Agenda packet — San Marino City Council, April 21, 2023

CITY OF SAN MARINO
CITY COUNCIL AGENDA
Steve Talt, Mayor
Steven W. Huang, DDS, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Gretchen Shepherd Romey, Council Member
Mario Rueda, Acting City Manager
www.CityofSanMarino.org
(626) 3000700 Phone
City Hall Council Chamber
2200 Huntington Drive
San Marino, CA 91108
ADJOURNED REGULAR MEETING OF THE
SAN MARINO CITY COUNCIL
FRIDAY, APRIL 21, 2023 AT 8:30 AM
BARTH ROOM CROWELL PUBLIC LIBRARY
1890 HUNTINGTON DRIVE
SAN MARINO, CA 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 Americans with 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) 3000705 prior to the meeting for assistance.

The public is welcome to attend the meeting in person or remotely via Zoom, however, the meeting will proceed as normal even if there are technical difficulties with Zoom. The City will do it’s best to resolve any technical issues as quickly as possible.

How to view or listen to the meeting from home:

1. Via Computer for Video Streaming:

Website: https://us02web.zoom.us/j/83331448957
Meeting ID: 833 3144 8957

2. Via Phone for Audio Only:

Phone Number: (669) 9009128
Meeting ID: 833 3144 8957
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, and previously distributed public comment will be noted. Any comments received after 3:00 p.m. will be included in the public comment record but will not be read at the meeting.

PAGE 1 of 106
Meeting ID: 833 3144 8957

2. Via Phone for Audio Only:

Phone Number: (669) 9009128
Meeting ID: 833 3144 8957
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.

2. Public comment will be accepted electronically via the zoom.us teleconference module during the meeting. Zoom comments will be taken after the inperson comments.

CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL
Council Member Chou, Council Member Lo, Council Member Shepherd Romey, Vice Mayor Huang, and Mayor Talt
POSTING OF AGENDA
The agenda is posted 72 hours prior to each 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 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. At this time, the public may address the City Council on items that are not on the agenda.

Pursuant to state law, the City Council may not discuss or take action on issues not on the meeting agenda (Government Code Section 54954.2). The Mayor reserves the right to place limits on duration of comments. Staff may be asked to follow up on such items.

NEW BUSINESS

1. PRESENTATION OF FY 202324 PROPOSED OPERATING BUDGET BY

DEPARTMENT
Recommendation: Staff recommends that the City Council provide direction to the Acting City Manager on the proposed FY 202324 operating budget.

WRITTEN COMMUNICATIONS OR PUBLIC WRITINGS DISTRIBUTION
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
PAGE 2 of 106

1. PRESENTATION OF FY 202324 PROPOSED OPERATING BUDGET BY

DEPARTMENT
Recommendation: Staff recommends that the City Council provide direction to the Acting City Manager on the proposed FY 202324 operating budget.

PUBLIC COMMENTS
FUTURE AGENDA ITEMS

ADJOURNMENT
Posted: April 14, 2023 CHRISTINA BAKER
CITY CLERK
PAGE 3 of 106
TO: Mayor and City Council
FROM: Mario Rueda, Acting City Manager
BY: Paul Chung, Finance Director
DATE: April 21, 2023
SUBJECT: PRESENTATION OF FY 2023-24 PROPOSED OPERATING

BUDGET BY DEPARTMENT

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

BACKGROUND
The budget process in San Marino begins at the last meeting in January each year; the goal is to adopt the budget by May/June. The continuous improvements made over previous years have yielded successfully adopted budgets each year, with last year’s budget being adopted on May 27, 2022, well in advance of the beginning of the next fiscal year on July 1. • At the January 27, 2023 City Council meeting, staff presented the Fiscal Year 2023-24 budget calendar, gave a FY 2023-24 budget overview, and presented proposed priority initiatives.
• At the February 8, 2023 City Council meeting, staff presented the FY 2022-23 mid-year review, five-year financial forecast, and long-term financial projection.
• Staff also hosted a budget focused Town Hall on February 6, 2023 and conducted a community engagement survey (open January 27 through February 14) in order to receive feedback from the community on the proposed priority initiatives.

Steve Talt, Mayor
Steven W. Huang, DDS, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Gretchen Shepherd Romey, Council Member
PAGE 4 of 106
• At the February 24, 2023 City Council meeting, staff presented more detailed information (including costs) on the FY 2023-24 proposed priority initiatives and received feedback from Council on which items to include in the proposed operating budget.
• At the March 24 and March 31, 2023 City Council meetings, staff presented the FY 2023-24 Capital Equipment and Construction budget and received feedback from Council on which items to include in the proposed Capital Improvement budget.

Today’s meeting continues the next stage of the budget process. Over the course of two meetings (April 21 and April 28), the City Council will review the expenditure side of the FY 2023-24 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.

DISCUSSION
Today’s meeting will focus on the departmental budget packets and proposed revenues included as Attachments 1 through 11 of this staff report. The remaining departments (Police, Community Services, and Fire/Emergency Management) will be discussed at the April 28, 2023 City Council meeting.

The departmental budget packets include a budget memorandum, a narrative description, current year accomplishments, next year’s objectives, an up-todate operating dashboard, and the department operating budget separated into Personnel and Services & Supplies sections. Departmental Organizational Charts are not included in the attached budget packets as the charts require final revisions. The charts will be included in the FY 2023-24 Proposed Budget document.

The Police Department and Community Services Departments have both developed Priority Initiatives that include increased numbers of personnel. All other Departments are generally presenting status quo budgets.

FY 2023-24 Proposed Revenue Budget
The proposed revenue budget for FY 2023-24 is $39,567,214, which represents a $2.0M or 5.3% increase from the current budget.

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The largest revenue increase is reflected in the General Fund Group, as various revenues are anticipated to reach or exceed pre-pandemic levels from FY 2018-19. The General Fund Group is proposed to be $36.1M, which is a $2M or 5.7% increase from the current fiscal year. The table below provides the breakdown of the General Fund revenues in more detail:

Property Tax revenues are anticipated to grow at 5.5% as property values increased in 2022. Franchise Taxes, Real Property Tax Transfer Taxes, Utility Users 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 next fiscal year and hit historic highs. 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. Furthermore, anticipated revenues from facility rentals for the San Marino Community Center is also included in the revenue budget for next fiscal year. Attachment 9 of the staff report provides information on the proposed revenues for next fiscal year.

General F und Group
Revenues
FY 2022-23
Am ended
FY 2023-24
P roposed
$
Change
%
Change
Ad Valorem Property Taxes $ 19,015,000 $ 20,060,825 $ 1,045,825 5.5% Property Tax In Lieu of VLF 1,924,000 2,016,000 92,000 4.8% Public Safety Parcel Tax 3,422,818 3,528,294 105,476 3.1% Charges for Services 2,059,249 2,333,156 273,907 13.3%
Utility Users Tax 1,867,000 2,222,000 355,000 19.0%
All Other 5,886,700 5,976,087 89,387 1.5%
Total $ 34,174,767 $ 36,136,362 $ 1,961,595 5.7%
PAGE 6 of 106
FY 2023-24 Proposed Expenditures Budget
The proposed operating expenditure budget for FY 2023-24 is $33,912,627, which represents a $1.7M or 5.2% increase from the current budget.

As the Council is aware, personnel costs make up approximately 69% of the operating budget ($33.9M). The proposed personnel budget of $23,564,664, represents a $1,441,444 or 6.5% 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 6.54, which is proposed to cost $713,963. The primary reason for the FTE increase is due to the Priority Initiatives from the Police and Community Services Departments. The table below provides the FTE and budget changes:

The remaining increase to the personnel budget is due to increases in parttime hours for the Library. The FTE position titles and cost breakdown are provided on Attachment 10 to the staff report.

Operating Budget
FY 2022-23
Am ended
FY 2023-24
P roposed
$
Change
%
Change
Personnel $ 22,123,220 $ 23,564,664 $ 1,441,444 6.5%
Services & Supplies 9,566,240 9,773,075 206,835 2.2%
Debt Service 552,034 574,888 22,854 4.1%
Total $ 32,241,494 $ 33,912,627 $ 1,671,133 5.2%
P osition
FTE
Change $ Change
Police Depa rtment
Police Officer 2.00 $ 291,778
Management Analyst 1.00 $ 109,241
Records Clerk 0.50 $ 34,231
S ubtota l: 3.50 $ 435,250
Community Services Depa rtment
Facilities Technician 1.00 $ 133,497
Recreation Specialist 1.27 $ 61,986
Maintenance Assistant 0.69 $ 23,708
S ubtota l: 2.96 $ 219,191
Tota l: 6.46 $ 654,441
PAGE 7 of 106
The remaining 31% of the operating budget ($10.3M) is devoted to Services & Supplies, with a proposed increase of $206,835 or 2.2% and Debt Service, with a proposed increase of $22,854 or 4.1%. The Pension Obligation Bond Debt Service will mature next fiscal year, making the City debt free (budgetary savings of approximately $550k annually).

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 11). 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.

The table below provides the FY 2023-24 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 Acting City Manager on the proposed FY 2023-24 operating budget.

Operating Budget
FY 2022-23
Am ended
FY 2023-24
P roposed
$
Change
%
Change
City Council $ 29,865 $ 31,025 $ 1,160 3.9%
City Attorney 450,000 430,000 (20,000) -4.4%
City Manager's Office 1,051,024 975,000 (76,024) -7.2%
El Molino Viejo * 60,000 60,000 - 0.0%
Finance 981,314 938,891 (42,423) -4.3%
Non-Departmental 2,196,767 2,214,034 17,267 0.8%
Human Resources 1,616,345 1,672,274 55,929 3.5%
Community Development 3,180,707 3,115,797 (64,910) -2.0% Police 8,492,038 9,342,612 850,574 10.0%
Fire 6,670,322 7,056,703 386,381 5.8%
Parks & Public Works 3,840,920 3,949,206 108,286 2.8%
Community Services 3,672,192 4,127,085 454,893 12.4%
Total $ 32,241,494 $ 33,912,627 $ 1,671,133 5.2%
PAGE 8 of 106

ATTACHMENTS

1. City Council

2. City Attorney

3. El Molino Viejo (The Old Mill)

4. City Manager

5. Finance & Non-Departmental

6. Human Resources

7. Community Development

8. Parks & Public Works

9. Revenue Schedule (Summary & Detail)

10. Full Time Equivalent (FTE) position changes

11. Other Contract Services (Detail)
PAGE 9 of 106
1 TO: Mario Rueda, Acting City Manager
FROM: Nicole Cuadras, Community Engagement Manager
DATE: April 21, 2023
SUBJECT: BUDGET SUBMISSION FOR FY 2023-24

CITY COUNCIL
YEAR-END SUMMARY (FY 2022-23 BUDGET VS ESTIMATED)
City Council is anticipated to end the fiscal year with a savings of $1,530 or -5.1% below the current budget. The primary reasons are listed below:
• An estimated $1,250 in savings to cost center #101-01-4480-000 (Travel and Meetings) because Council was not able to attend all in-person training and conferences. • An estimated $500 overage to cost center #101-01-4480-2872 (Hospitality) because of regular catering/coffee for public meetings and the groundbreaking ceremony for the San Marino Center.

FY 2022-23 FY 2022-23
Bud. Vs
Est.

Bud. Vs
Est.

Budget Estimated Diff $$ Diff %%
Personnel - - - 0.0%
Services & Supplies 29,865 28,335 (1,530) -5.1%
Total by Type $ 29,865 $ 28,335 $ (1,530) -5.1%
PAGE 10 of 106
2 FY 2023-24 PROPOSED BUDGET
Personnel
City Council has no Personnel costs.

Services & Supplies
Services & Supplies proposed budget is $31,025 which represents a $1,160 or 3.9% increase from current budget.
• $860 increase to cost center # 101-01-4396-0000 (Membership and Dues) for anticipated rate increases.
• $200 decrease to cost center # 101-01-4420-0000 (Printing) in anticipation of printing less business cards over the next year for City Council Members as we have historically ordered less and less each year.
• $500 increase to cost center #101-01-4480-2872 (Hospitality) for continued refreshments at public meetings, and costs associated with the grand opening of the San Marino Center.

ATTACHMENTS
A. Department Narrative (Purpose and Description)
B. Department Tie-Out Sheets
FY 2022-23 FY 2023-24
YOY
Budget
YOY
Budget
Budget Proposed Diff $$ Diff %%
Personnel - - - 0.0%
Services & Supplies 29,865 31,025 1,160 3.9%
Total by Type $ 29,865 $ 31,025 $ 1,160 3.9%
PAGE 11 of 106

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.

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FY 2020-21 FY 2021-22 FY 2023-24
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel - - - - -
Services & Supplies 22,616 24,252 29,865 28,335 31,025
Total by Type $ 22,616 $ 24,252 $ 29,865 $ 28,335 $ 31,025 Expenditures by Fund:
101 General Fund 22,616 24,252 29,865 28,335 31,025
Total by Fund $ 22,616 $ 24,252 $ 29,865 $ 28,335 $ 31,025 GL # Services & Supplies
101-01-4376-0000 Materials & Supplies 672 3,725 3,975 3,958 3,975 101-01-4396-0000 Memberships & Dues 20,734 18,234 19,590 20,277 20,450 101-01-4420-0000 Printing - 294 600 350 400
101-01-4480-0000 Travel & Meetings - - 3,700 1,250 3,700 101-01-4480-2872 Hospitality 1,210 1,999 2,000 2,500 2,500 Total Services & Supplies $ 22,616 $ 24,252 $ 29,865 $ 28,335 $ 31,025 Total Operating Expenditures $ 22,616 $ 24,252 $ 29,865 $ 28,335 $ 31,025 FY 2022-23
Operating Budget Summary
Operating Budget Detail

CITY COUNCIL
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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 the defense or to prosecute. • 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.

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FY 2020-21 FY 2021-22 FY 2023-24
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel - - - - -
Services & Supplies 224,765 432,690 450,000 441,886 430,000 Total by Type $ 224,765 $ 432,690 $ 450,000 $ 441,886 $ 430,000 Expenditures by Fund:
101 General Fund 224,765 432,690 450,000 441,886 430,000 Total by Fund $ 224,765 $ 432,690 $ 450,000 $ 441,886 $ 430,000 GL # Services & Supplies
101-06-4106-2755 Contract Legal Services-General 140,673 181,372 240,000 240,000 250,000 101-06-4106-2756 Contract Legal Services-Litigation 83,267 64,655 100,000 92,702 100,000 101-06-4106-2757 Contract Legal Services-COVID-19 825 186,663 60,000 59,183 30,000 101-06-4106-2758 Contract Legal Services-Code Enforcement - - 50,000 50,000 50,000 Total Services & Supplies $ 224,765 $ 432,690 $ 450,000 $ 441,886 $ 430,000 Total Operating Expenditures $ 224,765 $ 432,690 $ 450,000 $ 441,886 $ 430,000 FY 2022-23
Operating Budget Summary
Operating Budget Detail

CITY ATTORNEY
PAGE 15 of 106

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.

PAGE 16 of 106
FY 2020-21 FY 2021-22 FY 2023-24
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Services & Supplies 56,000 56,000 60,000 60,000 60,000
Total by Type $ 55,000 $ 56,000 $ 60,000 $ 60,000 $ 60,000 Expenditures by Fund:
101 General Fund 56,000 56,000 60,000 60,000 60,000
Total by Fund $ 55,000 $ 56,000 $ 60,000 $ 60,000 $ 60,000 GL # Services & Supplies
101-95-4150-0000 Other Contract Services 56,000 56,000 60,000 60,000 60,000 Total Services & Supplies $ 56,000 $ 56,000 $ 60,000 $ 60,000 $ 60,000 Total Operating Expenditures $ 56,000 $ 56,000 $ 60,000 $ 60,000 $ 60,000 FY 2022-23
Operating Budget Summary
Operating Budget Detail

EL MOLINO VIEJO
PAGE 17 of 106
TO: Mario Rueda, Acting City Manager
FROM: Nicole Cuadras, Community Engagement Manager
Christina Baker, City Clerk
DATE: April 21, 2023
SUBJECT: BUDGET SUBMISSION FOR FY 2023-24
CITY MANAGER’S OFFICE
YEAR-END SUMMARY (FY 2022-23 BUDGET VS ESTIMATED)
The Department is anticipated to end the fiscal year with a savings of $220,961 or 21% below the current budget. The primary reasons are listed below:
• Personnel budget is anticipated to have savings due to a vacancy over the course of the year. • An estimated $106,400 in savings to cost center #101-09-4150-0000 (Contract Services). This is due to the City Manager vacancy, the original plan to spend $25,000 of this money on strategic planning is anticipated to be moved to next year, under the new City Manager. Additionally, $45,000 for DEI engagement was budgeted for an undecided plan at the beginning of the fiscal year. The items selected by Council to move forward with next year for DEI will cost significantly less than anticipated, and this budget is expected to decrease next year. Additionally, there is an expected $40,000 left in the Chinese Translation Budget. It took staff several months to quality check and select a translation vendor for city agendas, staff expects a full year of translation to use a significant portion of this budget. There were also fewer engagement meetings held this year with the City Manager turn over which used less of the interpretation budget than anticipated.

FY 2022-23 FY 2022-23
Bud. Vs
Est.

Bud. Vs
Est.

Description Budget Estimated Diff $$ Diff %%
Personnel $ 667,947 $ 637,106 $ (30,841) -4.6%
Services & Supplies 383,077 192,957 (190,120) -49.6%
Total: $ 1,051,024 $ 830,063 $ (220,961) -21.0%
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• An estimated $23,500 remaining in cost center #101-09-4202-0000 (Legal Noticing) for unused legal notices this fiscal year.
• An estimated $32,000 remaining in cost center #101-09-4290-0000 (Election). The Election budget was an estimate from previous years, the actual results of the cost could not be anticipated by staff to have been as low as it was.

FY 2023-24 PROPOSED BUDGET
Personnel
The Department’s Full Time Equivalent (FTE) will remain at 3.50 FTE, unchanged from the current budget.

