks - - - -
281-30-3601-0000 Police Donations Received 11,750 15,500 17,250 71,439 - 281-34-3601-0000 Fire Donations Received 13,090 13,500 11,000 63,807 - 281-50-3601-0000 Lacy Park Donations 5,783 5,593 500 4,528 - 281-50-3601-7150 Rose Arbor Donation 25,000 50,000 50,000 50,000 50,000 281-52-3601-5880 City Club Parklet Donations Rec'd. - - - - - 281-60-3601-0000 Recreation Donations Received - 100 - - - 281-66-3601-0006 Memorial Day Donations - - - 250 -
281-66-3601-0002 Track Meet Donations - - 2,000 2,000 - 281-66-3601-2570 4th of July Donations - - - 1,345 -
281-66-3601-3000 Military Banner Donation - - - - -
281-74-3333-0000 Preschool Fundraiser 1,763 - - - -
281-84-3601-0001 Thurhner House Donation - - - - -
281-90-3601-0000 Library Donations Received 36,002 - - 63 -

2019-20 2020-21 2022-23
Description Actual Actual Budget Estimated Proposed
City of San Marino
FY 2022-23 Proposed Budget
Detail Schedule of Revenues by Fund
2021-22
281-90-3601-1120 Donations-Crain Art Gallery 656 - 1,000 2,020 1,000 281-90-3601-9506 Library Wish List Donations 306 - 2,000 - 2,000 281-91-3601-0000 Adult Materials Donations-Other 4,147 2,060 1,500 57,337 - 281-91-3601-0776 Adult Chinese Language Materia 7 4,520 2,500 - 2,500 281-91-3601-2575 Adult Materials Donations-Friends 10,925 - 5,000 - 10,000 281-91-3601-2576 Adult Materials Donations-Library Foundation 2,900 - - - - 281-92-3601-0000 Children's Mats. Donations 15,629 6,332 7,725 7,982 5,000 281-92-3601-2575 Children's Mats. Donations-Friends 17,832 5,000 5,000 - 20,000 Donations Fund Total 151,113 $ $ 104,506 $ 105,475 $ 261,580 $ 90,500 General Fund Group Totals 28,766,535 $ $ 29,643,935 $ 31,411,470 $ 33,224,749 $ 32,443,221 Special Revenue Funds
Gas Tax Fund
202-00-3501-0000 Interest Income 17,814 4,041 7,500 - - 202-48-3038-7585 RMRA - SB 1 Section 2032 212,591 262,390 260,961 272,307 299,681 202-48-3038-7590 Gas Taxes Section 2105 68,110 66,979 76,857 77,759 84,822 202-48-3038-7700 Gas Taxes Section 2106 43,428 42,346 47,515 48,004 52,007 202-48-3038-7810 Gas Taxes Section 2107 86,001 90,635 97,806 105,969 115,881 202-48-3038-7920 Gas Taxes Section 2107.5 3,000 3,000 3,000 3,000 3,000 202-48-3038-7925 TCRF - SB 1 Loan Repay 15,011 - - - -
202-48-3038-7930 Gas Taxes Section 2103 92,067 87,713 117,950 111,488 129,485 $ 538,022 $ 557,104 $ 611,589 $ 618,527 $ 684,876
Community Development Block Grant (CDBG)
204-00-3201-0650 Federal CDBG 12,539 12,355 18,451 17,960 - 204-00-3501-0000 Interest Income 2 2 - 6 -
$ 12,541 $ 12,357 $ 18,451 $ 17,966 $ -
County Park Proposition A
206-00-3203-3420 Local - LA Co. Pk. Bond 14,686 9,887 12,700 - - 206-00-3501-0000 Interest Income - 61 - - -
$ 14,686 $ 9,948 $ 12,700 $ - $ -
Proposition A Transit
207-00-3032-0000 Prop. A Transit Taxes 254,225 282,052 264,285 329,168 316,207 207-00-3501-0000 Interest Income 10,441 5,449 4,000 4,500 5,000 $ 264,666 $ 287,501 $ 268,285 $ 333,668 $ 321,207
Drought Fund
209-00-3410-0000 Water Use Fines - - 200 - 200
209-00-3501-0000 Interest Income 580 204 500 100 500
$ 580 $ 204 $ 700 $ 100 $ 700
Air Quality Management District
212-00-3203-0080 AQMD Grant 16,780 17,464 17,900 15,613 18,300 212-00-3501-0000 Interest 1,936 924 1,600 800 1,600
$ 18,716 $ 18,388 $ 19,500 $ 16,413 $ 19,900
Surface Transportation Program
213-00-3202-8950 MTA-STPL - - - - -
213-00-3501-0000 Interest Income 5,443 1,773 - 1,550 1,000 $ 5,443 $ 1,773 $ - $ 1,550 $ 1,000

