San Marino City Council
April 26, 2024

AGENDA – APRIL 26, 2024 PAGE 1 of 170

CITY OF SAN MARINO

CITY COUNCIL AGENDA
Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
Philippe Eskandar, City Manager
www.SanMarinoCA.gov
(626) 300-0700 Phone
City Hall Council Chamber
2200 Huntington Drive
San Marino, CA 91108

ADJOURNED REGULAR MEETING OF THE

SAN MARINO CITY COUNCIL
FRIDAY, APRIL 26, 2024 AT 8:30 AM

CITY HALL COUNCIL CHAMBERS
2200 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) 300-0705 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:

Visit www.SanMarinoCA.gov/Zoom
How to offer public comment from home:

Public comment will be accepted by email to [email protected] until 3:00 p.m. the day before the meeting. Written public comment received by 3:00 p.m. will be distributed to City Council during the meeting. Any comments received after 3:00 AGENDA – APRIL 26, 2024 PAGE 2 of 170
p.m. will be included in the public comment record but not provided to City Council at the meeting.

Written public comment will be accepted electronically via the zoom.us teleconference module during the meeting. Written Zoom comments will be accepted after the in-person comments.

CALL TO ORDER

PLEDGE OF ALLEGIANCE

ROLL CALL
Council Member Chou, Council Member Lo, Council Member Talt, Vice Mayor Shepherd Romey, and Mayor Huang

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.SanMarinoCA.gov.

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 2024-25 PROPOSED OPERATING BUDGET BY

DEPARTMENT
Recommendation: Staff recommends the Council provide direction to the City Manager on the proposed FY 2024-25 operating budget

CONSENT CALENDAR

2. ADOPTION OF RESOLUTION NO. R-24-09 DELEGATING AUTHORITY

FOR INDUSTRIAL DISABILITY RETIREMENT DETERMINATIONS
UNDER GOVERNMENT CODE SECTION 21173
AGENDA – APRIL 26, 2024 PAGE 3 of 170
Recommendation: Staff recommends the Council adopt Resolution No. R-24-09. If the City Council concurs with staff’s recommendation an appropriate motion would be:
“I move to adopt Resolution No. R-24-09, a Resolution of the San Marino City Council delegating authority for Industrial Disability Retirement determinations under Government Code Section 21173.”

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.

FUTURE AGENDA ITEMS

ADJOURNMENT
Posted: 4/19/2024 ALISON WALKER

CITY CLERK
TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Terry Shea, Interim Finance Director
Mark Siegfried, Accounting Manager/Controller
DATE: April 26, 2024
SUBJECT: PRESENTATION OF FY 2024-25 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 June 14, 2023, in advance of the beginning of the next fiscal year on July 1. • At the January 26, 2024, City Council meeting, staff presented the Fiscal Year 2024-25 budget calendar, gave a FY 2024-25 budget overview, and presented proposed priority initiatives.
• At the February 23, 2024, City Council meeting, staff presented the FY 2023-24 mid-year review, five-year financial forecast, and long-term financial projection.
• Staff also hosted a budget focused Town Hall on February 15, 2024, and conducted a community engagement survey in order to receive feedback from the community on the proposed priority initiatives.

Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
PAGE 4 of 170
• At the March 13, 2024, City Council meeting, staff presented more detailed information (including costs) on the FY 2024-25 proposed priority initiatives and received feedback from Council on which items to include in the proposed operating budget.
• At the March 29, 2024, City Council meeting, staff presented the FY 2024-25 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. During today’s meeting, the City Council will review the expenditure side of the FY 2024-25 proposed operating budget and work plans. Staff will provide a highlevel 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 12 of this staff report. 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 will be consistent with those in the FY 2023-24 Budget as all Departments are remaining status quo in terms of Full Time Equivalent Employees (FTEs). The charts will be included in the FY 2024-25 Proposed Budget document.

FY 2024-25 Proposed Revenue Budget
The proposed revenue budget for FY 2024-25 is $38,781,122, which represents a $931k or 2.3% decrease from the current budget.

The decrease is due to the fact that revenue recognized from the American Rescue Plan is decreasing by $1.5M from FY 2023-24 as the City only has Revenues by F und
FY 2023-24
Am ended
FY 2024-25
P roposed
$
Change
%
Change
General Fund Group $ 36,198,362 $ 34,878,313 $ (1,320,049) -3.6% Restricted Funds 3,513,892 3,902,809 388,917 11.1%
Total $ 39,712,254 $ 38,781,122 $ (931,132) -2.3%
PAGE 5 of 170
$401k of funds left to use from the initial $3.1M that was received from the Federal Government.

The largest revenue change is reflected in the General Fund Group. The General Fund Group is proposed to be $34.9M, which is a $1.3M or 3.6% decrease from the current fiscal year. The table below provides the breakdown of the General Fund revenues in more detail:

As noted above, the primary driver for the decrease is the one-time revenues from the American Rescue Plan that are decreasing by $1.5M. This is part of the “All Other” line in the table above.

With Property Taxes representing such a significant portion of the City’s revenues, it is important to understand how staff made projections related to this revenue source. Property Tax revenue estimates for FY 2024-25 of $20,150,000 were based on two factors. First, property tax collections in the current FY 2023-24 have grown 2.9% year over year compared to FY 2022-

23. For reference, the FY 2023-24 budget used a 5.5% growth rate for property taxes which the City has not been realized to date. Second, the City’s property tax consultant (HdL) is estimating growth of 3.88% based on property re-valuations and sales noted in the past year based on County records. Due to this, staff has used a conservative estimate of 4.0% growth compared to estimated collections of $19,375,000 in FY 2023-24.

Franchise Taxes, Sales & Use Taxes, Real Property Tax Transfer Taxes, Building Permits, and Plan Check revenues are expected to grow modestly and 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 remain constant after hitting historic highs in FY 2023-24. Attachment 12 of the staff report provides information on the proposed revenues for next fiscal year.

General F und Group
Revenues
FY 2023-24
Am ended
FY 2024-25
P roposed
$
Change
%
Change
Ad Valorem Property Taxes $ 20,060,825 $ 20,150,000 $ 89,175 0.4% Property Tax In Lieu of VLF 2,016,000 2,100,456 84,456 4.2% Public Safety Parcel Tax 3,528,294 3,528,294 - 0.0%
Charges for Services 2,333,156 2,339,057 5,901 0.3%
Utility Users Tax 2,222,000 2,188,900 (33,100) -1.5%
All Other 6,038,087 4,571,606 (1,466,481) -24.3%
Total $ 36,198,362 $ 34,878,313 $ (1,320,049) -3.6%
PAGE 6 of 170
FY 2024-25 Proposed Expenditures Budget
The proposed operating expenditure budget for FY 2024-25 is $36,630,074, which represents a $2.2M or 6.4% increase from the current budget.

As the Council is aware, personnel and unfunded accrued pension costs make up approximately $25.4M or 69% of the operating budget. The proposed personnel budget of $24,605,603, represents a $938,055 or 4.0% increase from the current budget. The personnel budget includes non-discretionary items like CalPERS pension expenses and step increases. It also includes a proposed decrease in FTE positions of 0.55 due to the reduction of hours related to part-time employees. The number of full-time employees will remain at 112.

Due to the fact that the City’s share of unfunded pension liability related to past service of non-sworn employees is a cumulation of employees, staff has removed pension liability costs from individual department budgets and put the full $840k to the Non-Departmental Division. For reference, the FY 2023- 24 unfunded pension liability that was allocated to various departments was $703,011. All unfunded pension liability payments for sworn and non-sworn employees will be paid in July 2024 to ensure that the City receives a 3% discount as done in the previous four years.

The remaining 31% of the operating budget ($11.1M) is devoted to Services & Supplies. The Pension Obligation Bond Debt Service matured in fiscal year 2023-24, making the City debt-free and providing budgetary savings of approximately $575k.

Below is a table showing the net budget impact of $2.35 million compared to prior year due to one-time revenues that the City received as part of the American Rescue Plan Act and city-wide expenses that must be incurred due to insurance or pension liability for past service of City employees.

Operating Budget
FY 2023-24
Am ended
FY 2024-25
P roposed
$
Change
%
Change
Personnel $ 23,667,548 $ 24,605,603 $ 938,055 4.0%
Unfunded Accrued Liability $ - $ 839,865 $ 839,865 100.0% Services & Supplies 10,194,489 11,184,606 990,117 9.7%
Debt Service 574,888 - (574,888) -100.0%
Total $ 34,436,925 $ 36,630,074 $ 2,193,149 6.4%
PAGE 7 of 170
Of last year’s General Fund budgeted surplus of $1.8M, $1.6M was due to the American Rescue Plan Funds which will be exhausted in FY 2024-25.

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. 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.

Importantly, due to the exhausting of the one time funding from the American Rescue Plan that has been heavily relied upon the past several years, and the significant headwinds facing the City in the upcoming year as noted in the table above, an imbalance exists between General Fund Revenues versus General Fund Expenditures. Although this imbalance, for expenditures to exceed revenues, is something that has been a potential reality for several years, without outside funding such as the American Rescue Plan, this year the City will need to utilize other cash balances to cure the issue.

Given the City’s strong reserves, utilization of cash balances to cure this imbalance will not present a hardship in the upcoming Fiscal Year. However, doing so on a continuous basis will present longer term, structural issues.

Following the conclusion of City Council’s review and based on the input therein, staff will continue to review Departmental operating budgets to determine if any one-time expenses can be removed before the adoption of the budget on May 31, 2024.

Based on current estimated General Fund Revenues of $35.0 million and General Fund expenditures appropriations of $36.3 million, it is estimated that cash balance reserves of $1.3 million would be needed. Possible funding sources to utilize to balance the operational needs of the City are listed below:

Description
FY 2024-25
Budgeted
Amount
FY 2023-24
Budgeted
Amount Change Budget Impact
American Rescue Plan Funds $ 401,406 $ 1,937,747 $ (1,536,341) Revenue Decrease Workers Compensation Expense 721,135 664,300 56,835 Expense Increase General Liability Expense 976,323 766,174 210,149 Expense Increase Unfunded Pension Liability-Misc. Employees 839,865 703,011 136,854 Expense Increase Unfunded Pension Liability-Police 1,284,908 1,070,561 214,347 Expense Increase Unfunded Pension Liability-Fire 1,325,002 1,127,771 197,231 Expense Increase $ (2,351,757) Net Budget Impact
PAGE 8 of 170
Beyond the potential for these one-time reductions, staff will work to identify a longer term roadmap to cure the City’s revenue and expenditure issues. This roadmap will include a variety of strategies that will be presented to the City Council for consideration and will include reviews of services delivered, charges for services, potential new revenue sources, and other areas for operational efficiency.

The table below provides the FY 2024-25 Proposed Operating Budget by Department:

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

FISCAL IMPACT & PROCUREMENT REVIEW
Total operating budget expenses are proposed to be $36,630,074 for the FY 2024-25.

Funding Source Amount
Prop A Transit Fund $ 825,000
COPS Grant Fund 500,000
$ 1,325,000
Operating Budget
FY 2023-24
Am ended
FY 2024-25
P roposed
$
Change
%
Change
City Council $ 31,025 $ 33,175 $ 2,150 6.9%
City Attorney 430,000 430,000 - 0.0%
City Manager's Office 1,003,817 984,541 (19,276) -1.9%
El Molino Viejo 60,000 60,000 - 0.0%
Finance 938,891 992,857 53,966 5.7%
Non-Departmental 2,232,429 3,544,085 1,311,656 58.8%
Human Resources 1,817,274 1,080,525 (736,749) -40.5%
Community Development 3,115,797 3,184,634 68,837 2.2%
Police 9,451,347 10,086,326 634,979 6.7%
Fire & Emergency Management 7,091,703 7,653,238 561,535 7.9% Parks & Public Works 4,081,621 4,407,923 326,302 8.0%
Community Services 4,183,021 4,172,770 (10,251) -0.2%
Total $ 34,436,925 $ 36,630,074 $ 2,193,149 6.4%
PAGE 9 of 170
Procurement review is not applicable.

LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.

RECOMMENDATION
Staff recommends the Council provide direction to the City Manager on the proposed FY 2024-25 operating budget

ATTACHMENTS

1. City Council

2. City Attorney

3. City Manager’s Office

4. El Molino Viejo (The Old Mill)

5. Finance & Non-Departmental

6. Human Resources

7. Community Development

8. Police

9. Fire & Emergency Management

10. Parks & Public Works

11. Community Services

12. Revenue Schedule (Summary & Detail)
PAGE 10 of 170
1 TO: Philippe Eskandar, City Manager
FROM: Nicole Tibbet, Community Engagement Manager
DATE: April 26, 2024
SUBJECT: BUDGET SUBMISSION FOR FY 2024-25

CITY COUNCIL
YEAR-END SUMMARY (FY 2023-24 BUDGET VS ESTIMATED)
City Council is anticipated to end the fiscal year with a savings of $4,232 or -13.6% below the current budget. The primary reasons are listed below:
• An estimated $3,100 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 $875 in savings to cost center #101-01-4376-000 (Materials & Supplies) because Council had less needs for plaques and name plates this year.

FY 2023-24 FY 2023-24
Bud. Vs
Est.

Bud. Vs
Est.

Budget Estimated Diff $$ Diff %%
Personnel - - - 0.0%
Services & Supplies 31,025 26,793 (4,232) -13.6%
Total by Type $ 31,025 $ 26,793 $ (4,232) -13.6%
PAGE 11 of 170
2 FY 2024-25 PROPOSED BUDGET
Personnel
City Council has no Personnel costs.

Services & Supplies
Services & Supplies proposed budget is $33,175 which represents a $2,150 or 6.9% increase from current budget. The increases below are not proposing the addition of new spending, but rather, reflecting the true cost increases (due to outside pressures i.e. inflation, etc.) to maintain current operations.
• $1,200 increase to cost center # 101-01-4480-0000 (Travel & Meetings) for anticipated newly elected Council Member participation in academies and training. • $450 increase to cost center # 101-01-4396-0000 (Memberships and Dues) for anticipated rate increases to overall City memberships.
• $500 increase to cost center #101-01-4480-2872 (Hospitality) for continued refreshments at public meetings and community engagement forums.

ATTACHMENTS
A. Department Narrative (Purpose and Description)
B. Department Tie-Out Sheets
FY 2023-24 FY 2024-25
YOY
Budget
YOY
Budget
Budget Proposed Diff $$ Diff %%
Personnel - - - 0.0%
Services & Supplies 31,025 33,175 2,150 6.9%
Total by Type $ 31,025 $ 33,175 $ 2,150 6.9%
PAGE 12 of 170

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 65% 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.

CITY COUNCIL
PAGE 13 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel - - - - -
Services & Supplies 24,252 28,030 31,025 26,793 33,175
Total by Type $ 24,252 $ 28,030 $ 31,025 $ 26,793 $ 33,175 Expenditures by Fund:
101 General Fund 24,252 28,030 31,025 26,793 33,175
Total by Fund $ 24,252 $ 28,030 $ 31,025 $ 26,793 $ 33,175 GL # Services & Supplies
101-01-4376-0000 Materials & Supplies 3,725 3,570 3,975 3,100 3,975 101-01-4396-0000 Memberships & Dues 18,234 20,277 20,450 20,613 20,900 101-01-4420-0000 Printing 294 261 400 280 400
101-01-4480-0000 Travel & Meetings - 1,270 3,700 600 4,900 101-01-4480-2872 Hospitality 1,999 2,652 2,500 2,200 3,000 Total Services & Supplies $ 24,252 $ 28,030 $ 31,025 $ 26,793 $ 33,175 Total Operating Expenditures $ 24,252 $ 28,030 $ 31,025 $ 26,793 $ 33,175 FY 2023-24
Operating Budget Summary
Operating Budget Detail

CITY COUNCIL
PAGE 14 of 170

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.

CITY ATTORNEY
PAGE 15 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel - - - - -
Services & Supplies 432,690 455,095 430,000 483,418 430,000 Total by Type $ 432,690 $ 455,095 $ 430,000 $ 483,418 $ 430,000 Expenditures by Fund:
101 General Fund 432,690 455,095 430,000 483,418 430,000 Total by Fund $ 432,690 $ 455,095 $ 430,000 $ 483,418 $ 430,000 GL # Services & Supplies
101-06-4106-2755 Contract Legal Services-General 181,372 206,336 250,000 200,000 275,000 101-06-4106-2756 Contract Legal Services-Litigation 64,655 147,004 100,000 275,000 100,000 101-06-4106-2757 Contract Legal Services-COVID-19 186,663 67,003 30,000 1,418 5,000 101-06-4106-2758 Contract Legal Services-Code Enforcement - 34,752 50,000 7,000 50,000 Total Services & Supplies $ 432,690 $ 455,095 $ 430,000 $ 483,418 $ 430,000 Total Operating Expenditures $ 432,690 $ 455,095 $ 430,000 $ 483,418 $ 430,000 FY 2023-24
Operating Budget Summary
Operating Budget Detail

CITY ATTORNEY
PAGE 16 of 170
TO: Philippe Eskandar, City Manager
FROM: Nicole Tibbet, Community Engagement Manager
DATE: April 26, 2024
SUBJECT: BUDGET SUBMISSION FOR FY 2024-25
CITY MANAGER’S OFFICE
YEAR-END SUMMARY (FY 2023-24 BUDGET VS ESTIMATED)
The Department is anticipated to end the fiscal year with a savings of $151,397 or 15% below the current budget. The primary reasons are listed below:
• Personnel budget is anticipated to have savings due to a vacancy in the City Clerk position during the year.
• An estimated $61,000 in savings to cost center #101-09-4150-0000 (Contract Services).

The original plan to spend $25,000 of this money on strategic planning is anticipated to be moved to next year, due to the re-prioritization of time sensitive initiatives that arose during the fiscal year. Additionally, there is an expected $30,000 left in the Chinese Translation Budget. It took staff several months to quality check and select an on-call interpretation vendor but those services are anticipated to exhaust the budget fully next year. There were also fewer engagement meetings held this year, which used less of the interpretation budget than anticipated.

FY 2023-24 FY 2023-24
Bud. Vs
Est.

Bud. Vs
Est.

Description Budget Estimated Diff $$ Diff %%
Personnel $ 715,405 $ 641,925 $ (73,480) -10.3%
Services & Supplies 288,412 210,495 (77,917) -27.0%
Total: $ 1,003,817 $ 852,420 $(151,397) -15.1%
PAGE 17 of 170
• An estimated $10,000 remaining in cost center #101-09-4202-0000 (Legal Noticing) for unused legal notices this fiscal year.

FY 2024-25 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 FY2024-25 is $664,401 which represents a $51,004 or 7.1% decrease from current budget.
• Employees’ salaries are increasing by 4.0% per the Memorandum of Understandings (MOU).
• This is offset by a decrease in the Department’s share of the Unfunded Accrued Liability by $52,069 which is being allocated to the Non-Departmental budget this year.

Services & Supplies
Services & Supplies proposed budget is $320,140 which represents a $31,728 or 11% increase from the current budget. If you remove the added budget of $50,150 for the 2024 Election costs, the Services & Supplies Budget shows a $18,422 or a 6% decrease from the current budget. The increases to specific budget areas below are generally not proposing the addition of new spending, but rather, reflecting the true cost increases (due to outside pressures i.e. inflation, etc.) to maintain current operations. The primary reasons for the changes are due to the following:
• An increase of $50,150 to cost center #101-09-4290-0000 (Election) to run the 2024 Election. The election budget is estimated by the County and is San Marino’s portion of the consolidated election cost to elect new Council Members and have the San Marino Public Safety Parcel Tax on the ballot.
• A decrease of $32,357 to cost center # 101-09-4150-0500 (Other Contract Services – IT) with the moving of the City’s OpenGov bidding software to the Finance Department.

FY 2023-24 FY 2024-25
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 715,405 $ 664,401 $ (51,004) -7.1%
Services & Supplie 288,412 320,140 31,728 11.0%
Total: $ 1,003,817 $ 984,541 $ (19,276) -1.9%
PAGE 18 of 170
• An increase of $9,280 to cost center #101-09-4480-0000 (Travel & Meetings) for the following adjustments:
o The City Clerk’s training opportunities have not been adjusted for true cost in several years. Two major City Clerk trainings have been adjusted to reflect the true cost of attendance and an additional training for “New Laws” has been added so that we can stay up to date on Clerk functions.
o The City Manager’s Office has taken over the oversight of IT Contract Services for the city, as such, staff is requesting the addition of one training conference related to Municipal Cybersecurity and IT Practices.
o There are several City Management meetings throughout the year available through the City’s partners League of California Cities and SCAG. The addition of these to the budget would allow the City Manager to represent the City’s interests alongside of Council and bring back critical state and local legislative information and updates to the City.
• An increase of $3,000 to cost center #101-09-4420-0000 (Printing) for the true cost of 2 Resident Information & Guides to be mailed to all residents. The original budgeted amount this past year did not account for unanticipated postage increases. • An increase of $500 to cost center #101-09-4150-0000 (Other Contract Services) for the true cost to support the Chinese Club’s Mid-Autumn Festival attendance of the Executive Team.

ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2023-24 Accomplishments, FY 2024-25 Objectives, Operational Dashboard)
B. Department Tie-Out Sheets
PAGE 19 of 170

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.

CITY MANAGER’S OFFICE
PAGE 20 of 170
FISCAL YEAR 2023-24 ACCOMPLISHMENTS
• Published two editions of the Resident Information and Guide, this was mailed to all 4,512 households in San Marino and was translated into Chinese. • Enhanced IT security through the migration to Office 365 and transition to the www.SanMarinoCA.gov domain for email and website.
• Continued to improve communication efforts by expanding the City’s social media presence by publishing job openings to LinkedIn. This resulted in 9,265 views of the City of San Marino profile since January 2024.
• Broadened the Chinese engagement program by providing on-call telephone interpreting services for employees to use for residents requiring language interpretation. • Implemented meeting management software, which provides a more user-friendly way for residents to access meeting recordings.
• Strengthened direct communication with community organizations and communication outlets.
• Successfully filled the position of City Clerk.
• Completed a round of identifying records eligible for destruction per the records retention policy and conducted the proper procedure for destroying those identified records to create more space for physical records.

FISCAL YEAR 2024-25 OBJECTIVES
• Begin the process of updating the strategic plan for the City.