Personnel proposed budget for is $715,405 which represents a $47,458 or 7.1% increase from current budget.
• Employees’ salaries are increasing by 4.0% per the Memorandum of Understandings (MOU). • Pension costs are projected to increase by 3.6%, while cafeteria benefits for full-time employees are projected to increase by 3.5%.
• Increased budget is offset by decrease in Cafeteria Benefit budget, as the budget is updated to reflect next year’s benefit cost.

Services & Supplies
Services & Supplies proposed budget is $259,595 which represents a $123,482 or -32.2% decrease from the current budget. The primary reasons for the changes are due to the following:
• Staff does not need to budget for a municipal election this year, resulting in an $87,000 decrease to cost center #101-09-4290-0000 (Election).
• A decrease of $36,800 to cost center #101-09-4150-0000 (Other Contract Services) due to the actual anticipated cost of continuing DEI work being less than estimated at the beginning of the fiscal year.

FY 2022-23 FY 2023-24
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 667,947 $ 715,405 $ 47,458 7.1%
Services & Supplies 383,077 259,595 (123,482) -32.2%
Total: $ 1,051,024 $ 975,000 $ (76,024) -7.2%
PAGE 19 of 106
• An increase of $5,000 to cost center #101-09-4150-0000 (Other Contract Services) for City branded, professional employee shirts given to employees as a part of their MOUs allowing for “casual Friday” dress.
• An increase of $5,000 to cost center #101-09-4396-0000 (Printing) for Public Safety Parcel Tax informational material and mailers.
• An increase of $11,623 to cost center # 101-09-4150-0500 (Other Contract Services – IT) o $6,500 would be a reoccurring cost to add a module to the Agenda Management system that would increase the ease of public access to recorded public meetings and specific items covered in those meetings. In addition to reoccurring costs, there would be a onetime budget ask of $780 for the implementation. This module would allow all items in public meetings to be time-stamped in the video recording, making it easier for the public to find specific discussions on agenda items.
o A $2,200 decrease to the City’s web hosting and maintenance contract. The original contract had an anticipated decrease in annual costs in year 5 of service, which we are now in.
o $1,000 is to budget for the City Manager’s Office Zoom Account used to conduct public meetings and the webinar Zoom upgrade to allow for interpreters to be at Town Halls.

This money used to be covered by COVID-19 funds.
o The remaining $1,843 increase to the budget would be to cover anticipated increases in software that directly benefits residents and the ease of access to information and City business. Many of these software licenses are paid out of CMO but provide logins and access to Police, Fire, Recreation, and Parks & Public Works Staff to be able to promote their programs, events, and community engagement.

ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2022-23 Accomplishments, FY 2023-24 Objectives, Operational Dashboard)
B. Department Tie-Out Sheets
PAGE 20 of 106
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 2022-23 ACCOMPLISHMENTS
• With 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.

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• 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. • Conducted a successful election for City Council.

FISCAL YEAR 2023-24 OBJECTIVES
• Update the strategic plan upon the selection of a new City Manager • 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.
• Continue to improve access to public meetings and information through the agenda management system.
• Update our records retention schedule and complete foundational work in preparation for implementing an electronic records management system the following fiscal year.

OPERATIONAL DASHBOARD
Description Year to Date
(as of March 2023) Estimated Actuals
Weekly Briefing Audience 1,288 1,311
Average Monthly Social Media
Reach 7,055 7,192
Average Time to Respond to
Public Records Requests 8 Days 8 Days
Proclamations and Certificates
Prepared 61 81
23 22
16 18
24 15
20 24
26 6
14 11
8 7
2 3
5 4
2 1 2 1 3 1 2
2 1
3 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23

PERMITS AND REQUESTS RECEIVED
Public Record Requests Film Permits Special Event Permits Claims PAGE 22 of 106
FY 2020-21 FY 2021-22 FY 2023-24
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 580,982 584,559 667,947 637,106 715,405
Services & Supplies 125,124 146,370 383,077 192,957 259,595 Total by Type $ 706,106 $ 730,929 $ 1,051,024 $ 830,063 $ 975,000 Expenditures by Fund:
101 General Fund 706,106 730,929 1,051,024 830,063 975,000 Total by Fund $ 706,106 $ 730,929 $ 1,051,024 $ 830,063 $ 975,000 GL # Personnel
101-09-4001-0000 Full Time Salaries 372,104 422,830 456,501 483,352 492,363 101-09-4002-0000 Part Time Wages 62,512 21,227 23,407 21,201 25,353 101-09-4004-0000 Overtime 4,422 - - - -
101-09-4006-0000 Medicare 6,043 6,221 6,959 7,051 7,507 101-09-4008-3080 Retirement-City Manager 10,587 10,703 13,154 4,923 14,200 101-09-4008-6050 Retirement-PARS 87 606 877 782 951
101-09-4008-6160 Retirement-PERS 76,004 80,985 102,720 78,482 104,344 101-09-4010-0000 Cafeteria Benefit 37,779 31,077 52,329 31,036 58,687 101-09-4011-0000 Technology Allowance 3,019 2,485 3,600 2,929 3,600 101-09-4012-0000 Auto Allowance 8,425 8,425 8,400 7,350 8,400 Total Personnel $ 580,982 $ 584,559 $ 667,947 $ 637,106 $ 715,405 GL # Services & Supplies
101-09-4150-0000 Other Contract Services 26,836 66,154 156,800 50,400 119,000 101-09-4150-0500 Other Contract Services-IT 36,165 24,706 37,522 39,943 44,345 101-09-4202-0000 Legal Notices 42,650 29,986 40,000 16,500 30,000 101-09-4204-0000 Books & Periodicals 218 84 100 80 100

CITY MANAGER'S OFFICE
FY 2022-23
Operating Budget Summary
Operating Budget Detail
Authorized Positions (Full-Time Equivalents)
PAGE 23 of 106
FY 2020-21 FY 2021-22 FY 2023-24
Actual Actual Budget Estimated Proposed

CITY MANAGER'S OFFICE
FY 2022-23
101-09-4220-0000 City Manager's Contingency 3,208 3,741 20,000 10,000 20,000 101-09-4290-0000 Election - 466 87,000 55,000 -
101-09-4376-0000 Materials & Supplies 2,622 4,583 4,700 4,700 4,700 101-09-4396-0000 Memberships & Dues 2,919 4,447 4,735 2,875 4,745 101-09-4398-0000 Mileage - 5 100 - 100
101-09-4420-0000 Printing 993 - 10,000 5,000 15,000
101-09-4468-0000 Staff Development 590 565 10,565 2,565 10,000 101-09-4480-0000 Travel & Meetings 8,923 11,633 11,555 5,894 11,605 Total Services & Supplies $ 125,124 $ 146,370 $ 383,077 $ 192,957 $ 259,595 Total Operating Expenditures $ 706,106 $ 730,929 $ 1,051,024 $ 830,063 $ 975,000 PAGE 24 of 106
TO: Mario Rueda, Acting City Manager
FROM: Paul Chung, Finance Director
Mark Siegfried, Accounting Manager / Controller
DATE: April 21, 2023
SUBJECT: BUDGET SUBMISSION FOR FY 2023-24

FINANCE DEPARTMENT & NON-DEPARTMENTAL
YEAR-END SUMMARY (FY 2022-23 BUDGET VS ESTIMATED)
The Department is anticipated to end the fiscal year with a savings of $41,146 or -4.2% below the current budget. The primary reasons are listed below:
• Budget savings due to lower cafeteria benefits utilized by staff. • Budget savings in Prop A funding for Bus Transportation as the Trolley Service was not used for the current year Holiday Around the Drive.

FY 2022-23 FY 2022-23 Bud. Vs Est.

Bud. Vs
Est.

Description Budget Estimated Diff $$ Diff %%
Personnel $ 618,029 $ 582,661 $ (35,368) -5.7%
Services & Supplies 363,285 357,507 (5,778) -1.6%
Total: $ 981,314 $ 940,168 $ (41,146) -4.2%
PAGE 25 of 106
FY 2023-24 PROPOSED BUDGET
Personnel
The Department’s Full Time Equivalent (FTE) will remain at 4.00 FTE, unchanged from the current budget.

Personnel proposed budget is $641,858 which represents a $23,829 or 3.9% increase from current budget.
• Employees’ salaries are increasing by 4.0% per the Memorandum of Understandings (MOU). • Pension costs are projected to increase by 3.6%, while cafeteria benefits for full-time employees are projected to increase by 3.5%.
• Increased budget is offset by decrease in Cafeteria Benefit budget, as the budget is updated to reflect next year’s benefit cost.

Services & Supplies
Services & Supplies proposed budget is $297,033 which represents a decrease of $66,252 or 18.2% from current budget. The primary reasons for the decrease are due to the following:
• The Utilities budget (Electricity, Natural Gas, Telecommunications, and Water) of $99,585 was moved from the Finance Department’s budget to Non-Departmental budget, as the NonDepartmental budget covers all departments’ expenses and not department specific. • The decrease is offset by an increase of $40,000 to cost center #207-11-4208-8140 (Bus Transportation-SMUSD Youth) related to the annual payment to the San Marino Unified School District for qualified Prop A expenditures. The payment has been at $110,000 for over 10 years and the District has requested extra Prop A Funds to continue to provide services to their student body.

FY 2022-23 FY 2023-24
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 618,029 $ 641,858 $ 23,829 3.9%
Services & Supplies 363,285 297,033 (66,252) -18.2%
Total: $ 981,314 $ 938,891 $ (42,423) -4.3%
PAGE 26 of 106

NON-DEPARTMENTAL
YEAR-END SUMMARY (FY 2022-23 BUDGET VS ESTIMATED)
The Department is anticipated to end the fiscal year with a savings of $73,572 or 3.3% below the current budget. The primary reasons are listed below:
• Savings in Personnel budget for OPEB annual contribution due to actual retirements. • Savings related to the Citywide IT Contract as the City has fewer one-time IT projects. • Savings related to Material & Supplies that are COVID-19 related such as PPE as the City pulls out of the pandemic.

FY 2023-24 PROPOSED BUDGET
Personnel
Non-Departmental proposed budget is $300,000, which is a decrease of $209,400 from current budget due to the City not having a one-time ARPA Bonus of $209,400 like in FY 2022-23. The $300,000 budget is to pay for the Other Post Employment Benefits (OPEB) annual contribution.

FY 2022-23 FY 2022-23
Bud. Vs
Est.

Bud. Vs
Est.

Budget Estimated Diff $$ Diff %%
Description $ 509,400 $ 486,693 $ (22,707) -4.5%
Personnel 1,135,333 1,084,468 (50,865) -4.5%
Services & Supplies 552,034 552,034 - 0.0%
Total: $ 2,196,767 $ 2,123,195 $ (73,572) -3.3%
FY 2022-23 FY 2023-24 YOY Budget
YOY
Budget
Budget Proposed Diff $$ Diff %%
Description $ 509,400 $ 300,000 $ (209,400) -41.1%
Personnel 1,135,333 1,339,146 203,813 18.0%
Services & Supplies 552,034 574,888 22,854 4.1%
Total: $ 2,196,767 $ 2,214,034 $ 17,267 0.8%
PAGE 27 of 106
Supplies & Supplies
Services & Supplies proposed budget is $1,339,146, which represents a $203,813 or 18.0% increase from current budget. The primary reasons for the increase is due moving the utilities budget from the Finance Department to Non-Departmental and an increase in Equipment Cost Allocation as the City has procured various equipment over the past 2 years which have not been fully depreciated. Additional detail are provided below:
• An increase of $12,500 to cost center #101-08-4150-0000 (Other Contract Services) is due to the Council Priority Initiative for staff to conduct a feasibility study for City facilities security initiative. This is part one of two part initiative. After the results of the feasibility study, staff will draft a Request for Proposal and request budget to install citywide security system. • An increase of $8,884 to cost center #101-08-4150-0500 (Citywide IT Contract Services) is due to an increase in the contracted agreement by CPI for City IT services. • An increase of $2,400 to cost center #101-08-4150-0750 (Cell Phone Contract Services) is due to the following:
o $550 for adding 1 new line for CSD’s Facilities Maintenance Supervisor (Priority Initiative) o $550 for adding 1 new line for CSD’s Maintenance Assistance o $1,140 for adding 19 Mobile Hotspots for City cellphones. These costs were paid out of ARPA funds and is not being charged to the General Fund.
o $1,300 annual service charges increasing related to CPI increases for new taxes and surcharges • A decrease of $25,000 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.) • An increase of $112,740 to various utilities cost center due to moving the budget from the Finance Department to Non-Departmental. The largest increase from the current year is to cost center #101-11-4500-1980 (Utilities-Electricity) for electricity costs related to the City Hall complex. The increase is due to the 10.9% increase in kilowatt per hour energy charges and 7.3% increase in delivery charges that Southern California Edison has levied over the past year. • An increase of $89,996 to cost center #101-08-4950-0001 (Equipment Cost Allocation) as annual depreciation of equipment used by various departments will increase due to some large equipment purchases in the past two years.

Debt Service
An increase of $22,854 or 4.1% increase in debt service related expenditures based on the City’s debt agreement. The principal payment will increase by $50,000 but is offset by a decrease of $27,146 in interest expense. The City’s Pension Obligation Bond will mature in FY 2023-24.

PAGE 28 of 106

ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2022-23 Accomplishments, FY 2023-24 Objectives, Operational Dashboard, & Priority Initiatives) B. Department Tie-Out Sheets
PAGE 29 of 106

FINANCE DEPARTMENT

DEPARTMENT PURPOSE
The mission of the Finance Department is to 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 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 Department also manages the City’s information technology systems.

FISCAL YEAR 2022-23 ACCOMPLISHMENTS
• Finalized the City’s Fiscal Year 2021-22 Audited Annual Comprehensive Financial Report (ACFR) with no material weaknesses or significant deficiencies • Received the Excellence Award for the Fiscal Year 2022-23 Operating Budget from the California Society of Municipal Finance Officers
• Received the Distinguished Budget Presentation Award for the Fiscal Year 2022-23 Operating Budget from the Government Finance Officers Association • Cross-trained Finance staff to prevent operational impact during staffing absences • Obtained 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.

FINANCE DEPARTMENT

The Department also submitted a reimbursement claim with FEMA to recoup qualified expenditures related to the pandemic.
• Submitted the City’s Fiscal Year 2021-22 ACFR to the Government Finance Officers Association for a Certificate of Achievement for Excellence in Financial Reporting Award FISCAL YEAR 2023-24 OBJECTIVES
• Conduct a Request For Proposals for City IT services
• Conduct a Request For Proposals for City Banking services • Conduct a feasibility study for City facilities security initiative (Priority Initiative) PAGE 31 of 106
• Continue to 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 fifth year
• Submit Fiscal Year 2023-24 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 2022-23 ACFR to the Government Finance Officers Association for the Certificate of Achievement for Excellence in Financial Reporting Award

OPERATIONAL DASHBOARD
Description FY 21-22
Total
Year to Date
(as of March 2023) Estimated Actuals
Revenues $31,687,515 $22,505,218 $33,419,933
Expenses $29,474,688 $26,839,604 $29,914,770
COVID expenses $290,114 $79,207 $15,150
Overtime expenses $1,834,772 $1,152,279 $1,918,552
General Fund Balance* $18,455,094 $14,209,727 $19,850,227 Overall Cash Balance*
(in bank) $43,845,441 $41,412,240 $42,922,815
*Balance numbers are reported as the last balance recorded for the year or time period, not totals.

PAGE 32 of 106
$1,629,687
$1,041,401
$720,913
$1,401,364 $1,273,413
$9,416,592
$4,156,592
$2,365,649
$499,606
$6,092,921
$1,852,153
$2,511,689
$2,135,723
$2,914,488 $3,143,160
$2,692,188
$2,025,575
$3,471,706
Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23

REVENUES AND EXPENSES
Revenues Expenses
$114,095 $100,341
$187,889
$116,027
$127,743
$102,683 $113,590
$101,271
$188,640
$12,524 $17,489
$29,365
$15,279
$145 $2,794 $650 $608 $353
Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23

COVID AND OVERTIME EXPENSES
Overtime Expenses COVID Expenses
PAGE 33 of 106
$14,355,537 $13,041,243 $11,127,709 $9,739,435 $8,780,867 $15,663,235 $15,896,935 $16,247,573 $14,209,727
$40,325,291 $39,295,610 $37,543,179 $37,117,908 $34,666,146 $41,331,867 $42,617,810 $43,158,893 $41,412,240
Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23

GENERAL FUND AND CASH BALANCE
General Fund Balance Overall Cash Balance (In Bank)
PAGE 34 of 106
FY 2020-21 FY 2021-22 FY 2023-24
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 Technician 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 522,427 560,774 618,029 582,661 641,858
Services & Supplies 276,405 308,143 363,285 357,507 297,033 Total by Type $ 798,832 $ 868,917 $ 981,314 $ 940,168 $ 938,891 Expenditures by Fund:
101 General Fund 794,070 752,980 856,894 820,168 778,591 207 Prop A Transit Funds 4,762 115,937 124,420 120,000 160,300 Total by Fund $ 798,832 $ 868,917 $ 981,314 $ 940,168 $ 938,891 GL # Personnel
101-11-4001-0000 Full Time Salaries 391,592 416,958 431,479 428,315 463,542 101-11-4002-0000 Part Time Wages - - - - -
101-11-4004-0000 Overtime - - - - -
101-11-4006-0000 Medicare 5,453 5,945 6,257 6,316 6,721 101-11-4008-3080 Retirement-457 Plan - - 4,800 3,300 4,800 101-11-4008-6050 Retirement-PARS - - - - -
101-11-4008-6160 Retirement-PERS 70,349 80,526 91,544 90,873 94,858 101-11-4010-0000 Cafeteria Benefit 55,033 57,345 83,949 53,857 71,937 101-11-4016-0000 Retiree Medical Benefits (OPEB) - - - - - Total Personnel $ 522,427 $ 560,774 $ 618,029 $ 582,661 $ 641,858 GL # Services & Supplies
101-11-4150-0000 Other Contract Services 57,775 49,780 67,600 60,415 62,650 101-11-4150-0500 Other Contract Services-IT 29,208 30,773 35,920 36,046 38,005 101-11-4204-0000 Books & Periodicals - 277 280 200 280
101-11-4316-0000 Equipment Repair & Maintenance 6,854 7,053 8,673 8,082 8,304 101-11-4332-0000 Fees to Outside Agencies 928 911 960 965 985