2019-20 2020-21 2022-23
Description Actual Actual Budget Estimated Proposed
City of San Marino
FY 2022-23 Proposed Budget
Detail Schedule of Revenues by Fund
2021-22
Transportation Development Act
214-00-3036-0000 TDA Article 3 Taxes 18,600 9,600 9,597 9,000 12,210 214-00-3501-0000 Interest Income 123 (14) - 28 -
$ 9,586 18,723 $ 9,597 $ 9,028 $ 12,210 $
Proposition C Transit
215-00-3034-0000 Prop. C Transit Taxes 210,878 233,956 219,218 273,037 262,285 215-00-3501-0000 Interest Income 14,507 8,165 4,500 5,557 5,000 $ 242,121 225,385 $ 223,718 $ 278,594 $ 267,285 $
Public Educational Governmental (PEG) Cable Access
216-00-3045-0000 PEG Fees 30,072 28,361 30,000 28,487 29,000 216-00-3501-0000 Interest Income 4,410 1,991 3,400 1,710 1,700 $ 30,352 34,482 $ 33,400 $ 30,198 $ 30,700 $
Asset Forfeiture (Police)
217-00-3501-0000 Interest Income 951 334 500 299 100
$ 334 951 $ 500 $ 299 $ 100 $
Granada Ave. Assessment District #2
220-00-3501-0000 Interest Income - - - - -
$ - - $ - $ - $ - $
Used Oil Grant
221-00-3501-0000 Interest Income 341 92 - 95 100
221-14-3203-0000 Used Oil Grant - - - - -
221-44-3202-0000 Used Oil Grant - - - - -
$ 341 $ 92 $ - $ 95 $ 100
OTS Grant
223-00-3501-0000 Interest Income - - - - -
223-00-3701-0000 OTS Grant - - 119,100 119,100 -
$ - $ - $ 119,100 $ 119,100 $ -
Assistance to Firefighters Grant
224-00-3501-0000 Interest Income - - - - -
$ - $ - $ - $ - $ -
California Recycling Grant
226-00-3202-2860 State Recycling Grant - - - - -
226-48-3202-7155 Rubberized Asphalt Grant - - - - -
226-00-3501-0000 Interest Income 3,612 1,269 1,000 1,134 500 $ 3,612 $ 1,269 $ 1,000 $ 1,134 $ 500
Citizens' Option for Public Safety Grant (COPS)
233-00-3501-0000 Interest Income 5,635 3,187 4,300 2,683 2,800 233-30-3202-0000 COPS Allocation 155,948 156,727 160,000 185,000 190,000 $ 161,583 $ 159,914 $ 164,300 $ 187,683 $ 192,800
Prop 40 Per Capita Park Bond
238-00-3202-0000 County Parks & Rec Grant - - - - -
$ - $ - $ - $ - $ -
Homeland Security Grant
240-00-3202-0000 Homeland Security Grant 91,427 71,455 51,789 51,738 67,518 240-34-3202-0018 Ground Survival Training - - - - -
240-00-3501-0000 Interest Income - 9 - - -
$ 91,427 $ 71,464 $ 51,789 $ 51,738 $ 67,518