OPERATIONAL DASHBOARD
Description
FY 2022-23
Year to Date
(July - March)
FY 2023-24
Year to Date
(July - March)
Weekly Briefing Audience - 1,573
Average Monthly Social Media
Reach - 7,750
Average Time to Respond to
Public Records Requests 8 Days 7 Days
Proclamations and Certificates
Prepared 61 76
PAGE 21 of 170
22 21
26 23
16 16
35 30
35 3
7 8 7 5
2 6 4
8 3 1 2 0 1 2
Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24

PERMITS AND REQUESTS RECEIVED
Public Record Requests Film Permits Special Event Permits Claims PAGE 22 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Adopted
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 584,559 639,137 715,405 641,925 664,401
Services & Supplies 146,370 161,928 288,412 210,495 320,140 Total by Type $ 730,929 $ 801,065 $ 1,003,817 $ 852,420 $ 984,541 Expenditures by Fund:
101 General Fund 730,929 801,065 1,003,817 852,420 984,541 Total by Fund $ 730,929 $ 801,065 $ 1,003,817 $ 852,420 $ 984,541 GL # Personnel
101-09-4001-0000 Full Time Salaries 422,830 482,215 492,363 439,581 505,336 101-09-4002-0000 Part Time Wages 21,227 20,553 25,353 20,008 26,369 101-09-4004-0000 Overtime - - - -
101-09-4006-0000 Medicare 6,221 7,226 7,507 6,503 7,710 101-09-4008-3080 Retirement-City Manager 10,703 4,568 14,200 14,200 16,900 101-09-4008-6050 Retirement-PARS 606 770 951 750 989
101-09-4008-6160 Retirement-PERS 80,985 78,227 104,344 98,935 47,771 101-09-4010-0000 Cafeteria Benefit 31,077 33,521 58,687 53,548 48,526 101-09-4011-0000 Technology Allowance 2,485 2,821 3,600 - - 101-09-4012-0000 Auto Allowance 8,425 7,050 8,400 8,400 10,800 101-09-4014-0001 Unemployment Payments - 2,186 - - -
Total Personnel $ 584,559 $ 639,137 $ 715,405 $ 641,925 $ 664,401 GL # Services & Supplies
101-09-4150-0000 Other Contract Services 66,154 45,293 119,600 58,650 120,100 101-09-4150-0500 Other Contract Services-IT 24,706 43,618 72,562 84,342 40,205 101-09-4202-0000 Legal Notices 29,986 17,363 30,000 20,000 30,000 101-09-4204-0000 Books & Periodicals 84 20 100 180 335
101-09-4220-0000 City Manager's Contingency 3,741 7,872 20,000 - 20,000

CITY MANAGER'S OFFICE
FY 2023-24
Operating Budget Summary
Operating Budget Detail
Authorized Positions (Full-Time Equivalents)
PAGE 23 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Adopted

CITY MANAGER'S OFFICE
FY 2023-24
101-09-4290-0000 Election 466 30,057 - - 50,150
101-09-4376-0000 Materials & Supplies 4,583 5,267 4,700 4,700 5,000 101-09-4396-0000 Memberships & Dues 4,447 2,015 4,745 4,604 5,465 101-09-4398-0000 Mileage 5 - 100 - -
101-09-4420-0000 Printing - 2,528 15,000 17,000 18,000
101-09-4468-0000 Staff Development 565 2,176 10,000 10,000 10,000 101-09-4480-0000 Travel & Meetings 11,633 5,719 11,605 11,019 20,885 Total Services & Supplies $ 146,370 $ 161,928 $ 288,412 $ 210,495 $ 320,140 Total Operating Expenditures $ 730,929 $ 801,065 $ 1,003,817 $ 852,420 $ 984,541 PAGE 24 of 170

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.

EL MOLINO VIEJO
PAGE 25 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Adopted
Expenditures by Type:

Services & Supplies 56,000 60,000 60,000 60,000 60,000
Total by Type $ 55,000 $ 60,000 $ 60,000 $ 60,000 $ 60,000 Expenditures by Fund:
101 General Fund 56,000 60,000 60,000 60,000 60,000
Total by Fund $ 55,000 $ 60,000 $ 60,000 $ 60,000 $ 60,000 GL # Services & Supplies
101-95-4150-0000 Other Contract Services 56,000 60,000 60,000 60,000 60,000 Total Services & Supplies $ 56,000 $ 60,000 $ 60,000 $ 60,000 $ 60,000 Total Operating Expenditures $ 56,000 $ 60,000 $ 60,000 $ 60,000 $ 60,000 FY 2023-24
Operating Budget Summary
Operating Budget Detail

EL MOLINO VIEJO
PAGE 26 of 170
TO: Philippe Eskandar, City Manager
FROM: Terry Shea, Interim Finance Director
Mark Siegfried, Accounting Manager / Controller
DATE: April 26, 2024
SUBJECT: BUDGET SUBMISSION FOR FY 2024-25

FINANCE DEPARTMENT & NON-DEPARTMENTAL

FINANCE DEPARTMENT
YEAR-END SUMMARY (FY 2023-24 BUDGET VS ESTIMATED)
The Department is anticipated to end the fiscal year with a savings of $43,915 or -4.7% below the current budget. The primary reasons are listed below:
• Personnel budget savings due to the Finance Director leaving the City in January 2024 and the related cost savings related to salaries and benefits. There is also personnel savings due to the former account clerk being promoted to a management analyst in the Human Resources Department in February 2024.
• Services and supplies are estimated to be $65k higher than budgeted as the City hired an outside consultant to act as Interim Finance Director when the former Finance Director left. This was a $77k unbudgeted cost but salary savings noted above overshadow the cost.
• Other services and supplies are expected to be $12k below budget.

FY 2023-24 FY 2023-24 Bud. Vs Est.

Bud. Vs
Est.

Description Budget Estimated Diff $$ Diff %%
Personnel $ 641,858 $ 532,756 $ (109,102) -17.0%
Services & Supplies 297,033 362,220 65,187 21.9%
Total: $ 938,891 $ 894,976 $ (43,915) -4.7%
PAGE 27 of 170
FY 2024-25 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 $631,387 which represents a $10,471 or 1.6% decrease from current budget.
• Employees’ salaries are increasing by 4.0% per the Memorandum of Understandings (MOU). This will also increase payroll related pension and Medicare Tax owed by the City.

Salary related expenses will increase by $35,297.
• This is offset by the Finance Department’s share of the Unfunded Accrued Liability decreasing by $52,068 which has been moved to Non-Departmental in the current year.

Services & Supplies
Services & Supplies proposed budget is $361,470 which represents an increase of $64,437 or

21.7% from current budget. The primary reasons for the increase are due to the following:
• There was an increase in Other Contract Services by $41,810 compared to FY2023-24. This is due to the City needing a Fee Study to be completed in FY2024-25 to update fees charged by the City. This is expected to cost $35k. The City will also need to perform a full actuarial study in FY2024-25 to be in compliance with GASB 75. This is expected to be $7k. In the prior year, only a roll forward actuarial study was needed and cost $2k causing a $5k increase year over year. The remaining $2k is due to CPI increases noted in the contracts.
• $19k of Other Contract Services-IT was transferred over from the City Manager’s Office Budget to account for the City’s annual software costs for the vendor and bid management system with OpenGov.

NON-DEPARTMENTAL
YEAR-END SUMMARY (FY 2023-24 BUDGET VS ESTIMATED)
FY 2023-24 FY 2024-25 YOY Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 641,858 $ 631,387 $ (10,471) -1.6%
Services & Supplies 297,033 361,470 64,437 21.7%
Total: $ 938,891 $ 992,857 $ 53,966 5.7%
PAGE 28 of 170
The Department is anticipated to end the fiscal year with a savings of $44,664 or 2.0% 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 Material & Supplies that are COVID-19 related such as PPE as the City pulls out of the pandemic.
• Savings of $10k related to various utilities especially telecommunications costs.

FY 2024-25 PROPOSED BUDGET
Personnel
The City has continued to budget $300,000 to pay for the Other Post Employment Benefits (OPEB) annual contributions.

Unfunded Accrued Liability
Non-Departmental proposed budget is $839,865, which is an increase of $839,865 from FY2023-

24. This increase of $839,865 is due to transferring the City’s Unfunded Accrued Liability out of FY 2023-24 FY 2023-24
Bud. Vs
Est.

Bud. Vs
Est.

Description Budget Estimated Diff $$ Diff %%
Personnel $ 300,000 $ 272,764 $ (27,236) -9.1%
Unfunded Accrued Liability - - - 0.0%
Services & Supplies 1,357,541 1,340,113 (17,428) -1.3%
Debt Service 574,888 574,888 - 0.0%
Total: $ 2,232,429 $ 2,187,765 $ (44,664) -2.0%
FY 2023-24 FY 2024-25 YOY Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 300,000 $ 300,000 $ - 0.0%
Unfunded Accrued Liability - 839,865 839,865 100.0%
Services & Supplies 1,357,541 2,404,220 1,046,679 77.1% Debt Service 574,888 - (574,888) -100.0%
Total: $ 2,232,429 $ 3,544,085 $ 1,311,656 58.8%
PAGE 29 of 170
the various non-sworn departments like in prior years. This will result in corresponding budgeted PERS costs decreasing in the various non-Public Safety Departments in FY2024-25.

Supplies & Supplies
Services & Supplies proposed budget is $2,404,220, which represents a $1,046,679 or 77.1% increase from current budget. Additional detail are provided below:
• An increase of $30,638 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 and cover a full year of licenses related to Microsoft Office 365.
• An increase of $1,690 to cost center #101-08-4150-0750 (Cell Phone Contract Services) is due to annual service charges increasing related to CPI increases for new taxes and surcharges.
• An increase of $15,613 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.
• An increase of $976,323 as the CJPIA Insurance Premiums which were previously in the Human Resources Department budget have been moved over to Non-Departmental as these policies encompass the whole City and not just one department.

Debt Service
A decrease of $574,888 or 100.0% decrease as the City’s Pension Obligation Bond matured in FY 2023-24.

ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2023-24 Accomplishments, FY 2024-25 Objectives, & Operational Dashboard)
B. Department Tie-Out Sheets
PAGE 30 of 170

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 and manages any grants that the City receives.

FISCAL YEAR 2023-24 ACCOMPLISHMENTS
• Finalized the City’s Fiscal Year 2022-23 Audited Annual Comprehensive Financial Report (ACFR) with no material weaknesses or significant deficiencies • Received the Operating Excellence Award for the Fiscal Year 2023-24 Operating Budget from the California Society of Municipal Finance Officers • Received the Distinguished Budget Presentation Award for the Fiscal Year 2023-24 Operating Budget from the Government Finance Officers Association • Cross-trained Finance staff to prevent operational impact during staffing absences • Submitted the City’s Fiscal Year 2022-23 ACFR to the Government Finance Officers Association for a Certificate of Achievement for Excellence in Financial Reporting Award • Conducted a Request For Proposals for City IT services • Centralized all merchant services accounts to one vendor in order to achieve cost savings • Assisted the Public Works Department implement a new procurement and contract management software
FISCAL YEAR 2024-25 OBJECTIVES
• Conduct a Request For Proposals for a Citywide Fee Study Update • Assist the Police Department in implementing a new scheduling and timecard software to add efficiencies to the payroll process
• Obtain a “clean audit” for the sixth year
• Submit Fiscal Year 2024-25 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 Operating Excellence Award • Submit Fiscal Year 2023-24 ACFR to the Government Finance Officers Association for the Certificate of Achievement for Excellence in Financial Reporting Award

FINANCE DEPARTMENT
PAGE 31 of 170

OPERATIONAL DASHBOARD
Description FY 2022-23
Total
FY 2022-23
Year to Date
(July – March)
FY 2023-24
Year to Date
(July – March)
Revenues $35,311,777 $22,278,122 $21,120,553
Expenses $38,790,100 $26,618,785 $27,118,315
COVID expenses $100,973 $79,207 $2,283
Overtime expenses $1,466,556 $1,107,434 $1,420,535
General Fund Balance* $19,872,644 $14,525,999 $13,890,418 Overall Cash Balance*
(in bank) $43,168,909 $41,412,240 $38,348,721
*Balance numbers are reported as the last balance recorded for the year or time period, not totals.

PAGE 32 of 170
$107,342
$1,753,659
$245,823
$1,063,216 $1,413,020
$9,713,652
$4,448,189
$2,221,326
$154,327
$5,024,667
$2,818,718
$4,167,689
$2,218,894 $2,574,296 $2,773,144 $2,547,812
$2,016,976
$2,976,117
Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 FY 2023-24 REVENUES AND EXPENSES
Revenues Expenses
$83,280
$129,118
$172,397
$140,343 $153,925 $167,547 $180,162 $153,563
$240,201
$0
$50,000
$100,000
$150,000
$200,000
$250,000
$300,000
Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 FY 2023-24 OVERTIME EXPENSES
Overtime Expenses
PAGE 33 of 170
$15,392,335 $13,890,418
$37,767,669 $38,348,721
Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 FY 2023-24 GENERAL FUND AND CASH BALANCE
General Fund Balance Overall Cash Balance (In Bank)
PAGE 34 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Full-Time
Finance Director 1.00 1.00 1.00 1.00 1.00
Accounting Manager/Controller 1.00 1.00 1.00 1.00 1.00
Account Clerk 2.00 2.00 2.00 2.00 2.00
Total Full-Time FTE 4.00 4.00 4.00 4.00 4.00
Total Part-Time FTE - - - - -
Department Total FTE 4.00 4.00 4.00 4.00 4.00
Expenditures by Type:

Personnel 560,774 624,558 641,858 532,756 631,387
Services & Supplies 308,143 336,487 297,033 362,220 361,470 Total by Type $ 868,917 $ 961,045 $ 938,891 $ 894,976 $ 992,857 Expenditures by Fund:
101 General Fund 752,980 840,666 778,591 734,676 832,357 207 Prop A Transit Funds 115,937 120,379 160,300 160,300 160,500 Total by Fund $ 868,917 $ 961,045 $ 938,891 $ 894,976 $ 992,857 GL # Personnel
101-11-4001-0000 Full Time Salaries 416,958 462,614 463,542 394,824 497,596 101-11-4002-0000 Part Time Wages - - - - -
101-11-4004-0000 Overtime - - - - -
101-11-4006-0000 Medicare 5,945 6,662 6,721 5,521 7,215 101-11-4008-3080 Retirement-457 Plan - 3,300 4,800 3,400 7,600 101-11-4008-6050 Retirement-PARS - - - - -
101-11-4008-6160 Retirement-PERS 80,526 91,090 94,858 82,633 46,501 101-11-4010-0000 Cafeteria Benefit 57,345 60,892 71,937 46,378 70,075 101-11-4013-0000 Auto Allowance - - - - 2,400
101-11-4016-0000 Retiree Medical Benefits (OPEB) - - - - - Total Personnel $ 560,774 $ 624,558 $ 641,858 $ 532,756 $ 631,387 GL # Services & Supplies
101-11-4150-0000 Other Contract Services 49,780 62,603 62,650 132,863 104,460 101-11-4150-0500 Other Contract Services-IT 30,773 36,171 38,005 38,029 58,839 101-11-4204-0000 Books & Periodicals 277 - 280 280 280
101-11-4316-0000 Equipment Repair & Maintenance 7,053 7,776 8,304 7,717 8,054 101-11-4332-0000 Fees to Outside Agencies 911 965 985 930 964 101-11-4376-0000 Materials & Supplies 1,901 4,166 4,195 3,739 4,102

FINANCE DEPARTMENT
FY 2023-24
Operating Budget Summary
Operating Budget Detail
Authorized Positions (Full-Time Equivalents)
PAGE 35 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed

FINANCE DEPARTMENT
FY 2023-24
101-11-4396-0000 Memberships & Dues 796 1,143 1,504 488 1,371 101-11-4398-0000 Mileage - 54 300 200 300
101-11-4412-0000 Postage 8,009 1,569 10,000 7,500 9,000 101-11-4420-0000 Printing 4,419 4,972 4,900 5,046 5,000 101-11-4468-0000 Staff Development 1,558 1,964 1,790 2,170 3,300 101-11-4480-0000 Travel & Meetings 2,057 904 3,820 2,958 5,300 101-11-4500-1980 Utilities-Electricity 59,466 68,536 - - - 101-11-4500-4950 Utilities-Natural Gas 3,348 4,349 - - - 101-11-4500-9025 Utilities-Telecommunications 20,079 18,968 - - - 101-11-4500-9460 Utilities-Water 1,779 1,968 - - -
101-11-4950-0001 Equipment Cost Allocation - - - - -
207-11-4208-0750 Bus Transportation-Chamber - - - - -
207-11-4208-1330 Bus Transportation-Dial a Ride 5,937 10,379 10,300 10,300 10,500 207-11-4208-8140 Bus Transportation-SMUSD Youth 110,000 110,000 150,000 150,000 150,000 Total Services & Supplies $ 308,143 $ 336,487 $ 297,033 $ 362,220 $ 361,470 Total Operating Expenditures $ 868,917 $ 961,045 $ 938,891 $ 894,976 $ 992,857 PAGE 36 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 181,540 394,827 300,000 272,764 300,000
Unfunded Accrued Liability - - - - 839,865
Services & Supplies 1,138,172 1,106,348 1,357,541 1,340,113 2,404,220 Debt Service 531,712 552,034 574,888 574,888 -
Total by Type $ 1,851,424 $ 2,053,209 $ 2,232,429 $ 2,187,765 $ 3,544,085 Expenditures by Fund:
101 General Fund 1,304,541 1,295,925 1,657,541 1,612,877 2,567,762 204 CDBG Fund 15,171 1,709 - - -
245 American Rescue Plan Fund - 203,541 - - -
401 Debt Service Fund 531,712 552,034 574,888 574,888 - 596 General Liability Fund - - - - 976,323
Total by Fund $ 1,851,424 $ 2,053,209 $ 2,232,429 $ 2,187,765 $ 3,544,085 GL # Personnel
101-08-4016-0000 Retiree Medical Benefits (OPEB) * 181,540 191,286 300,000 272,764 300,000 101-08-4008-6161 Retirement-PERS (UAL) - - - - 839,865
245-00-4006-0000 Medicare - 2,781 - - -
245-00-4001-0000 ARPA Bonus - 200,760 - - -
Total Personnel $ 181,540 $ 394,827 $ 300,000 $ 272,764 $ 1,139,865 GL # Services & Supplies
101-08-4150-0000 Other Contract Services - - 12,500 - 8,100 101-08-4150-0500 Citywide IT Contract Services 229,632 209,754 250,279 253,704 280,917 101-08-4150-0750 Cell Phone Contract Services 48,586 44,539 51,540 51,080 53,230 101-08-4150-0775 City Hall Credit Card Fees 19,902 27,779 25,000 26,801 27,600 101-08-4324-0000 Parking Lot Lease-SMUSD 34,044 34,685 35,339 35,339 36,006 596-08-4356-3412 Insurance Premiums JPIA - - - - 976,323 101-08-4376-0000 Materials & Supplies-COVID-19 80,353 14,631 2,500 1,320 1,500 101-08-4376-0500 IT Contract Services-COVID-19 227 157 - - - 101-08-4468-0000 Staff Development - - - - 20,000
101-08-4495-0000 Property Tax Admin Fee (SB2557) 224,284 225,334 237,000 237,850 246,818 101-08-4500-1980 Utilities-Electricity - - 85,300 84,763 87,859 101-08-4500-4950 Utilities-Natural Gas - - 3,700 3,545 3,811

NON-DEPARTMENTAL
FY 2023-24
Operating Budget Summary
Operating Budget Detail
PAGE 37 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed

NON-DEPARTMENTAL
FY 2023-24
101-08-4500-9025 Utilities-Telecommunications - - 21,600 12,988 13,596 101-08-4500-9460 Utilities-Water - - 2,140 2,080 2,204
101-08-4950-0001 Equipment Cost Allocation ** 485,973 547,760 630,643 630,643 646,256 204-08-4150-0000 Other Contract Services 5,845 1,054 - - - 204-08-4399-0000 Non-Capitalized Equipment 9,326 655 - - - Total Services & Supplies $ 1,138,172 $ 1,106,348 $ 1,357,541 $ 1,340,113 $ 2,404,220 401-00-4360-0000 Debt Service Interest Expense 81,712 57,034 29,888 29,888 - 401-00-4402-00000 Debt Service Principal Repayment 450,000 495,000 545,000 545,000 - Total Debt Service $ 531,712 $ 552,034 $ 574,888 $ 574,888 $ - Total Operating Expenditures $ 1,851,424 $ 2,053,209 $ 2,232,429 $ 2,187,765 $ 3,544,085 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 170
TO: Philippe Eskandar, City Manager
FROM: Lizette Guerrero, Human Resources Director
DATE: April 26, 2024
SUBJECT: SUBMISSION FOR FY 2024-25

HUMAN RESOURCES
YEAR-END SUMMARY (FY 2023-24 BUDGET VS ESTIMATED)
The Department is anticipated to end the fiscal year with a savings of $129,757 or -7.1% below the current budget. The primary reasons are listed below:
• Personnel budget is anticipated to have savings due salary savings due to vacancy. • Services & Supplies budget is anticipated to have savings of $45,757 or -3.1%. This is due to the following reasons. First, Workers’ Compensation Insurance Premiums were $24k lower than budgeted. Second, Recruitment & Retention expenses are expected to be $3k lower than budgeted. Due to a staff vacancy, staff development and meetings expenses are expected to be $6k lower than budgeted.

FY 2023-24 FY 2023-24 Bud. Vs Est.

Bud. Vs
Est.

Description Budget Estimated Diff $$ Diff %%
Personnel $ 364,530 $ 280,527 $ (84,003) -23.0%
Services & Supplie 1,452,744 1,406,990 (45,754) -3.1%
Total: $ 1,817,274 $ 1,687,517 $ (129,757) -7.1%
PAGE 39 of 170
FY 2024-25 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 $378,669 which represents a $14,139 or 3.9% increase from current budget.
• Employees’ salaries are increasing by 4.0% per the Memorandum of Understandings (MOU).

Services & Supplies
Service & Supplies proposed budget for FY 2024-25 is $701,856 which represents a $750,888 or -51.7% decrease from the current budget. The primary reasons for the decreases are due to the following:
• A decrease of $8,686 to cost center # 101-10-4150-0000 (Other Contract Services) is mainly attributed to the CalPERS Health Insurance Premium administrative fee being moved to the non-departmental budget.
• An increase of $10,680 to cost center # 101-10-4436-0000 (Recruitment & Retention) is mainly attributed to an increase in recruitments expenses. • A decrease of $766,174 to cost center # 596-10-4356-3412 (Insurance Premiums JPIA) is due this expense being moved to the non-departmental budget.