FINANCE DEPARTMENT
FY 2022-23
Operating Budget Summary
Operating Budget Detail
Authorized Positions (Full-Time Equivalents)
PAGE 35 of 106
FY 2020-21 FY 2021-22 FY 2023-24
Actual Actual Budget Estimated Proposed

FINANCE DEPARTMENT
FY 2022-23
101-11-4376-0000 Materials & Supplies 3,596 1,901 4,193 3,887 4,195 101-11-4396-0000 Memberships & Dues 881 796 1,514 1,453 1,504 101-11-4398-0000 Mileage - - 400 150 300
101-11-4412-0000 Postage 11,016 8,009 10,000 10,000 10,000 101-11-4420-0000 Printing 3,223 4,419 4,600 4,972 4,900 101-11-4468-0000 Staff Development 1,789 1,558 1,540 1,650 1,790 101-11-4480-0000 Travel & Meetings 735 2,057 3,600 650 3,820 101-11-4500-1980 Utilities-Electricity 56,710 59,466 69,550 82,800 - 101-11-4500-4950 Utilities-Natural Gas 2,105 3,348 3,745 3,550 - 101-11-4500-9025 Utilities-Telecommunications 23,494 20,079 24,150 20,937 - 101-11-4500-9460 Utilities-Water 1,267 1,779 2,140 1,750 - 101-11-4950-0001 Equipment Cost Allocation 72,062 - - - - 207-11-4208-0750 Bus Transportation-Chamber - - 4,120 - - 207-11-4208-1330 Bus Transportation-Dial a Ride 4,762 5,937 10,300 10,000 10,300 207-11-4208-8140 Bus Transportation-SMUSD Youth - 110,000 110,000 110,000 150,000 Total Services & Supplies $ 276,405 $ 308,143 $ 363,285 $ 357,507 $ 297,033 Total Operating Expenditures $ 798,832 $ 868,917 $ 981,314 $ 940,168 $ 938,891 PAGE 36 of 106
FY 2020-21 FY 2021-22 FY 2023-24
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 180,556 181,540 509,400 486,693 300,000
Services & Supplies 589,748 1,138,172 1,135,333 1,084,468 1,339,146 Debt Service 513,729 531,712 552,034 552,034 574,888
Total by Type $ 1,284,033 $ 1,851,424 $ 2,196,767 $ 2,123,195 $ 2,214,034 Expenditures by Fund:
101 General Fund 757,949 1,304,541 1,435,333 1,364,565 1,639,146 204 CDBG Fund 12,355 15,171 - 3,055 -
245 American Rescue Plan Fund - - 209,400 203,541 -
401 Debt Service Fund 513,729 531,712 552,034 552,034 574,888 Total by Fund $ 1,284,033 $ 1,851,424 $ 2,196,767 $ 2,123,195 $ 2,214,034 GL # Personnel
101-08-4016-0000 Retiree Medical Benefits (OPEB) * 180,556 181,540 300,000 283,152 300,000 245-00-4001-0000 ARPA Bonus - - 209,400 203,541 -
Total Personnel $ 180,556 $ 181,540 $ 509,400 $ 486,693 $ 300,000 GL # Services & Supplies
101-08-4150-0000 Other Contract Services 497 - - 12,500 101-08-4150-0500 Citywide IT Contract Services 165,440 229,632 220,500 196,908 229,384 101-08-4150-0750 Cell Phone Contract Services 44,819 48,586 48,000 48,300 51,540 101-08-4150-0775 City Hall Credit Card Fees 15,925 19,902 21,000 24,438 25,000 101-08-4324-0000 Parking Lot Lease-SMUSD 33,416 34,044 34,686 34,686 35,339 101-08-4376-0000 Materials & Supplies-COVID-19 86,172 80,353 30,000 11,000 5,000 101-08-4376-0020 Materials & Supplies-Civil Unrest 992 - - - - 101-08-4376-0500 IT Contract Services-COVID-19 4,916 227 500 100 - 101-08-4495-0000 Property Tax Admin Fee (SB2557) 225,216 224,284 240,000 225,334 237,000 101-08-4500-1980 Utilities-Electricity - - - - 85,300
101-08-4500-4950 Utilities-Natural Gas - - - - 3,700
101-08-4500-9025 Utilities-Telecommunications - - - - 21,600 101-08-4500-9460 Utilities-Water - - - - 2,140

NON-DEPARTMENTAL
FY 2022-23
Operating Budget Summary
Operating Budget Detail
PAGE 37 of 106
FY 2020-21 FY 2021-22 FY 2023-24
Actual Actual Budget Estimated Proposed

NON-DEPARTMENTAL
FY 2022-23
101-08-4950-0001 Equipment Cost Allocation ** - 485,973 540,647 540,647 630,643 204-08-4150-0000 Other Contract Services 500 5,845 - 1,727 - 204-08-4399-0000 Non-Capitalized Equipment 11,855 9,326 - 1,328 - Total Services & Supplies $ 589,748 $ 1,138,172 $ 1,135,333 $ 1,084,468 $ 1,339,146 401-00-4360-0000 Debt Service Interest Expense 103,729 81,712 57,034 57,034 29,888 401-00-4402-00000 Debt Service Principal Repayment 410,000 450,000 495,000 495,000 545,000 Total Debt Service $ 513,729 $ 531,712 $ 552,034 $ 552,034 $ 574,888 Total Operating Expenditures $ 1,284,033 $ 1,851,424 $ 2,196,767 $ 2,123,195 $ 2,214,034 Expense also includes $100k annual contribution to CERBT Trust Fund through FY 2024-25. ** 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.

PAGE 38 of 106
TO: Mario Rueda, Acting City Manager
FROM: Lizette Guerrero, Human Resources Director
DATE: April 21, 2023
SUBJECT: SUBMISSION FOR FY 2023-24

HUMAN RESOURCES
YEAR-END SUMMARY (FY 2022-23 BUDGET VS ESTIMATED)
The Department is anticipated to end the fiscal year with a savings of $75,098 or -4.6% below the current budget. The primary reasons are listed below:
• Personnel budget is anticipated to have savings due salary savings due to vacancy. • Operating budget is anticipated to have an overall savings due to reduction in Director recruitments, minimal use of the Labor Attorney on Union Negotiations, overspending on Contract Services- IT due to the budget being corrected to reflect NEOGOV Onboard and Perform subscriptions.

FY 2022-23 FY 2022-23
Bud. Vs
Est.

Bud. Vs
Est.

Description Budget Estimated Diff $$ Diff %%
Personnel $ 366,592 $ 319,342 $ (47,250) -12.9%
Services & Supplies 1,249,753 1,221,905 (27,848) -2.2%
Total: $ 1,616,345 $ 1,541,248 $ (75,098) -4.6%
PAGE 39 of 106
FY 2023-24 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 $364,530 which represents a $2,062 or -0.6% decrease from current budget.
• Employees’ salaries are increasing by 4.0% per the Memorandum of Understandings (MOU). • Pension costs are projected to increase by 3.6%, while cafeteria benefits for full-time employees are projected to increase by 3.5%.
• Staff is proposing to reclassify the Administrative Assistant position in the Human Resources Department to a Human Resources Analyst position, which represents a fiscal impact of $7,166. • Overall personnel budget is decreasing as the new proposed position is being budgeted at a lower step.

BACKGROUND
A job analysis and employee interview was performed to compare the tasks, duties, and responsibilities of the Administrative Assistant position vs. a Human Resources Analyst (Attachment D) position. The analysis concludes that the employee serving as the Administrative Assistant was performing job functions commensurate with a Human Resources Analyst position.

In 2018, the HR/Payroll Administrative Analyst position, the HR/Payroll Administrative Analyst position was split into two (2) positions, an HR Administrative Assistant position and Payroll Account Clerk position. The HR Administrative Assistant Position was assigned to the Human Resources Department and the Payroll Account Clerk was assigned to the Finance Department.

At that time the position was split in 2018, it was not identified through a job analysis that the Administrative Assistant position assigned to the Human Resources Department was being asked to assume and perform analyst-level duties and responsibilities. This has resulted in the Administrative Assistant functionally working as a Human Resources Analyst.

Since 2018, the Administrative Assistant position has had a high turnover, with an average duration of 1 year and 5 months. Staff recommends the position be reclassified to reflect the actual duties, skills, knowledge and abilities of the position to minimize the risk of having a high turnover of the Administrative Assistant position.

FY 2022-23 FY 2023-24
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 366,592 $ 364,530 $ (2,062) -0.6%
Services & Supplies 1,249,753 1,307,744 57,991 4.6%
Total: $ 1,616,345 $ 1,672,274 $ 55,929 3.5%
PAGE 40 of 106
Services & Supplies
Service & Supplies proposed budget for FY 2023-24 is $1,307,744, which represents a $57,991 or 4.6% increase from current budget. The primary reasons for the increase are due to the following:
• An increase of $22,487 to cost center #101-10-4150-0000 (Other Contract Services) is due primarily to a new benefit- Behavioral Wellness and Mental Health and Critical Incident response for the Fire and Police Department’s which was approved on January 11, 2023. • An increase of $13,487 to cost center #101-10-4150-0500 (Other Contract Services- IT) is due to a 5% increase in CPI to NEOGOV Insight and GovernmentJobs.com subscriptions and NEOGOV Perform and Onboard subscriptions. These items were previously paid out of the City Manager’s Office and is now being moved to the Human Resources Department budget. • A decrease of $29,000 to cost center # 101-10-4436-0000 (Recruitment & Retention) can mainly be attributed to the reduction of City Manager and Department Director recruitments. • An increase of $24,186 to cost center # 595-10-4356-0000 (Workers’ Comp Insurance Premiums) is due to a projected 10% increase to the excess workers’ compensation insurance premiums and an increase by the State of California for the Self-Insured Program (SIP). • An increase of $32,602 to cost center # 595-10-4356-3412 (Insurance Premiums JPIA) is due to a projected 10.3% increase to the workers’ compensation insurance premiums.

ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2022-23 Accomplishments, FY 2023-24 Objectives, Operational Dashboard)
B. Department Tie-Out Sheets
C. Human Resources Analyst Job Description- Proposed
D. Proposed Salary Schedule- Human Resources Analyst
PAGE 41 of 106

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; off-boarding employees; employee relations; 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 2022-23 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)
• Provided Active Shooter Training and Encountering & Serving Individuals Experiencing Homelessness for City staff
• Update the City’s Personnel Rules and Policies
• Digitized Personnel Action Forms for electronic signatures • Increased Performance Appraisal Completion Rate
• Implemented PERFORM thru NEOGOV
• Developed new employee performance review process and forms • Updated Job Classifications
• Implemented a Behavioral Wellness and Mental Health Program for Fire and Police Department Staff
• Held 1st Annual Health Fair for City Staff
• Completed Union Negotiations
• Increased the number of training sessions through CJPIA • Implemented Year Round Employee Recognition Program
• Updated information on Employee Intranet
• Developed a New Employee Orientation Program
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FISCAL YEAR 2023-24 OBJECTIVES
• Complete Union Negotiations
• Develop a formal on-boarding and off-boarding process for all City employees • Centralize Human Resources Personnel Records
• Develop a comprehensive Workers Compensation Program
• Complete Request for Proposal for Employee Assistance Program • Complete Request for Proposal for Employee Benefits Program • Implement a comprehensive salary survey
• Implement an HRIS System

OPERATIONAL DASHBOARD
Description FY 21-22
Total
FY 22-23 Year to Date
(as of March 2023) Estimated Actuals
Full-Time Employees
(out of 104 budgeted) 95 98 98
Part-Time Employees 57 43 45
Full-Time Position Vacancy Rate 8.1% 7.4% 7.4%
Workers' Comp Claims
(average total open per month) 44 58 64
Workers' Comp Claims (new) 4 4 5
Cumulative Workers' Comp
Days Off 355 270 360
Performance Appraisal
Completion Rate 53% 72% 74%
All numbers reported as averages for the reporting time period except for “Cumulative Worker’s Comp Days Off”
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94 98 97 97 97 100 100 100 100
108 Budgeted Positions
59 42 41 40 41 43 44
38 40
0 20
40 60
80 100
120
Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23

EMPLOYEES AND BUDGETED POSITIONS
Full-Time Employees Part-Time Employees
54 52 53 56 58 59 63 61
69 3 4 3
7 0 1
7 5 9
45 25
18 14 18 18
38 38
56 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23

WORKERS' COMPENSATION
Workers' Comp Claims (Total Open) Workers' Comp Claims (New) Cumulative Workers' Comp Days Off
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67% 67%
57% 54%
70% 72%
82%
88% 89%
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23

PERFORMANCE APPRAISAL COMPLETION RATE
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FY 2020-21 FY 2021-22 FY 2023-24
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 -
Human Resources Analyst - - - - 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 244,743 168,386 366,592 319,342 364,530
Services & Supplies 1,081,220 1,194,786 1,249,753 1,221,905 1,307,744 Total by Type $ 1,325,963 $ 1,363,172 $ 1,616,345 $ 1,541,248 $ 1,672,274 Expenditures by Fund:
101 General Fund 365,582 386,778 618,058 556,328 620,039 595 Workers' Compensation Fund 182,629 229,550 264,715 260,582 286,061 596 General Liability Fund 777,752 746,844 733,572 724,337 766,174 Total by Fund $ 1,325,963 $ 1,363,172 $ 1,616,345 $ 1,541,248 $ 1,672,274 GL # Personnel
101-10-4001-0000 Full Time Salaries 172,302 105,263 247,114 221,995 253,824 101-10-4002-0000 Part Time Wages - - - - -
101-10-4004-0000 Overtime - 41 - 49 -
101-10-4006-0000 Medicare 2,526 1,499 3,583 2,464 3,680 101-10-4008-3080 Retirement - 457 Plan - - 2,400 1,400 2,400 101-10-4008-6160 Retirement-PERS 40,648 39,311 59,862 53,777 60,074 101-10-4010-0000 Cafeteria Benefit 27,678 22,272 48,233 38,657 38,792 101-10-4016-0000 Retiree Medical Benefits (OPEB) - - - - - 595-10-4015-0001 Workers' Comp Current Employee 1,512 - 5,400 1,000 5,760 595-10-4015-0002 Workers' Comp Past Employee 77 - - - - Total Personnel $ 244,743 $ 168,386 $ 366,592 $ 319,342 $ 364,530 GL # Services & Supplies
101-10-4106-3415 Contract Legal Services-Labor 38,014 82,368 119,689 96,534 119,689 101-10-4150-0000 Other Contract Services 26,837 29,042 29,563 29,851 52,050 101-10-4150-0500 Other Contract Services-IT 7,555 8,077 8,319 20,797 21,806 101-10-4376-0000 Materials & Supplies 12,362 14,783 12,600 13,549 9,500

HUMAN RESOURCES
FY 2022-23
Operating Budget Summary
Operating Budget Detail
Authorized Positions (Full-Time Equivalents)
PAGE 46 of 106
FY 2020-21 FY 2021-22 FY 2023-24
Actual Actual Budget Estimated Proposed

HUMAN RESOURCES
FY 2022-23
101-10-4396-0000 Memberships & Dues 1,039 1,046 1,495 650 1,129 101-10-4398-0000 Mileage - - 400 116 200
101-10-4436-0000 Recruitment & Retention 36,297 76,894 76,000 68,727 47,000 101-10-4468-0000 Staff Development 49 3,872 5,000 4,460 5,975 101-10-4480-0000 Travel & Meetings 275 2,310 3,800 3,301 3,920 595-10-4150-0000 Workers' Comp Contract Services 22,560 23,760 24,960 23,760 23,760 595-10-4356-0000 Workers' Comp Insurance Premiums 158,480 205,790 234,355 235,822 256,541 596-10-4356-3412 Insurance Premiums JPIA 777,752 746,844 733,572 724,337 766,174 Total Services & Supplies $ 1,081,220 $ 1,194,786 $ 1,249,753 $ 1,221,905 $ 1,307,744 Total Operating Expenditures $ 1,325,963 $ 1,363,172 $ 1,616,345 $ 1,541,248 $ 1,672,274 PAGE 47 of 106

HUMAN RESOURCES ANALYST

DESCRIPTION
Under administrative direction is responsible to perform professional and technical duties in the Human Resources Department requiring specialized knowledge related to benefits administration, recruitment, testing, training, worker’s compensation, position classification, compensation, and other related duties as required.

DISTINGUISHING CHARACTERISTICS
The Human Resources Analyst receives direction from the Human Resources Director.

This single class position assists the Department Head with administrative support in the Human Resources Department.

ESSENTIAL FUNCTIONS:

The duties, skills, and demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with a disability to perform the essential duties, skills, and demands.