2019-20 2020-21 2022-23
Description Actual Actual Budget Estimated Proposed
City of San Marino
FY 2022-23 Proposed Budget
Detail Schedule of Revenues by Fund
2021-22
Safe Routes to School Grant
241-00-3202-3542 Safe Routes to Schools Grant - - - - - 241-00-3501-0000 Interest Income - - - - -
$ - - $ - $ - $ - $
Measure R -- Transportation Sales Tax
243-00-3501-0000 Interest Income 5,926 (1,047) 2,000 100 2,000 243-48-3203-4200 LA County Measure R 157,946 175,680 164,413 204,813 196,714 $ 174,633 163,872 $ 166,413 $ 204,913 $ 198,714 $
Measure M -- Traffic Improvement Sales Tax
247-48-3202-0000 Measure M 178,286 198,853 186,335 231,854 222,942 247-00-3501-0000 Interest Income 5,245 1,735 1,000 2,154 1,000 $ 200,588 183,531 $ 187,335 $ 234,008 $ 223,942 $
Special Revenue Funds Total 1,738,561 $ 1,777,628 $ 1,888,377 $ 2,105,013 $ 2,021,552 $ Capital Projects Fund
394-00-3501-0000 Interest Income 325,086 (68,735) - - - 394-00-3601-0000 Huntington Library Donation 100,000 100,000 - - - 394-00-3702-0000 Reimbursement 217,494 - 25,000 25,000 25,000 Capital Projects Fund Total 642,580 $ 31,265 $ 25,000 $ 25,000 $ 25,000 $ Debt Service Fund
401-00-3501-0000 Interest Income 7,692 44 - - -
Debt Service Fund Total 7,692 $ 44 $ - $ - $ - $
Proprietary Funds
Capital Equipment Internal Service Fund
591-00-3501-0000 Interest Income 1,565 1,987 - 169 -
591-00-3703-0000 Gain/(Loss) on Disposal of Asset - (8,097) - 3,000 - 591-00-3850-0000 Equipment Cost Allocation 448,730 503,590 607,927 607,927 540,647 Proprietary Fund Total 450,295 $ $ 497,480 $ 607,927 $ 611,096 $ 540,647 Revenue Detail by Fund and Fiscal Year $ 31,605,663 $ 31,950,352 $ 33,932,774 $ 35,965,858 $ 35,030,420

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Position FTE Change $ Change Department/Division
Senior Planner (Full-Time) 0.50 $ 70,659 Community Development Park Attendants (Part-Time) * 0.04 $ 2,525 Recreation - Division Recreation - Aquatics
Recreation Supervisor (Part-Time) 0.38 $ 37,731 Recreation - Division Recreation Coordinator (Part-Time) 0.19 $ 12,601 Recreation - Division Lifeguard (Part-Time) 0.87 $ 31,320 Recreation - Division Water Safety Instructor (Part-Time) 0.52 $ 21,985 Recreation - Division Program Leader (Part-Time) 0.26 $ 9,615 Recreation - Division Subtotal: 2.22 $ 113,252
Recreation - New Request
Maintenance Assistant (Part-Time) 0.11 $ 7,290 Recreation - Division Child Development Specialist (Part-Time) 0.14 $ 17,417 Recreation - Division Recreation Supervisor (Part-Time) 0.35 $ 34,752 Recreation - Division Recreation Specialist (Part-Time) 0.63 $ 34,096 Recreation - Division Recreation Leader (Part-Time) 0.12 $ 4,437 Recreation - Division Subtotal: 1.35 $ 97,992
Library - New Request
Librarian II (Part-Time) (0.42) $ (34,796) Library - Division Librarian I (Part-Time) 0.65 $ 45,833 Library - Division Library Assistant (Part-Time) 0.71 $ 31,086 Library - Division Clerk (Part-Time) 1.13 $ 33,123 Library - Division
Library Monitor (Part-Time) 0.75 $ 30,856 Library - Division Page (Part-Time) (1.33) $ (47,437) Library - Division
Maintenance Assistant (Part-Time) 0.10 $ 7,445 Library - Division Subtotal: 1.59 $ 66,110
Total: 5.71 $ 350,538
FY 2022-23 FTE Increase Detail
* Park Attendants (Part-Time) 0.52 FTE was moved from PPW-Parks to CSD-Recreation. 0.04 FTE increase is proposed to accuratley reflect part-time hours worked. Total of 0.56 FTE is proposed.