FY 2023-24 FY 2024-25 YOY Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 364,530 $ 378,669 $ 14,139 3.9%
Services & Supplie 1,452,744 701,856 (750,888) -51.7%
Total: $ 1,817,274 $ 1,080,525 $ (736,749) -40.5%
PAGE 40 of 170

ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2023-24 Accomplishments, FY 2024-25 Objectives, Operational Dashboard)
B. Department Tie-Out Sheets
PAGE 41 of 170

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; on-boarding 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 2023-24 ACCOMPLISHMENTS
• Increased Safety Trainings for Public Works staff
• Updated City Policies
• Completed LossCAP Audit thru CJPIA
• Increased Performance Appraisal Completion Rate
• Continued to develop new employee performance review process and forms for various City Departments
• Updated Job Classifications
• Created an Employee Resource Board
• Held 2nd Annual Health Fair for City Staff
• Held 1st Wellness Event for all employees
• Completed Union Negotiations
• Increased the number of training sessions through CJPIA • Expanded the Year-Round Employee Recognition Program
• Implemented a new Employee Assistance Program for all employees • Updated information on Employee Intranet
• Implemented regular meetings with City Departments
• Completed a comprehensive salary survey
• Successful recruitment of City Manager

HUMAN RESOURCES DEPARTMENT
PAGE 42 of 170
• Successful recruitment of Director of Finance
• Worked with various Departments to improved recruitments • Implemented a formal internal promotion process in various Departments FISCAL YEAR 2024-25 OBJECTIVES
• Implement Memorandums of Understanding (MOU)
• Increase recruitment efforts to attract the most qualified candidates • Address LossCAP Audit Findings
• Implement an Employee Safety Program
• Review City’s Volunteer Program
• Purge Human Resources Records per City policy in coordination with the City Clerk • Implement new Employee Performance Evaluations
• Continue to update Job Descriptions
• Continue to improve process and procedures
• Continue to update City Policies
• Improve the Workers Compensation Program
• Complete Request for Proposal for Employee Benefits Program • Complete Request for Proposal for Workers Compensation Excess Insurance Program • Complete Request for Proposal for HRIS System
• Develop a formal on-boarding and off-boarding process for all City employees • Implement Onboard thru NEOGOV
• Review the City’s 457 Program
PAGE 43 of 170

OPERATIONAL DASHBOARD
Description FY 2022-23
Total
FY 2022-23
Year to Date
(July – March)
FY 2023-24
Year to Date
(July – March)
Full-Time Employees
(out of 112 budgeted) 99 98 106
Part-Time Employees 46 43 50
Full-Time Position Vacancy
Rate 8.2% 9.2% 5.3%
Workers' Comp Claims
(average total open per
month)
59 58 65
Workers' Comp Claims (new) 45 39 33
Cumulative Workers' Comp
Days Off 492 270 766
Performance Appraisal
Completion Rate 74% 74% 67%
All numbers reported as averages for the reporting time period except for “Cumulative Worker’s Comp Days Off”
80%
71% 68% 67% 67% 60% 54% 54%
80%
0%
20%
40%
60%
80%
100%
Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 FY 2023-24 PERFORMANCE APPRAISAL COMPLETION
RATE
PAGE 44 of 170
109 108 109 108 107 106 104 101 103
112 Budgeted Positions
68 68
40 46 45 46 44 44 47
0 20
40 60
80 100
120
Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 FY 2023-24 EMPLOYEES AND BUDGETED POSITIONS
Full-Time Employees Budgeted Positions Part-Time Employees 56 60 66
65 63
70 71 66 68
1 7 3 2 2 5 8 2 3
72 123
72 50 51
59 154
83 102
0 20
40 60
80 100
120
140
160
Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 FY 2023-24 WORKERS' COMPENSATION
Workers' Comp Claims (Total Open) Workers' Comp Claims (New) Cumulative Workers' Comp Days Off
PAGE 45 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Full-Time
Human Resources Director - 1.00 1.00 1.00 1.00
Human Resources Manager 1.00 - - - -
Administrative Assistant 1.00 1.00 - - -
Human Resources Analyst - - 1.00 1.00 1.00
Total Full-Time FTE 2.00 2.00 2.00 2.00 2.00
Total Part-Time FTE - - - - -
Department Total FTE 2.00 2.00 2.00 2.00 2.00
Expenditures by Type:

Personnel 168,386 293,567 364,530 280,527 378,669
Services & Supplies 1,194,786 1,150,465 1,452,744 1,406,990 701,856 Total by Type $ 1,363,172 $ 1,444,032 $ 1,817,274 $ 1,687,517 $ 1,080,525 Expenditures by Fund:
101 General Fund 386,778 499,617 765,039 663,856 796,730 595 Workers' Compensation Fund 229,550 249,909 286,061 257,107 283,795 596 General Liability Fund 746,844 694,506 766,174 766,554 - Total by Fund $ 1,363,172 $ 1,444,032 $ 1,817,274 $ 1,687,517 $ 1,080,525 GL # Personnel
101-10-4001-0000 Full Time Salaries 105,263 204,204 253,824 198,364 289,171 101-10-4002-0000 Part Time Wages - - - - -
101-10-4004-0000 Overtime 41 49 - - -
101-10-4006-0000 Medicare 1,499 2,396 3,680 2,687 4,193 101-10-4008-3080 Retirement - 457 Plan - 1,400 2,400 1,200 3,800 101-10-4008-6160 Retirement-PERS 39,311 52,300 60,074 46,948 29,418 101-10-4010-0000 Cafeteria Benefit 22,272 33,218 38,792 30,926 43,027 101-10-4013-0000 Auto Allowance - 2,400
101-10-4016-0000 Retiree Medical Benefits (OPEB) - - - - - 595-10-4015-0001 Workers' Comp Current Employee - - 5,760 402 6,660 595-10-4015-0002 Workers' Comp Past Employee - - - - -
Total Personnel $ 168,386 $ 293,567 $ 364,530 $ 280,527 $ 378,669 GL # Services & Supplies
101-10-4106-3415 Contract Legal Services-Labor 82,368 76,226 239,689 235,276 250,000 101-10-4150-0000 Other Contract Services 29,042 30,608 52,050 50,267 43,364 101-10-4150-0500 Other Contract Services-IT 8,077 20,797 21,806 21,704 25,567 101-10-4376-0000 Materials & Supplies 14,783 12,413 9,500 2,545 9,850 101-10-4396-0000 Memberships & Dues 1,046 455 1,129 1,199 1,299 101-10-4398-0000 Mileage - 16 200 10 200
101-10-4436-0000 Recruitment & Retention 76,894 59,175 72,000 69,080 82,680

HUMAN RESOURCES
FY 2023-24
Operating Budget Summary
Operating Budget Detail
Authorized Positions (Full-Time Equivalents)
PAGE 46 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed

HUMAN RESOURCES
FY 2023-24
101-10-4468-0000 Staff Development 3,872 2,794 5,975 1,384 6,300 101-10-4480-0000 Travel & Meetings 2,310 3,566 3,920 2,266 5,462 595-10-4150-0000 Workers' Comp Contract Services 23,760 23,760 23,760 23,760 23,760 595-10-4356-0000 Workers' Comp Insurance Premiums 205,790 226,149 256,541 232,945 253,375 596-10-4356-3412 Insurance Premiums JPIA 746,844 694,506 766,174 766,554 - Total Services & Supplies $ 1,194,786 $ 1,150,465 $ 1,452,744 $ 1,406,990 $ 701,856 Total Operating Expenditures $ 1,363,172 $ 1,444,032 $ 1,817,274 $ 1,687,517 $ 1,080,525 PAGE 47 of 170
1 TO: Philippe Eskandar, City Manager
FROM: Isidro Figueroa, Community Development Department DATE: April 26, 2024
SUBJECT: BUDGET SUBMISSION FOR FY 2024-25

COMMUNITY DEVELOPMENT
YEAR-END SUMMARY (FY 2023-24 BUDGET VS ESTIMATED)
The Department is anticipated to end the fiscal year with a savings of $1,086,336 or -34.9% below the current budget. The primary reasons are listed below:
• Personnel budget anticipates a savings of $212,829 due to personnel vacancies. • Services and supplies anticipates a savings of $873,507, 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 $736,939 in savings to cost center #101-14-4150-0000 (Contract Services) due to the following:

FY 2023-24 FY 2023-24 Bud. Vs Est.

Bud. Vs
Est.

Description Budget Estimated Diff $$ Diff %%
Personnel $ 1,808,614 $ 1,595,785 $ (212,829) -11.8%
Services & Supplies 1,307,183 433,676 (873,507) -66.8%
Total: $ 3,115,797 $ 2,029,461 $ (1,086,336) -34.9%
PAGE 48 of 170
 $600,000 being unspent for General Plan Updates due to inactive general plan implementation, which is forecasted to start during the start of the FY 2024-25.
 $20,000 being unspent for Peafowl Program due to inactivity and the vendor retiring. A contract with a new vendor has been executed.  $50,000 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.
 $48,064 being unspent from Rincon Consultants (Planning Services) due to forecasted long range planning projects not moving forward as anticipated but are on track to be advanced in the upcoming fiscal year.  $20,000 being unspent from Capstone City Planning due to forecasted current and long range planning projects not moving forward as anticipated but are on track to be advanced in the upcoming fiscal year.  An increase of $29,000 spent on Mobius Planning (housing element firm) to advance the Housing Element for submittal to the State to receive certification.
o An estimated $117,375 in savings to cost center #101-14-4150-0001 (Other Contract Services – Economic Development) due to staff working with the community to advance previously stalled economic development projects forward.

FY 2024-25 PROPOSED BUDGET
Personnel
The Department’s Full Time Equivalent (FTE) is 13.55 FTE, 13 Full-time and 0.55 Part-time position.

This is an increase of 0.05 FTE related to a part-time Code Enforcement Officer to provide coverage between Friday-Sunday in the City.

Salaries & Wages are projected to be $1,818,592 or 0.6% increase from current budget. • Employees’ salaries are increasing by 4.0% per the Memorandum of Understandings (MOU).

FY 2023-24 FY 2024-25 YOY Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 1,808,614 $ 1,818,592 $ 9,978 0.6%
Services & Supplie 1,307,183 1,366,042 58,859 4.5%
Total: $ 3,115,797 $ 3,184,634 $ 68,837 2.2%
PAGE 49 of 170
• This is being offset by a budget savings of $156,762 related to the CalPERS UAL payment being transferred to Non-Departmental.

Services & Supplies
Services & Supplies proposed budget is $1,366,042 which represents a $58,859 or 4.5% increase from the current budget. The primary reasons for the changes are due to the following:
• An increase of $53,518 to cost center #101-14-4150-0000 (Other Contract Services) is due the following factors:
o Increase of $1,518 to existing software vendors due to an increase in annual service fees and additional users
o Increase of $52,000 to Mobius Planning (Housing Element firm) to complete the Housing Element and implementation phase. The amount might decrease up to $53,000 if a fourth draft of the Housing Element is not required by the State • An increase of $1,500 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 and shared costs of a printer at Stoneman
• An increase of $7,450 to cost center #101-14-4376-0000 (Materials & Supplies) is due to uniform costs for field employees which include the purchase of field jackets and maintenance costs per MOU

ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2023-24 Accomplishments, FY 2024-25 Objectives, Operational Dashboard)
B. Department Tie-Out Sheets
PAGE 50 of 170

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

DEPARTMENT DESCRIPTION
The Department consists of the Community Development Director, a Building Inspector, a Code Enforcement Manager, two (2) full-time Code Enforcement Officers, one (1) part-time Code Enforcement Officer, a Senior Planner, an 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 inspections, 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 2023-24 ACCOMPLISHMENTS
• Prepared Zoning Ordinance text amendment for adoption by City Council to update the City’s Accessory Dwelling Unit Ordinance to be consistent with State law • Retained a consultant to assist the City 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. Conducted community outreach to inform the public of the requirements and implications of the Housing Element and receive input from residents
• Based on the direction of the City Council, implemented one-year pilot property vacancy enforcement program that included the mailing of an education/outreach mailer, canvassing, and increasing enrollment into the City’s vacant property program

COMMUNITY

DEVELOPMENT DEPARTMENT
PAGE 51 of 170
• Undertake previously stalled economic development efforts such as the Mission District Improvement plan by holding a stakeholders meeting to inform residents and business owners of the project and receive input
• Update the pre-approved roof materials colors and application list • Prepared Zoning Ordinance text amendment for adoption by City Council to extend applicability of objective design standards to all multifamily residential projects in the Historical and Cultural Zone
• Undertake a code compliance campaign with the city’s business community to end the COVID-19 enforcement leniency. The campaign initiated after the holiday season in order to provide as much leeway as possible to the business community • Prepared an Ordinance for adoption by the City Council establishing a moratorium on the installation of artificial turf and synthetic grass in the City • Prepared Zoning Ordinance text amendments for adoption by City Council to ensure compliance with state housing laws regarding residential parking requirements within a half-mile of public transit and allowing ministerial approval when reconfiguring space within an existing single-family residence to create no more than two bedrooms • Conducted an audit of the current building permit fees and found these fees were outdated and coordinated the update of the fees avoiding further loss of revenue FISCAL YEAR 2024-25 OBJECTIVES
• Coordinate the development of the General Plan Update • Work with the City Urban Forester to update the Tree Preservation Ordinance • Update the pre-approved window replacement procedures and window material list • Research and prepare a Zoning Ordinance text amendment for adoption by the City Council regulating artificial turf and synthetic grass
PAGE 52 of 170

OPERATIONAL DASHBOARD
Description FY 2022-23
Total
FY 2022-23
Year to Date
(July – March)
FY 2023-24
Year to Date
(July – March)
Building permits issued 905 636 666
Tree removal permits
issued 87 70 51
ADU permits issued 41 30 23
ADU Applications
submitted 52 42 25
Open code enforcement
cases per month 69 63 85
New businesses 35 26 26
92 91
70 104
62 54
64 56
73 5 7 7 11 5 3 3 4 6
Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 FY 2023-24 PERMITS
Building Permits Issued Tree Removal Permits Issued
PAGE 53 of 170
3 5
2 4
3 0
3 2
1 1 1
0 6
4 4
2 6
1 Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 FY 2023-24 ACCESSORY DWELLING UNITS (ADUs)
ADU Permits Issued ADU Applications Submitted
82 105 105
87 65
83 81
97 63
Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 FY 2023-24 OPEN CODE ENFORCEMENT CASES
2 2 2
4 2
4 1
4 5
Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 FY 2023-24 NEW BUSINESSES
PAGE 54 of 170
FY 2021-22 FY 2022-23 FY 2024-25
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 1.00
Associate Planner 1.00 1.00 1.00 1.00 1.00
Assistant Planner 1.00 2.00 2.00 2.00 2.00
Permit Technician I 2.00 3.00 3.00 3.00 3.00
Management Analyst - 1.00 1.00 1.00 1.00
Code Enforcement Officer 1.00 2.00 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 - - - -
Management Analyst 0.50 - - - -
Code Enforcement Officer 0.50 0.50 0.50 0.50 0.55
Total Full-Time FTE 8.00 13.00 13.00 13.00 13.00
Total Part-Time FTE 1.50 0.50 0.50 0.50 0.55
Department Total FTE 9.50 13.50 13.50 13.50 13.55
Expenditures by Type:

Personnel 1,053,043 1,261,462 1,808,614 1,595,785 1,818,592 Services & Supplies 476,194 350,053 1,307,183 433,676 1,366,042 Total by Type $ 1,529,237 $ 1,611,515 $ 3,115,797 $ 2,029,461 $ 3,184,634 Expenditures by Fund:
101 General Fund 1,529,237 1,608,376 3,110,037 2,025,481 3,177,974 595 Workers Compensation Fund - 3,139 5,760 3,980 6,660 Total by Fund $ 1,529,237 $ 1,611,515 $ 3,115,797 $ 2,029,461 $ 3,184,634 GL # Personnel
101-14-4001-0000 Full Time Salaries 607,376 843,300 1,206,209 1,094,272 1,352,925 101-14-4002-0000 Part Time Wages 155,493 24,717 40,660 42,097 46,515 101-14-4004-0000 Overtime 7,840 12,729 8,000 6,753 8,000 101-14-4006-0000 Medicare 10,638 11,931 18,080 15,437 20,408 101-14-4008-3080 Retirement - 457 Plan - 5,690 15,600 10,800 18,400 101-14-4008-6050 Retirement-PARS 1,122 838 1,641 - 1,744 101-14-4008-6160 Retirement-PERS 165,869 201,221 232,711 205,115 120,526 101-14-4010-0000 Cafeteria Benefit 104,305 157,297 278,453 215,831 239,264 101-14-4012-0000 Auto Allowance - - - - 2,400
101-14-4013-0000 Uniform Allowance 400 600 1,500 1,500 1,750 595-14-4015-0001 Workers' Comp Current Employee - 3,139 5,760 3,980 6,660 Total Personnel $ 1,053,043 $ 1,261,462 $ 1,808,614 $ 1,595,785 $ 1,818,592 GL # Services & Supplies
101-14-4104-6270 Contract Building & Safety Svc 259,684 234,706 250,000 246,000 250,000

COMMUNITY DEVELOPMENT DEPARTMENT
FY 2023-24
Operating Budget Summary
Operating Budget Detail
Authorized Positions (Full-Time Equivalents)
PAGE 55 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed

COMMUNITY DEVELOPMENT DEPARTMENT
FY 2023-24
101-14-4106-0950 Contract Legal Svcs.-Code Enf. 38,957 2,088 - - - 101-14-4150-0000 Other Contract Services 87,645 59,543 875,420 138,481 928,938 101-14-4150-0001 Other Contract Services-Econ. Develop. 31,403 2,625 120,000 2,625 120,000 101-14-4150-0500 Other Contract Services-IT 18,657 16,236 13,550 14,814 15,246 101-14-4202-0000 Legal Noticing 6,318 1,151 5,500 - -
101-14-4204-0000 Reference Materials - 2,119 200 200 200 101-14-4309-0000 Admin- Cash Over/Short-Com Dev 156 249 101-14-4316-0000 Equipment Repair & Maintenance 4,319 5,023 5,500 6,800 7,000 101-14-4332-0000 LA County Publishing Fees 150 - - - -
101-14-4376-0000 Materials & Supplies 10,542 7,830 10,000 9,750 17,450 101-14-4396-0000 Memberships & Dues 2,454 1,049 3,348 2,315 3,348 101-14-4398-0000 Mileage 1,893 880 1,500 150 1,500
101-14-4412-0000 Postage 253 - 500 175 500
101-14-4420-0000 Printing 3,034 2,624 3,000 3,406 3,000 101-14-4468-0000 Staff Development 1,876 3,340 3,960 1,215 4,155 101-14-4480-0000 Travel & Meetings 662 - 5,305 - 5,305
101-14-4500-9025 Utilities-Telecommunications 3,503 3,727 3,500 3,500 3,500 101-14-4508-0000 Vehicle Repair & Maintenance 4,688 6,863 5,900 4,245 5,900 101-14-4950-0001 Equipment Cost Allocation - - - - -
Total Services & Supplies $ 476,194 $ 350,053 $ 1,307,183 $ 433,676 $ 1,366,042 Total Operating Expenditures $ 1,529,237 $ 1,611,515 $ 3,115,797 $ 2,029,461 $ 3,184,634 PAGE 56 of 170
TO: Philippe Eskandar, City Manager
FROM: John Incontro, Police Chief
Aaron Blonde’, Police Commander
Timothy Tebbetts, Police Commander
Angelica Gonzalez, Records Manager
Brittnie Camacho, Administrative Assistant

DATE: April 26, 2024
SUBJECT: BUDGET SUBMISSION FOR FY 2024-25

POLICE DEPARTMENT
YEAR-END SUMMARY (FY 2023-24 BUDGET VS ESTIMATED)
FY 2023-24 FY 2023-24
Bud. Vs
Est.

Bud. Vs
Est.

Description Budget Estimated Diff $$ Diff %%
Personnel $ 8,418,247 $ 8,003,139 $ (415,108) -4.9%
Services & Supplies 1,035,100 959,412 (75,688) -7.3%
Total: $ 9,453,347 $ 8,962,551 $ (490,796) -5.2%
The Department is anticipated to end the fiscal year with savings of $490,796 or 5.2% below the current budget. The primary reasons are listed below:
• Department is expected to have savings due to vacant positions. • Budget savings in Services and Supplies was primarily due to Contract Services ($46k), Staff Development ($26k) and POST training ($11k).

PAGE 57 of 170
FY 2024-25 PROPOSED BUDGET
FY 2023-24 FY 2024-25
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 8,418,247 $ 8,985,651 $ 567,404 6.7%
Services & Supplies 1,035,100 1,100,675 65,575 6.3%
Total: $ 9,453,347 $ 10,086,326 $ 632,979 6.7%
Personnel
Personnel proposed budget is $8,985,651 which represents a $567,404 or 6.7% increase from current budget.

Of the $567,404 increase, $214,347 is due to the City’s share of unfunded pension accrued liability owed to CalPERS for prior service by members of the Department. The remaining $350,057 increase is a 4% increase compared to the FY 2023-24 budgeted amount.

Services & Supplies
Services & Supplies proposed budget for FY 2024-25 is $1,1100,675, which represents a $65,575 or

6.3% increase from the current budget. While there is an overall increase in Services and Supplies, several items in this section were reduced or eliminated. Areas of the budget that had major changes are detailed below:
• An increase of $5,863 to account #103-30-4150-0500 (Other Contract Services - IT) is primarily due to WatchGuard’s reoccurring fees that were not captured during the initial agreement.
• An increase of $9,238 to account #103-30-4316-0000 (Equipment Repair and Maintenance) is due to all existing radios needing upgraded encryption, and to be operable with other public safety agencies. Copy Free overages are estimated to rise based on criminal filings, etc. Also, City of Glendale roaming fees fluctuate causing an increase in this account. • An increase of $2,000 to account #103-30-4376-0200 (Community Relations-M&S) is to increase costs for National Night Out and our new Donuts with Dispatch event. • An increase of $2,500 to account #103-30-4399-0000 (Non-capitalized Equipment) is due to a one-time purchase for locker storage systems.
• An increase of $11,750 to account #103-30-4436-0000 (Recruitment) is due to seven vacant positions. The department is currently recruiting two police officers, two dispatchers, two cadets, and one part-time records position. The department is projecting multiple retirements this fiscal year in addition to personnel turnover. Another increase in this account is due to mandatory lead testing for the department’s Rangemasters.

PAGE 58 of 170
• A decrease of $7,100 to account #103-30-4468-0000 (Staff Development) is due to the utilization of grant funds for Officer Wellness and Mental Health that were used during the 2023-24 fiscal year. Any remaining grant funds will be used during fiscal year 2024-25. • An increase of $2,575 to account #103-30-4480-0000 (Travel and Meetings) is to increase airline and hotel costs.
• An increase of $3,960 to account #103-30-4500-9025 (Utilities - Telecommunications) is due to AT&T phone rates fluctuating depending on usage.
• An increase of $5,000 to account #103-30-4508-0000 (Vehicle Repair and Maintenance) is due to an increase in fuel and vehicle maintenance.
• A decrease of $7,811 to account #223-30-4376-0000 (Materials and Supplies) is due to OTS grant funds that are non-recurring as the grant is ending. • A decrease of $4,001 to account #223-30-4468-0000 (Staff Development) is due to OTS grant funds that are non-recurring as the grant is ending.
• An increase of $29,168 to account #233-30-4150-9470 (Other Contract Services – CAD RMS) is due to a contract increase with our CAD/RMS system.
• An increase of $10,500 to account #281-30-4399-0000 (Donation Fund – Non-Cap Equipment) is for an autism certification training program. Another increase to this account is for selfdefense training mats and striking pads.

ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2023-24 Accomplishments, FY 2024-25 Objectives, Operational Dashboard)
B. Department Tie-Out Sheets
PAGE 59 of 170

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

DEPARTMENT DESCRIPTION
The Department is comprised of 43.5 full and part-time personnel. Of the 43.5 personnel, the Department has 32 sworn officers and 11.5 civilian staff. The San Marino Police Department is led by a Chief of Police, two Bureau Commanders, and a civilian Administrative Manager. The officers are assigned to patrol or detective functions along with collateral administrative duties.

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

FISCAL YEAR 2023-24 ACCOMPLISHMENTS
• Increased community interactions through social media • Police Officers’ Association for Los Angeles County Centurian Award for Excellence in Community Policing for our “Donuts with Dispatch” event • Decreased commercial burglaries by 10% from January - December 2023 • Decreased attempted burglaries by 50% from January - December 2023 • Hired a Management Analyst
• Held 12 California Office of Traffic Safety (OTS) details • Held approximately 12 recruitment events for vacant Officer and Dispatcher positions • Conducted detective special assignment testing, and promotional testing for anticipated Commander, Sergeant, and Corporal vacancies

POLICE DEPARTMENT
PAGE 60 of 170
FISCAL YEAR 2024-25 OBJECTIVES
• Complete hiring for all vacant civilian and sworn positions • Decrease hit and run traffic collisions by 10%.
• Initiate the Body Worn Camera pilot (BWC) program
• Begin our Unmanned Aircraft System (UAS) for effective and efficient investigations and policing of various incidents

OPERATIONAL DASHBOARD
Description FY 2022-23
Total
FY 2022-23
Year to Date
(July – March)
FY 2023-24
Year to Date
(July – March)
Residential Burglaries 65 49 54
Larcenies 117 88 79
Traffic Citations 2061 1,291 2,039
Community
meetings* 22 17 43
PAGE 61 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Full-Time
Police Chief 1.00 1.00 1.00 1.00 1.00
Police Commander 2.00 2.00 2.00 2.00 2.00
Police Records Manager 1.00 1.00 1.00 1.00 1.00
Management Analyst - - 1.00 1.00 1.00
Administrative Assistant 1.00 1.00 1.00 1.00 1.00
Dispatcher/Clerk 5.00 5.00 5.00 5.00 5.00
Officer 17.00 17.00 19.00 19.00 19.00
Corporal 4.00 4.00 4.00 4.00 4.00
Sergeant 6.00 6.00 6.00 6.00 6.00
Records Clerk 1.00 1.00 1.00 1.00 1.00
Part-Time
Records Clerk - - 0.50 0.50 0.50
Cadet 1.00 2.00 2.00 2.00 2.00
Parking Enforcement Officers 1.00 - - - -
Total Full-Time FTE 38.00 38.00 41.00 41.00 41.00
Total Part-Time FTE 2.00 2.00 2.50 2.50 2.50
Department Total FTE 40.00 40.00 43.50 43.50 43.50
Expenditures by Type:

Personnel 6,722,925 7,568,215 8,418,247 8,003,139 8,985,651 Services & Supplies 796,155 873,500 1,035,100 959,412 1,100,675 Total by Type $ 7,519,080 $ 8,441,716 $ 9,453,347 $ 8,962,551 $ 10,086,326 Expenditures by Fund:
103 Public Safety Fund 7,229,407 7,998,033 9,161,755 8,547,364 9,814,167 104 4th of July Fund 10,647 4,899 11,000 11,795 15,139
223 OTS Grant Fund 18,707 3,820 83,040 24,871 -
233 COPS Fund 143,497 70,832 70,832 70,832 100,000
281 Donations Fund 2,750 35,703 - - 10,500
595 Workers' Compensation Fund 114,072 328,430 126,720 307,689 146,520 Total by Fund $ 7,519,080 $ 8,441,716 $ 9,453,347 $ 8,962,551 $ 10,086,326 GL # Personnel
103-30-4001-0000 Full Time Salaries 3,561,052 3,922,656 4,770,326 4,304,186 5,174,099 103-30-4002-0000 Part Time Wages 31,723 35,549 111,503 53,340 117,162 103-30-4004-0000 Overtime 674,828 697,560 327,130 608,511 343,487 103-30-4004-0002 Overtime-Support 2,686 (475) - -
103-30-4006-0000 Medicare 58,297 63,238 75,530 67,495 81,704 103-30-4008-3080 Retirement - 457 Plan - 16,675 48,600 25,100 50,000 103-30-4008-6050 Retirement-PARS 1,120 1,256 4,181 1,888 4,394 103-30-4008-6160 Retirement-PERS 1,554,611 1,732,758 1,898,422 1,734,731 877,576 103-30-4008-6161 Retirement-PERS UAL - - - - 1,284,908

POLICE DEPARTMENT
FY 2023-24
Operating Budget Summary
Operating Budget Detail
Authorized Positions (Full-Time Equivalents)
PAGE 62 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed

POLICE DEPARTMENT
FY 2023-24
103-30-4010-0000 Cafeteria Benefit 538,899 634,033 939,107 789,699 856,162 103-30-4013-0000 Uniform Allowance 22,900 32,000 34,500 30,500 34,500 103-30-4014-0000 Unemployment Payments 450 - - - -
103-30-4015-0000 Workers' Compensation Salaries 137,572 95,818 - 54,819 - 103-30-4401-0000 Outside Services - - - -
104-30-4002-0000 Part Time Wages - - - -
104-30-4004-0000 Police Overtime 7,673 3,546 8,000 11,626 12,064 104-30-4006-0000 Medicare 100 46 100 169 175
104-30-4008-6160 Retirement-PERS 1,386 548 1,400 - 1,400 104-30-4010-0000 Cafeteria Benefit 1,488 759 1,500 - 1,500 223-30-4004-0000 Overtime 13,881 3,820 70,210 13,168 -
223-30-4006-0000 Medicare 187 - 1,018 218 -
595-30-4015-0001 Workers' Comp Current Employee 43,228 248,293 51,739 241,583 81,537 595-30-4015-0002 Workers' Comp Past Employee 70,844 80,137 74,981 66,106 64,983 Total Personnel $ 6,722,925 $ 7,568,215 $ 8,418,247 $ 8,003,139 $ 8,985,651 GL # Services & Supplies
103-30-4150-0000 Other Contract Services 360,912 376,262 499,551 452,713 500,687 103-30-4150-0500 Other Contract Services-IT 24,288 41,082 54,696 55,094 60,559 103-30-4204-0000 Books & Periodicals 474 149 500 605 600 103-30-4316-0000 Equipment Repair & Maintenance 12,670 21,216 45,776 50,021 55,014 103-30-4376-0000 Materials & Supplies 16,227 16,492 15,350 14,718 16,350 103-30-4376-0200 Community Relations-M&S 6,510 7,052 8,000 7,109 10,000 103-30-4376-0175 Ammunition 7,935 11,942 12,000 11,900 12,000 103-30-4396-0000 Memberships & Dues 4,852 4,726 5,663 4,569 5,785 103-30-4399-0000 Non-capitalized Equipment 7,173 21,647 14,500 13,986 17,000 103-30-4412-0000 Postage 321 153 300 266 300
103-30-4415-0000 POST Training 45,488 40,369 45,000 33,768 45,000 103-30-4420-0000 Printing 1,926 2,575 3,275 2,833 3,150 103-30-4436-0000 Recruitment 14,678 29,427 20,000 27,782 31,750 103-30-4468-0000 Staff Development 10,063 23,572 56,500 30,436 49,400 103-30-4480-0000 Travel & Meetings 4,149 14,232 13,670 13,398 16,245 103-30-4492-0000 Uniforms - 168 - - -
PAGE 63 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed

POLICE DEPARTMENT
FY 2023-24
103-30-4492-0003 Uniforms-PERSable 16,755 23,994 25,000 23,775 25,000 103-30-4492-0004 Uniforms-Safety 8,539 2,162 8,000 6,159 8,000 103-30-4500-4950 Utilities-Natural Gas 474 2,938 1,300 669 1,000 103-30-4500-9025 Utilities-Telecommunications 25,618 29,917 28,375 29,426 32,335 103-30-4508-0000 Vehicle Repair & Maintenance 76,217 96,891 95,000 97,868 100,000 103-30-4950-0001 Equipment Cost Allocation - - - - -
223-30-4376-0000 Materials & Supplies 3,269 - 7,811 7,615 - 223-30-4468-0000 Staff Development 1,370 - 4,001 3,870 - 233-30-4150-9470 Other Contract Services-CAD RMS 121,664 70,832 70,832 70,832 100,000 233-30-4399-0000 Non-capitalized Equipment 21,833 - - - - 281-30-4376-0000 Materials & Supplies - 23,372 -
281-30-4399-0000 Donation Fund -Non-Cap Equipment 2,750 12,331 - - 10,500 Total Services & Supplies $ 796,155 $ 873,500 $ 1,035,100 $ 959,412 $ 1,100,675 Total Operating Expenditures $ 7,519,080 $ 8,441,716 $ 9,453,347 $ 8,962,551 $ 10,086,326 PAGE 64 of 170
TO: Philippe Eskandar, City Manager
FROM: M. D. Rueda, Fire Chief
Jennifer McGee, Management Analyst
DATE: April 26, 2024
SUBJECT: BUDGET SUBMISSION FOR FY 2024-25

FIRE DEPARTMENT
YEAR-END SUMMARY (FY 2023-24 BUDGET VS ESTIMATED)
The Department is anticipated to end the fiscal year at $459,413 or 6.6% above the current budget. The primary reasons are listed below:
• Personnel budget is anticipated to exceed the budget by $422,442 due to overtime costs to provide position coverage for vacant positions during the year which have been now filled and 4 long-term injuries incurred while on duty.
• Services and Supplies is expected to exceed the budget by $36,971 or 5.0% due to the following reasons. First, Other Contract Services (cost center 103-34-4150-0000) is anticipated to exceed the budget by $13,859 due to increased costs for ambulance billing services and Public Provider Ground Emergency Medical Transportation (PPGEMT) payments. Increased billing services and PPGEMT fees correspond with increased ambulance billing revenue. Recruitment (cost center 103-34-4436-0000) is anticipated to exceed the budget by $25,089 due to increased staff turnover and costs related to outfitting a probationary firefighter/paramedic.

FY 2023-24 FY 2023-24 Bud. Vs Est.

Bud. Vs
Est.

Description Budget Estimated Diff $$ Diff %%
Personnel $ 6,257,603 $ 6,680,045 $ 422,442 6.8%
Services & Supplies 746,710 783,681 36,971 5.0%
Total: $ 7,004,313 $ 7,463,726 $ 459,413 6.6%
PAGE 65 of 170
FY 2024-25 PROPOSED BUDGET
Personnel
The Department’s Full Time Equivalent (FTE) will remain at 21.00 FTE, unchanged from the current budget.

Personnel proposed budget for FY 2024-25 is $6,775,478 which represents a $517,875 or 8.3% increase from current budget.
• Employees’ salaries are increasing by 4.0%.
• Pension costs related to the City Unfunded Pension Liability are increasing by $197k compared to FY 2023-24 which is a 17% increase.

Services & Supplies
Services & Supplies proposed budget for FY 2023-24 is $812,610, which represents a $65,900 or 8.8% increase from the current budget. The primary reasons for the increase are due to the following:
• An increase of $23,490 to cost center #103-34-4150-0000 (Contract Services) for Verdugo Fire Communications dispatch services due to increased calls for service ($8,000); increased ambulance billing services fees due to increased transports and transport billing rates ($12,000); and increased PPGEMT fees due to increased transports ($3,000). • An increase of $3,730 to cost center #103-34-4150-0500 (Other Contract Services - IT) for electronic patient care reporting due to policy changes issued by the Los Angeles County Department of Health Services ($3,100); and increased costs for the Department’s incident reporting software ($650).
• An increase of $2,250 to cost center #103-34-4316-0000 (Equipment Repair & Maintenance) for purchase of new batteries for the Department’s two AutoPulse automatic resuscitation devices and two of the Department’s monitor/defibrillators. Batteries for these devices require replacement every three years.
• An increase of $3,400 to cost center #103-34-4376-0000 (Materials & Supplies) for increased costs of emergency medical service supplies.
• An increase of $7,890 to cost center #103-34-4436-000 (Recruitment) for costs to hire and outfit two probationary firefighter/paramedics.

FY 2023-24 FY 2024-25 YOY Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 6,257,603 $ 6,775,478 517,875 8.3%
Services & Supplies 746,710 812,610 65,900 8.8%
Total: $ 7,004,313 $ 7,588,088 $ 583,775 8.3%
PAGE 66 of 170
• An increase of $4,200 to cost center #103-34-4492-0004 (Uniforms – Safety) for increased costs of safety equipment and to purchase new NFPA compliant high visibility rain jackets for one-third of the department. Outfitting of all Department personnel is intended to be completed over the course of three years.
• An increase of $4,800 to cost center #103-34-4500-9025 (Utilities-Telecommunications) for anticipated increases to the cost of 911 service lines. • An increase of $18,200 to cost center #103-34-4508-0000 (Vehicle Repair & Maintenance) for increased fuel ($8,100) and vehicle maintenance ($10,100) costs.

ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2023-24 Accomplishments, FY 2024-25 Objectives, Operational Dashboard)
B. Department Tie-Out Sheets
PAGE 67 of 170

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

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

The delivery of life saving paramedic services is an integral part of the Fire Department mission.

All of the San Marino firefighters are licensed Paramedics trained to the highest level provided within the County of Los Angeles. Only about ten percent of the cities in Los Angeles County employ paramedics with the extensive training and experience required to provide advanced life support using standing field treatment protocols.

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

FIRE DEPARTMENT
PAGE 68 of 170
FISCAL YEAR 2023-24 ACCOMPLISHMENTS
• Conducted annual inspections of all commercial properties and residential properties within the City’s High Fire Hazard Severity Zone
• Published an Annual San Marino Fire Department Report • Conducted several post fire neighborhood canvassing events offering educational materials, fire inspections, and smoke alarm installation • Conducted “Operation Fire Safe” inspections and installed smoke alarms for residents • Celebrated the 100-year anniversary community event for the San Marino Fire Department • Purchased self-contained breathing apparatus (SCBAs) for all personnel to replace out of compliance equipment and meet current NFPA standards
• Purchased and outfitted a battalion vehicle to replace reserve Battalion 791 • Conducted four Fire Department Life Safety, Emergency Preparedness, and Live Fire instructional workshops for residents
• Conducted Life Safety, Emergency Preparedness, and Live Fire in-service workshops for the teachers and staff of the San Marino Unified School District • Completed a Captain’s Examination and established a promotional list of six fire department employees
FISCAL YEAR 2024-25 OBJECTIVES
• Conduct Life Safety, Emergency Preparedness and Live Fire in-service workshops for San Marino Unified School District teachers and staff
• Host a Fire Department Community and Council Day at the Alhambra Training Tower • Conduct four Fire Department Life Safety, Emergency Preparedness, and Live Fire Instructional Workshops for residents
• Partner with the Community Services Department to host a joint Easter Egg Hunt/Pancake Breakfast event in Lacy Park
• Conduct promotional testing for the positions of Engineer and Battalion Chief to develop eligibility lists in accordance with the San Marino Firefighters’ Association Memorandum of Understanding
• Conduct a review of the Fire Department’s operational policies with the goal of adopting Lexipol Operational Procedures
• Conduct a feasibility assessment of residents to determine the benefits of re-establishing the Community Emergency Response Team (CERT) program
PAGE 69 of 170

OPERATIONAL DASHBOARD
Description FY 2022-23
Total
FY 2022-23
Year to Date
(July – March)
FY 2023-24
Year to Date
(July – March)
# of total responses 2,266 1,715 1,435
Responses in City 1,120 839 740
Responses out of City 1,146 876 695
90th percentile EMS
turnout time 0:00:59 0:01:15 0:01:18
90th percentile Fire
turnout time 0:01:15 0:01:32 0:01:42
90th percentile overall
response time 0:05:59 0:06:16 0:06:12
Total cardiac arrest
incidents 19 19 11
Cardiac arrest return of
spontaneous
circulation
4 4 2
PAGE 70 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Full-Time
San Marino Fire Chief 1.00 1.00 1.00 1.00 1.00
San Marino Fire Division Chief 1.00 1.00 1.00 1.00 1.00 Fire Captains 3.00 3.00 3.00 3.00 3.00
Firefighter/Paramedic 12.00 12.00 12.00 12.00 12.00
Engineer 3.00 3.00 3.00 3.00 3.00
Management Analyst 1.00 1.00 1.00 1.00 1.00
Total Full-Time FTE 21.00 21.00 21.00 21.00 21.00
Total Part-Time FTE - - - - -
Department Total FTE 21.00 21.00 21.00 21.00 21.00
Expenditures by Type:

Personnel 5,834,139 6,380,772 6,257,603 6,680,045 6,775,478 Services & Supplies 674,900 699,579 746,710 783,681 812,610 Total by Type $ 6,509,039 $ 7,080,351 $ 7,004,313 $ 7,463,726 $ 7,588,088 Expenditures by Fund:
103 Public Safety Fund 6,299,471 6,783,919 6,790,935 7,248,468 7,338,810 104 4th of July Fund 1,782 1,740 2,178 4,624 5,078
281 Donations Fund 19,432 - - - -
595 Workers Compensation Fund 188,354 294,691 211,200 210,634 244,200 Total by Fund $ 6,509,039 $ 7,080,351 $ 7,004,313 $ 7,463,726 $ 7,588,088 GL # Personnel
103-34-4001-0000 Full Time Salaries 2,421,223 2,724,970 2,862,442 2,423,396 3,094,114 103-34-4001-0019 Full Time Salaries-COVID-19 8,777 9,502 - - - 103-34-4004-0000 Overtime 857,342 820,689 512,720 1,127,181 538,356 103-34-4004-0003 Overtime-Strike Teams 160,628 50,451 140,000 - 125,000 103-34-4004-0019 Overtime-COVID-19 248 - - - -
103-34-4004-0033 Overtime-Shared Command 75,352 119,610 120,000 152,651 160,000 103-34-4006-0000 Medicare 47,690 50,368 52,709 50,155 56,804 103-34-4008-6160 Retirement-PERS 1,530,146 1,712,315 1,822,390 1,803,965 704,190 103-34-4008-6161 Retirement-PERS (UAL) - - - - 1,325,002 103-34-4008-3080 Retirement 457 Plan - 1,200 1,200 1,200 1,200 103-34-4010-0000 Cafeteria Benefit 348,250 423,179 528,764 492,133 517,534 103-34-4013-0000 Uniform Allowance 800 4,000 4,000 4,000 4,000 103-34-4015-0000 Worker's Comp 4850 Pay 193,547 168,058 - 410,106 - 104-34-4004-0000 Fire Overtime (4th of July) 1,536 1,517 1,925 4,558 4,784 104-34-4006-0000 Medicare 21 20 28 66 69
104-34-4010-0000 Cafeteria Benefit 225 203 225 - 225
595-34-4015-0001 Workers' Comp Current Employees 187,398 263,487 176,647 206,972 210,649 595-34-4015-0002 Workers' Comp Past Employees 956 31,204 34,553 3,662 33,551 Total Personnel $ 5,834,139 $ 6,380,772 $ 6,257,603 $ 6,680,045 $ 6,775,478

FIRE DEPARTMENT
FY 2023-24
Operating Budget Summary
Operating Budget Detail
Authorized Positions (Full-Time Equivalents)
PAGE 71 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed

FIRE DEPARTMENT
FY 2023-24
GL # Services & Supplies
103-34-4110-0000 Shared Command 148,774 176,226 178,000 170,000 178,000 103-34-4150-0000 Other Contract Services 189,074 203,038 240,900 254,759 264,390 103-34-4150-0500 Other Contract Services-IT 16,690 17,993 18,250 18,307 21,980 103-34-4204-0000 Books & Periodicals 338 368 400 312 400 103-34-4206-0000 Building Repair & Maintenance 11,306 17,887 19,400 21,824 19,400 103-34-4308-0000 Equipment Rental - 162 400 - 400
103-34-4316-0000 Equipment Repair & Maintenance 15,136 12,313 16,200 15,047 18,450 103-34-4376-0000 Materials & Supplies 58,942 64,762 69,950 70,511 73,350 281-34-4376-0000 Materials & Supplies 18,346 - - - -
103-34-4396-0000 Memberships & Dues 3,876 5,396 4,360 4,998 5,000 103-34-4398-0000 Mileage 128 25 100 - 100
103-34-4399-0000 Non-capitalized Equipment 13,367 10,829 12,300 12,152 12,000 281-34-4399-0000 Non-capitalized Equipment 1,086 - - - - 103-34-4401-0000 Outside Services 8,785 7,380 3,000 5,280 3,000 103-34-4420-0000 Printing 549 460 500 460 500
103-34-4436-0000 Recruitment 33,882 32,843 16,600 41,689 24,490 103-34-4452-0000 Small Tools 492 420 500 186 500
103-34-4460-0003 Special Exp.Strike Team FEMP 9,926 1,486 12,000 - 12,000 103-34-4468-0000 Staff Development 10,852 10,045 14,100 14,552 14,100 103-34-4480-0000 Travel & Meetings 2,146 2,352 5,600 3,685 5,600 103-34-4492-0003 Uniforms-PERSable 2,251 8,327 7,400 7,400 7,400 103-34-4492-0004 Uniforms-Safety 15,667 8,926 23,000 23,743 27,200 103-34-4500-4950 Utilities-Natural Gas 3,971 7,045 7,000 4,372 4,600 PAGE 72 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed

FIRE DEPARTMENT
FY 2023-24
103-34-4500-9025 Utilities-Telecommunications 21,996 24,329 23,750 27,079 28,550 103-34-4508-0000 Vehicle Repair & Maintenance 87,320 86,966 73,000 87,323 91,200 103-34-4950-0001 Equipment Cost Allocation - - - - -
Total Services & Supplies $ 674,900 $ 699,579 $ 746,710 $ 783,681 $ 812,610 Total Operating Expenditures $ 6,509,039 $ 7,080,351 $ 7,004,313 $ 7,463,726 $ 7,588,088 PAGE 73 of 170
TO: Philippe Eskandar, City Manager
FROM: M. D. Rueda, Fire Chief
Jennifer McGee, Management Analyst
DATE: April 26, 2024
SUBJECT: BUDGET SUBMISSION FOR FY 2024-25

EMERGENCY MANAGEMENT
YEAR-END SUMMARY (FY 2023-24 BUDGET VS ESTIMATED)
The Department is anticipated to end the fiscal year with a savings of $26,317 or -30.1% below the current budget. The primary reasons are listed below:
• Services and Supplies budget savings is primarily due to savings of $13,595 in Other Contract Services (cost center 101-36-4150-0000). Funds were budgeted to hire a contractor to revise the City’s Local Hazard Mitigation Plan. The final plan is not estimated to be completed until FY 2024- 25, at which time final invoices will be submitted.
• Additional savings of $13,000 are also anticipated in Materials & Supplies (cost center 101-36- 4376-0000) and Non-Capitalized Equipment (cost center 101-36-4399-0000). Due to several accounts in the Fire Department Operations budget exceeding budgeted amounts, the Department limited expenditures in Emergency Management. The Department budgets funds each year related to supplies and equipment in anticipation of an emergency. The Department will continue to budget these funds in FY2024-25 for a possible unplanned emergency.