Duties:
 Provide customer service, both in-person and by telephone; screens and directs telephone calls; takes and relays messages; answers general questions from employees and the public;
 Implement programs necessary to ensure compliance with local, state, and federal regulations; coordinates and administers the employee benefit program including, but not limited to assisting employees with forms for changes in health and other benefits;
 Assist with open enrollment for benefit changes;
 Assist current, separated, and retired with compensation, benefits and retirement questions;
 Input data from employment applications and maintains individual applicant records; computes examination scores; notifies candidates of test results;  Assist with recruitment and selection process;
 Prepare and conducts new employee orientation and employee off-boarding;  Coordinate, and implements employee city-wide training programs and workshops, including the Employee Assistance Program and maintains appropriate records;  Assist with the preparation and monitoring of compliance with approved labor agreements;
 Assist with the explanation of requirements and effects of ordinance provisions, personnel rules, employee organization agreements and detailed HR procedures to supervisors, administrators, other employees, and representatives of outside PAGE 48 of 106
agencies;
 Collect information regarding grievances and other employee concerns;  Assist in the preparation and implementation of the departmental budget;  Analyze employment statistics;
 Prepare HR-related reports and forms on request for administrative staff and outside agencies, or other HR transactions;
 Assist with the development of forms and procedural manuals;  Draft correspondence;
 Provide information to departments and the public;
 Assist with the processing and maintenance of the department's files, including the department's personnel records;
 Coordinate personnel action and payroll changes with City departments as well as Administration personnel; monitors timely completion of employee performance evaluations and merit step advancement;
 Assist in the preparation of required Federal and State leave notices and monitors time requirements regarding these entitlements;
 Assist with the coordination of leaves with employee, payroll, third party administrators, and management staff, ensuring accuracy of employee leave information and compliance with Federal and State leave laws and regulations;  Assist with the coordination of employees’ benefits while on leave, including paid/unpaid leave, health benefits, dependent coverage, etc., and return to work process;
 Utilize HR support software applications such as an HRIS software and NEOGOV, to process HR transactions; modifies and retrieves information from employee or applicant database system;
 Review invoices for accuracy and proper coding;
 Assist with responding to email and postal mail inquiries;  Assist with responding to verification of employment requests and background investigations;
 Assist with responding to EDD regarding Unemployment Claims;  Assist with responding to Public Records Requests as related to HR/personnel files;  Update the HR website, Employee Phone and Photo Directories;  Assist with the preparation of City-wide HR announcements and sends to City employees;
 Perform a variety of general office support duties; research and compile data for special projects and reports; prepares financial data and statistical information; make copies; maintain calendar of activities, meetings, and various events for assigned staff; process mail including receiving, sorting, time-stamping, logging and distributing incoming and outgoing correspondence and packages;  Keep the Department Head informed of all progress relating to activities and projects related to the department assigned;
 Operate a variety of office equipment including a computer, typewriter, copier, and facsimile machine; utilize various computer applications and software packages;  May be required to attend City Council Meetings, Commissioner Meetings, and any other meetings as assigned;
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 Perform related duties as assigned.

KNOWLEDGE, SKILLS AND DEMANDS
Knowledge of:
 Leave management, including, but not limited to, FMLA, Non-FMLA, workers’ compensation and disability programs;
 Customer service principles, including telephone etiquette and handling of emotional behavior;
 Principles and practices of employee recruitment and selection;  Methods of establishing and maintaining comprehensive classification and compensation plans;
 Principles and methods of research and statistics;
 Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, databases, use of internet and Microsoft Outlook;
 Basic functions and structure of a municipal organization; methods and techniques of proper phone etiquette; business letter writing and the standard format for typed materials; basic mathematical principles;
 Methods and techniques for record keeping and filing; basic report preparation and writing; proper English usage, spelling, grammar and punctuation; customer service and public relations methods and techniques.

Skills/Demands:
 Provide support services; perform a variety of office support and clerical duties and activities of a general and specialized nature in support of the Department Head and Administration;
 Exercise good judgment and uphold confidentiality in maintaining critical and sensitive information, records, and reports; understand, interpret, and apply general administrative and departmental policies and procedures;  Ability to interpret MOU/labor agreements;
 Interpret and apply a variety of City and department policies and procedures;  Analyze situations carefully and adopt effective courses of action;  Read, understand, and review documents, policies and procedures for accuracy and relevant information; answer questions and provide information to City employees, outside agencies, and the public; update manuals as required with current information;
 Use applicable office terminology, forms, documents, and procedures in the course of the work; use sound judgment in following and applying appropriate laws, regulations, policies, and procedures;
 Compose correspondence and compile and arrange data in a readable and comprehensible manner; proofread and edit draft reports or correspondence for errors in grammar or structure; make accurate arithmetic calculations; type and enter data at a speed necessary for successful job performance;  Maintain ongoing communication with the Department Head regarding issues, PAGE 50 of 106
department requests; status of projects and completion of tasks; take direction from the Department Head and follow projects through to completion in a timely manner;  Set priorities, organize work-flow and maintain organization of work and records; multi-task and be responsive to time-sensitive matters;  Establish and maintain complex record keeping systems; coordinate activities and meet critical deadlines; understand and follow instructions; communicate clearly and concisely, both orally and in writing;
 Establish and maintain effective working relationships with the public and those contacted in the course of the work;
 Work collaboratively with team members to create and support a positive customer service environment;
 Demonstrate, promote and support a culture of diversity, equity, inclusion and belonging.

EDUCATION AND EXPERIENCE:

Any combination equivalent to the education and experience likely to provide the required knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities would be:

Education
Two years of college level course work in administration, business, or closely related field. Significant related experience may substitute for education.

Experience
Five years of recent professional experience in public sector personnel in the areas of employee benefits, classification and compensation, employee training and development, recruitment, leaves, finance, workers’ compensation, and general personnel administration.

Licenses/Certificates
 Possession of a valid California Class C driver license with a satisfactory driving record, or the ability to get from point to point for meetings and trainings.  Compliance with the City’s COVID-19 vaccine mandate.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands and work environment described are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

Employee is regularly required to sit at desk and in meetings for long periods of time; talk or listen, in person, in meetings and by telephone; use hands and fingers to handle, feel or operate standard office equipment; and reach with hands and arms. Intermittently, twist to PAGE 51 of 106
reach equipment surrounding desk; walk to observe department activities; bend and squat to perform file searches; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; operate an automobile to attend various meetings and workshops. While performing duties, the employee is regularly required to use written and oral communication skills; know and understand laws, regulations and codes; remember personnel rules, legal and code requirements; and explain policies and procedures; interact with City management, other governmental officials, employees and the public.

Work Environment:

While performing the duties of this job indoors, the work environment is generally in a temperature controlled office. Noise levels in the work environment is usually moderate but the employee may occasionally be exposed to high level noises including but not limited to emergency vehicle sirens, telephones and other office equipment.

This information is available in an alternative format by request to (626) 300- 0780.

The City of San Marino is an Equal Opportunity Employer. We value and seek diversity in our workforce. San Marino is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

PAGE 52 of 106
Step A Step B Step C Step D Step E
Human Resources Analyst* 5,867.40 $ 6,160.77 $ 6,468.81 $ 6,792.25 $ 7,131.86 $ *Proposed Position
Salary Schedule Effective 7/1/2023
Monthly Salary
PAGE 53 of 106
1 TO: Mario Rueda, Acting City Manager
FROM: Isidro Figueroa, Community Development Department DATE: April 28, 2023
SUBJECT: BUDGET SUBMISSION FOR FY 2023-24

COMMUNITY DEVELOPMENT
YEAR-END SUMMARY (FY 2022-23 BUDGET VS ESTIMATED)
The Department is anticipated to end the fiscal year with a savings of $1,723,764 or -54.2% below the current budget. The primary reasons are listed below:
• Personnel budget anticipates a savings of $618,090 due to personnel vacancies. • Services and supplies anticipates a savings of $1,105,674, due to deferred program implementation, budget transfer re-allocations, and encumbrance funds. The primary reasons for the savings are due to the following:
o An estimated $956,593 in savings to cost center #101-14-4150-0000 (Contract Services) due to the following:
 $600,000 being unspent for General Plan Updates due to inactive general plan implementation.
 30,000 being unspent for Credit Card Processing fees due to budget line item transfer to Finance/Non-Departmental.

FY 2022-23 FY 2022-23 Bud. Vs Est.

Bud. Vs
Est.

Description Budget Estimated Diff $$ Diff %%
Personnel $ 1,717,808 $ 1,099,718 $ (618,090) -36.0%
Services & Supplies 1,462,899 357,225 (1,105,674) -75.6% Total: $ 3,180,707 $ 1,456,943 $(1,723,764) -54.2%
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 $20,000 being unspent for Peafowl Program due to inactivity resulting from no service calls or public complaints.
 $75,000 being unspent for Arborists Consulting Services due to budget line item origin from Public Works Department budget.
 $25,000 being unspent for Tree Incentive Program due to no public interest and no formal developed program guidelines.
 $164,500 being unspent from Rincon Consultants (Planning Services) due to an originally budget allocation of $180,000 for a 3-year contract for FY2022-23. A $75,000 budget re-allocation for FY 2023-24.
o An estimated $120,000 in savings to cost center #101-14-4150-0001 (Other Contract Services – Economic Development) due to no initial direction to conduct a formal economic development study and a marketing plan implementation. City Council recently provide staff direction to execute both plans for FY 2023-24.

FY 2023-24 PROPOSED BUDGET
Personnel
The Department’s Full Time Equivalent (FTE) is 13.5 FTE, 13 Full-time and 0.50 Part-time position.

Salaries & Wages are projected to be $1,808,614 or 5.3% increase from current budget, which includes the proposed Full-Time Senior Planner.
• Employees’ salaries are increasing by 4.0% per the Memorandum of Understandings (MOU). • Pension costs are projected to increase by 3.6%, while cafeteria benefits for full-time employees are projected to increase by 3.5%.
• The department is increasing Overtime budget from $2,400 to $8,000 to correctly reflect the overtime needs of the department as staff is required to attend Planning Commission and Design Review Committee meetings.

FY 2022-23 FY 2023-24
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 1,717,808 $ 1,808,614 $ 90,806 5.3%
Services & Supplies 1,462,899 1,307,183 (155,716) -10.6% Total: $ 3,180,707 $ 3,115,797 $ (64,910) -2.0%
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Services & Supplies
Services & Supplies proposed budget is $1,307,183 which represents a $155,716 or -2.0% decrease from the current budget. The primary reasons for the changes are due to the following:
• A decrease of $15,000 to cost center #101-14-4106-0950 (Contract Services – Code Enforcement). The City shall phase-out a professional service agreement for legal prosecution services with Dapeer Rosenblit and Litvak and phase-in an assignment of contract with Burke, Williams, and Sorensen, LLP.
• A decrease of $138,271 to cost center #101-14-4150-0000 (Other Contract Services) is due the following factors:
o Increase of $1,729 to GovClarity due to an increase in annual service fee o Decrease of $30,000 to Credit Card Processing fees due to budget line item transfer to Finance/Non-Departmental.
o Decrease of $105,000 to Rincon Consultants (Planning Services) due to an originally budgeted allocation of $180,000 for a 3-year contract for FY 2022-23. For FY 2023-24, the budget was revised to reflect $75,000.
o Decrease of $25,000 to Tree Planning Contract Services due to service inactivity resulting from no formal developed program guidelines. For FY 2023-24, an RFP will be released. $50,000 will be allocated to support program activities. o Increase of $20,000 to Capstone City Planning (Current and Long Term Planning Services) for preparing design standards, housing element policy implementation, State housing initiative compliance, zoning ordinance amendments, and processing development projects
• A decrease of $9,500 to cost center #101-14-4202-0000 (Advertising). Legal publications are only required for CUP’s, variances, and code enforcement amendments. • An increase of $2,500 to cost center #101-14-4316-0000 (Equipment Repair and Maintenance) is due to unforeseen repair costs and color packets/plans printing overages resulting from an increase in DRC and PC hearings.
• An increase of $2,500 to cost center #101-14-4376-0000 (Materials & Supplies) is due to uniform costs for field employees per MOU.

ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2022-23 Accomplishments, FY 2023-24 Objectives, Operational Dashboard)
B. Department Tie-Out Sheets
PAGE 56 of 106

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 Senior Planner, Associate Planner, two (2) Assistant Planners, three (3) Permit Technicians, and a 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 2022-23 ACCOMPLISHMENTS
• Prepared Zoning Ordinance text amendment for adoption by City Council to extend applicability of objective design standards to all multifamily residential projects in the C-1 zone. • Managed compliance of San Marino Center Improvement Project adopted EIR’s Mitigation and Monitoring Reporting Program
• Created an educational campaign for Code Enforcement
• Prepared Zoning Ordinance text amendment for adoption by City Council to adopt the 2022 Editions of the California Administrative, Building, Mechanical, Plumbing, Electrical, Residential, Fire, Energy, Green Building Standards, Historical Building, Existing Building, Appendix J Los Angeles County Grading Standards and Referenced Standards Code FISCAL YEAR 2023-24 OBJECTIVES
• Retain a consultant to assist staff and the City Council to submit the 6th Cycle Housing Element for certification to the State Housing and Community Development Department and implement the adoption of the Housing Element programs
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• Coordinate the development of the General Plan Update inclusive of the Safety Element update • Update the Tree Preservation Ordinance
• Implement one-year pilot property vacancy enforcement program that will in include Education/outreach, canvassing, and increasing enrollment into the City’s vacant property program.
• Undertake previously stalled economic development efforts and engage with stakeholders to make recommendations to the City Council on the appropriate economic development policies required to both guide future development consistent with market realities and preserve and enhance the City’s identity.
• Update the pre-approved roof materials colors and application list • Update the pre-approved window replacement procedures and window material list

OPERATIONAL DASHBOARD
Description FY 21-22
Total
FY 22-23 Year to Date
(as of March 2023) Estimated Actuals
Building permits issued 966 636 846
Tree removal permits issued 65 70 94
ADU permits issued 26 30 39
ADU Applications submitted 45 42 57
Open code enforcement
cases per month 65 63 63
New businesses 46 26 35
92 73 72
57 62 64 65
54 97
8 18
2 11 9 7 5 3 7
Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23

PERMITS
Building Permits Issued Tree Removal Permits Issued
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2 0
5 0
5 3
2 5
8 5 5
6 8
2 5
1 5 5
Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 ACCESSORY DWELLING UNITS (ADUs)
ADU Permits Issued ADU Applications Submitted
69 62 63 65 63
32 68 74 70
Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23

OPEN CODE ENFORCEMENT CASES
7 2
1 0
1 4
3 3
5 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23

NEW BUSINESSES
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FY 2020-21 FY 2021-22 FY 2023-24
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 1.00 1.00
Associate Planner 1.00 1.00 1.00 1.00 1.00
Assistant Planner 1.00 1.00 2.00 2.00 2.00
Permit Technician I 2.00 2.00 3.00 3.00 3.00
Management Analyst - - 1.00 1.00 1.00
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 - - -
Management Analyst 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 13.00 13.00 13.00
Total Part-Time FTE 1.50 1.50 0.50 0.50 0.50
Department Total FTE 9.50 9.50 13.50 13.50 13.50
Expenditures by Type:

Personnel 1,118,431 1,053,043 1,717,808 1,099,718 1,808,614 Services & Supplies 572,272 476,038 1,462,899 357,225 1,307,183 Total by Type $ 1,690,703 $ 1,529,081 $ 3,180,707 $ 1,456,943 $ 3,115,797 Expenditures by Fund:
101 General Fund 1,690,703 1,529,081 3,175,307 1,455,674 3,110,037 595 Workers Compensation Fund - - 5,400 1,269 5,760
Total by Fund $ 1,690,703 $ 1,529,081 $ 3,180,707 $ 1,456,943 $ 3,115,797 GL # Personnel
101-14-4001-0000 Full Time Salaries 714,953 607,376 1,129,473 759,241 1,206,209 101-14-4002-0000 Part Time Wages 100,184 155,493 36,920 29,823 40,660 101-14-4004-0000 Overtime 10,711 7,840 2,400 6,644 8,000 101-14-4006-0000 Medicare 11,406 10,638 16,913 10,719 18,080 101-14-4008-3080 Retirement - 457 Plan - - 15,600 4,420 15,600 101-14-4008-6050 Retirement-PARS 1,245 1,122 1,385 1,118 1,641 101-14-4008-6160 Retirement-PERS 162,910 165,869 227,168 152,704 232,711 101-14-4010-0000 Cafeteria Benefit 116,822 104,305 281,849 132,862 278,453 101-14-4013-0000 Uniform Allowance 200 400 700 918 1,500 595-14-4015-0001 Workers' Comp Current Employee - - 5,400 1,269 5,760 Total Personnel $ 1,118,431 $ 1,053,043 $ 1,717,808 $ 1,099,718 $ 1,808,614 GL # Services & Supplies
101-14-4104-6270 Contract Building & Safety Svc 181,499 259,684 250,000 235,000 250,000

COMMUNITY DEVELOPMENT DEPARTMENT
FY 2022-23
Operating Budget Summary
Operating Budget Detail
Authorized Positions (Full-Time Equivalents)
PAGE 60 of 106
FY 2020-21 FY 2021-22 FY 2023-24
Actual Actual Budget Estimated Proposed

COMMUNITY DEVELOPMENT DEPARTMENT
FY 2022-23
101-14-4106-0950 Contract Legal Svcs.-Code Enf. 95,486 38,957 15,000 5,088 - 101-14-4106-2755 Contract Legal Svcs.-General 1,890 - - - - 101-14-4150-0000 Other Contract Services 129,531 87,645 1,013,691 57,199 875,420 101-14-4150-0001 Other Contract Services-Econ. Develop. 92,398 31,403 120,000 2,625 120,000 101-14-4150-0500 Other Contract Services-IT 20,521 18,657 11,015 13,550 13,550 101-14-4202-0000 Legal Noticing 12,304 6,318 15,000 5,100 5,500 101-14-4204-0000 Reference Materials - - 200 2,119 200
101-14-4316-0000 Equipment Repair & Maintenance 3,378 4,319 3,000 5,500 5,500 101-14-4332-0000 LA County Publishing Fees - 150 - - -
101-14-4376-0000 Materials & Supplies 6,158 10,542 7,500 7,350 10,000 101-14-4396-0000 Memberships & Dues 1,079 2,454 3,348 3,154 3,348 101-14-4398-0000 Mileage 1,224 1,893 1,500 850 1,500
101-14-4412-0000 Postage 2,967 253 1,300 - 500
101-14-4420-0000 Printing 5,736 3,034 3,000 2,466 3,000 101-14-4468-0000 Staff Development 3,890 1,876 3,960 3,960 3,960 101-14-4480-0000 Travel & Meetings 500 662 5,485 5,485 5,305 101-14-4500-9025 Utilities-Telecommunications 2,650 3,503 3,000 3,487 3,500 101-14-4508-0000 Vehicle Repair & Maintenance 4,791 4,688 5,900 4,293 5,900 101-14-4950-0001 Equipment Cost Allocation 6,270 - - - - Total Services & Supplies $ 572,272 $ 476,038 $ 1,462,899 $ 357,225 $ 1,307,183 Total Operating Expenditures $ 1,690,703 $ 1,529,081 $ 3,180,707 $ 1,456,943 $ 3,115,797 PAGE 61 of 106
TO: Mario Rueda, Acting City Manager
FROM: Amber Shah, Director of Parks and Public Works
Robert Bauman, Management Analyst
DATE: April 21, 2023
SUBJECT: BUDGET SUBMISSION FOR FY 2023-24

PARKS AND PUBLIC WORKS DEPARTMENT
YEAR-END SUMMARY (FY 2022-23 BUDGET VS ESTIMATED)
The Department is anticipated to end the fiscal year with a savings of $273,461 or -7.1% below the current budget. The primary reasons are listed below:
• Personnel budget savings is anticipated due to salary savings related to staff turnover, which resulted in multiple Maintenance Worker I positions being vacant for multiple months, as well as the Director of Park and Public Works position being staffed on a part-time basis for several months. The positions have since been filled.
• 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 2022-23 FY 2022-23
Bud. Vs
Est.