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Police Department Other Contract Services 103-30-4150-0000 Department Account Name Account Number
FY 2021-22 FY 2021-22 FY 2022-23
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget All City Management Crossing Guard Services 191,998 191,199 198,477 Pasadena Humane Society Animal Control 81,927 83,352 85,920 Pasadena Humane Society Animal Control-Licensing 12,000 - - Arcadia P.D. Range-Indoor 6,500 6,500 7,500
San Gabriel Valley Medical / Vital Hospital Blood Draw 2,500 1,000 2,500 SGVMC/HMH/Vital E.R. Exams (Victim/Suspect) 4,200 7,743 6,200 Glendale Verdugo Lab Lab Services & DNA 10,000 2,600 8,500 Pasadena Forensics CSI 8,500 1,130 5,000
Pasadena & LA County Jail Booking/Housing Fees 10,000 5,412 7,500 Dr. Detail Auto Grooming-P.D. Vehicles 7,250 7,650 14,500 Pasadena P.D. Air Support Helicopter Services 15,978 15,865 16,277 Biometrics 4All Inc. Live Scan Maintenance 1,000 700 1,000 LA Superior Court County Tax-Parking Citations 18,000 6,293 8,500 FY 2022-23 Operating Budget Description and Tie Out

Phoenix Parking Citations Processing 10,560 8,990 9,000 Tranfirst Lease of Credit Card Machine 2,208 2,847 3,000 Gas Mask Maintenance/Fitting 1,000 460 -
FLOCK 31 License Plate Reader Cameras 77,000 77,000 77,500 TOTAL $ 460,621 $ 418,741 $ 451,374

City Manager's Office Other Contract Services 101-09-4150-0000 Department Account Name Account Number
FY 2021-22 FY 2021-22 FY 2022-23
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget TBD Strategic Plan Implementation Activities 7,500 - 25,000 Advanced Water Systems Water Dispenser (City Hall) 550 499 550 San Marino Chamber of Commerce Police and Fire Recognition Luncheon 450 - 450 Chinese Club of San Marino Mid Autumn Festival 800 700 800 COG Coyote Mitigation 10,000 10,000 10,000
TBD Translation Services/Chinese Engagement 75,000 41,000 75,000 LA County Tax Collector Possessory Interest Tax - 418 - DEI Taskforce 45,000 45,000 45,000
Robert Kress Review of City Attorney Contract - 550 -
Colantuono, Highsmith & Whatley SCE Coalition UUT August 2021 - 61 - - -
TOTAL $ 139,300 $ 98,228 $ 156,800
FY 2022-23 Operating Budget Description and Tie Out

Finance Other Contract Services 101-11-4150-0000
Department Account Name Account Number
FY 2021-22 FY 2021-22 FY 2022-23
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget Wells Fargo Bank Trustee Fee 2,000 500 1,000
US Bank Custody Charges-Safekeeping Services 1,200 2,397 2,500 HDL Sales Taxes Audit Services 2,000 1,836 2,000
CalPERS GASB 68 Reporting Service Fee 3,245 3,150 3,245 LSL CPAs City Finance Audit 33,000 32,450 33,100
CB Merchant Collection Agency 160 150 160
VanIwaarden GASB 75 Valuation 2,750 4,375 7,100
Thales Consulting State Controllers Report-Financial Report 1,250 1,200 1,200 Thales Consulting State Controllers Report-Street Report 900 900 900 HdL Property Tax Analysis & Audit Services - - 7,200
Harris & Associates Public Safety Tax Administration 6,500 6,500 6,700 HdL CAFR Statistical Section Package 795 795 795
CSMFO Budget Award Submission 150 150 160
FY 2022-23 Operating Budget Description and Tie Out