FY 2023-24 FY 2023-24
Bud. Vs
Est.

Bud. Vs
Est.

Description Budget Estimated Diff $$ Diff %%
Personnel $ - $ - $ - 0.0%
Services & Supplies 87,390 61,073 (26,317) -30.1%
Total: $ 87,390 $ 61,073 $ (26,317) -30.1%
PAGE 74 of 170
2 FY 2024-25 PROPOSED BUDGET
Personnel
No personnel costs are anticipated in FY 2024-25.

Services & Supplies
Services & Supplies proposed budget for FY 2024-25 is $65,150, which represents a $22,240 or -25.4% decrease from the current budget. The primary reasons for the decrease are due to the following:
• A decrease of $24,000 (Other Contract Services) to cost center # 101-36-4150-0000 for Local Hazard Mitigation Plan (LHMP) services. $24,000 of the $38,000 contract will be paid in FY 2023- 24; the remaining $14,000 will be paid in FY 2024-25.
• An increase of $1,460 (Utilities-Telecommunications) to cost center # 101-36-4500-9025 for anticipated increases to EOC phone services.

ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2023-24 Accomplishments, FY 2024-25 Objectives, Operational Dashboard)
B. Department Tie-Out Sheets
FY 2023-24 FY 2024-25
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ - $ - $ - #DIV/0!
Services & Supplies 87,390 65,150 (22,240) -25.4%
Total: $ 87,390 $ 65,150 $ (22,240) -25.4%
PAGE 75 of 170

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

DEPARTMENT DESCRIPTION
The Department is responsible for training and educating the City Council members, City staff, businesses and residents to be self-sufficient in the event of a major disaster. Department responsibilities include:
• Ensure City Council members and key staff participate in at least one disaster exercise each year to test the City’s and County’s ability to manage and respond to a large-scale event.

The City’s Emergency Operations Center (EOC) also participates in periodic communications exercises intended to test the capabilities of the County’s emergency management information systems;
• Coordinate Disaster Preparedness and Emergency Medical Services training for employees and residents;
• Maintain the City’s Emergency Operations Center;
• Maintain the City’s Emergency Operations Plan, and the Local Hazard Mitigation Plan; • Maintain the City’s disaster supplies; and
• Maintain the City’s emergency notification systems, which includes the San Marino Community Alert Message System (SMCAMS) to notify residents and businesses about urgent information related to the safety of our community. Emergency information can be sent to a telephone or email address. The Emergency Management program also maintains the Wireless Emergency Alerts (WEA) system, which has the ability to send emergency alerts directly to mobile devices in the event of an emergency.

FISCAL YEAR 2023-24 ACCOMPLISHMENTS
• Conducted an emergency operations earthquake workshop with the City’s executive staff and representatives from the San Marino Unified School District. • Activated the EOC to a Level III in response to Tropical Storm Hilary and the anticipated extreme weather event.
• Selected a consultant to revise the City’s Local Hazard Mitigation Plan. Conducted staff and community meetings inviting residents to provide input into the revised plan. • Conducted staff training with Red Cross to prepare the San Marino Community Center to be used as an emergency shelter.
• Conducted training on the City’s Earthquake Emergency Plan for all Department Executives.

EMERGENCY MANAGEMENT
PAGE 76 of 170
FISCAL YEAR 2024-25 OBJECTIVES
• Complete the draft Local Hazard Mitigation Plan and submit the plan for approval by FEMA and the San Marino City Council.
• Inventory the City’s Disaster Cache to meet Red Cross supply recommendations. • In partnership with the Community Services Department (CSD), ensure that CSD personnel and associated facilities are trained and prepared to support the City’s emergency operations and provide care for residents during disasters. • Complete training and preparations for the San Marino Community Center to be used as an emergency shelter.
• Conduct earthquake and active shooter incident training exercises for all City personnel. • Host an active shooter workshop with houses of worship within the City. • In conjunction with the County of Los Angeles Office of Emergency Management, implement the Genasys Evacuation Management platform.
• Work in collaboration with the Huntington Library to develop their emergency operations center procedures.
• Submit the Family Assistance Center annex to the Emergency Operations Plan to the Disaster Council and City Council for approval and adoption.

OPERATIONAL DASHBOARD
Description
FY 2022-23
Total
FY 2022-23
Year to Date
(July – March)
FY 2023-24
Year to Date
(July – March)
EOC Activations 1 1 0
PAGE 77 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 52,231 1,038 - - -
Services & Supplies 45,802 34,871 87,390 61,073 65,150
Total by Type $ 98,033 $ 35,909 $ 87,390 $ 61,073 $ 65,150 Expenditures by Fund:
101 General Fund 98,033 35,909 87,390 61,073 65,150
Total by Fund $ 98,033 $ 35,909 $ 87,390 $ 61,073 $ 65,150 GL # Personnel
101-36-4002-0019 PT Salaries-COVID-19 39,850 (26) - - - 101-36-4004-0019 Overtime-COVID-19 7,763 1,098 - - -
101-36-4006-0000 Medicare 640 8 - - -
101-36-4008-6050 Retirement-PARS - - - - -
101-36-4008-6160 Retirement-PERS 3,903 (47) - - -
101-36-4010-0000 Cafeteria Benefit 75 5 - - -
Total Personnel $ 52,231 $ 1,038 $ - $ - $ -
GL # Services & Supplies
101-36-4150-0000 Other Contract Services - - 38,000 24,405 14,000 101-36-4150-0500 Other Contract Services-IT 5,928 6,084 6,100 6,388 6,400 101-36-4316-0000 Equipment Repair & Maintenance 11,713 3,103 10,900 10,234 10,900 101-36-4376-0000 Materials & Supplies 13,593 12,052 13,000 6,172 13,000 101-36-4396-0000 Memberships & Dues 510 75 300 300 300
101-36-4399-0000 Non-capitalized Equipment 7,664 5,050 7,500 1,333 7,500 101-36-4468-0000 Staff Development 883 395 3,700 3,318 3,700 101-36-4500-9025 Utilities-Telecommunications 5,511 8,112 7,890 8,923 9,350 101-36-4950-0001 Equipment Cost Allocation - - - -
Total Services & Supplies $ 45,802 $ 34,871 $ 87,390 $ 61,073 $ 65,150 Total Operating Expenditures $ 98,033 $ 35,909 $ 87,390 $ 61,073 $ 65,150 FY 2023-24
Operating Budget Summary
Operating Budget Detail

EMERGENCY MANAGEMENT
PAGE 78 of 170
TO: Philippe Eskandar, City Manager
FROM: Amber Shah, Director of Parks and Public Works
Robert Bauman, Management Analyst
DATE: April 26, 2024
SUBJECT: BUDGET SUBMISSION FOR FY 2024-25

PARKS AND PUBLIC WORKS DEPARTMENT
YEAR-END SUMMARY (FY 2023-24 BUDGET VS ESTIMATED)
The Department is anticipated to end the fiscal year with a savings of $111,186 or -2.7% below the current budget. The primary reasons are listed below:
• Personnel budget savings is anticipated due to salary savings related to staff turnover and budgeted health and pension costs being underbudget. The positions have since been filled. • This is offset by the Services and Supplies budget being overbudget by $7,312 or 0.4% primarily due to the estimated costs to repair damaged City property exceeding the budget by $10,000.

This $10,000 overage is covered by reimbursements received by the City from insurance providers being $10,000 overbudget as well.

FY 2023-24 FY 2023-24 Bud. Vs Est.

Bud. Vs
Est.

Description Budget Estimated Diff $$ Diff %%
Personnel $ 2,160,211 $ 2,041,713 $ (118,498) -5.5%
Services & Supplies 1,921,410 1,928,722 7,312 0.4%
Total: $ 4,081,621 $ 3,970,435 $ (111,186) -2.7%
PAGE 79 of 170
FY 2024-25 PROPOSED BUDGET – DEPARTMENTAL BUDGET
Personnel
The Department’s Full Time Equivalent (FTE) will remain at 16.0 FTE, which is unchanged from FY 2023-

24. Personnel proposed budget is $2,072,833 which represents a $87,378 or 4.0% decrease from current budget.
• Employees’ salaries are increasing by 4.0% per the Memorandum of Understandings (MOU). • This is being offset by the Department’s share of the CalPERS UAL payment being transferred to Non-Departmental. This is a $298k budget savings.

Services & Supplies
Services & Supplies proposed budget is $2,335,090 which represents an increase of $413,680 or 21.5% from the current budget. Over half of these increases are either related to the City Council-approved Priority Initiative to Enhance Service Delivery or moving funds that were previously appropriated in the CIP budget into the operating budget. Not including those specific items, the Department is proposing an increase of approximately 8.0% from its current budget.

The primary reasons for the total increases are due to the following:
• An increase of $63,485 to the Administration Division. This is comprised primarily of an increase to cost center # 101-40-4150-0500 (Other Contract Services – IT), which is part of the Councilapproved priority initiative to Enhance Service Delivery by incorporating and integrating a Public Works asset management software. This software will enable the City to better monitor and manage the City’s various assets, including streets, sidewalks, signs, traffic lights, and facilities. This program will designate $35,000 for the first year data import/implementation/staff training, and an anticipated recurring software cost of $25,000 in future years. • An increase of $117,895 to the Streets Division. This increase is primarily due to the City Council approved Priority Initiative to Enhance Service Delivery ($90,000 total), which includes the incorporation of a sidewalk assessment ($50,000) and road-level asset inventories ($40,000).

These inventories will enable the City to have a central location with information about these assets, allowing for better and more proactive management, responses to requests, and planning for CIP projects. After the first-year data collection costs, the annual recurring fee will be significantly less in subsequent years. This Division also include an increase of $7,330 to cost center # 101-48-4150-9020 (Contracted Street Sweeping), which reflects a 5% inflationary increase per the City’s contract with Athens Services.

FY 2023-24 FY 2024-25 YOY Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 2,160,211 $ 2,072,833 $ (87,378) -4.0%
Services & Supplies 1,921,410 2,335,090 413,680 21.5%
Total: $ 4,081,621 $ 4,407,923 $ 326,302 8.0%
PAGE 80 of 170
• An increase of $39,010 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 $111,180 is proposed in the Sewer Division. This primarily accounts for the comprehensive update and audit related to the City’s Sewer System Management Plan.The SSMP is a State-required operations and maintenance manual for the City’s wastewater collection system. As part of the State’s review process, a comprehensive update is required every 5 years to ensure the City has proper procedures in place for control of the sewer system, mitigation of spills/overflows, etc. As the update is comprehensive, the cost is anticipated to be approximately $40,000. In addition, the State requires an audit of the SSMP also be conducted every 3 years to ensure adherence to the adopted SSMP. The cost for an audit is estimated to be approximately $15,000. Although SSMP costs have previously been charged to the Capital Projects fund, staff believes it is more appropriately classified as an operating expense. Additionally, the City is required to conduct a Trash TMDL stormwater study every four years to meet State and Regional Water Board stormwater trash capture requirements. This study will cost approximately $30,000 in Measure W funds, with no impact to the General Fund. • An increase of $76,840 to the Building Maintenance Division. This increase is primarily comprised of an $32,125 increase to cost center # 101-53-4150-0000 (Other Contract Services). In order to ensure competitive pricing and services, the City issued a RFQ for janitorial/custodial services in FY 23-24. As the rates from the City’s existing contract had not increased since 2018, a somewhat substantial increase in costs for this service was anticipated as part of the new contract.

An increase of $40,000 is also requested to cost center # 101-53-4206-0000 (Building Repair and Maintenance) to help complete the necessary repairs that come up on a daily, monthly, and annual basis to address deferred maintenance to all City facilities, including the Crowell Public Library.

This cost increase will enable City staff to timely complete repairs without deferring into a future year or waiting to incorporate into a larger capital improvement.

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

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 23-24.

Personnel proposed budget is $407,430 which represents a $22,362 or 5.8% increase from current budget.

FY 2023-24 FY 2024-25 YOY Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 385,068 $ 407,430 $ 22,362 5.8%
Services & Supplies 233,935 298,420 64,485 27.6%
Total: $ 619,003 $ 705,850 $ 86,847 14.0%
PAGE 81 of 170
Services & Supplies
Administration Division’s services and supplies budget contains the following major adjustments for a total increase of $64,485:
• A decrease of $15,000 to cost center #101-40-4104-0000 (Contract Engineering Services).

In FY 23-24 the City retained a solid waste negotiation consultant to engage with its waste hauler on a new contract. The City projects that the majority of the negotiation costs will be incurred by the end of FY 2023-24. As such, this line item can be reduced somewhat for FY 2024-25. Funds are still required for the conclusion of the negotiations as well as for assistance with the implementation/rollout of the SB 1383 organic waste program and various CalRecycle regulatory compliance reports.
• An increase of $60,550 to cost center # 101-40-4150-0500 (Other Contract Services – IT), the vast majority of which is for the implementation of the City Council’s Priority Initiative to Enhance Service Delivery. This will be done by integrating a Public Works Asset Management Program. This will help the Department create an inventory of the various City assets Public Works is responsible for maintaining, which will assist with the proactive maintenance and improvement of the City’s assets/infrastructure. By creating a central place for maintenance records/history, staff efficiency and effectiveness will improve. The City’s anticipated software includes an initial one-time fee of $35,000 for data import/software implementation/staff training, with a recurring annual fee of $25,000. As such, years subsequent to FY 24-25 will incur much lower costs once the initial implementation is complete. • An increase of $1,890 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 $655 to #101-40-4396-000 (Memberships and Dues), and $995 to #101-40-4468-0000 (Staff Development).
• An increase of $1,610 to account # 101-40-4150-0000 (Other Contract Services), as well as increases in 101-40-4492-0003 (Uniform Costs – PERSable) and 101-4492-0004 (Uniforms- Safety). This cost increase reflects the fact that the Department was fully staffed for an entire fiscal year for the first time in multiple years. This, combined with general inflationary cost increases for uniforms, led to the costs for these accounts being higher than budgeted in FY 23-24. With a fully staffed Department expected to continue, projected uniform costs have been budgeted accordingly.

FLEET – DIVISION BUDGET
FY 2023-24 FY 2024-25 YOY Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 269,312 $ 239,532 $ (29,780) -11.1%
Services & Supplies 23,795 28,950 5,155 21.7%
Total: $ 293,107 $ 268,482 $ (24,625) -8.4%
PAGE 82 of 170
Personnel
The Division’s Full Time Equivalent (FTE) will remain at 2.0 FTE, which is unchanged from FY 23-24.

Personnel proposed budget is $239,532 which represents a $29,780 or 11.1% decrease from current budget.

Services & Supplies
Fleet Division’s services and supplies budget contains the following major adjustments for a total increase of $5,155:
• An increase of $3,230 to cost center # 101-42-4150-0000 (Other Contract Services), which reflects a significant increase in fees from Los Angeles County related to the City’s underground storage tank permit fee for the fueling station.
• Increases of $1,000 to cost center # 101-42-4376-0000 (Materials and Supplies) as well as to cost center #101-42-4452-0000 (Small Tools), which reflects a general cost increase for parts and supplies, as well as the frequent need for repairs to the City’s current vehicles and equipment.

SEWER / STORMWATER – DIVISION BUDGET
Personnel
No personnel are directly assigned to this Division.

Services & Supplies
Sewer/Stormwater Division’s services and supplies budget contains the following major adjustments for a total increase of $111,180, although $30,000 of this Division budget increase is funded by Measure W monies instead of the General Fund:
• An increase of $55,000 (Contracted Engineering - NPDES) to cost center # 101-44-4104-0000.

These funds are necessary to complete an update and audit of the City’s Sewer System Management Plan (SSMP) consistent with State 5-year requirements. The SSMP is a State-required operations and maintenance manual for the City’s wastewater collection system. As part of the State’s review process, a comprehensive update is required every 5 years to ensure the City has proper procedures in place for control of the sewer system, mitigation of spills/overflows, etc. As the update is comprehensive, the cost is anticipated to be approximately $40,000. In addition, the State requires an audit of the SSMP also be conducted every 3 years to ensure adherence to the adopted SSMP. The cost for an audit is estimated to be approximately $15,000. Although SSMP FY 2023-24 FY 2024-25 YOY Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ - $ - $ - 0.0%
Services & Supplies 231,530 342,710 111,180 48.0%
Total: $ 231,530 $ 342,710 $ 111,180 48.0%
PAGE 83 of 170
costs have previously been charged to the Capital Projects fund, staff believes it is more appropriately classified as an operating expense.
• An increase of $26,350 (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, as well as an increase of $18,500 to account for the annual cleanings of the City’s catch basins performed by Los Angeles County Public Works, an expense that was previously charged to CIP but is more appropriately considered an operating expense. • Finally, an increase of $30,000 (Special Expenses - NPDES ) to cost center # 246-44-4460-5170 is required to conduct a Trash TMDL stormwater study to meet State and Regional Water Board stormwater trash capture requirements, as well as other required stormwater quality monitoring activities to ensure compliance with State and regional regulations. Notably, this particular expense will be paid for utilizing Measure W Safe Clean Water Fund monies rather than General Fund monies.

STREETS – DIVISION BUDGET
Personnel
The Division’s Full Time Equivalent (FTE) will remain at 4.50 FTE, which is unchanged from FY 23-24. • Personnel proposed budget is $561,220 which represents a $46,009 or 7.6% decrease from current budget.

Services & Supplies
Streets Division’s services and supplies budget contains the following major adjustments for a total increase of $117,895:
• An increase of $7,330 to cost center # 101-48-4150-9020 (Contracted Street Sweeping), which reflects a 5% inflationary increase per the City’s contract with Athens Services. As the City is currently working on a potential new contract for the services, this budgeted amount may need to be revisited later in FY 2024-25.
• An increase of $110,115 to cost center #101-48-4150-0000 (Other Contract Services). This increase is due to the incorporation of the sidewalk assessment and road-level asset inventory ($50,000 and $40,000 respectively), as part of the City Council approved Priority Initiative to Enhance Service Delivery. These inventories will enable the City to have a central location with information about these assets, allowing for better and proactive management, responses to requests, and planning for CIP projects. The process for integrating these inventories is multistep, as a vendor will first need to collect all data for the inventory, then integrate the data into the City’s asset management software. The majority of this cost will be one-time, aside from a small recurring fee to help maintain the data in the inventory. A portion of the increase ($25,000) FY 2023-24 FY 2024-25 YOY Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 607,229 $ 561,220 $ (46,009) -7.6%
Services & Supplies 440,275 558,170 117,895 26.8%
Total: $ 1,047,504 $ 1,119,390 $ 71,886 6.9%
PAGE 84 of 170
is also for funds to complete the City’s biennial pavement condition assessment, per Metro requiremements, which previously had been charged to the Capital Improvement Program but is more appropriately considered an operating expense.

PARKS – DIVISION BUDGET
Personnel
The Division’s Full Time Equivalent (FTE) will remain at 3.25 FTE, which is unchanged from FY 23-24. • Personnel proposed budget is $383,809 which represents a $19,474 or 4.8% decrease from current budget.

Services & Supplies
Parks Division’s services and supplies budget contains the following major adjustments for a total decrease of $885:

• The decrease is due to fewer Donations Fund monies being used compared to prior year.

GROUNDS – DIVISION BUDGET
Personnel
The Division’s Full Time Equivalent (FTE) will remain at 4.25 FTE, which is unchanged from FY 23-24.

FY 2023-24 FY 2024-25 YOY Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 403,283 $ 383,809 $ (19,474) -4.8%
Services & Supplies 166,310 165,425 (885) -0.5%
Total: $ 569,593 $ 549,234 $ (20,359) -3.6%
FY 2023-24 FY 2024-25 YOY Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 495,319 $ 480,842 $ (14,477) -2.9%
Services & Supplies 618,875 657,885 39,010 6.3%
Total: $ 1,114,194 $ 1,138,727 $ 24,533 2.2%
PAGE 85 of 170
• Personnel proposed budget is $480,842 which represents a $14,477 or -2.9% decrease from current budget.

Services & Supplies
Grounds Division’s services and supplies budget contains the following adjustments for a total increase of $39,010:
• An increase of $22,180 (Other Contract Services) to cost center # 101-52-4150-0000. Beginning in FY 2022-23, 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 2025-26 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 $15,710 (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 2024-25 budget amount is based off the FY 2023-24 estimated actual plus a 3% projected utility cost increase.

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 $76,840:
• An increase of $32,125 (Other Contract Services) to cost center # 101-53-4150-0000. In order to ensure competitive pricing and services, the City issued a RFQ for janitorial/custodial services in FY 2023-24. As the rates from the City’s existing contract had not increased since 2018, a somewhat substantial increase in costs for this service was anticipated as part of the new contract.

As such, the City’s new vendor will charge 108,770 annually for this service, a $26,490 increase from the City’s previous agreement. This increase, combined with general inflationary increases for other contract services charged to this account (extermination, termite treatment, alarm monitoring/testing) necessitates a cost increase to this account.

FY 2023-24 FY 2024-25 YOY Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ - $ - $ - 0.0%
Services & Supplies 206,690 283,530 76,840 37.2%
Total: $ 206,690 $ 283,530 $ 76,840 37.2%
PAGE 86 of 170
• An increase of $40,000 (Building Repair and Maintenance) to cost center # 101-53-4206-0000.

The City maintains a total of roughly 105,000 square feet of improved buildings. Given the existing condition and use of City facilities, previous years have significantly under-budgeted for building repairs and maintenance. As such, an increase is requested to help complete the necessary repairs that come up on a daily, monthly, and annual basis across City facilities, specifically City Hall and the Crowell Public Library. Improvements may include upgrades to; restrooms, HVAC systems, plumbing, electrical, painting, lighting, and exterior repairs. This cost increase will enable City staff to timely complete repairs without deferring into a future year or waiting to incorporate into a larger capital improvement.
• An increase of $4,715 (Materials and Supplies) to cost center # 101-53-4376-0000, which reflects a general inflationary increase for cleaning supplies, as well as the need for these materials for an entire year at the San Marino Center, which was not open for a portion of FY 2023-24 while being renovated

ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2023-24 Accomplishments, FY 2024-25 Objectives, Operational Dashboard)
B. Department Tie-Out Sheets
PAGE 87 of 170

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)
• 105,000 square feet of civic facilities including City Hall, the police and fire stations, the public works corporation yard, San Marino Community 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), Fleet, Sewer (wastewater and stormwater), Streets/Right-of-way, Parks, Grounds, and Building Maintenance.