Bud. Vs
Est.

Description Budget Estimated Diff $$ Diff %%
Personnel $ 2,141,045 $ 1,893,714 $ (247,331) -11.6%
Services & Supplies 1,699,875 1,673,745 (26,130) -1.5%
Total: $ 3,840,920 $ 3,567,459 $ (273,461) -7.1%
PAGE 62 of 106
FY 2023-24 PROPOSED BUDGET – DEPARTMENTAL BUDGET
Personnel
The Department’s Full Time Equivalent (FTE) will remain at 16 FTE, which is unchanged from FY 2022-

23. Personnel proposed budget is $2,160,211 which represents a $19,166 or 0.9% increase from current budget.
• Employees’ salaries are increasing by 4.0% per the Memorandum of Understandings (MOU). • Pension costs are projected to increase by 3.6%, while cafeteria benefits for full-time employees are projected to increase by 3.5%.
• Increased budget is offset by decrease in Cafeteria Benefit budget, as the budget is updated to reflect next year’s benefit cost.
• Increased budget is offset by decrease in starting salary steps of new employees.

Services & Supplies
Services & Supplies proposed budget is $1,788,995 which represents an increase of $89,120 or 5.2% from current budget. The primary reasons for the increase are due to the following:
• An increase of $24,990 to the City’s street sweeping agreement with Athens, which reflects a cost increase in accordance with the City’s contract. The proposed budget for street sweeping for FY 2023-24 is $146,490.
• An increase of $33,375 in the Grounds Division is primarily comprised of a 5% annual contract increase ($20,730 total) to the agreement with Mariposa Landscaping for the City’s Multi-Year Tree Maintenance and Planting program as well as an increase of $9,680 for water utilities, which reflects the increasing costs of water used to irrigate the City’s facilities and grounds, which include the center medians along Huntington Drive, Sierra Madre Boulevard, and Old Mill Road. • An increase of $21,245 is proposed in the Building Maintenance Division to address maintenance needs at City facilities including; roof/wall leak repairs, vehicle entry gate repairs, and other necessary building repairs.

The costs of these proposed increases are partially offset by various reductions elsewhere in the operating budget.

FY 2022-23 FY 2023-24
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 2,141,045 $ 2,160,211 $ 19,166 0.9%
Services & Supplies 1,699,875 1,788,995 89,120 5.2%
Total: $ 3,840,920 $ 3,949,206 $ 108,286 2.8%
PAGE 63 of 106
The Department’s budget by division detail is below.

ADMINISTRATION – DIVISION BUDGET
Personnel
The Division’s Full Time Equivalent (FTE) will remain at 2.0 FTE, which is unchanged from FY 22-23.

Personnel proposed budget is $385,068 which represents a $12,392 or 3.3% increase from current budget.

Services & Supplies
Administration Division’s services and supplies budget contains the following major adjustments for a total increase of $8,270:
• An increase of $2,370 to #101-40-4480-0000 (Travel and Meetings), which reflects the increased opportunity for in-person professional development opportunities, which had more limited availability in recent years due to Covid-19 as well as staff turnover, which made it more difficult for staff to attend off-site professional development opportunities. With a fully staffed department, staff intends to take advantage of more opportunities to gain valuable in-person professional development for administrative staff, including the Urban Forester, as well as maintenance staff.

In addition, increasing membership costs for various professional organizations, as well as an effort to gain further training and certifications for Public Works maintenance staff, is also reflected in an increase of $940 to #101-40-4396-000 (Memberships and Dues), and $2,230 to #101-40- 4468-0000 (Staff Development).
• An increase of $2,680 to account # 101-40-4150-0500 (Other Contract Services – IT), This cost increase reflects the Department’s request to purchase a sewer monitoring software currently utilized by the City’s sewer maintenance contractor which will allow staff to have realtime access to all data as it is collected in the field. The software will enable staff to better monitor and manage the 51 miles of sewer infrastructure located in the City, as it will allow for easier monitoring of the condition of various sewer lines and proactive identification of potential trouble spots that require repair. This cost includes a one-time licensing fee of $1,250, and an annual recurring cost of $350 for license renewal.
• An increase of $4,960 is also shown to Account # 101-40-4316-0000 (Equipment Rental and Maintenance), which is strictly a cost shift from Account # 101-40-4316-0000 (Other Contract Services), with no net impact to the budget.

FY 2022-23 FY 2023-24
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 372,676 $ 385,068 $ 12,392 3.3%
Services & Supplies 100,665 108,935 8,270 8.2%
Total: $ 473,341 $ 494,003 $ 20,662 4.4%
PAGE 64 of 106
FLEET – DIVISION BUDGET
Personnel
The Division’s Full Time Equivalent (FTE) will remain at 2.0 FTE, which is unchanged from FY 22-23.

Personnel proposed budget is $269,312 which represents a $8,554 or 3.3% increase from current budget.

Services & Supplies
Fleet Division’s services and supplies budget contains the following major adjustments for a total increase of $130:
• An increase of $130 (Equipment Repair and Maintenance) to cost center # 101-42-4316-0000, which reflects a small increase in AQMD fees related to the generators maintained by the Fleet Division.

SEWER / STORMWATER – DIVISION BUDGET
Personnel
The Division does not have personnel costs.

Services & Supplies
Sewer/Stormwater Division’s services and supplies budget contains the following major adjustments for a total decrease of $110,670:

FY 2022-23 FY 2023-24
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 260,758 $ 269,312 $ 8,554 3.3%
Services & Supplies 23,665 23,795 130 0.5%
Total: $ 284,423 $ 293,107 $ 8,684 3.1%
FY 2022-23 FY 2023-24
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ - $ - $ - 0.0%
Services & Supplies 342,200 231,530 (110,670) -32.3%
Total: $ 342,200 $ 231,530 $ (110,670) -32.3%
PAGE 65 of 106
• The primary reason for the decrease to this division is the shifting of costs for the City’s street sweeping contract with Athens Services to the Streets Division. Although there is not net impact to the Department budget, the shift causes a significant decrease in expenditures for the Sewer/Stormwater Division in FY 2023-24. This division budget also includes an increase of $4,760 (Other Contract Services) to cost center # 101-44-4150-0000. This reflects the 5% contractual increase for contracted sewer cleaning and maintenance services performed on the City’s sewer system. Finally, an increase of $5,000 (Contracted Engineering – NPDES) to cost center # 101-44-4104-0000 is required to conduct a Trash TMDL stormwater study to meet State and Regional Water Board stormwater trash capture requirements.

STREETS – DIVISION BUDGET

Personnel
The Division’s Full Time Equivalent (FTE) will remain at 4.5 FTE, which is unchanged from FY 22-23. • Personnel proposed budget is $607,229 which represents a $4,649 or 0.8% increase from current budget.

Services & Supplies
Streets Division’s services and supplies budget contains the following major adjustments for a total increase of $147,520:
• The majority of this increase is comprised of a cost shift of Contracted Street Sweeping Services from the Sewer Division (cost center # 101-44-4150-9020) to the Streets Division. The total cost increase is $146,490, which reflects the current cost for street sweeping services plus a 5% inflationary increase per the City’s contract with Athens Services. The cost shift does not have any net impact on the Department’s overall budget. As the City is currently working on a potential contract amendment with Athens, this budgeted amount may need to be revisited later in FY 23-

24. • An increase of $550 (Vehicle Repair and Maintenance) to cost center # 101-48-4508-0000, which reflects a general inflationary increase for parts and fuel needed to maintain the Street Division’s vehicles and equipment. A small inflationary increase is also anticipated for cost center #101-48-4500-1980 (Utilities – Electricity).

FY 2022-23 FY 2023-24
YOY
Budget
YOY
Budget
Description 602,580 Proposed Diff $$ Diff %%
Personnel $ 602,580 $ 607,229 $ 4,649 0.8%
Services & Supplies 288,850 436,370 147,520 51.1%
Total: $ 891,430 $ 1,043,599 $ 152,169 17.1%
PAGE 66 of 106
PARKS – DIVISION BUDGET
Personnel
The Division’s Full Time Equivalent (FTE) will remain at 3.25 FTE, which is unchanged from FY 22-23. • Personnel proposed budget is $403,283 which represents a $887 or 0.2% increase from current budget.

Services & Supplies
Parks Division’s services and supplies budget contains the following major adjustments for a total decrease of $11,750:

• A decrease of $17,900 (Other Contract Services) to cost center # 101-50-4150-0000. 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) has been paid out of the “Other Contract Services” line item in Grounds. As such, this particular line item (“Routine Tree Pruning”) can be reduced to zero. The decrease to this line item is partially offset by increases in other areas, such as water utility costs (cost center #101-50-4500-9460), natural gas utility costs (cost center #101-50-4500-4950), 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 park equipment.

GROUNDS – DIVISION BUDGET
Personnel
The Division’s Full Time Equivalent (FTE) will remain at 4.25 FTE, which is unchanged from FY 22-23. • Personnel proposed budget is $495,319 which represents a $7,316 or -1.5% decrease from current budget.

FY 2022-23 FY 2023-24
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 402,396 $ 403,283 $ 887 0.2%
Services & Supplies 174,550 162,800 (11,750) -6.7%
Total: $ 576,946 $ 566,083 $ (10,863) -1.9%
FY 2022-23 FY 2023-24
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 502,635 $ 495,319 $ (7,316) -1.5%
Services & Supplies 585,500 618,875 33,375 5.7%
Total: $ 1,088,135 $ 1,114,194 $ 26,059 2.4%
PAGE 67 of 106
Services & Supplies
Grounds Division’s services and supplies budget contains the following adjustments for a total increase of $33,375:
• An increase of $20,730 (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) has been paid out of this line item. The City’s contract with Mariposa runs through FY 25-26 and provides for an increase of up to five percent every year based on the Construction Cost Index. This increase reflects the five percent contractual increase.
• An increase of $9,680 (Utilities-Water) to cost center #101-52-4500-9460. Due to rapidly increasing water costs, the Department is currently on pace to exceed the budgeted amount for water used to irrigate medians and public building sites. The proposed FY 23-24 budget amount is based off the FY 22-23 estimated actual plus a 3% projected utility cost increase. • An increase of $3,975 (Vehicle Repair and Maintenance) to cost center # 101-52-4508-000. This reflects both the increased frequency and cost of repairs to the City’s aging vehicles and equipment, as well as the increased price of fuel for both the vehicles and gasoline-powered equipment used on the City’s grounds.

BUILDING MAINTENANCE – DIVISION BUDGET
Personnel
The Division does not have personnel costs.

Services & Supplies
Building Maintenance Division’s services and supplies budget contains the following major adjustments for a total increase of $22,245:
• An increase of $21,245 (Building Repair and Maintenance) to cost center # 101-53-4206-0000, which reflects the need for building repairs at City facilities, including; minor roof and wall repairs due to leaks, vehicle entry gate repairs to replace failing automatic gate motors, and other necessary building repairs to address aging facilities and deferred maintenance.

FY 2022-23 FY 2023-24
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ - $ - $ - 0.0%
Services & Supplies 184,445 206,690 22,245 12.1%
Total: $ 184,445 $ 206,690 $ 22,245 12.1%
PAGE 68 of 106

ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2022-23 Accomplishments, FY 2023-24 Objectives, Operational Dashboard)
B. Department Tie-Out Sheets
PAGE 69 of 106
The 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 2022-23 ACCOMPLISHMENTS
• Rehabilitated 31 neighborhood streets (approximately 4.5 miles of roadway) under budget • Completed the replacement of 34,450 square feet (approximately 1 square mile) of sidewalk under budget
• Commenced the construction phase of the San Marino Center Renovation • Maintained Lacy Park, 25 acres of medians, 7,300 street trees, and all City-owned buildings and facilities
• Procured, assembled, and installed drywall in new admissions booth at Lacy Park • Provided after hours maintenance staff support during several winter storms to help ensure safe conditions of City streets and access to sandbags for residents. • Hosted annual Arbor Day celebration at Lacy Park and planted cork oak tree donated by the Chinese Club of San Marino
• Assisted Community Service, Police, and Fire Department staff during special community events such as 4th of July, Trunk or Treat, and the Lunar New Year Celebration. • Responded to 479 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.

PAGE 70 of 106
FISCAL YEAR 2023-24 OBJECTIVES
• Complete the construction phase of San Marino Center Renovation. This is a major capital improvement project that will help modernize the facility and, once completed, provide residents and users with an enjoyable experience.
• Develop a Fleet Replacement Plan and assess the current status of City vehicles and equipment.

This will help ensure staff safety and efficiency.
• Complete the initial steps of the Stoneman Path Forward Priority Initiative, including conducting a community survey.
• Develop Residential Streets Traffic Management Policy in accordance with Traffic Improvements Priority Initiative.

OPERATIONAL DASHBOARD
Description FY 21-22
Total
FY 22-23 Year to Date
(as of March 2023) Estimated Actuals
% of fleet out of service for
more than 3 business days 4.2% 4.8% 4.8%
Maintenance service requests
opened 738 479 644
% service requests closed
within 5 business days 82% 86% 85%
Customer surveys received 18 3 8
% customer survey rating
“superior/good” 100% 75% 75%
# capital projects in design 7 6 7
# capital projects in
construction 3 3 5
42 60 66
38 44 39
56 57
77 86%
88%
85%
92%
84%
87% 86%
83%
86%
60%
80%
100%
0 20
40 60
80 100
Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23

SERVICE REQUESTS
Maintenance Service Requests Opened % Service Requests Closed Within 5 Business Days PAGE 71 of 106
5 3
2 2 2 2
5 5 5
2 2
3 3 3 3
2 2 2
Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23

CAPITAL PROJECTS
Capital Projects in Design Capital Projects in Construction 4%
8%
5%
4% 4%
3%
4%
5%
6%
Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 % FLEET OUT OF SERVICE MORE THAN 3 DAYS
PAGE 72 of 106
FY 2020-21 FY 2021-22 FY 2023-24
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 - - -
Total Full-Time FTE 16.00 16.00 16.00 16.00 16.00
Total Part-Time FTE 0.50 0.50 - - -
Department Total FTE 16.50 16.50 16.00 16.00 16.00
Expenditures by Type:

Personnel 1,759,200 1,761,661 2,141,045 1,893,714 2,160,211 Services & Supplies 1,668,436 1,581,266 1,699,875 1,673,745 1,788,995 Total by Type $ 3,427,636 $ 3,342,927 $ 3,840,920 $ 3,567,459 $ 3,949,206 Expenditures by Fund:
101 General Fund 3,415,772 3,312,901 3,806,733 3,527,385 3,917,580 104 4th of July Fund - 11,259 6,087 5,579 6,087
215 Prop. C Transit Fund - - 2,500 - 2,500
281 Donations Fund 3,949 11,366 4,000 3,935 -
595 Workers' Compensation Fund 7,915 7,401 21,600 30,560 23,039 Total by Fund $ 3,427,636 $ 3,342,927 $ 3,840,920 $ 3,567,459 $ 3,949,206 Expenditures by Division:

Administration Division 395,955 415,935 473,341 438,879 494,003 Fleet Division 255,689 261,918 284,423 277,497 293,107
Sewer Division 299,224 332,809 342,200 342,200 231,530
Streets Division 668,495 733,167 891,430 834,860 1,043,599 Parks Division 584,414 500,994 576,946 512,190 566,083
Grounds Division 911,318 925,406 1,088,135 978,078 1,114,194 Building Maintenance Division 312,541 172,698 184,445 183,755 206,690 $ 3,427,636 $ 3,342,927 $ 3,840,920 $ 3,567,459 $ 3,949,206

PARKS AND PUBLIC WORKS - SUMMARY
FY 2022-23
Total By Division
Operating Budget Summary
Authorized Positions (Full-Time Equivalents)
PAGE 73 of 106
FY 2020-21 FY 2021-22 FY 2023-24
Actual Actual Budget Estimated Proposed

PARKS AND PUBLIC WORKS - SUMMARY
FY 2022-23
Expenditures by Division:

Administration Personnel 325,076 307,865 372,676 351,121 385,068 Services & Supplies 70,879 108,070 100,665 87,758 108,935 Total by Type $ 395,955 $ 415,935 $ 473,341 $ 438,879 $ 494,003 Fleet Personnel 225,748 240,120 260,758 254,692 269,312 Services & Supplies 29,941 21,798 23,665 22,805 23,795
Total by Type $ 255,689 $ 261,918 $ 284,423 $ 277,497 $ 293,107 Sewer Personnel - - - - -
Services & Supplies 299,224 332,809 342,200 342,200 231,530 Total by Type $ 299,224 $ 332,809 $ 342,200 $ 342,200 $ 231,530 Streets Personnel 428,829 461,551 602,580 560,590 607,229 Services & Supplies 239,666 271,616 288,850 274,270 436,370 Total by Type $ 668,495 $ 733,167 $ 891,430 $ 834,860 $ 1,043,599 Parks Personnel 363,412 332,039 402,396 334,115 403,283 Services & Supplies 221,002 168,955 174,550 178,075 162,800 Total by Type $ 584,414 $ 500,994 $ 576,946 $ 512,190 $ 566,083 Grounds Personnel 416,135 420,086 502,635 393,196 495,319 Services & Supplies 495,183 505,320 585,500 584,882 618,875 Total by Type $ 911,318 $ 925,406 $ 1,088,135 $ 978,078 $ 1,114,194 Bldg. Maintenance Personnel - - - - -
Services & Supplies 312,541 172,698 184,445 183,755 206,690 Total by Type $ 312,541 $ 172,698 $ 184,445 $ 183,755 $ 206,690 Total by Division $ 3,427,636 $ 3,342,927 $ 3,840,920 $ 3,567,459 $ 3,949,206 PAGE 74 of 106
FY 2020-21 FY 2021-22 FY 2023-24
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 325,076 307,865 372,676 351,121 385,068
Services & Supplies 70,879 108,070 100,665 87,758 108,935 Total by Type $ 395,955 $ 415,935 $ 473,341 $ 438,879 $ 494,003 Expenditures by Fund:
101 General Fund 388,040 397,275 445,654 402,740 464,877 104 4th of July Fund - 11,259 6,087 5,579 6,087
595 Workers' Compensation Fund 7,915 7,401 21,600 30,560 23,039 Total by Fund $ 395,955 $ 415,935 $ 473,341 $ 438,879 $ 494,003 101-40-4001-0000 Full Time Salaries 264,852 219,241 273,384 195,491 275,782 101-40-4002-0000 Part Time Salaries - 28,127 - 54,655 - 101-40-4004-0000 Overtime 260 254 - - -
101-40-4006-0000 Medicare 3,676 3,431 3,963 2,835 3,999 101-40-4008-6160 Retirement-PERS 20,168 - 2,400 1,900 2,400 101-40-4008-3080 Retirement-457 Plan - 15,201 23,268 21,290 23,986 101-40-4010-0000 Cafeteria Benefit 28,205 21,078 41,974 30,693 49,775 101-40-4014-0000 Unemployment Insurance - 1,873 - 8,118 - 104-40-4004-0000 Public Works Overtime - 9,481 6,000 5,500 6,000 104-40-4006-0000 Medicare - 131 87 79 87
104-40-4010-0000 Cafeteria Benefits - 1,647 - - -
595-40-4015-0001 Workers' Comp Current Employee 7,915 2,054 10,600 - 8,664 595-40-4015-0002 Workers' Comp Past Employees - 5,347 11,000 30,560 14,375 Total Personnel $ 325,076 $ 307,865 $ 372,676 $ 351,121 $ 385,068 101-40-4104-0000 Contract Engineering Services 11,882 33,424 40,000 30,000 40,000 101-40-4150-0000 Other Contract Services 12,640 11,441 11,700 10,599 5,960 101-40-4150-0500 Other Contract Services-IT 9,600 9,600 10,000 10,080 12,680 101-40-4260-0000 Damage to City Property Repair 13,892 25,490 10,000 8,997 10,000 101-40-4316-0000 Equipment Repair & Maintenance 123 500 500 - 5,460 101-40-4376-0000 Materials & Supplies 7,734 6,526 6,900 6,222 6,900 101-40-4396-0000 Memberships & Dues 1,597 2,032 2,115 2,200 3,055

PARKS AND PUBLIC WORKS - ADMINISTRATION
FY 2022-23
Operating Budget Summary
Operating Budget Detail
PAGE 75 of 106
FY 2020-21 FY 2021-22 FY 2023-24
Actual Actual Budget Estimated Proposed

PARKS AND PUBLIC WORKS - ADMINISTRATION
FY 2022-23
101-40-4398-0000 Mileage - 23 200 150 200
101-40-4468-0000 Staff Development 2,137 1,900 2,060 1,805 4,290 101-40-4480-0000 Travel & Meetings 4 1,855 2,240 2,495 4,610 101-40-4492-0003 Uniforms-PERSable 3,988 5,371 5,250 5,325 5,430 101-40-4492-0004 Uniforms-Safety 5,705 7,743 7,700 7,680 8,075 101-40-4500-9025 Utilities-Telecommunications 1,577 2,061 2,000 2,205 2,275 101-40-4508-0000 Vehicle Repair - 104 - - -
Total Services & Supplies $ 70,879 $ 108,070 $ 100,665 $ 87,758 $ 108,935 Total Operating Expenditures $ 395,955 $ 415,935 $ 473,341 $ 438,879 $ 494,003 PAGE 76 of 106
FY 2020-21 FY 2021-22 FY 2023-24
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 225,748 240,120 260,758 254,692 269,312
Services & Supplies 29,941 21,798 23,665 22,805 23,795
Total by Type $ 255,689 $ 261,918 $ 284,423 $ 277,497 $ 293,107 Expenditures by Fund:
101 General Fund 255,689 261,918 284,423 277,497 293,107 Total by Fund $ 255,689 $ 261,918 $ 284,423 $ 277,497 $ 293,107 101-42-4001-0000 Full Time Salaries 135,748 144,066 147,005 147,005 164,824 101-42-4004-0000 Overtime 8,297 5,373 1,545 2,246 1,545 101-42-4006-0000 Medicare 2,234 2,300 2,125 2,164 2,412 101-42-4008-3080 Retirement-457 Plan - - 2,400 800 2,400 101-42-4008-6160 Retirement-PERS 48,417 56,364 65,109 65,109 65,691 101-42-4010-0000 Cafeteria Benefit 30,652 31,617 41,974 36,768 31,840 101-42-4013-0000 Uniform Allowance 400 400 600 600 600
Total Personnel $ 225,748 $ 240,120 $ 260,758 $ 254,692 $ 269,312 101-42-4150-0000 Other Contract Services 5,088 5,395 7,220 7,175 7,220 101-42-4316-0000 Equipment Repair & Maintenance 6,511 9,206 10,195 9,750 10,325 101-42-4376-0000 Materials & Supplies 5,246 5,349 4,000 4,000 4,000 101-42-4452-0000 Small Tools 1,498 1,460 1,500 1,380 1,500 101-42-4508-0000 Vehicle Repair & Maintenance 594 388 750 500 750 101-42-4950-0001 Equipment Cost Allocation 11,004 - - - - Total Services & Supplies $ 29,941 $ 21,798 $ 23,665 $ 22,805 $ 23,795 Total Operating Expenditures $ 255,689 $ 261,918 $ 284,423 $ 277,497 $ 293,107 FY 2022-23
Operating Budget Summary
Operating Budget Detail

PARKS AND PUBLIC WORKS - FLEET
PAGE 77 of 106
FY 2020-21 FY 2021-22 FY 2023-24
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel - - - - -
Services & Supplies 299,224 332,809 342,200 342,200 231,530 Total by Type $ 299,224 $ 332,809 $ 342,200 $ 342,200 $ 231,530 Expenditures by Fund:
101 General Fund 299,224 332,809 342,200 342,200 231,530 Total by Fund $ 299,224 $ 332,809 $ 342,200 $ 342,200 $ 231,530 101-44-4104-0000 Contracted Engineering NPDES 1,032 390 10,000 5,925 15,000 101-44-4150-0000 Other Contract Services 139,645 153,001 176,200 168,590 180,960 101-44-4150-5170 Other Contract Services-NPDES 18,111 35,051 22,500 20,255 23,000 101-44-4150-9020 Contracted Street Sweeping 133,030 136,322 121,500 139,515 - 101-44-4460-5170 Special Expenses-NPDES 7,406 8,045 12,000 7,915 12,570 Total Services & Supplies $ 299,224 $ 332,809 $ 342,200 $ 342,200 $ 231,530 Total Operating Expenditures $ 299,224 $ 332,809 $ 342,200 $ 342,200 $ 231,530 FY 2022-23
Operating Budget Summary
Operating Budget Detail

PARKS AND PUBLIC WORKS - SEWER
PAGE 78 of 106
FY 2020-21 FY 2021-22 FY 2023-24
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 428,829 461,551 602,580 560,590 607,229
Services & Supplies 239,666 271,616 288,850 274,270 436,370 Total by Type $ 668,495 $ 733,167 $ 891,430 $ 834,860 $ 1,043,599 Expenditures by Fund:
101 General Fund 668,495 733,167 888,930 834,860 1,041,099 215 Prop. C Transit Fund - - 2,500 - 2,500
Total by Fund $ 668,495 $ 733,167 $ 891,430 $ 834,860 $ 1,043,599 101-48-4001-0000 Full Time Salaries 269,326 276,802 359,972 347,980 364,140 101-48-4002-0000 Part Time Wages - - - - -
101-48-4004-0000 Overtime 11,087 20,402 - - -
101-48-4006-0000 Medicare 4,157 4,363 5,207 5,189 5,280 101-48-4008-3080 Retirement-457 Plan - - 6,000 2,400 6,000 101-48-4008-6050 Retirement-PARS - - - - -
101-48-4008-6160 Retirement-PERS 91,999 104,850 129,064 124,764 129,732 101-48-4010-0000 Cafeteria Benefit 51,460 54,234 100,937 79,007 100,577 101-48-4013-0000 Uniform Allowance 800 900 1,400 1,250 1,500 Total Personnel $ 428,829 $ 461,551 $ 602,580 $ 560,590 $ 607,229 101-48-4150-0000 Other Contract Services 42,675 53,845 77,800 72,520 78,080 101-48-4150-9020 Contracted Street Sweeping - - - 146,490 101-48-4316-0000 Equipment Repair & Maintenance 2,685 2,531 1,750 1,750 1,750 101-48-4376-0000 Materials & Supplies 27,397 80,563 82,800 79,040 82,800 101-48-4376-9242 Traffic Commission Enhancements 3,701 - - - - 101-48-4452-0000 Small Tools 1,032 1,066 1,000 750 1,000 101-48-4500-1980 Utilities-Electricity 97,572 106,192 100,000 97,275 100,200 101-48-4500-9025 Utilities-Telecommunications 304 - - - - 101-48-4508-0000 Vehicle Repair & Maintenance 18,630 27,419 23,000 22,935 23,550 101-48-4950-0001 Equipment Cost Allocation 45,670 - - - - FY 2022-23
Operating Budget Summary
Operating Budget Detail

PARKS AND PUBLIC WORKS - STREETS
PAGE 79 of 106
FY 2020-21 FY 2021-22 FY 2023-24
Actual Actual Budget Estimated Proposed
FY 2022-23

PARKS AND PUBLIC WORKS - STREETS
215-48-4150-0000 Other Contract Services - - 2,500 - 2,500 Total Services & Supplies $ 239,666 $ 271,616 $ 288,850 $ 274,270 $ 436,370 Total Operating Expenditures $ 668,495 $ 733,167 $ 891,430 $ 834,860 $ 1,043,599 PAGE 80 of 106
FY 2020-21 FY 2021-22 FY 2023-24
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 363,412 332,039 402,396 334,115 403,283
Services & Supplies 221,002 168,955 174,550 178,075 162,800 Total by Type $ 584,414 $ 500,994 $ 576,946 $ 512,190 $ 566,083 Expenditures by Fund:
101 General Fund 580,465 489,628 572,946 508,255 566,083 281 Donations Fund 3,949 11,366 4,000 3,935 -
Total by Fund $ 584,414 $ 500,994 $ 576,946 $ 512,190 $ 566,083 101-50-4001-0000 Full Time Salaries 193,411 199,418 248,369 204,792 240,269 101-50-4002-0000 Part Time Wages 19,971 17,381 - 104 -
101-50-4004-0000 Overtime 493 482 500 1,355 500
101-50-4006-0000 Medicare 3,109 3,133 3,592 2,835 3,491 101-50-4008-3080 Retirement-457 Plan - - 3,600 1,600 3,600 101-50-4008-6050 Retirement-PARS 700 622 - 4 -
101-50-4008-6160 Retirement-PERS 64,674 69,134 82,983 68,423 81,329 101-50-4010-0000 Cafeteria Benefit 48,228 41,219 62,402 54,627 73,194 101-50-4013-0000 Uniform Allowance 600 650 950 375 900
101-50-4014-0000 Unemployment Payments - - - - -
101-50-4015-0000 Workers' Comp Current Employee 32,226 - - - - Total Personnel $ 363,412 $ 332,039 $ 402,396 $ 334,115 $ 403,283 101-50-4150-0000 Other Contract Services 28,562 32,585 31,900 32,200 14,000 101-50-4206-0000 Building Repair & Maintenance 2,614 815 - - - 101-50-4316-0000 Equipment Repair & Maintenance 243 279 500 400 500 101-50-4376-0000 Materials & Supplies 27,399 24,082 25,700 22,720 25,700 101-50-4404-0000 Plants 18,537 2,978 5,000 4,775 5,000
101-50-4452-0000 Small Tools 726 467 750 570 750
101-50-4500-4950 Utilities-Natural Gas 488 718 820 1,020 1,050 101-50-4500-9025 Utilities-Telecommunications 1,945 1,936 2,050 1,975 2,050 FY 2022-23
Operating Budget Summary
Operating Budget Detail

PARKS AND PUBLIC WORKS - PARKS
PAGE 81 of 106
FY 2020-21 FY 2021-22 FY 2023-24
Actual Actual Budget Estimated Proposed
FY 2022-23

PARKS AND PUBLIC WORKS - PARKS
101-50-4500-9460 Utilities-Water 96,447 82,366 96,830 101,480 104,550 101-50-4508-0000 Vehicle Repair & Maintenance 19,291 11,363 7,000 9,000 9,200 101-50-4950-0001 Equipment Cost Allocation 20,801 - - - - 281-50-4399-0000 Non-Capitalized Equipment 3,949 11,366 4,000 3,935 - Total Services & Supplies $ 221,002 $ 168,955 $ 174,550 $ 178,075 $ 162,800 Total Operating Expenditures $ 584,414 $ 500,994 $ 576,946 $ 512,190 $ 566,083 PAGE 82 of 106
FY 2020-21 FY 2021-22 FY 2023-24
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 416,135 420,086 502,635 393,196 495,319
Services & Supplies 495,183 505,320 585,500 584,882 618,875 Total by Type $ 911,318 $ 925,406 $ 1,088,135 $ 978,078 $ 1,114,194 Expenditures by Fund:
101 General Fund 911,318 925,406 1,088,135 978,078 1,114,194 Total by Fund $ 911,318 $ 925,406 $ 1,088,135 $ 978,078 $ 1,114,194 101-52-4001-0000 Full Time Salaries 280,343 263,574 305,980 254,234 311,701 101-52-4002-0000 Part-Time Wages - - - - -
101-52-4004-0000 Overtime 6,768 26,989 4,000 10,776 4,000 101-52-4006-0000 Medicare 4,281 4,284 4,427 3,780 4,578 101-52-4008-3080 Retirement-457 Plan - - 4,800 700 4,800 101-52-4008-6160 Retirement-PERS 66,376 70,766 83,540 69,412 79,513 101-52-4010-0000 Cafeteria Benefit 57,567 53,823 98,738 53,819 89,527 101-52-4013-0000 Uniform Allowance 800 650 1,150 475 1,200 Total Personnel $ 416,135 $ 420,086 $ 502,635 $ 393,196 $ 495,319 101-52-4150-0000 Other Contract Services 251,652 284,085 373,950 368,750 394,680 101-52-4316-0000 Equipment Repair & Maintenance 665 2,161 2,200 750 1,000 101-52-4376-0000 Materials & Supplies 9,079 8,303 8,500 9,432 9,690 101-52-4404-0000 Plants 12,414 10,204 5,000 3,200 4,000 101-52-4452-0000 Small Tools 1,263 - 750 500 750
101-52-4500-9025 Utilities-Telecommunications 114 - - - - 101-52-4500-9460 Utilities-Water 197,542 185,084 183,700 187,750 193,380 101-52-4508-0000 Vehicle Repair & Maintenance 14,118 15,483 11,400 14,500 15,375 101-52-4950-0001 Equipment Cost Allocation 8,336 - - - - FY 2022-23
Operating Budget Summary
Operating Budget Detail:

PARKS AND PUBLIC WORKS - GROUNDS
PAGE 83 of 106
FY 2020-21 FY 2021-22 FY 2023-24
Actual Actual Budget Estimated Proposed
FY 2022-23

PARKS AND PUBLIC WORKS - GROUNDS
Total Services & Supplies $ 495,183 $ 505,320 $ 585,500 $ 584,882 $ 618,875 Total Operating Expenditures $ 911,318 $ 925,406 $ 1,088,135 $ 978,078 $ 1,114,194 PAGE 84 of 106
FY 2020-21 FY 2021-22 FY 2023-24
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel - - - - -
Services & Supplies 312,541 172,698 184,445 183,755 206,690 Total by Type $ 312,541 $ 172,698 $ 184,445 $ 183,755 $ 206,690 Expenditures by Fund:
101 General Fund 312,541 172,698 184,445 183,755 206,690 Total by Fund $ 312,541 $ 172,698 $ 184,445 $ 183,755 $ 206,690 101-53-4150-0000 Other Contract Services 244,948 109,161 113,050 108,220 113,050 101-53-4206-0000 Building Repair & Maintenance 42,695 34,371 41,600 46,635 62,845 101-53-4376-0000 Materials & Supplies 24,898 29,166 29,295 28,750 30,295 101-53-4508-0000 Vehicle Repair & Maintenance - - 500 150 500 Total Services & Supplies $ 312,541 $ 172,698 $ 184,445 $ 183,755 $ 206,690 Total Operating Expenditures $ 312,541 $ 172,698 $ 184,445 $ 183,755 $ 206,690 FY 2022-23
Operating Budget Summary
Operating Budget Detail
PARKS AND PUBLIC WORKS - BLDG MAINT.