Finance Other Contract Services 101-11-4150-0000
Department Account Name Account Number
FY 2022-23 Operating Budget Description and Tie Out
GFOA Budget Award Submission 345 345 360
Colantuono, Highsmith & Whatley UUT Legal Services 450 754 700 CSMFO
Annual Comprehensive Financial Report
Submission 50 - -
GFOA
Annual Comprehensive Financial Report
Submission 460 460 480
TOTAL $ 55,255 $ 55,961 $ 67,600

Human Resources Other Contract Services 101-10-4150-0000 Department Account Name Account Number
FY 2021-22 FY 2021-22 FY 2022-23
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget TIAA Deffered Comp Record Keeping 2,500 2,500 2,500
EAP Employee Assistance Program 6,540 6,500 6,540
N/A First Aid Kits - Cal/OSHA 1,250 1,250 1,250
CalPERS CalPERS Admin Fee (Active Medical) 4,273 4,043 4,273 USI (Annual for Five Years) Broker of Record-Benefits 15,000 15,000 15,000 TOTAL $ 29,563 $ 29,293 $ 29,563
FY 2022-23 Operating Budget Description and Tie Out

Community Development Other Contract Services 101-14-4150-0000 Department Account Name Account Number
FY 2021-22 FY 2021-22 FY 2022-23
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget Community Core Permit Software Maintenance 12,380 12,380 12,380 Ennis Jackson Paul Novak Hearing Officer 5,000 3,000 5,000 GovClarity Geographic Information System Software 15,911 15,911 15,911 TBD Credit Card Fees 30,000 28,538 30,000
Wildlife Services Wildlife Abatement Program 20,000 19,998 20,000 TBD
Tree Incentive Program
Required every 8 years 1x 25,000 - 25,000
4LEAF
Housing Element Consultant
FY 2019-20 Priority Initiative (Multi year) - 32,651 50,000 TBD General Plan Update 600,000 - 600,000
N/A
Regional VMT Analysis Tool Annual Maint. Fee
(Budget correction) 400 400 400
TOTAL $ 708,691 $ 112,878 $ 758,691
FY 2022-23 Operating Budget Description and Tie Out

Fire Other Contract Services 103-34-4150-0000
Department Account Name Account Number
FY 2021-22 FY 2021-22 FY 2022-23
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget City of Alhambra Alhambra Training Facility 4,500 4,414 4,500 UC Regents Nurse Educator 29,000 27,994 29,000
St. George Medical Clinic OSHA DMV Physicals 500 - -
Santa Ana College Santa Ana Fitness 2,900 2,735 2,900
City of Glendale Verdugo Fire Communications 93,000 89,421 93,200 Wittman Enterprises, LLC EMS Billing 35,000 29,755 33,000 Stericycle Hazardous Waste Disposal 500 573 600
American Capital Collection Agency 500 355 500
Towel Service 6,500 6,314 6,700
Department of Health Care Servs GEMT Quality Assurance Fee 18,000 19,898 20,000 Westnet Alerting System Maintenance 3,800 3,800 3,800
TOTAL $ 194,200 $ 185,258 $ 194,200
Ameripride
FY 2022-23 Operating Budget Description and Tie Out

Emergency Management Other Contract Services 101-36-4150-0000 Department Account Name Account Number
FY 2021-22 FY 2021-22 FY 2022-23
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget N/A EOC Maintenance and Renovation 7,500 5,200 7,500
-
TOTAL $ 7,500 $ 5,200 $ 7,500
FY 2022-23 Operating Budget Description and Tie Out

PPW-Administration Other Contract Services 101-40-4150-0000 Department Account Name Account Number
FY 2021-22 FY 2021-22 FY 2022-23
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget Canon Copier Lease 4,700 4,700 4,800
AmeriPride Uniforms 4,700 5,440 5,600
Copyfree Technology Copier Contract Usage Charge 700 1,133 1,300 TOTAL $ 10,100 $ 11,273 $ 11,700
FY 2022-23 Operating Budget Description and Tie Out