FISCAL YEAR 2023-24 ACCOMPLISHMENTS
• Rehabilitated 31 neighborhood streets (approximately 4.5 miles of roadway) under budget • Completed the replacement of 27,459 square feet (approximately 1 square mile) of sidewalk under budget
• Completed the construction phase of the $8.3 million San Marino Community Center Renovation
• Maintained Lacy Park, 25 acres of medians, 7,300 street trees, and all City-owned buildings and facilities
• Assisted the Old Guard/Rotary Club in the assembly of the new Holiday House • Provided after hours maintenance staff support during several winter storms to help ensure safe conditions of City streets and access to sandbags for residents.

PARKS & PUBLIC WORKS

DEPARTMENT
PAGE 88 of 170
• Hosted annual Arbor Day celebration at Lacy Park and planted sacred fig tree donated by the Chinese Club of San Marino
• Trimmed and pruned 3,615 public trees
• Assisted Community Services, 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 459 non-emergency requests (as of April) 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, filling potholes, unclogging storm drains, and repairing sidewalk, among others.

FISCAL YEAR 2024-25 OBJECTIVES
• Begin the construction phase of the Lift Station Improvement Project. This is a major capital improvement project that will help modernize the City’s infrastructure and ensure the safety of our residents.
• Develop a Fleet Leasing program that will provide for regular replacement of vehicles, in accordance with the City Council’s Priority Initiative to Enhance Service Delivery. This will provide lower, sustainable, and more predictable year-to-year fleet costs to help ensure staff safety and community safety.
• Implement a public works asset management program that provides a complete and comprehensive inventory of all City assets. These inventories will enable the City to have a central location with information about these assets, allowing for better and more proactive management, responses to requests, and planning for CIP projects. This is part of the Council-approved Priority Initiative to Enhance Service Delivery.

PAGE 89 of 170

OPERATIONAL DASHBOARD
Description FY 2022-23
Total
FY 2022-23
Year to Date
(July – March)
FY 2023-24
Year to Date
(July – March)
% of fleet out of service for
more than 3 business days 4.8% 4.7% 4.8%
Maintenance service
requests opened 619 478 459
% service requests closed
within 5 business days 87% 67% 90%
Customer surveys received 10 5 7
% customer survey rating
“superior/good” 90% 100% 100%
# capital projects in design 7 7 12
# capital projects in
construction 3 3 14
60 89
49 54
43 30 37 46 51
86%
87%
90% 91%
88%
93% 94%
91% 92%
80%
100%
0 20
40 60
80 100
Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 FY 2023-24 SERVICE REQUESTS
Maintenance Service Requests Opened % Service Requests Closed Within 5 Business Days PAGE 90 of 170
5 5 5 5 5 5 5
4 4
3 3
2 2 2 2
1 1
3 Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24

CAPITAL PROJECTS
Capital Projects in Design Capital Projects in Construction 7%
3%
4%
6%
5% 5% 5%
4% 4%
Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 FY 2023-24 % FLEET OUT OF SERVICE MORE THAN 3
DAYS
PAGE 91 of 170
FY 2021-22 FY 2022-23 FY 2024-25
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 - - - -
Total Full-Time FTE 16.00 16.00 16.00 16.00 16.00
Total Part-Time FTE 0.50 - - - -
Department Total FTE 16.50 16.00 16.00 16.00 16.00
Expenditures by Type:

Personnel 1,761,661 1,924,378 2,160,211 2,041,713 2,072,833 Services & Supplies 1,581,266 1,619,984 1,921,410 1,928,722 2,335,090 Total by Type $ 3,342,927 $ 3,544,362 $ 4,081,621 $ 3,970,435 $ 4,407,923 Expenditures by Fund:
101 General Fund 3,312,901 3,511,015 4,046,485 3,960,834 4,344,892 104 4th of July Fund 11,259 3,863 6,087 2,611 6,391
202 Gas Tax Fund - - - - -
204 CDBG Fund - - - - -
207 Prop. A Transit Fund - - - - -
213 STPL Fund - - - - -
214 TDA Fund - - - - -
215 Prop. C Transit Fund - - 2,500 2,500 -
236 Windstorm Tree Grant Fund
243 Measure R Fund - - - - -
244 Prop. 1B - - - - -
246 Measure W Fund - - - - 30,000
281 Donations Fund 11,366 6,301 3,510 4,490 -
595 Workers' Compensation Fund 7,401 23,183 23,039 - 26,640 Total by Fund $ 3,342,927 $ 3,544,362 $ 4,081,621 $ 3,970,435 $ 4,407,923

PARKS AND PUBLIC WORKS - SUMMARY
FY 2023-24
Operating Budget Summary
Authorized Positions (Full-Time Equivalents)
PAGE 92 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed

PARKS AND PUBLIC WORKS - SUMMARY
FY 2023-24
Expenditures by Division:

Administration Division 415,935 417,984 619,003 596,098 705,850 Fleet Division 261,918 279,745 293,107 290,170 268,482
Sewer Division 332,809 290,641 231,530 229,265 342,710
Streets Division 733,167 865,679 1,047,504 1,010,206 1,119,390 Parks Division 500,994 501,374 569,593 544,334 549,234
Grounds Division 925,406 994,336 1,114,194 1,090,837 1,138,727 Building Maintenance Division 172,698 194,603 206,690 209,525 283,530 $ 3,342,927 $ 3,544,362 $ 4,081,621 $ 3,970,435 $ 4,407,923 Expenditures by Division:

Administration Personnel 307,865 327,155 385,068 351,112 407,430 Services & Supplies 108,070 90,829 233,935 244,986 298,420 Total by Type $ 415,935 $ 417,984 $ 619,003 $ 596,098 $ 705,850 Fleet Personnel 240,120 262,800 269,312 265,519 239,532 Services & Supplies 21,798 16,945 23,795 24,651 28,950
Total by Type $ 261,918 $ 279,745 $ 293,107 $ 290,170 $ 268,482 Sewer Personnel - - - - -
Services & Supplies 332,809 290,641 231,530 229,265 342,710 Total by Type $ 332,809 $ 290,641 $ 231,530 $ 229,265 $ 342,710 Streets Personnel 461,551 588,257 607,229 585,266 561,220 Services & Supplies 271,616 277,422 440,275 424,940 558,170 Total by Type $ 733,167 $ 865,679 $ 1,047,504 $ 1,010,206 $ 1,119,390 Parks Personnel 332,039 327,357 403,283 376,334 383,809 Services & Supplies 168,955 174,017 166,310 168,000 165,425 Total by Type $ 500,994 $ 501,374 $ 569,593 $ 544,334 $ 549,234 Grounds Personnel 420,086 418,809 495,319 463,482 480,842 Services & Supplies 505,320 575,527 618,875 627,355 657,885 Total by Type $ 925,406 $ 994,336 $ 1,114,194 $ 1,090,837 $ 1,138,727 Bldg. Maintenance Personnel - - - - -
Services & Supplies 172,698 194,603 206,690 209,525 283,530 Total by Type $ 172,698 $ 194,603 $ 206,690 $ 209,525 $ 283,530 Total by Division $ 3,342,927 $ 3,544,362 $ 4,081,621 $ 3,970,435 $ 4,407,923 Total By Division
PAGE 93 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 307,865 327,155 385,068 351,112 407,430
Services & Supplies 108,070 90,829 233,935 244,986 298,420 Total by Type $ 415,935 $ 417,984 $ 619,003 $ 596,098 $ 705,850 Expenditures by Fund:
101 General Fund 397,275 390,938 589,877 593,487 672,819 104 4th of July Fund 11,259 3,863 6,087 2,611 6,391
595 Workers' Compensation Fund 7,401 23,183 23,039 - 26,640 Total by Fund $ 415,935 $ 417,984 $ 619,003 $ 596,098 $ 705,850 101-40-4001-0000 Full Time Salaries 219,241 179,767 275,782 268,973 291,093 101-40-4002-0000 Part Time Salaries 28,127 54,655 - - - 101-40-4004-0000 Overtime 254 - - - -
101-40-4006-0000 Medicare 3,431 3,186 3,999 3,536 4,221 101-40-4008-6160 Retirement-PERS - 1,900 23,986 2,400 3,800 101-40-4008-3080 Retirement-457 Plan 15,201 15,898 2,400 23,394 23,811 101-40-4010-0000 Cafeteria Benefit 21,078 32,934 49,775 50,198 49,074 101-40-4012-0000 Auto Allowance - - - - 2,400
101-40-4014-0000 Unemployment Insurance 1,873 11,769 - - - 104-40-4004-0000 Public Works Overtime 9,481 3,808 6,000 2,577 6,300 104-40-4006-0000 Medicare 131 55 87 34 91
104-40-4010-0000 Cafeteria Benefits 1,647 - - - -
595-40-4015-0001 Workers' Comp Current Employee 2,054 2,026 8,664 - 11,091 595-40-4015-0002 Workers' Comp Past Employees 5,347 21,157 14,375 - 15,549 Total Personnel $ 307,865 $ 327,155 $ 385,068 $ 351,112 $ 407,430 101-40-4104-0000 Contract Engineering Services 33,424 10,966 165,000 161,000 150,000 101-40-4150-0000 Other Contract Services 11,441 10,307 5,960 7,350 7,570 101-40-4150-0500 Other Contract Services-IT 9,600 10,080 12,680 13,356 73,230 101-40-4260-0000 Damage to City Property Repair 25,490 21,723 10,000 20,000 20,000 101-40-4316-0000 Equipment Repair & Maintenance 500 94 5,460 5,460 5,460 101-40-4376-0000 Materials & Supplies 6,526 5,798 6,900 6,900 6,900

PARKS AND PUBLIC WORKS - ADMINISTRATION
FY 2023-24
Operating Budget Summary
Operating Budget Detail
PAGE 94 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed

PARKS AND PUBLIC WORKS - ADMINISTRATION
FY 2023-24
101-40-4396-0000 Memberships & Dues 2,032 2,735 3,055 3,190 3,710 101-40-4398-0000 Mileage 23 - 200 100 200
101-40-4468-0000 Staff Development 1,900 3,168 4,290 4,030 5,285 101-40-4480-0000 Travel & Meetings 1,855 2,960 4,610 4,600 6,500 101-40-4492-0003 Uniforms-PERSable 5,371 5,562 5,430 7,100 7,300 101-40-4492-0004 Uniforms-Safety 7,743 8,033 8,075 9,700 9,990 101-40-4500-9025 Utilities-Telecommunications 2,061 2,203 2,275 2,200 2,275 101-40-4508-0000 Vehicle Repair 104 - - - -
Total Services & Supplies $ 108,070 $ 90,829 $ 233,935 $ 244,986 $ 298,420 Total Operating Expenditures $ 415,935 $ 417,984 $ 619,003 $ 596,098 $ 705,850 PAGE 95 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 240,120 262,800 269,312 265,519 239,532
Services & Supplies 21,798 16,945 23,795 24,651 28,950
Total by Type $ 261,918 $ 279,745 $ 293,107 $ 290,170 $ 268,482 Expenditures by Fund:
101 General Fund 261,918 279,745 293,107 290,170 268,482 Total by Fund $ 261,918 $ 279,745 $ 293,107 $ 290,170 $ 268,482 101-42-4001-0000 Full Time Salaries 144,066 157,024 164,824 163,476 180,898 101-42-4004-0000 Overtime 5,373 5,635 1,545 2,783 1,545 101-42-4006-0000 Medicare 2,300 2,479 2,412 2,501 2,645 101-42-4008-3080 Retirement-457 Plan - 1,200 2,400 2,400 2,400 101-42-4008-6160 Retirement-PERS 56,364 64,605 65,691 64,186 20,298 101-42-4010-0000 Cafeteria Benefit 31,617 31,257 31,840 29,573 31,046 101-42-4013-0000 Uniform Allowance 400 600 600 600 700
Total Personnel $ 240,120 $ 262,800 $ 269,312 $ 265,519 $ 239,532 101-42-4150-0000 Other Contract Services 5,395 7,347 7,220 9,041 10,450 101-42-4316-0000 Equipment Repair & Maintenance 9,206 2,595 10,325 9,150 10,250 101-42-4376-0000 Materials & Supplies 5,349 4,366 4,000 4,310 5,000 101-42-4452-0000 Small Tools 1,460 1,360 1,500 1,500 2,500 101-42-4508-0000 Vehicle Repair & Maintenance 388 1,277 750 650 750 101-42-4950-0001 Equipment Cost Allocation - - - - -
Total Services & Supplies $ 21,798 $ 16,945 $ 23,795 $ 24,651 $ 28,950 Total Operating Expenditures $ 261,918 $ 279,745 $ 293,107 $ 290,170 $ 268,482 FY 2023-24
Operating Budget Summary
Operating Budget Detail

PARKS AND PUBLIC WORKS - FLEET
PAGE 96 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel - - - - -
Services & Supplies 332,809 290,641 231,530 229,265 342,710 Total by Type $ 332,809 $ 290,641 $ 231,530 $ 229,265 $ 342,710 Expenditures by Fund:
101 General Fund 332,809 290,641 231,530 229,265 312,710 246 Measure W Fund - - - - 30,000
Total by Fund $ 332,809 $ 290,641 $ 231,530 $ 229,265 $ 342,710 101-44-4104-0000 Contracted Engineering NPDES 390 5,805 15,000 15,000 70,000 101-44-4150-0000 Other Contract Services 153,001 122,427 180,960 179,740 207,310 101-44-4150-5170 Other Contract Services-NPDES 35,051 17,545 23,000 22,050 23,300 101-44-4150-9020 Contracted Street Sweeping 136,322 136,951 - - - 101-44-4376-0000 Materials and Supplies - - -
101-44-4399-0000 Non-Capitalized Equipment - - -
101-44-4460-5170 Special Expenses-NPDES 8,045 7,913 12,570 12,475 12,100 246-44-4460-5170 Special Expenses-NPDES - - - - 30,000
Total Services & Supplies $ 332,809 $ 290,641 $ 231,530 $ 229,265 $ 342,710 Total Operating Expenditures $ 332,809 $ 290,641 $ 231,530 $ 229,265 $ 342,710 FY 2023-24
Operating Budget Summary
Operating Budget Detail

PARKS AND PUBLIC WORKS - SEWER
PAGE 97 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 461,551 588,257 607,229 585,266 561,220
Services & Supplies 271,616 277,422 440,275 424,940 558,170 Total by Type $ 733,167 $ 865,679 $ 1,047,504 $ 1,010,206 $ 1,119,390 Expenditures by Fund:
101 General Fund 733,167 865,679 1,045,004 1,007,706 1,119,390 215 Prop. C Transit Fund - - 2,500 2,500 -
Total by Fund $ 733,167 $ 865,679 $ 1,047,504 $ 1,010,206 $ 1,119,390 101-48-4001-0000 Full Time Salaries 276,802 351,750 364,140 365,318 415,395 101-48-4002-0000 Part Time Wages - - - - -
101-48-4004-0000 Overtime 20,402 29,582 - 887 -
101-48-4006-0000 Medicare 4,363 5,492 5,280 5,308 6,023 101-48-4008-3080 Retirement-457 Plan - 2,400 6,000 4,105 7,400 101-48-4008-6050 Retirement-PARS - - - - -
101-48-4008-6160 Retirement-PERS 104,850 125,275 129,732 128,694 50,342 101-48-4010-0000 Cafeteria Benefit 54,234 72,508 100,577 79,304 80,310 101-48-4013-0000 Uniform Allowance 900 1,250 1,500 1,650 1,750 Total Personnel $ 461,551 $ 588,257 $ 607,229 $ 585,266 $ 561,220 101-48-4150-0000 Other Contract Services 53,845 51,313 81,985 74,485 193,100 101-48-4150-9020 Contracted Street Sweeping - - 146,490 146,490 153,820 101-48-4316-0000 Equipment Repair & Maintenance 2,531 1,596 1,750 1,500 1,750 101-48-4376-0000 Materials & Supplies 80,563 81,788 82,800 76,615 82,800 101-48-4376-9242 Traffic Commission Enhancements - - - - - 101-48-4452-0000 Small Tools 1,066 565 1,000 1,000 1,000 101-48-4500-1980 Utilities-Electricity 106,192 117,959 100,200 99,150 102,150 101-48-4500-9025 Utilities-Telecommunications - - - - - 101-48-4508-0000 Vehicle Repair & Maintenance 27,419 24,201 23,550 23,200 23,550 FY 2023-24
Operating Budget Summary
Operating Budget Detail

PARKS AND PUBLIC WORKS - STREETS
PAGE 98 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
FY 2023-24

PARKS AND PUBLIC WORKS - STREETS
101-48-4950-0001 Equipment Cost Allocation - - - - -
215-48-4150-0000 Other Contract Services - - 2,500 2,500 - Total Services & Supplies $ 271,616 $ 277,422 $ 440,275 $ 424,940 $ 558,170 Total Operating Expenditures $ 733,167 $ 865,679 $ 1,047,504 $ 1,010,206 $ 1,119,390 PAGE 99 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 332,039 327,357 403,283 376,334 383,809
Services & Supplies 168,955 174,017 166,310 168,000 165,425 Total by Type $ 500,994 $ 501,374 $ 569,593 $ 544,334 $ 549,234 Expenditures by Fund:
101 General Fund 489,628 495,073 566,083 539,844 549,234 281 Donations Fund 11,366 6,301 3,510 4,490 -
Total by Fund $ 500,994 $ 501,374 $ 569,593 $ 544,334 $ 549,234 101-50-4001-0000 Full Time Salaries 199,418 185,631 240,269 215,407 266,528 101-50-4002-0000 Part Time Wages 17,381 104 - - -
101-50-4004-0000 Overtime 482 2,158 500 684 500
101-50-4006-0000 Medicare 3,133 2,576 3,491 2,939 3,872 101-50-4008-3080 Retirement-457 Plan - 1,100 3,600 800 3,600 101-50-4008-6050 Retirement-PARS 622 4 - - -
101-50-4008-6160 Retirement-PERS 69,134 75,086 81,329 81,200 28,108 101-50-4010-0000 Cafeteria Benefit 41,219 56,421 73,194 74,329 80,151 101-50-4013-0000 Uniform Allowance 650 375 900 975 1,050 101-50-4014-0000 Unemployment Payments - 3,902 - - -
101-50-4015-0000 Workers' Comp Current Employee - - - - - Total Personnel $ 332,039 $ 327,357 $ 403,283 $ 376,334 $ 383,809 101-50-4150-0000 Other Contract Services 32,585 32,785 14,000 13,000 14,000 101-50-4206-0000 Building Repair & Maintenance 815 - - - - 101-50-4316-0000 Equipment Repair & Maintenance 279 - 500 500 500 101-50-4376-0000 Materials & Supplies 24,082 22,044 25,700 23,660 25,700 101-50-4404-0000 Plants 2,978 4,251 5,000 4,500 5,000
101-50-4452-0000 Small Tools 467 962 750 750 750
101-50-4500-4950 Utilities-Natural Gas 718 1,365 1,050 750 775 101-50-4500-9025 Utilities-Telecommunications 1,936 2,016 2,050 2,000 2,050 FY 2023-24
Operating Budget Summary
Operating Budget Detail

PARKS AND PUBLIC WORKS - PARKS
PAGE 100 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
FY 2023-24

PARKS AND PUBLIC WORKS - PARKS
101-50-4500-9460 Utilities-Water 82,366 90,178 104,550 103,350 106,450 101-50-4508-0000 Vehicle Repair & Maintenance 11,363 14,115 9,200 15,000 10,200 101-50-4950-0001 Equipment Cost Allocation - - - - -
281-50-4399-0000 Non-Capitalized Equipment 11,366 6,301 3,510 4,490 - Total Services & Supplies $ 168,955 $ 174,017 $ 166,310 $ 168,000 $ 165,425 Total Operating Expenditures $ 500,994 $ 501,374 $ 569,593 $ 544,334 $ 549,234 PAGE 101 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 420,086 418,809 495,319 463,482 480,842
Services & Supplies 505,320 575,527 618,875 627,355 657,885 Total by Type $ 925,406 $ 994,336 $ 1,114,194 $ 1,090,837 $ 1,138,727 Expenditures by Fund:
101 General Fund 925,406 994,336 1,114,194 1,090,837 1,138,727 Total by Fund $ 925,406 $ 994,336 $ 1,114,194 $ 1,090,837 $ 1,138,727 101-52-4001-0000 Full Time Salaries 263,574 258,903 311,701 287,375 342,957 101-52-4002-0000 Part-Time Wages - - - - -
101-52-4004-0000 Overtime 26,989 20,930 4,000 4,601 4,000 101-52-4006-0000 Medicare 4,284 3,964 4,578 4,079 5,031 101-52-4008-3080 Retirement-457 Plan - 1,100 4,800 2,700 4,800 101-52-4008-6160 Retirement-PERS 70,766 74,484 79,513 73,308 32,951 101-52-4010-0000 Cafeteria Benefit 53,823 58,953 89,527 90,444 89,703 101-52-4013-0000 Uniform Allowance 650 475 1,200 975 1,400 Total Personnel $ 420,086 $ 418,809 $ 495,319 $ 463,482 $ 480,842 101-52-4150-0000 Other Contract Services 284,085 344,564 394,680 394,060 416,860 101-52-4316-0000 Equipment Repair & Maintenance 2,161 1,915 1,000 550 1,000 101-52-4376-0000 Materials & Supplies 8,303 9,044 9,690 9,900 10,310 101-52-4404-0000 Plants 10,204 3,990 4,000 4,200 4,500
101-52-4452-0000 Small Tools - 27 750 750 750
101-52-4500-9025 Utilities-Telecommunications - - - - - 101-52-4500-9460 Utilities-Water 185,084 198,544 193,380 203,000 209,090 FY 2023-24
Operating Budget Summary
Operating Budget Detail:

PARKS AND PUBLIC WORKS - GROUNDS
PAGE 102 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
FY 2023-24

PARKS AND PUBLIC WORKS - GROUNDS
101-52-4508-0000 Vehicle Repair & Maintenance 15,483 17,443 15,375 14,895 15,375 101-52-4950-0001 Equipment Cost Allocation - - - - -
Total Services & Supplies $ 505,320 $ 575,527 $ 618,875 $ 627,355 $ 657,885 Total Operating Expenditures $ 925,406 $ 994,336 $ 1,114,194 $ 1,090,837 $ 1,138,727 PAGE 103 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel - - - - -
Services & Supplies 172,698 194,603 206,690 209,525 283,530 Total by Type $ 172,698 $ 194,603 $ 206,690 $ 209,525 $ 283,530 Expenditures by Fund:
101 General Fund 172,698 194,603 206,690 209,525 283,530 Total by Fund $ 172,698 $ 194,603 $ 206,690 $ 209,525 $ 283,530 101-53-4150-0000 Other Contract Services 109,161 106,553 113,050 112,255 145,175 101-53-4206-0000 Building Repair & Maintenance 34,371 59,135 62,845 64,720 102,845 101-53-4376-0000 Materials & Supplies 29,166 28,915 30,295 32,050 35,010 101-53-4508-0000 Vehicle Repair & Maintenance - - 500 500 500 Total Services & Supplies $ 172,698 $ 194,603 $ 206,690 $ 209,525 $ 283,530 Total Operating Expenditures $ 172,698 $ 194,603 $ 206,690 $ 209,525 $ 283,530 FY 2023-24
Operating Budget Summary
Operating Budget Detail
PARKS AND PUBLIC WORKS - BLDG MAINT.