PAGE 85 of 106
2020-21 2021-22 2023-24
Actual Actual Budget Estimated Proposed
General Fund Group (Unrestricted)
General Fund $ 25,089,039 $ 25,731,326 $ 26,972,766 $ 27,849,661 $ 29,384,411 Public Safety Fund 4,423,396 4,693,458 4,420,918 4,639,179 4,627,794 Fourth of July Fund 26,909 40,507 61,715 64,000 58,160
San Marino Center Fund 85 - - - -
Donations Fund 104,506 110,857 102,009 117,093 92,250
American Rescue Plan Fund - 376,253 2,617,359 750,000 1,973,747 Total General Fund $ 29,643,935 $ 30,952,401 $ 34,174,767 $ 33,419,933 $ 36,136,362 Special Revenue Funds (Restricted)
Gas Tax Fund $ 557,104 $ 557,949 $ 684,876 $ 600,401 $ 672,921 Community Development Block Grant Fund (CDBG) 12,357 15,420 3,056 3,092 9,131 Los Angeles County Park Bond Fund 9,948 - - - -
Proposition A Transit Fund 287,501 276,027 321,207 404,592 356,741 Drought Fund 204 (158) 700 - 200
Air Quality Management District Fund (AQMD) 18,388 16,321 19,900 18,101 19,050 MTA - STPL Public Works Grant Fund 1,773 (1,380) 1,000 8,000 500 TDA Article 3 Transportation Fund 9,586 9,024 12,210 19,007 19,100 Proposition C Transit Fund 242,121 227,437 267,285 347,215 296,833 Public Education Government Fund (PEG) 30,352 28,168 30,700 45,383 31,800 Asset Forfeiture Fund 334 (260) 100 2,464 200
Used Oil Grant Fund 92 (121) 100 788 100
OTS Grant Fund - 22,445 66,563 66,563 -
State Recycling Grant Fund 1,269 (988) 91,500 9,357 91,500 COPS Grant Fund 159,914 161,397 192,800 245,554 205,000 Homeland Security Grant 71,464 51,738 - - -
LA County Measure R Fund 174,633 168,165 198,714 220,087 557,375 Measure W Clean Water Fund - - 707,922 714,034 235,000
LA County Measure M Fund 200,588 194,767 223,942 275,597 254,758 Total Special Revenue Funds $ 1,777,628 $ 1,725,951 $ 2,822,575 $ 2,980,235 $ 2,750,209 Capital Projects Fund $ 31,265 $ (59,803) $ 25,000 $ 25,000 $ 50,000 Debt Service Fund $ 44 $ 150 $ - $ - $ -
Proprietary Funds (Internal Service)
Capitalized Equipment Fund $ 497,480 $ 525,157 $ 540,647 $ 540,647 $ 630,643 Total Revenue by Fund and Fiscal Year $ 31,950,352 $ 33,143,856 $ 37,562,989 $ 36,965,814 $ 39,567,214 2022-23
City of San Marino
FY 2023-24 Proposed Budget
Summary Schedule of Revenues by Fund
PAGE 86 of 106
2020-21 2021-22 2023-24
Description Actual Actual Budget Estimated Proposed
General Fund Group
General Fund
Taxes
101-00-3001-0000 Secured & Unsecured Property Tax $ 17,378,503 $ 17,945,192 $ 19,015,000 $ 19,015,000 $ 20,060,825 101-00-3030-0000 Sales & Use Taxes 357,873 526,987 450,000 476,535 485,000 101-00-3040-0000 Franchise Taxes 638,415 625,255 526,000 646,384 659,000 101-00-3042-0000 Real Property Transfer Taxes 241,774 320,407 220,000 188,447 190,000 101-00-3044-0777 Utility Users Taxes - Cingular 26,161 25,146 25,000 24,094 24,000 101-00-3044-1650 Utility Users Taxes - Edison 695,985 724,789 722,000 909,892 960,000 101-00-3044-4510 Utility Users Taxes - Metro Water 537,128 530,384 519,000 501,601 502,000 101-00-3044-4620 Utility Users Taxes - Miscellaneous 86,741 116,162 115,000 80,632 81,000 101-00-3044-7260 Utility Users Taxes - AT&T 72,621 58,238 60,000 55,391 60,000 101-00-3044-8470 Utility Users Taxes - So. Cal. Gas 242,422 275,919 287,000 398,719 410,000 101-00-3044-9022 Utility Users Taxes - T-Mobile 10,631 11,327 11,000 12,903 13,000 101-00-3044-9240 Utility Users Taxes - Time Warner 113,029 113,172 110,000 145,934 150,000 101-00-3044-9355 Utility Users Taxes - Verizon 19,191 18,363 18,000 21,109 22,000 101-00-3046-0000 Business License Tax 411,005 406,759 423,000 423,000 431,000 $ 20,831,479 $ 21,698,100 $ 22,501,000 $ 22,899,641 $ 24,047,825 Licenses & Permits
101-00-3103-0000 Bicycle Licenses $ 4 $ 4 $ - $ - $ -
101-00-3153-0000 Film Permits 23,561 38,707 34,000 39,000 39,000 101-14-3106-0000 Tree Permits 28,380 44,880 45,000 44,183 44,000 101-14-3151-0000 Building Permits 517,642 571,355 543,000 551,690 552,000 101-48-3152-0000 Street & Curb Permits 190,598 149,585 161,000 118,017 118,000 $ 760,185 $ 804,531 $ 783,000 $ 752,890 $ 753,000
Charges for Services
101-00-3304-0000 Environmental Fees $ 132,728 $ 132,640 $ 133,000 $ 132,484 $ 132,000 101-00-3321-0000 Check Reissuance Fee - - - 50 -
101-00-3309-0000 Online Convenience Fee - 332 300 176 200 101-07-3346-0000 Sales of Maps & Pub.s - Admin 439 395 - 254 - 101-14-3306-0000 General Plan Fee 15,478 21,294 43,000 33,021 43,000 101-14-3307-0000 Technology Enhancement Fee - 3,967 43,000 19,971 25,000 101-14-3308-0000 Plan Check Fees 237,396 297,309 322,000 301,216 301,000 101-14-3309-0000 Business License Application Fee - 51,778 35,000 61,173 50,000 101-14-3312-0000 Zoning Fees 83,377 85,970 77,000 68,233 72,000 101-14-3346-0000 Sales of Maps & Pub.s-P&B 480 46 - - - 101-68-3340-0001 Contract Class Nonresident Fee 8,886 13,398 7,000 7,000 18,557 101-60-3342-0000 Class Refund Fee 1,378 3,164 600 2,300 4,200 101-60-3502-0000 Recreation Administrative Fees 9,387 9,741 8,000 7,800 8,250 101-61-3336-0000 Aquatics Program Fees - 30,573 36,187 36,000 38,785 101-61-3340-0000 Aquatics Nonresident Fees - 253 2,875 1,000 2,157 101-68-3340-0000 Aquatics Nonresident Fees 158 456 - - - 101-62-3336-0001 Day Camp Program Fees 100,720 153,923 123,648 123,000 156,705 101-62-3336-0002 Family Life Program Fees 71,133 193,435 206,164 206,000 213,166 101-62-3340-0001 Daycamp Nonresident Fees 9,520 10,259 11,309 11,300 19,183 101-62-3340-0002 Family Life Nonresident Fees 7,000 15,946 19,380 19,300 26,106 101-68-3336-0001 Contract Class Program Fees 137,653 198,454 102,382 175,000 213,402 101-64-3336-0001 Bridge Program Fees 25 - - - -
101-64-3336-0002 Jr. Titans Fees 300 - - - -
101-66-3336-0000 Special Events Program Fees 1,335 10,382 26,299 27,004 - 101-66-3336-0001 Easter Program Fees - 7,717 4,800 6,000 3,188 101-66-3336-0002 Track Meet Program Fees 6 3,786 6,800 6,800 6,800 101-66-3336-0004 Trunk or Treat Program Fees - - - - 12,250 101-66-3336-0005 Lacy Park Camp Out Program Fees - - - - 5,000 101-66-3340-0000 Special Events Nonresident Fees 479 84 - - - 101-66-3340-0001 Easter Program Nonresident Fees - - - - 4,688 101-66-3340-0004 Trunk or Treat Nonresident Fees - - - - 7,250 City of San Marino
FY 2023-24 Proposed Budget
Detail Schedule of Revenues by Fund
2022-23
PAGE 87 of 106
2020-21 2021-22 2023-24
Description Actual Actual Budget Estimated Proposed
City of San Marino
FY 2023-24 Proposed Budget
Detail Schedule of Revenues by Fund
2022-23
101-66-3340-0005 Lacy Park Camp Out Nonresident Fees - - - - 5,750 101-64-3336-0000 Senior Program Fees 164 7,092 15,840 17,000 33,614 101-64-3340-0000 Senior Program Nonresident Fees - - - - 2,195 101-62-3336-0003 Education Enrichment Program Fees 1,662 1,733 - - - 101-90-3344-6055 Passport Fees 75,864 223,674 190,000 181,410 180,000 101-90-3346-0000 Library Copies 32 2,414 2,400 2,100 2,400 101-91-3344-3963 Lost Materials Fees 512 2,266 2,500 2,350 2,500 101-91-3502-1496 DVD Rentals 140 306 250 200 -
101-93-3344-1200 Damaged Materials Fees 163 598 500 500 500 101-94-3344-0000 Overdue Materials Fees 1,081 9,630 10,000 11,600 11,500 101-94-3344-3000 Hold Fees 19 739 800 500 -
101-94-3344-7037 Replacement Library Card Fees 46 495 500 360 350 $ 897,561 $ 1,494,249 $ 1,431,534 $ 1,461,100 $ 1,601,696 Intergovernmental
101-00-3202-9350 State Vehicle License Fees $ 9,643 $ 15,188 $ 10,300 $ 12,865 $ 12,500 101-00-3204-0000 VLF In-Lieu Tax 1,797,344 1,844,953 1,924,000 1,938,023 2,016,000 101-08-3702-0000 COVID-19 Reimbursements 181,875 10,000 - - - 245-00-3201-0000 American Rescue Plan Funds - 376,253 2,617,359 750,000 1,973,747 101-90-3202-0000 Cenic Rebates 14,141 14,594 14,600 10,577 10,560 $ 2,003,003 $ 2,260,988 $ 4,566,259 $ 2,711,465 $ 4,012,807 Fines & Forfeitures
101-00-3348-0000 Damage to City Property Fees $ - $ 13,084 $ 5,000 $ 500 $ 5,000 101-00-3410-0000 Fines & Fees 308 949 500 - 500
101-14-3410-0000 Business License NOVs 23,690 6,399 6,500 8,825 6,500 101-14-3410-9245 Tree Fines 169,920 (25,340) 5,000 (7,585) 2,000 $ 193,918 $ (4,908) $ 17,000 $ 1,740 $ 14,000
Use of Money & Property
101-00-3501-0000 Interest Income $ 181,692 $ (497,762) $ 100,000 $ 544,985 $ 430,000 101-00-3550-0000 Sale of Property 6,573 28,138 5,000 11,500 5,000 101-40-3502-0000 Rental Fees-Public Works - 2,160 100 - 100 101-70-3502-0003 Rents & Concessions-Park Admissions 187,642 188,125 105,852 116,000 116,000 101-70-3502-0002 Lacy Park Rentals - - 52,780 75,000 94,730 101-70-3502-0000 Rents & Concessions-Stoneman 342 - - - - 101-70-3502-0001 Rents & Concessions-San Marino Center 1,800 750 - - 270,000 101-90-3502-0000 Library Rental Fees 85 3,165 2,500 2,500 2,500 $ 378,134 $ (275,424) $ 266,232 $ 749,985 $ 918,330
Miscellaneous Revenue
101-00-3701-0000 Miscellaneous Revenue $ 12,644 $ 15,584 $ 15,000 $ 13,982 $ 10,000 101-00-3702-0000 City Reimbursements 34 114,711 100 8,627 500 101-00-3703-0000 Gain/Loss on Disposal of Asset - - - - - 101-00-3800-0000 Operating Transfers In - - - - -
101-40-3348-0000 Damage to City Property Reimbs 11,272 - 10,000 - - 101-60-3701-0000 Miscellaneous Revenue-Rec 408 (722) - - - 101-90-3701-0000 Miscellaneous Revenue-Library 401 470 - 231 - $ 24,759 $ 130,043 $ 25,100 $ 22,840 $ 10,500
General Fund Totals $ 25,089,039 $ 26,107,579 $ 29,590,125 $ 28,599,661 $ 31,358,158 Public Safety Fund
Taxes
103-00-3005-0000 Public Safety Property Taxes $ 3,426,827 $ 3,421,901 $ 3,422,818 $ 3,422,818 $ 3,528,294 103-00-3006-0000 Public Safety Augmentation Fd 174,810 199,817 208,400 211,754 218,100 $ 3,601,637 $ 3,621,718 $ 3,631,218 $ 3,634,572 $ 3,746,394 PAGE 88 of 106
2020-21 2021-22 2023-24
Description Actual Actual Budget Estimated Proposed
City of San Marino
FY 2023-24 Proposed Budget
Detail Schedule of Revenues by Fund
2022-23
Charges for Services
103-30-3201-0000 Animal Control Services $ 7,854 $ - $ - $ - $ - 103-30-3316-0000 Special Police Services 89,241 5,261 7,500 7,236 7,200 103-30-3317-0000 Citation Sign off Fee 75 105 100 132 100 103-30-3318-0000 Clearance Letter Fees 730 450 400 760 800 103-30-3319-0000 Report Copies 3,732 6,710 7,000 4,593 4,600 103-30-3321-0000 Burglary Alarm Permits 1,380 1,540 1,600 1,471 1,500 103-30-3324-0000 House Watch Fees 8,630 12,125 14,000 24,443 24,900 103-30-3325-0000 Vehicle Impound Release Fees 6,870 5,220 4,500 6,311 6,300 103-30-3331-3550 Live Scan Fees (1,660) 3,659 2,400 5,573 5,600 103-30-3331-9241 Tow Fees 9,200 5,500 4,000 8,668 8,700 103-34-3315-0000 Shared Fire Command Revenue - - - 25,599 - 103-34-3316-0000 Outside Services 3,813 4,130 2,500 9,713 9,700 103-34-3330-0000 Fire Fees 630 2,385 2,000 3,887 3,900
103-34-3332-0000 Paramedic Service Fees 492,376 574,598 520,000 639,975 600,000 $ 622,871 $ 621,683 $ 566,000 $ 738,360 $ 673,300
Intergovernmental
103-30-3202-6600 POST Reimbursement $ 6,300 $ 27,911 $ 8,000 $ 812 $ 4,000 103-34-3202-2725 GEMT Reimbursement - - 25,000 46,923 5,000 $ 6,300 $ 27,911 $ 33,000 $ 47,735 $ 9,000
Fines & Fees
103-30-3400-0000 Parking Citations $ 238 $ 11,484 $ 15,000 $ 23,434 $ 23,400 103-30-3401-0000 Vehicle Code Fines 41,076 48,505 60,000 50,337 50,300 $ 41,314 $ 59,989 $ 75,000 $ 73,771 $ 73,700
Use of Money & Property
103-00-3501-0000 Interest Income $ - $ 618 $ - $ - $ -
$ - $ 618 $ - $ - $ -
Miscellaneous Revenue
103-30-3701-0000 Police Misc. Revenue $ 918 $ 1,265 $ - $ 27,414 $ - 103-30-3703-0000 Uninhabited Property Registration 1,250 700 700 391 400 103-34-3328-0000 Strike Team Reimbursements 149,106 359,574 115,000 116,937 125,000 $ 151,274 $ 361,539 $ 115,700 $ 144,741 $ 125,400
Public Safety Fund Totals $ 4,423,396 $ 4,693,458 $ 4,420,918 $ 4,639,179 $ 4,627,794 Fourth of July Fund
104-00-3336-0000 Admission Fees $ 26,910 $ 40,508 $ 61,715 $ 64,000 $ 38,820 104-00-3340-0000 Admission Fees-Nonresident - - - - 19,340 104-00-3501-0000 Interest Income (1) (1) - - -
Fourth of July Fund Total $ 26,909 $ 40,507 $ 61,715 $ 64,000 $ 58,160 San Marino Center Fund
105-82-3502-0000 Rents & Concessions $ 85 $ - $ - $ - $ - San Marino Center Fund Total $ 85 $ - $ - $ - $ -
PAGE 89 of 106
2020-21 2021-22 2023-24
Description Actual Actual Budget Estimated Proposed
City of San Marino
FY 2023-24 Proposed Budget
Detail Schedule of Revenues by Fund
2022-23
Donations Fund
281-00-3501-0000 Interest Income $ 1,901 $ (833) $ - $ 10,000 $ 1,000 281-30-3601-0000 Police Donations Received 15,500 23,511 - 3,644 - 281-34-3601-0000 Fire Donations Received 13,500 13,950 - 397 - 281-50-3601-0000 Lacy Park Donations 5,593 7,618 8,245 10,141 - 281-50-3601-7150 Rose Arbor Donation 50,000 50,000 50,000 50,000 50,000 281-60-3601-0000 Recreation Donations Received 100 - - 161 - 281-66-3601-0006 Memorial Day Donations - 500 250 250 250 281-66-3601-0002 Track Meet Donations - 2,000 2,000 2,000 2,000 281-66-3601-2570 4th of July Donations - 1,345 - - -
281-90-3601-0000 Library Donations Received - 94 - 43 - 281-90-3601-1120 Donations-Crain Art Gallery - 2,020 1,000 1,500 1,500 281-90-3601-9506 Library Wish List Donations - - 2,000 - - 281-91-3601-0000 Adult Materials Donations-Other 2,060 1,670 2,500 1,458 - 281-91-3601-0776 Adult Chinese Language Materia 4,520 1,000 10,000 2,500 2,500 281-91-3601-2575 Adult Materials Donations-Friends - - - 10,000 10,000 281-92-3601-0000 Children's Mats. Donations 6,332 7,982 6,014 5,000 5,000 281-92-3601-2575 Children's Mats. Donations-Friends 5,000 - 20,000 20,000 20,000 Donations Fund Total $ 104,506 $ 110,857 $ 102,009 $ 117,093 $ 92,250 General Fund Group Totals $ 29,643,935 $ 30,952,401 $ 34,174,767 $ 33,419,933 $ 36,136,362 Special Revenue Funds
Gas Tax Fund
202-00-3501-0000 Interest Income $ 4,041 $ (16,141) $ - $ 3,329 $ 2,500 202-48-3038-7585 RMRA - SB 1 Section 2032 262,390 261,694 299,681 272,209 310,264 202-48-3038-7590 Gas Taxes Section 2105 66,979 72,665 84,822 75,732 82,360 202-48-3038-7700 Gas Taxes Section 2106 42,346 46,280 52,007 47,675 51,500 202-48-3038-7810 Gas Taxes Section 2107 90,635 86,829 115,881 90,721 98,925 202-48-3038-7920 Gas Taxes Section 2107.5 3,000 3,000 3,000 3,000 3,000 202-48-3038-7930 Gas Taxes Section 2103 87,713 103,622 129,485 107,735 124,372 $ 557,104 $ 557,949 $ 684,876 $ 600,401 $ 672,921
Community Development Block Grant (CDBG)
204-00-3201-0650 Federal CDBG $ 12,355 $ 15,395 $ 3,056 $ 3,056 $ 9,131 204-00-3501-0000 Interest Income 2 25 - 36 -
$ 12,357 $ 15,420 $ 3,056 $ 3,092 $ 9,131
County Park Proposition A
206-00-3203-3420 Local - LA Co. Pk. Bond $ 9,887 $ - $ - $ - $ - 206-00-3501-0000 Interest Income 61 - - - -