Parks and Public Works-Fleet Other Contract Services 101-42-4150-0000 Department Account Name Account Number
FY 2021-22 FY 2021-22 FY 2022-23
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget Ashbury Environmental Clarifier Cleaning 2,600 2,250 2,320 Ashbury Environmental Disposal of Oil Filters 1,100 540 750 JDS Tank Testing & Repair Gas Tank Monitoring and Testing; 1,100 2,575 2,650 All Data Inc OBS/Engine Computer Diagnostics 2,600 1,151 1,500 TOTAL $ 7,400 $ 6,516 $ 7,220
FY 2022-23 Operating Budget Description and Tie Out

Parks and Public Works-Sewer Other Contract Services 101-44-4150-0000 Department Account Name Account Number
FY 2021-22 FY 2021-22 FY 2022-23
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget Annual Sewer Cleaning Contract (1/2 city per year)
316 Engineering & Construction (Note 1) 168,800 168,800 155,200 Golden Bell Annual Manhole Cover Insecticide Application 13,000 Various Vendors Pump Station Repair & Maintenance 8,000 TOTAL $ 168,800 $ 168,800 $ 176,200
FY 2022-23 Operating Budget Description and Tie Out

Parks and Public Works-Streets Other Contract Services 101-48-4150-0000 Department Account Name Account Number
FY 2021-22 FY 2021-22 FY 2022-23
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget Siemens Signal Maintenance 75,000 51,469 70,000
Fortel Speed Awareness Sign Programming 7,000 7,704 7,800 Various Vendors Specialized Guardrail Repairs 1,500 - - TOTAL $ 83,500 $ 59,173 $ 77,800
0 FY 2022-23 Operating Budget Description and Tie Out

Parks and Public Works-Parks Other Contract Services 101-50-4150-0000 Department Account Name Account Number
?
FY 2021-22 FY 2021-22 FY 2022-23
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget Ganahl; Ace Electric General Electrical Repairs 500 320 500 Mariposa Landscaping Routine Tree Pruning (Note 1) 22,000 22,000 22,000 Total Extermination; All Bee
Removal Pest Control (Bees and Rodents) 1,000 875 1,000 Playsafe Playground Inspection and Repairs 1,000 - 1,000 Aquatech Backflow Testing and Repairs 7,400 6,075 7,400 TOTAL $ 31,900 $ 29,270 $ 31,900
FY 2022-23 Operating Budget Description and Tie Out

Parks and Public Works-Building Maintenance Other Contract Services 101-53-4150-0000 Department Account Name Account Number
FY 2021-22 FY 2021-22 FY 2022-23
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget SDS Security Dynamic Building (Janitorial)
Total Exterminating, Terminix City Hall Campus 23,800 23,800 24,990 San Marino Security Systems, Dynamic Building (Janitorial) Total Exterminating, Terminix Library 42,900 42,900 45,045 SDS Security Dynamic Building (Janitorial)
Total Exterminating, Terminix Lacy Park buildings 5,300 5,300 5,565 SDS Security Dynamic Building (Janitorial)
Total Exterminating, Terminix Old Mill 2,100 2,100 2,205 SDS Security Dynamic Building (Janitorial)
Total Exterminating, Terminix San Marino Center 1,000 1,000 1,050 SDS Security Dynamic Building (Janitorial)
Total Exterminating, Terminix Thurnher House 4,100 4,100 4,305 Beta Security Systems, Dynamic Building (Janitorial)
Total Exterminating, Terminix Stoneman 21,600 21,600 22,680 SDS Security Dynamic Building (Janitorial)
Total Exterminating, Terminix City Employee Gym 5,456 5,100 5,740 Various Vendors Miscellaneous Repairs 1,400 1,400 1,470 TOTAL $ 107,656 $ 107,300 $ 113,050
FY 2022-23 Operating Budget Description and Tie Out

Parks and Public Works-Grounds Other Contract Services 101-52-4150-0000 Department Account Name Account Number
FY 2021-22 FY 2021-22 FY 2022-23
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget Aqua Tech Backflow Testing/Repairs 9,000 8,300 9,000
Mariposa Landscaping Tree Pruning (Note 1) 264,000 222,665 364,850 LA County Public Health Back Flow Certifications 100 100 100 TOTAL $ 273,100 $ 231,065 $ 373,950
FY 2022-23 Operating Budget Description and Tie Out

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