PAGE 104 of 170
1 TO: Philippe Eskandar, City Manager
FROM: Cathi Johnson, Community Services Director
Kristin Shigenaga, Management Analyst
DATE: April 26, 2024
SUBJECT: BUDGET SUBMISSION FOR FY 2024-25

COMMUNITY SERVICES DEPARTMENT
YEAR-END SUMMARY (FY 2023-24 BUDGET VS ESTIMATED)
The Community Services Department (CSD) is anticipated to end the fiscal year with a savings of $474,523 or -11.3% below the current budget. The primary reasons are listed below:
• Personnel should see a savings of $396,843 primarily due to savings from vacant part-time positions.
• Services & Supplies should see a savings of $77,680.
o Recreation savings of $35,666:
 $10,299 in savings as the Fall session was cut short due to the timing of the opening of the Community Center, so the payments to contract class instructors was less than expected.
 $7,950 in savings as the decorations for Home for the Holidays was cheaper than budgeted; this has been reduced for next year.
 $6,432 in savings as four Family Nights were budgeted, but only three occurred.

FY 2023-24 FY 2023-24 Bud. Vs Est. Bud. Vs Est.

Description Budget Estimated Diff $$ Diff %%
Personnel $ 3,001,080 $ 2,604,237 $ (396,843) -13.2%
Services & Supplies 1,181,941 1,104,261 (77,680) -6.6%
Total: $ 4,183,021 $ 3,708,498 $ (474,523) -11.3%
PAGE 105 of 170
2  $6,325 in savings as bridge instructors were non-responsive when asked to come back after the renovation of the Community Center and guest speakers for the year-round lecture series have offered to speak at no cost.
 $5,696 in savings as the registration for Senior Trips decreased this year, and one trip was cancelled entirely.
o Library savings of $38,009:
 $28,000 in savings as the cost of the new inventory and client management system that the San Marino Public Library Foundation graciously paid for was significantly cheaper than expected.
 $5,300 in savings as one electronic resource, PressReader, was paid by Southern California Library Cooperative.
 $2,000 in savings as staff was unable to purchase Chinese language materials due to not having someone on staff to verify the bibliographic records from the vendor and make the required tags.

FY 2024-25 PROPOSED BUDGET – COMMUNITY SERVICES DEPARTMENT Personnel
Personnel proposed budget is $2,978,592, which represents a $22,488 or 0.7% decrease from current budget. This decrease is associated with PERs costs that will be paid out of Non-Departmental next year.

The Department’s full time equivalent (FTE) is proposed to decrease to 36.43 from 37.04, which is a decrease of .61.
o The Recreation Division’s full time equivalent (FTE) is proposed to decrease by 0.61 through various part-time positions. A majority of the decrease is due not offering the Lil’ Learners 4’s and 5’s class, resulting in 2,200 fewer part-time personnel hours. As a part of the State of California’s new early childhood education legislation, Pre-K (4 and 5-year-old) students can register at no cost with San Marino Unified School District; therefore, eliminating the need to provide this program to this age group. However, this is offset by an increase of 850 part-time personnel hours to support the after-school middle school program, Kit Crew. Additionally, it is offset by the 184 hours to support the 4th of July Parade that the City Council approved as a mid-year budget amendment for the current year.

Services & Supplies
The Community Services Department’s Services and Supplies budget is proposed to increase by $12,237 or 1.0% from the current budget. The Recreation Division budget is increasing primarily due to increasing costs of existing programming (equipment rentals, payments to contract class instructors, bus transportation) and utility costs associated with the Community Center. The Library Division budget is decreasing primarily due to lower than expected cost of the new inventory and client management system.

FY 2023-24 FY 2024-25 YOY Budget Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 3,001,080 $ 2,978,592 $ (22,488) -0.7%
Services & Supplies 1,181,941 1,194,178 12,237 1.0%
Total: $ 4,183,021 $ 4,172,770 $ (10,251) -0.2%
PAGE 106 of 170
3 Departmental Budget Detail
The Department’s budget detail is split between three divisions: Community Services Administration, Recreation, and Library on the following pages of this budget memorandum. o Community Services Administration – Page 4
o Recreation – Page 5
o Library – Page 11
PAGE 107 of 170
4 COMMUNITY SERVICES ADMINISTRATION
Personnel
Personnel proposed budget is $712,574 which represents a $46,268 or 6.9% increase from current budget.

The Community Services Administration Division’s full time equivalent (FTE) is proposed be 5.68, which represents no change from the current year’s FTE.

Services & Supplies
Services & Supplies proposed budget is $107,339 which represents an increase of $8,096 or 8.2%. o An increase of $3,200 to cost center #101-59-4150-0000 (Other Contract Services) for LiveScan costs for volunteers as per CJPIA’s recommendation.
o An increase of $3,264 to various cost centers to allow for eight additional pages in the Summer Community Services Guide, as the Department offers significantly more programming during this quarter (aquatics, summer camps, Summer Reading Club, several community events). o An increase of $1,632 to various cost centers due to inflationary pressures.

FY 2023-24 FY 2024-25
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 666,306 $ 712,574 $ 46,268 6.9%
Services & Supplies 99,243 107,339 8,096 8.2%
Total: $ 765,549 $ 819,913 $ 54,364 7.1%
PAGE 108 of 170
5 RECREATION (BUDGET SUMMARY)
Personnel
Personnel proposed budget is $990,387 which represents a $28,222 or 2.8% decrease from current budget.

The Recreation Division’s full time equivalent (FTE) is proposed to decrease to 13.46 from 14.07, which is a decrease of 0.61.
o The Recreation Division’s full time equivalent (FTE) is proposed to decrease by 0.61 through various part-time positions. A majority of the decrease is due not offering the Lil’ Learners 4’s and 5’s class, resulting in 2,200 fewer part-time personnel hours. As a part of the State of California’s new early childhood education legislation, Pre-K (4 and 5-year-old) students can register at no cost; therefore, eliminating the need to provide this program to this age group. However, this is offset by an increase of 850 part-time personnel hours to support the after-school middle school program, Kit Crew. Additionally, it is offset by the 184 hours to support the 4th of July Parade that the City Council approved as a mid-year budget amendment for the current year.

Services & Supplies
Services & Supplies proposed budget is $701,532 which represents an increase of $39,526 or 6.0% from current budget. The primary reasons for the increase are due to the following:
o The Administration’s Services and Supplies budget is proposed to increase by $9,200 due to increased credit card fees due to an increased number of credit card transactions. o The Youth’s Services and Supplies budget is proposed to increase by $6,450 as the costs of transportation for summer camps have increased. Note: This will be using Prop A funding and not General Fund monies.
o The Adult’s Services and Supplies budget is proposed to decrease by $3,375 due to a lack of interest by bridge instructors to come back after the renovation of the Community Center. o The Community Events and Enrichment’s Services and Supplies budget is proposed to increase by $9,397 due to rising costs of equipment rentals and to enhance six events (Battle of the Bands, 4th of July, Summer Concerts (3), and Trunk or Treat) through increased stage sizes and additional activities.

FY 2023-24 FY 2024-25
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 1,018,609 $ 990,387 $ (28,222) -2.8%
Services & Supplies 662,006 701,532 39,526 6.0%
Total: $ 1,680,615 $ 1,691,919 $ 11,304 0.7%
PAGE 109 of 170
6 o The Contract Classes’ Services and Supplies budget is proposed to increase by $8,564 to account for the increased registration in contract classes in the past year. Note: there is also an increase in the revenue to offset a portion of these expenses.
o The Facilities & Rentals’ Services and Supplies budget is proposed to increase by $9,290 because of higher than expected costs for electricity at the Community Center and smaller supplies needed for the building.

RECREATION (BUDGET DETAIL)
Recreation Administration
Personnel
The program area’s full time equivalent (FTE) is proposed to decrease to 3.10 from 3.23, which is a decrease of .13.

Personnel proposed budget is $452,948 which represents a $23,968 or 5.6% increase from current budget.

Services & Supplies
The Recreation Administration’s Services and Supplies budget is proposed to increase by $9,200. o An increase of $9,748 to cost center #101-60-4150-0000 (Other Contract Services) as credit card fees have increased due to the number of credit card transactions. o A decrease of $1,458 to cost center #101-60-4324-0000 (Facility Rental) as staff have reduced the number of storage containers used at CSD sites.

FY 2023-24 FY 2024-25
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 428,980 $ 452,948 $ 23,968 5.6%
Services & Supplies 41,802 51,002 9,200 22.0%
Total: $ 470,782 $ 503,950 $ 33,168 7.0%
PAGE 110 of 170
7 Recreation Aquatics
Personnel
The program area’s full time equivalent (FTE) is proposed to decrease to 2.21 from 2.22, which is a decrease of .01.

Personnel proposed budget is $126,439 which represents a $5,207 or 4.3% increase from current budget.

Services & Supplies
The Aquatics’ Services and Supplies budget requests no adjustments.

Recreation Youth
Personnel
The program area’s full time equivalent (FTE) is proposed to decrease to 5.57 from 6.14, which is a decrease of .57.

Personnel proposed budget is $286,608 which represents a $23,371 or 7.5% decrease from current budget.

Services & Supplies
The Youth’s Services and Supplies budget is proposed to increase by $6,450. o An increase of $6,000 to cost center #207-62-4208-0000 (Bus Transportation) as the costs of transportation have increased. Note: This will be using Prop A funding and not General Fund monies.

FY 2023-24 FY 2024-25
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 121,232 $ 126,439 $ 5,207 4.3%
Services & Supplies 24,099 24,099 - 0.0%
Total: $ 145,331 $ 150,538 $ 5,207 3.6%
FY 2023-24 FY 2024-25
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 309,979 $ 286,608 $ (23,371) -7.5%
Services & Supplies 91,660 98,110 6,450 7.0%
Total: $ 401,639 $ 384,718 $ (16,921) -4.2%
PAGE 111 of 170
8 Recreation Adult
Personnel
The program area’s full time equivalent (FTE) is 0.08, which represents no change from the current year’s FTE.

Personnel proposed budget is $3,722, which represents an $15,298 or 80.4% decrease from current budget.

Services & Supplies
The Adult’s Services and Supplies budget is proposed to decrease by $3,375. o A decrease of $4,525 to cost center #101-64-4102-0000 (Contracted Teacher Services) as the bridge program leaders were not responsive to staff’s inquiries about restarting the club after the renovation of the Community Center.
o An increase of $1,000 to cost center #204-64-4150-0000 (CDBG – Other Contract Services) as LACDA has increased our CDBG allocation.

Community Events & Enrichment
Personnel
The program area’s full time equivalent (FTE) is proposed to increase to 0.61 from 0.51, which is an increase of .10.

Personnel proposed budget is $32,198, which represents a $12,962 or 28.7% decrease from current budget.

FY 2023-24 FY 2024-25
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 19,020 $ 3,722 $ (15,298) -80.4%
Services & Supplies 45,013 41,638 (3,375) -7.5%
Total: $ 64,033 $ 45,360 $ (18,673) -29.2%
FY 2023-24 FY 2024-25
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 45,160 $ 32,198 $ (12,962) -28.7%
Services & Supplies 244,977 254,374 9,397 3.8%
Total: $ 290,137 $ 286,572 $ (3,565) -1.2%
PAGE 112 of 170
9 Services & Supplies
The Community Events and Enrichment’s Services and Supplies budget is proposed to increase by $9,397. o An increase of $4,241 to cost center #101-66-4150-0000 (Other Contract Services) as the costs for sound systems for several events were moved from cost center #101-66-4308-0000 (Equipment Rental) since professionals are needed to manage the sound throughout events.

Additionally, staff are enhancing the quality of the Summer Concerts by increasing the budget for performers and adding activities for kids (ex. face painting, slides). o An increase of $3,800 to cost center #104-66-4308-0000 (Equipment Rental – 4th of July) due to increasing the size of the performance stage and adding vehicle rentals for use by dignitaries in the Parade.

Contract Classes
Personnel
The program area’s full time equivalent (FTE) is 0.00, which represents no change from the current year’s FTE.

Personnel budget is $0, which represents no change from the current year.

Services & Supplies
The Contract Classes’ Services and Supplies budget is proposed to increase by $8,564 to account for the increased registration for contract classes in the past year. Note: there is also an increase in the revenue to offset a portion of these expenses. Note: staff are increasing the budget for cost center #101-68-4102- 0000 (Contracted Teacher Services) despite coming in underbudget this year due to loss of revenue as contract classes started later than usual in the Fall due to the timing of the opening of the Community Center.

FY 2023-24 FY 2024-25
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ - $ - $ - #DIV/0!
Services & Supplies 142,049 150,613 8,564 6.0%
Total: $ 142,049 $ 150,613 $ 8,564 6.0%
PAGE 113 of 170
10 Recreation Facilities & Rentals
Personnel
The program area’s full time equivalent (FTE) is 1.89, which represents no change from the current year’s FTE.

Personnel proposed budget is $88,472 which represents a $5,766 or 6.1% decrease from current budget.

Services & Supplies
The Facilities & Rentals’ Services and Supplies budget is proposed to increase by $9,290. • An increase of $1,430 to cost center #101-70-4150-0000 (Other Contract Services) for floor mat cleaning services at the Community Center.
• An increase of $1,700 to cost center #101-70-4376-0000 (Materials & Supplies) for minor facility maintenance needs (ex. keys, safe repair, minor supplies). • An increase of $5,548 to cost center #101-70-4500-1980 (Utilities – Electricity) as the cost for service at the Community Center has been greater than expected.

FY 2023-24 FY 2024-25
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 94,238 $ 88,472 $ (5,766) -6.1%
Services & Supplies 72,406 81,696 9,290 12.8%
Total: $ 166,644 $ 170,168 $ 3,524 2.1%
PAGE 114 of 170
11 LIBRARY (BUDGET SUMMARY)
Personnel
Personnel proposed budget is $1,275,631 which represents a $40,534 or 3.1% decrease from current budget.

The Library’s full time equivalent (FTE) is proposed to be 17.29, which represents no change from the current year’s FTE.

Though the Division’s FTE is not changing, staff are shifting part-time resources to where they are most needed and based on the Division’s organizational structure. The below table describes the movements of part-time hours (and related wages and benefits) among the Division’s program areas.

Position FY 23-24
(Transferred From)
FY 24-25
(Transferred To)
Reason
Library Assistant (1) Processing (93) Adult Services (91) Serve as Chinese cataloger Library Monitors (2) Circulation (94) Children’s Services (92) Report to Youth Services Librarian
Library Assistant (1) Children’s Services (92) Circulation (94) Provide Circulation supervision
Services & Supplies
Services & Supplies proposed budget is $385,307 which represents a decrease of $35,385 or 8.4% from current budget. The primary reasons for the decrease are due to the following:
o The Library Administration’s Services and Supplies budget is proposed to decrease by $38,162; the decreases are as follows:
• A decrease of $40,000 to cost center #281-90-4150-0500 (Other Contract Services – IT) as this represented the one-time budgeted cost of the new inventory and client management system that the San Marino Public Library Foundation graciously paid for.

Moving forward and as in previous years, this will be paid of out the Department’s operating budget using the General Fund.
 Note: the cost of the software was significantly less than expected; cost $12,000 • An increase of $13,450 to cost center #101-90-4500-1980 (Utilities – Electricity) as the cost for service at the Library has been greater than expected. • A decrease of $5,049 to cost center #101-90-4150-0500 (Other Contract Services - IT) as the cost for the public internet access provided by the State decreased through the new contract.

FY 2023-24 FY 2024-25 YOY Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 1,316,165 $ 1,275,631 $ (40,534) -3.1%
Services & Supplies 420,692 385,307 (35,385) -8.4%
Total: $ 1,736,857 $ 1,660,938 $ (75,919) -4.4%
PAGE 115 of 170
12 • A decrease of $3,770 to cost center #101-90-4376-0000 (Materials & Supplies) as this year’s budget included funds to one-time purchases (ex. POS hardware and receipt printers) that do not need to be budgeted for next year. o The Adult Services’ Services and Supplies budget is proposed to increase by $619. o The Children’s Services’ Services and Supplies budget is proposed to increase by $2,158; the increase is as follows:
• An increase of $1,500 to cost center #281-92-4376-0000 (Materials & Supplies) to purchase a laptop for assisting with programs and in-stack collection maintenance from the Donation Fund Reserve Balance.

LIBRARY (BUDGET DETAIL)
Library Administration
Personnel
The program area’s full time equivalent (FTE) is 2.00, which represents no change from the current year’s FTE.

Personnel proposed budget is $292,568 which represents a $41,043 or 12.3% decrease from current budget.

Services & Supplies
The Library Administration’s Services and Supplies budget is proposed to decrease by $38,162. The primary reasons for the decrease are due to the following:
o A decrease of $40,000 to cost center #281-90-4150-0500 (Other Contract Services – IT) as this represented the one-time budgeted cost of the new inventory and client management system that the San Marino Public Library Foundation graciously paid for. Moving forward, this will be paid of out the Department’s operating budget using the General Fund. o An increase of $13,450 to cost center #101-90-4500-1980 (Utilities – Electricity) as the cost for service at the Library has been greater than expected.
o A decrease of $5,049 to cost center #101-90-4150-0500 (Other Contract Services - IT) as the cost for the public internet access provided by the State decreased through the new contract. o A decrease of $3,770 to cost center #101-90-4376-0000 (Materials & Supplies) as this year’s budget included funds to one-time purchases (ex. POS hardware and receipt printers) that do not need to be budgeted for next year.

FY 2023-24 FY 2024-25 YOY Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 333,611 $ 292,568 $ (41,043) -12.3%
Services & Supplies 256,527 218,365 (38,162) -14.9%
Total: $ 590,138 $ 510,933 $ (79,205) -13.4%
PAGE 116 of 170
13 Library Adult Services
Personnel
The program area’s full time equivalent (FTE) is 2.95 FTE, an increase of .46 from current year’s FTE (a transfer from another program area; see table on page 11 for detail).

Personnel proposed budget is $223,879 which represents a $23,164 or 11.5% increase from current budget.

Services & Supplies
The Adult Services’ Services and Supplies budget is proposed to increase by $619. The primary reasons for the increase are due to the following:
o A decrease of $6,908 to cost center #101-91-4370-1985 (Library Materials – Electronic Resources) as the ValueLine Investment Database was paid for this fiscal year and will not need to be renewed again for two years.
o An increase of $2,584 to cost center #101-91-4370-6805 (Library Materials – Print Subscriptions) to pay for Chinese language magazines.
o An increase of $4,000 to cost center #281-91-4376-0000 (Materials & Supplies) to purchase stool seating for an existing standing height table and a laptop for assisting with programs and in-stack collection maintenance. Note: both will be paid for out of the Donations Fund Reserve Balance.

Library Children’s Services
Personnel
The program area’s full time equivalent (FTE) is 3.40, an increase of .39 from current year’s FTE (a transfer from another program area; see table on page 11 for detail).

FY 2023-24 FY 2024-25 YOY Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 200,715 $ 223,879 $ 23,164 11.5%
Services & Supplies 107,095 107,714 619 0.6%
Total: $ 307,810 $ 331,593 $ 23,783 7.7%
FY 2023-24 FY 2024-25 YOY Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 265,798 $ 267,908 $ 2,110 0.8%
Services & Supplies 47,930 50,088 2,158 4.5%
Total: $ 313,728 $ 317,996 $ 4,268 1.4%
PAGE 117 of 170
14 Personnel proposed budget is $267,383 which represents an $2,110 or 0.8% increase from current budget.

Services & Supplies
The Children’s Services’ Services and Supplies budget is proposed to increase by $2,158. The main reason for this increase is to purchase a laptop for assisting with programs and in-stack collection maintenance from the Donations Fund Reserve Balance.

Library Processing
Personnel
The program area’s full time equivalent (FTE) is 0.40, a decrease of .39 from current year’s FTE (a transfer from another program area; see table on page 11 for detail).

Personnel proposed budget is $19,237 which represents a $17,757 or 48.0% decrease from current budget.

Services & Supplies
The Processing’s Services and Supplies budget requests no adjustments.

Library Circulation
Personnel
The program area’s full time equivalent (FTE) is 8.55, a decrease of .46 from current year’s FTE (a transfer from another program area; see table on page 11 for detail).

FY 2023-24 FY 2024-25 YOY Budget
YOY
Budget
Description 512,180 Adopted Diff $$ Diff %%
Personnel $ 36,994 $ 19,237 $ (17,757) -48.0%
Services & Supplies 9,140 9,140 - 0.0%
Total: $ 46,134 $ 28,377 $ (17,757) -38.5%
FY 2023-24 FY 2024-25 YOY Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 479,047 $ 472,039 $ (7,008) -1.5%
Services & Supplies - - - 0.0%
Total: $ 479,047 $ 472,039 $ (7,008) -1.5%
PAGE 118 of 170
15 Personnel proposed budget is $472,039, which represents a $7,008 or 1.5% decrease from current budget.

Services & Supplies
The Circulation’s Services and Supplies budget requests no adjustments as this Department is personnelbased.

Attachments
A. Department Narrative (Purpose, Description, FY 2023-24 Accomplishments, FY 2024-25 Objectives, Operational Dashboard)
B. Department Organizational Chart
C. Department Tie-Out Sheets
PAGE 119 of 170

DEPARTMENT PURPOSE
The mission of the Community Services Department (CSD) is to enrich the community through quality-of-life programming, services, and events; promote active lifestyles; connect people to people, and people to nature; and support literacy and lifelong learning at the Crowell Public Library.

DEPARTMENT DESCRIPTION
The Community Services Department is committed to exemplary customer service and community-driven quality-of-life programming. Through its Recreation and Library Divisions, the Department’s programming and services inspire community connectedness, active living, and safe recreational and knowledge-discovery opportunities. The Department leads the City in community collaborations by leveraging the talents and resources of over 20 community partners and stakeholder groups.

The Recreation Division provides a range of early childhood and youth activities to further safe, healthy, and creative outlets; offers an array of social, recreational, and fitness-oriented activities for adults of all interests and ages; and organizes year-round events that further community connections. The Division partners with individuals and organizations to offer exciting recreational services via staff and contractor led programming. The Division also operates the City’s recreational facilities, such as the San Marino Community Center, Stoneman Building, and Gatehouse and historic Thurnher House at Lacy Park, in addition to coordinating rental use by individuals, the community, and private / non-profit groups. The Division operates the San Marino High School pool for a seasonal aquatics program during the months of June and July for community-based, all ages programming.