$ 9,948 $ - $ - $ - $ -
Proposition A Transit
207-00-3032-0000 Prop. A Transit Taxes $ 282,052 $ 274,852 $ 316,207 $ 349,060 $ 354,241 207-00-3501-0000 Interest Income 5,449 1,175 5,000 55,532 2,500 $ 287,501 $ 276,027 $ 321,207 $ 404,592 $ 356,741
Drought Fund
209-00-3410-0000 Water Use Fines $ - $ - $ 200 $ - $ 100 209-00-3501-0000 Interest Income 204 (158) 500 - 100
$ 204 $ (158) $ 700 $ - $ 200
Air Quality Management District
212-00-3203-0080 AQMD Grant $ 17,464 $ 16,433 $ 18,300 $ 15,101 $ 18,750 212-00-3501-0000 Interest 924 (112) 1,600 3,000 300
$ 18,388 $ 16,321 $ 19,900 $ 18,101 $ 19,050
PAGE 90 of 106
2020-21 2021-22 2023-24
Description Actual Actual Budget Estimated Proposed
City of San Marino
FY 2023-24 Proposed Budget
Detail Schedule of Revenues by Fund
2022-23
Surface Transportation Program
213-00-3501-0000 Interest Income $ 1,773 $ (1,380) $ 1,000 $ 8,000 $ 500 $ 1,773 $ (1,380) $ 1,000 $ 8,000 $ 500
Transportation Development Act
214-00-3036-0000 TDA Article 3 Taxes $ 9,600 $ 9,000 $ 12,210 $ 19,000 $ 19,000 214-00-3501-0000 Interest Income (14) 24 - 7 100
$ 9,586 $ 9,024 $ 12,210 $ 19,007 $ 19,100
Proposition C Transit
215-00-3034-0000 Prop. C Transit Taxes $ 233,956 $ 227,983 $ 262,285 $ 289,535 $ 293,833 215-00-3501-0000 Interest Income 8,165 (546) 5,000 57,680 3,000 $ 242,121 $ 227,437 $ 267,285 $ 347,215 $ 296,833
Public Educational Governmental (PEG) Cable Access
216-00-3045-0000 PEG Fees $ 28,361 $ 28,641 $ 29,000 $ 29,801 $ 30,000 216-00-3501-0000 Interest Income 1,991 (473) 1,700 15,582 1,800 $ 30,352 $ 28,168 $ 30,700 $ 45,383 $ 31,800
Asset Forfeiture (Police)
217-00-3501-0000 Interest Income $ 334 $ (260) $ 100 $ 2,464 $ 200 $ 334 $ (260) $ 100 $ 2,464 $ 200
Used Oil Grant
221-00-3501-0000 Interest Income $ 92 $ (121) $ 100 $ 788 $ 100 $ 92 $ (121) $ 100 $ 788 $ 100
OTS Grant
223-00-3701-0000 OTS Grant $ - $ 22,445 $ 66,563 $ 66,563 $ - $ - $ 22,445 $ 66,563 $ 66,563 $ -
California Recycling Grant
226-48-3202-7155 Rubberized Asphalt Grant $ - $ - $ 91,000 $ - $ 91,000 226-00-3501-0000 Interest Income 1,269 (988) 500 9,357 500 $ 1,269 $ (988) $ 91,500 $ 9,357 $ 91,500
Citizens' Option for Public Safety Grant (COPS)
233-00-3501-0000 Interest Income $ 3,187 $ 112 $ 2,800 $ 25,192 $ 5,000 233-30-3202-0000 COPS Allocation 156,727 161,285 190,000 220,362 200,000 $ 159,914 $ 161,397 $ 192,800 $ 245,554 $ 205,000
Homeland Security Grant
240-00-3202-0000 Homeland Security Grant $ 71,455 $ 51,738 $ - $ - $ - 240-00-3501-0000 Interest Income 9 - - -
$ 71,464 $ 51,738 $ - $ - $ -
Measure R -- Transportation Sales Tax
243-00-3501-0000 Interest Income $ (1,047) $ (2,816) $ 2,000 $ 3,000 $ 2,000 243-48-3203-4200 LA County Measure R 175,680 170,981 196,714 217,087 555,375 $ 174,633 $ 168,165 $ 198,714 $ 220,087 $ 557,375
Measure W -- Clean Water Fund
246-00-3203-0000 Measure W Clean Water Fund $ - $ - $ 707,922 $ 702,034 $ 230,000 246-00-3501-0000 Interest Income - - - 12,000 5,000
- - 707,922 714,034 235,000
Measure M -- Traffic Improvement Sales Tax
PAGE 91 of 106
2020-21 2021-22 2023-24
Description Actual Actual Budget Estimated Proposed
City of San Marino
FY 2023-24 Proposed Budget
Detail Schedule of Revenues by Fund
2022-23
247-48-3202-0000 Measure M $ 198,853 $ 193,522 $ 222,942 $ 245,593 $ 249,758 247-00-3501-0000 Interest Income 1,735 1,245 1,000 30,003 5,000 $ 200,588 $ 194,767 $ 223,942 $ 275,597 $ 254,758
Special Revenue Funds Total $ 1,777,628 $ 1,725,951 $ 2,822,575 $ 2,980,235 $ 2,750,209 Capital Projects Fund
394-00-3501-0000 Interest Income $ (68,735) $ (184,803) $ - $ - $ - 394-00-3601-0000 Huntington Library Donation 100,000 100,000 - - 25,000 394-00-3702-0000 Reimbursement - 25,000 25,000 25,000 25,000 Capital Projects Fund Total $ 31,265 $ (59,803) $ 25,000 $ 25,000 $ 50,000 Debt Service Fund
401-00-3501-0000 Interest Income $ 44 $ 150 $ - $ - $ - Debt Service Fund Total $ 44 $ 150 $ - $ - $ -
Proprietary Funds
Capital Equipment Internal Service Fund
591-00-3501-0000 Interest Income $ 1,987 $ 774 $ - $ - $ - 591-00-3703-0000 Gain/(Loss) on Disposal of Asset (8,097) 38,410 - - - 591-00-3850-0000 Equipment Cost Allocation 503,590 485,973 540,647 540,647 630,643 Proprietary Fund Total $ 497,480 $ 525,157 $ 540,647 $ 540,647 $ 630,643 Revenue Detail by Fund and Fiscal Year $ 31,950,352 $ 33,143,856 $ 37,562,989 $ 36,965,814 $ 39,567,214 PAGE 92 of 106
Position
FTE
Change $ Change Notes
Police Department
Police Officer 2.00 $ 291,778 Priority Initiative
Management Analyst 1.00 $ 109,241 Priority Initiative
Records Clerk 0.50 $ 34,231 Priority Initiative
Subtotal: 3.50 $ 435,250
CSD - Administration
Recreation Supervisor - $ 23,429 Reclassification
Facilities Technician 1.00 $ 133,497 Priority Initiative Maintenance Assistant 0.69 $ 23,708 Priority Initiative Maintenance Assistant 0.99 $ 59,894 Moved from Recreation and Library Subtotal: 2.68 $ 240,528
CSD - Recreation
Child Development Specialist 0.12 $ 641 Increased part-time hours Maintenance Assistant (0.89) $ (45,082) Moved to CSD - Administration Recreation Program Leader (0.06) $ (1,535) Decreased part-time hours Recreation Specialist 1.27 $ 61,986 Priority Initiative Park Attendant 0.02 $ 864 Increased part-time hours
Subtotal: 0.46 $ 16,874
CSD - Library
Maintenance Assistant (0.10) $ (7,759) Moved to CSD - Administration Librarian I 0.42 $ 28,836 Increased part-time hours
Librarian II (0.42) $ (15,004) Decreased part-time hours Library Clerk 0.24 $ 19,663 Increased part-time hours
Library Page (0.89) $ (33,649) Decreased part-time hours Library Monitor 0.65 $ 29,224 Increased part-time hours Subtotal: (0.10) $ 21,311
Total: 6.54 $ 713,963
FY 2023-24 FTE Detail
PAGE 93 of 106
City Manager's Office Other Contract Services 101-09-4150-0000 Department Account Name Account Number
FY 2022-23 FY 2022-23 FY 2023-24
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget TBD Strategic Plan Implementation Activities 25,000 - 25,000 Ellen's Embroidery Citywide Employee Shirts - 5,000 5,000 Advanced Water Systems Water Dispenser (City Hall) 550 550 550 San Marino Chamber of Commerce Police and Fire Recognition Luncheon 450 450 450 Chinese Club of San Marino Mid Autumn Festival 800 1,000 1,000 COG Coyote Mitigation 10,000 10,000 10,000
TBD Translation Services/Chinese Engagement 75,000 30,000 75,000 LA County Tax Collector Possessory Interest Tax and Property Tax - 1,400 - DEI Implementation 45,000 2,000 2,000
-
TOTAL $ 156,800 $ 50,400 $ 119,000
FY 2023-24 Operating Budget Description and Tie Out
PAGE 94 of 106
Finance Other Contract Services 101-11-4150-0000
Department Account Name Account Number
FY 2022-23 FY 2022-23 FY 2023-24
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget Wells Fargo Bank Trustee Fee 1,000 100 200
US Bank Custody Charges-Safekeeping Services 2,500 3,200 3,300 HDL Sales Taxes Audit Services 2,000 1,300 2,000
CalPERS GASB 68 Reporting Service Fee 3,245 3,150 3,245 LSL CPAs City Finance Audit 33,100 27,615 33,100
CB Merchant Collection Agency 160 150 160
VanIwaarden GASB 75 Valuation 7,100 6,800 2,000
Thales Consulting State Controllers Report-Financial Report 1,200 1,200 1,200 Thales Consulting State Controllers Report-Street Report 900 900 900 HdL Property Tax Analysis & Audit Services 7,200 7,200 7,600 Harris & Associates Public Safety Tax Administration 6,700 6,700 6,900 HdL CAFR Statistical Section Package 795 795 795
CSMFO Budget Award Submission 160 150 160
FY 2023-24 Operating Budget Description and Tie Out
PAGE 95 of 106
Finance Other Contract Services 101-11-4150-0000
Department Account Name Account Number
FY 2023-24 Operating Budget Description and Tie Out
GFOA Budget Award Submission 360 345 360
Colantuono, Highsmith & Whatley UUT Legal Services 700 350 250 CSMFO
Annual Comprehensive Financial Report
Submission - - -
GFOA
Annual Comprehensive Financial Report
Submission 480 460 480
TOTAL $ 67,600 $ 60,415 $ 62,650
PAGE 96 of 106
Non-Departmental Other Contract Services 101-08-4150-0000 Department Account Name Account Number
FY 2022-23 FY 2022-23 FY 2023-24
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget N/A
City facilities security Initiative (Priority Initiative) - Feasibility Study - - 12,500
TOTAL $ - $ - $ 12,500
FY 2023-24 Operating Budget Description and Tie Out
PAGE 97 of 106
Human Resources Other Contract Services 101-10-4150-0000 Department Account Name Account Number
FY 2022-23 FY 2022-23 FY 2023-24
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget TIAA Deffered Comp Record Keeping 2,500 1,500 1,500
EAP Employee Assistance Program 6,540 6,500 6,663
N/A First Aid Kits - Cal/OSHA 1,250 148 600
CalPERS CalPERS Admin Fee (Active Medical) 4,273 6,703 6,703 USI (Annual for Five Years) Broker of Record-Benefits 15,000 15,000 15,000 The Counseling Team Intl Behavioral Wellness and Mental Health- PD & Fire 21,584 TOTAL $ 29,563 $ 29,851 $ 52,050
FY 2023-24 Operating Budget Description and Tie Out
PAGE 98 of 106
Community Development Other Contract Services 101-14-4150-0000 Department Account Name Account Number
FY 2022-23 FY 2022-23 FY 2023-24
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget Community Core Permit Software Maintenance 12,380 8,300 12,380 Ennis Jackson Paul Novak Hearing Officer 5,000 - 5,000
GovClarity Geographic Information System Software 15,911 16,800 17,640 TBD Credit Card Fees 30,000 - -
Wildlife Services Peafowl Program 20,000 - 20,000
TBD Tree Incentive Program 25,000 - 25,000
4LEAF Housing Element ConsultantFY 2019-20 Priority Initi 50,000 6,199 50,000 TBD General Plan Update 600,000 - 600,000
N/A Regional VMT Analysis Tool Annual Maint. Fee (Budg 400 400 400 TBD Tree Planning Contract Services 75,000 - 50,000
Rincon Consultants Planning Services 180,000 15,500 75,000 Capstone City Planning Current and Long Term Planning Services - 10,000 20,000 TOTAL $ 1,013,691 $ 57,199 $ 875,420
FY 2022-23 Operating Budget Description and Tie Out
PAGE 99 of 106
PPW-Administration Other Contract Services 101-40-4150-0000 Department Account Name Account Number
FY 2022-23 FY 2022-23 FY 2023-24
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget Canon Copier Lease 4,800 3,880 -
AmeriPride Uniforms 5,600 5,840 5,960
Copyfree Technology Copier Contract Usage Charge 1,300 879 - TOTAL $ 11,700 $ 10,599 $ 5,960
FY 2023-24 Operating Budget Description and Tie Out
PAGE 100 of 106
Parks and Public Works-Fleet Other Contract Services 101-42-4150-0000 Department Account Name Account Number
FY 2022-23 FY 2022-23 FY 2023-24
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget Ashbury Environmental Clarifier Cleaning 2,320 2,300 2,320 Ashbury Environmental Disposal of Oil Filters 750 750 750 JDS Tank Testing & Repair Gas Tank Monitoring and Testing; 2,650 2,695 2,750 All Data Inc OBS/Engine Computer Diagnostics 1,500 1,430 1,400 TOTAL $ 7,220 $ 7,175 $ 7,220
FY 2023-24 Operating Budget Description and Tie Out
PAGE 101 of 106
Parks and Public Works-Sewer Other Contract Services 101-44-4150-0000 Department Account Name Account Number
FY 2022-23 FY 2022-23 FY 2023-24
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) 155,200 152,200 162,960 Golden Bell Annual Manhole Cover Insecticide Application 13,000 12,000 13,000 Various Vendors Pump Station Repair & Maintenance 8,000 4,390 5,000 TOTAL $ 176,200 $ 168,590 $ 180,960
FY 2023-24 Operating Budget Description and Tie Out
PAGE 102 of 106
Parks and Public Works-Streets Other Contract Services 101-48-4150-0000 Department Account Name Account Number
FY 2022-23 FY 2022-23 FY 2023-24
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget Siemens Signal Maintenance 70,000 62,920 67,000
Fortel Speed Awareness Sign Programming 7,800 9,600 10,080 Various Vendors Specialized Guardrail Repairs - - 1,000 TOTAL $ 77,800 $ 72,520 $ 78,080
0 FY 2023-24 Operating Budget Description and Tie Out
PAGE 103 of 106
Parks and Public Works-Parks Other Contract Services 101-50-4150-0000 Department Account Name Account Number
?
FY 2022-23 FY 2022-23 FY 2023-24
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget Ganahl; Ace Electric General Electrical Repairs 500 - 500 Mariposa Landscaping Routine Tree Pruning (Note 1) 22,000 - - Total Extermination; All Bee
Removal Pest Control (Bees and Rodents) 1,000 150 500
Playsafe Playground Inspection and Repairs 1,000 900 5,000 Aquatech Backflow Testing and Repairs 7,400 6,150 8,000 Just Right Painting Rose Arbor Re-Painting - 25,000 -
TOTAL $ 31,900 $ 32,200 $ 14,000
FY 2023-24 Operating Budget Description and Tie Out
PAGE 104 of 106
Parks and Public Works-Grounds Other Contract Services 101-52-4150-0000 Department Account Name Account Number
FY 2022-23 FY 2022-23 FY 2023-24
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget Aqua Tech Backflow Testing/Repairs 9,000 6,400 9,000
Mariposa Landscaping Tree Pruning (Note 1) 364,850 362,250 385,580 LA County Public Health Back Flow Certifications 100 100 100 TOTAL $ 373,950 $ 368,750 $ 394,680
FY 2023-24 Operating Budget Description and Tie Out
PAGE 105 of 106
Parks and Public Works-Building Maintenance Other Contract Services 101-53-4150-0000 Department Account Name Account Number
FY 2022-23 FY 2022-23 FY 2023-24
Vendor (or Potential Vendor) Activity Description Revised Budget Estimated Actuals Proposed Budget SDS Security,Dynamic Building (Janitorial)
Total Exterminating, Terminix City Hall Campus 24,990 24,365 24,990 San Marino Security Systems, Dynamic Building (Janitorial) Total Exterminating, Terminix Library 45,045 43,245 45,045 SDS Security, Dynamic Building (Janitorial)
Total Exterminating, Terminix Lacy Park buildings 5,565 5,345 5,565 SDS Security, Dynamic Building (Janitorial)
Total Exterminating, Terminix Old Mill 2,205 2,120 2,205 SDS Security, Dynamic Building (Janitorial)
Total Exterminating, Terminix San Marino Center 1,050 370 1,050 SDS Security, Dynamic Building (Janitorial)
Total Exterminating, Terminix Thurnher House 4,305 4,140 4,305 Beta Security Systems, Dynamic Building (Janitorial)
Total Exterminating, Terminix Stoneman 22,680 21,780 22,680 SDS Security, Dynamic Building (Janitorial)
Total Exterminating, Terminix City Employee Gym 5,740 5,455 5,740 Various Vendors Miscellaneous Repairs 1,470 1,400 1,470 TOTAL $ 113,050 $ 108,220 $ 113,050
FY 2023-24 Operating Budget Description and Tie Out
PAGE 106 of 106

San Marino City CouncilApril 21, 2023

San Marino City Council
April 21, 2023