The Crowell Public Library fulfills its commitment to supporting literacy, lifelong learning, and knowledge acquisition by providing print and digital materials that meet the community’s educational, professional, and recreational information needs. The Library also offers programs for all ages to apply research-based literacy practices, provides opportunities for cultural enrichment, and creates a sense of community through shared experiences. The Division liaisons with the San Marino Public Library Foundation and the Friends of the Crowell Public Library, in which the role of both non-profit organizations is to support the mission and service delivery of the Library.

COMMUNITY SERVICES DEPARTMENT
PAGE 120 of 170
FISCAL YEAR 2023-24 ACCOMPLISHMENTS
• Successfully facilitated the grand re-opening of the San Marino Community Center, which includes the physical relocation of Recreation Division headquarters from the Stoneman Building.
• Executed the “Rebuild a Sense of Community” Priority Initiative proposal by successfully planning and presenting three new community-building, family-oriented variety shows and music events.
• Implemented the new Community Center’s inaugural program proforma and rental use plan to no less than 50% of operational capacity.
• Facilitated the successful acquisition and implementation of a new Integrated Library System (ILS) that best meets the current and future needs of the community.

FISCAL YEAR 2024-25 OBJECTIVES
• As a shared initiative with the City Manager’s Office, assist in developing a joint use agreement (JUA) with San Marino Unified School District that will outline, in part, expanded use of indoor/outdoor facilities to enhance recreation offerings. • As a shared initiative with the Fire Department, ensure that CSD personnel and associated facilities are trained and prepared to support the City’s emergency operations and provide care for residents during disasters.
• As a shared initiative with the Human Resources Department, develop a quarterly CSD new employee orientation and on-boarding program that improves retention, staff and patron safety and emergency preparedness, and customer service excellence. • As a shared initiative with the Human Resources Department, revamp the volunteer program to include improvements to recruitment, onboarding, training, scheduling, recognition and tracking/reporting on annual hours.
• Reimagine and rebrand the 4th of July Community Parade by successfully assuming parade management responsibilities and striving to meet or exceed the previous year’s total entries and spectator attendance.
• As part of a 3-year plan, refresh the Library’s collection by 1/3 each year by evaluating and replacing unused titles with titles that are relevant and in demand to ensure that the collection reflects community interest and need.

PAGE 121 of 170

OPERATIONAL DASHBOARD
Description FY 2022-23
Total
FY 2022-23
Year to Date
(July – March)
FY 2023-24
Year to Date
(July – March)
Programs Offered 609 449 725
Total Participants 32,065 24,079 31,653
Circulation 139,989 110,603 98,128
Digital Catalog (eBooks) - - 10,414
In-Person - - 87,714
Rental Bookings - - 220
53 22
54 61
42 31
76 43
0 5000
10000
0 20
40 60
80 Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 FY 2023-24 PROGRAMS AND PARTICIPANTS
Programs Offered Total Participants
PAGE 122 of 170
9,369 9,756 8,995 8,858 10,160 9,621 11,096 9,391 10,468 1,219 1,296 1,080 1,057 1,124 1,056 1,212
1,200 1,170
0 6,000
12,000
18,000
Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 FY 2023-24 CIRCULATION
Circulation - In Person Circulation - Digital Catalog
PAGE 123 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Total Full-Time FTE 11.00 11.00 12.00 12.00 12.00
Total Part-Time FTE 20.24 23.00 25.04 25.04 24.43
Total Community Services FTE 31.24 34.00 37.04 37.04 36.43 Expenditures by Type:

Personnel 1,977,902 2,296,799 3,001,080 2,604,237 2,978,592 Services & Supplies 794,180 940,192 1,181,941 1,104,261 1,194,178 Total by Type $ 2,772,082 $ 3,236,991 $ 4,183,021 $ 3,708,498 $ 4,172,770 Expenditures by Fund:
101 General Fund 2,666,175 3,093,177 3,943,059 3,522,709 3,954,016 104 4th of July Fund 81,885 78,059 92,062 81,303 95,504 105 San Marino Center Fund - - - - -
204 CDBG Fund - - 9,000 9,000 10,000
206 LA County Park Bond Fund - - - - -
207 Prop. A Transit Fund 15,929 33,104 46,630 46,130 52,630 281 Donations Fund 7,800 30,915 80,750 49,300 47,300
595 Workers' Compensation Fund 293 1,736 11,520 56 13,320 Total by Fund $ 2,772,082 $ 3,236,991 $ 4,183,021 $ 3,708,498 $ 4,172,770

COMMUNITY SERVICES DEPARTMENT - SUMMARY
FY 2023-24
Authorized Positions (Full-Time Equivalents)
Operating Budget Summary
Community Services Department
PAGE 124 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Full-Time
Community Services Director - 1.00 1.00 1.00 1.00
Management Analyst - 1.00 1.00 1.00 1.00
Recreation Supervisor - - 1.00 1.00 1.00
Recreation Coordinator - 1.00 - - -
Facilities Supervisor - - 1.00 1.00 1.00
Maintenance Assistant (Part-Time) - - 1.68 1.68 1.68
Total Full-Time FTE - 3.00 4.00 4.00 4.00
Total Part-Time FTE - - 1.68 1.68 1.68
Total FTE - 3.00 5.68 5.68 5.68
Expenditures by Type:

Personnel - 383,901 666,306 604,743 712,574
Services & Supplies - 81,724 99,243 95,239 107,339
Total by Type $ - $ 465,625 $ 765,549 $ 699,982 $ 819,913 Expenditures by Fund:
101 General Fund - 465,625 765,549 699,982 819,913
Total by Fund $ - $ 465,625 $ 765,549 $ 699,982 $ 819,913 Expenditures by Division:

Administration Personnel - 383,901 666,306 604,743 712,574 Services & Supplies - 81,724 99,243 95,239 107,339
Total by Type $ - $ 465,625 $ 765,549 $ 699,982 $ 819,913 Total by Division $ - $ 465,625 $ 765,549 $ 699,982 $ 819,913

COMMUNITY SERVICES - ADMINISTRATION
FY 2023-24
Authorized Positions (Full-Time Equivalents)
Operating Budget Summary
PAGE 125 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel - 383,901 666,306 604,743 712,574
Services & Supplies - 81,724 99,243 95,239 107,339
Total by Type $ - $ 465,625 $ 765,549 $ 699,982 $ 819,913 Expenditures by Fund:
101 General Fund - 465,625 765,549 699,982 819,913
Total by Fund $ - $ 465,625 $ 765,549 $ 699,982 $ 819,913 GL # Personnel
101-59-4001-0000 Full Time Salaries - 317,217 443,319 421,548 480,637 101-59-4002-0000 Part Time Salaries - - 79,470 57,322 82,649 101-59-4004-0000 Overtime - 6,311 - 1,813 5,000
101-59-4006-0000 Medicare - 4,442 7,580 6,560 8,241
101-59-4008-3080 Retirement- 457 Plan 2,400 4,800 3,600 6,200 101-59-4008-6050 Retirement- PARS - 2,980 597 3,099
101-59-4008-6160 Retirement - PERS - 26,778 53,328 50,709 49,676 101-59-4010-0000 Cafeteria Benefit - 26,753 74,829 62,594 74,322 101-59-4012-0000 Auto Allowance - - - - 2,400
101-59-4013-0000 Uniform Allowance - - - - 350
Total Personnel $ - $ 383,901 $ 666,306 $ 604,743 $ 712,574 GL # Services & Supplies
101-59-4150-0000 Other Contract Services - 17,800 17,136 16,800 21,400 101-59-4150-0500 Other Contract Services - IT - 12,977 20,011 19,136 20,396 101-59-4376-0000 Materials & Supplies - - 3,560 3,560 4,060 101-59-4396-0000 Memberships & Dues - 4,293 4,714 4,742 5,000 101-59-4412-0000 Postage - 5,929 7,272 7,360 7,781
101-59-4420-0000 Printing - 25,476 27,785 27,250 29,785 101-59-4468-0000 Staff Development - 7,429 6,010 3,665 5,910 101-59-4480-0000 Travel & Meetings - 7,820 7,730 7,701 6,632

COMMUNITY SERVICES - ADMINISTRATION
FY 2023-24
Operating Budget Summary
Operating Budget Detail
PAGE 126 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed

COMMUNITY SERVICES - ADMINISTRATION
FY 2023-24
101-59-4492-0000 Uniforms - - 5,025 5,025 6,375
Total Services & Supplies $ - $ 81,724 $ 99,243 $ 95,239 $ 107,339 Total Operating Expenditures $ - $ 465,625 $ 765,549 $ 699,982 $ 819,913 PAGE 127 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Full-Time
Community Services Director 0.70 - - - -
Management Analyst 0.50 - - - -
Recreation Manager 1.00 1.00 1.00 1.00 1.00
Recreation Supervisor 1.00 1.00 1.00 1.00 1.00
Recreation Coordinator 0.65 - - - -
Clerk Typist II 1.00 1.00 1.00 1.00 1.00
Part-Time
Maintenance Assistant 0.89 0.89 - - -
Child Development Specialist 0.79 0.79 0.91 0.91 0.91
Recreation Coordinator - 0.19 0.19 0.19 0.19
Recreation Supervisor - 0.38 0.38 0.38 0.42
Recreation Specialist 5.72 5.72 6.99 6.99 6.35
Recreation Program Leader 0.45 0.71 0.65 0.65 0.64
Lifeguards - 0.87 0.87 0.87 0.87
Water Safety Instructors - 0.52 0.52 0.52 0.52
Park Attendants - 0.54 0.56 0.56 0.56
Total Full-Time FTE 4.85 3.00 3.00 3.00 3.00
Total Part-Time FTE 7.85 10.61 11.07 11.07 10.46
Total FTE 12.70 13.61 14.07 14.07 13.46
Expenditures by Type:

Personnel 906,974 870,889 1,018,609 831,561 990,387
Services & Supplies 473,225 533,360 662,006 626,340 701,532 Total by Type $ 1,380,199 $ 1,404,249 $ 1,680,615 $ 1,457,901 $ 1,691,919 Expenditures by Fund:
101 General Fund 1,280,092 1,289,401 1,524,913 1,319,112 1,524,825 104 4th of July Fund 81,885 78,059 92,062 81,303 95,504 105 San Marino Center Fund - - - - -
204 CDBG Fund - - 9,000 9,000 10,000
206 LA County Park Bond Fund - - - - -
207 Prop. A Transit Fund 15,929 33,104 46,630 46,130 52,630 281 Restricted Donations Fund 2,000 1,949 2,250 2,300 2,300 595 Workers' Compensation Fund 293 1,736 5,760 56 6,660 Total by Fund $ 1,380,199 $ 1,404,249 $ 1,680,615 $ 1,457,901 $ 1,691,919 FY 2023-24
Operating Budget Summary
Authorized Positions (Full-Time Equivalents)

RECREATION DIVISION - SUMMARY
PAGE 128 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
FY 2023-24

RECREATION DIVISION - SUMMARY
Expenditures by Division:

Administration Personnel 230,006 418,754 428,980 423,343 452,948 Services & Supplies 96,429 55,605 41,802 47,729 51,002
Total by Type $ 326,435 $ 474,359 $ 470,782 $ 471,072 $ 503,950 Aquatics Personnel 28,860 71,252 121,232 93,962 126,439 Services & Supplies 6,019 20,364 24,099 23,870 24,099
Total by Type $ 34,879 $ 91,616 $ 145,331 $ 117,832 $ 150,538 Youth Personnel 275,941 242,141 309,979 222,003 286,608 Services & Supplies 39,275 63,335 91,660 91,780 98,110
Total by Type $ 315,216 $ 305,476 $ 401,639 $ 313,783 $ 384,718 Adult Personnel 108,824 23,081 19,020 15,553 3,722
Services & Supplies 17,519 29,931 45,013 32,992 41,638
Total by Type $ 126,343 $ 53,012 $ 64,033 $ 48,545 $ 45,360 Community Events & Personnel 128,320 37,080 45,160 35,761 32,198 Cultural Enrichment Services & Supplies 129,563 182,849 244,977 221,277 254,374 Total by Type $ 257,883 $ 219,929 $ 290,137 $ 257,038 $ 286,572 Contract Classes Personnel 61,028 12,716 - - -
Services & Supplies 136,217 129,084 142,049 130,500 150,613 Total by Type $ 197,245 $ 141,800 $ 142,049 $ 130,500 $ 150,613 Facilities & Rentals Personnel 73,995 65,865 94,238 40,940 88,472 Services & Supplies 48,203 52,192 72,406 78,192 81,696
Total by Type $ 122,198 $ 118,057 $ 166,644 $ 119,132 $ 170,168 Total by Division $ 1,380,199 $ 1,404,249 $ 1,680,615 $ 1,457,901 $ 1,691,919 PAGE 129 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 230,006 418,754 428,980 423,343 452,948
Services & Supplies 96,429 55,605 41,802 47,729 51,002
Total by Type $ 326,435 $ 474,359 $ 470,782 $ 471,072 $ 503,950 Expenditures by Fund:
101 General Fund 326,142 472,623 465,022 471,016 497,290 104 4th of July Fund - - - - -
281 Donations Fund - - - - -
595 Workers' Compensation Fund 293 1,736 5,760 56 6,660 Total by Fund $ 326,435 $ 474,359 $ 470,782 $ 471,072 $ 503,950 GL # Personnel
101-60-4001-0000 Full Time Salaries 147,414 285,840 292,562 296,217 325,758 101-60-4002-0000 Part Time Wages 31,753 17,717 12,655 12,329 5,849 101-60-4004-0000 Overtime 1,490 131 500 475 500
101-60-4006-0000 Medicare 2,486 4,294 4,433 4,474 4,817 101-60-4008-6050 Retirement - PARS (194) 75 475 135 -
101-60-4008-6160 Retirement - PERS 29,987 49,136 44,496 43,414 40,551 101-60-4008-3080 Retirement- 457 Plan - 3,300 3,600 3,600 5,000 101-60-4010-0000 Cafeteria Benefit 16,416 56,525 64,499 62,642 63,813 101-60-4014-0000 Unemployment Payments 361 - - - -
595-60-4015-0001 Workers' Comp Current Employe 293 1,736 5,760 56 6,660 Total Personnel $ 230,006 $ 418,754 $ 428,980 $ 423,343 $ 452,948 GL # Services & Supplies
101-60-4150-0000 Other Contract Services 34,611 34,152 20,208 29,668 29,956 101-60-4150-0500 Other Contract Services - IT 23,919 1,318 - - - 101-60-4316-0000 Equipment Repair & Maintenance 2,354 1,375 5,150 5,528 6,002 101-60-4324-0000 Facility Rental 2,350 2,421 2,311 893 853 FY 2023-24
Operating Budget Summary
Operating Budget Detail

RECREATION DIVISION - ADMINISTRATION
PAGE 130 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
FY 2023-24

RECREATION DIVISION - ADMINISTRATION
101-60-4376-0000 Materials & Supplies 6,781 4,992 5,700 5,700 5,880 101-60-4396-0000 Memberships & Dues 1,186 - - - -
101-60-4398-0000 Mileage 562 757 917 400 655
101-60-4412-0000 Postage 2,148 11 100 - -
101-60-4420-0000 Printing 17,401 2,069 1,500 1,740 1,740 101-60-4468-0000 Staff Development 449 - - - -
101-60-4480-0000 Travel & Meetings 649 - - - -
101-60-4492-0000 Uniforms - 3,578 - - -
101-60-4500-9025 Utilities-Telecommunications - - - - - 101-60-4508-0000 Vehicle Repair & Maintenance 4,019 4,932 5,916 3,800 5,916 101-60-4950-0001 Equipment Cost Allocation - - - - -
281-60-4150-0000 Contract Services (Memorial Day) - - - - - Total Services & Supplies $ 96,429 $ 55,605 $ 41,802 $ 47,729 $ 51,002 Total Operating Expenditures $ 326,435 $ 474,359 $ 470,782 $ 471,072 $ 503,950 PAGE 131 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 28,860 71,252 121,232 93,962 126,439
Services & Supplies 6,019 20,364 24,099 23,870 24,099
Total by Type $ 34,879 $ 91,616 $ 145,331 ####### $ 150,538 Expenditures by Fund:
101 General Fund 34,879 91,616 145,331 117,832 150,538
281 Restricted Donations Fund - - - - -
Total by Fund $ 34,879 $ 91,616 $ 145,331 ####### $ 150,538 GL # Personnel
101-61-4002-0000 Part Time Wages 27,382 67,630 115,240 89,316 119,339 101-61-4004-0000 Overtime 53 138 - - -
101-61-4006-0000 Medicare 398 980 1,671 1,296 1,730
101-61-4008-6050 Retirement - PARS 1,027 2,504 4,321 3,350 4,008 101-61-4008-6160 Retirement - PERS - - - - 1,362
Total Personnel $ 28,860 $ 71,252 $ 121,232 $ 93,962 $ 126,439 GL # Services & Supplies
101-61-4150-0000 Other Contract Services - 480 1,000 1,000 1,000 101-61-4324-0000 Facility Rental 1,082 15,359 16,339 16,110 16,339 101-61-4376-0000 Materials & Supplies 2,726 1,567 2,980 2,980 2,980 101-61-4492-0000 Uniforms 2,211 2,958 3,780 3,780 3,780 Total Services & Supplies $ 6,019 $ 20,364 $ 24,099 $ 23,870 $ 24,099 Total Operating Expenditures $ 34,879 $ 91,616 $ 145,331 ####### $ 150,538

RECREATION DIVISION - AQUATICS
FY 2023-24
Operating Budget Summary
Operating Budget Detail
PAGE 132 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 275,941 242,141 309,979 222,003 286,608
Services & Supplies 39,275 63,335 91,660 91,780 98,110
Total by Type $ 315,216 $ 305,476 $ 401,639 $ 313,783 $ 384,718 Expenditures by Fund:
101 General Fund 303,263 281,619 365,139 275,783 342,218 207 Prop. A Transit Fund 11,953 23,857 36,500 38,000 42,500 Total by Fund $ 315,216 $ 305,476 $ 401,639 $ 313,783 $ 384,718 GL # Personnel
101-62-4001-0000 Full Time Salaries 70,719 - - - -
101-62-4002-0000 Part Time Wages 156,813 206,746 280,366 181,787 269,209 101-62-4004-0000 Overtime 141 87 - 1,340 -
101-62-4006-0000 Medicare 3,177 2,853 4,065 2,502 3,904 101-62-4008-6050 Retirement-PARS 1,381 1,970 10,514 1,419 8,319 101-62-4008-6160 Retirement-PERS 31,713 30,475 15,034 34,955 5,176 101-62-4010-0000 Cafeteria Benefit 11,997 10 - - -
101-62-4014-0000 Unemployment Benefits - - - - -
Total Personnel $ 275,941 $ 242,141 $ 309,979 $ 222,003 $ 286,608 GL # Services & Supplies
101-62-4102-0000 Contracted Teacher Service - - - - -
101-62-4324-0000 Facility Rental - - - - -
101-62-4376-0000 Materials & Supplies 8,446 15,133 24,110 22,700 23,490 101-62-4486-0000 Trips & Events 18,773 23,908 30,850 30,850 31,820 101-62-4492-0000 Uniforms - 328 - - -
101-62-4500-9025 Utilities-Telephone 103 109 200 230 300 FY 2023-24
Operating Budget Summary
Operating Budget Detail

RECREATION DIVISION - YOUTH
PAGE 133 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
FY 2023-24

RECREATION DIVISION - YOUTH
207-62-4208-0000 Bus Transportation 11,953 23,857 36,500 38,000 42,500 Total Services & Supplies $ 39,275 $ 63,335 $ 91,660 $ 91,780 $ 98,110 Total Operating Expenditures $ 315,216 $ 305,476 $ 401,639 $ 313,783 $ 384,718 PAGE 134 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 108,824 23,081 19,020 15,553 3,722
Services & Supplies 17,519 29,931 45,013 32,992 41,638
Total by Type $ 126,343 $ 53,012 $ 64,033 $ 48,545 $ 45,360 Expenditures by Fund:
101 General Fund 122,367 43,765 44,903 31,415 25,230
204 CDBG Fund - - 9,000 9,000 10,000
207 Prop. A Transit Fund 3,976 9,247 10,130 8,130 10,130 Total by Fund $ 126,343 $ 53,012 $ 64,033 $ 48,545 $ 45,360 GL # Personnel
101-64-4001-0000 Full Time Salaries 66,311 - - - -
101-64-4002-0000 Part-Time Salaries 8,723 6,432 3,402 567 3,538 101-64-4004-0000 Overtime 287 - - - -
101-64-4006-0000 Medicare 1,038 92 49 8 51
101-64-4008-6050 Retirement-PARS 31 20 128 5 133
101-64-4008-6160 Retirement-PERS 21,215 16,575 15,441 14,973 - 101-64-4010-0000 Cafeteria Benefits 11,219 (38) - - -
Total Personnel $ 108,824 $ 23,081 $ 19,020 $ 15,553 $ 3,722 GL # Services & Supplies
101-64-4102-0000 Contracted Teacher Services 4,850 3,157 6,325 - 1,800 101-64-4150-0000 Other Contract Services 11 - - - -
101-64-4376-0000 Materials & Supplies 1,470 3,251 4,642 4,642 4,792 101-64-4486-0000 Trips & Events 7,212 14,276 14,916 11,220 14,916 204-64-4150-0000 Other Contract Services - - 9,000 9,000 10,000 207-64-4208-0000 Bus Transportation 3,976 9,247 10,130 8,130 10,130 FY 2023-24
Operating Budget Summary
Operating Budget Detail

RECREATION DIVISION - ADULT
PAGE 135 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
FY 2023-24

RECREATION DIVISION - ADULT
Total Services & Supplies $ 17,519 $ 29,931 $ 45,013 $ 32,992 $ 41,638 Total Operating Expenditures $ 126,343 $ 53,012 $ 64,033 $ 48,545 $ 45,360 PAGE 136 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 128,320 37,080 45,160 35,761 32,198
Services & Supplies 129,563 182,849 244,977 221,277 254,374 Total by Type $ 257,883 $ 219,929 $ 290,137 $ 257,038 $ 286,572 Expenditures by Fund:
101 General Fund 173,998 139,921 195,825 173,435 188,768 104 4th of July Fund 81,885 78,059 92,062 81,303 95,504 281 Donations Fund 2,000 1,949 2,250 2,300 2,300
Total by Fund $ 257,883 $ 219,929 $ 290,137 $ 257,038 $ 286,572 GL # Personnel
101-66-4001-0000 Full Time Wages 70,665 - - - -
101-66-4002-0000 Part Time Wages 10,716 13,989 19,269 10,228 20,040 104-66-4001-0000 Full Time Wages (4th of July) 4,499 - - 1,306 - 104-66-4002-0000 Part Time Wages (4th of July) 4,758 3,406 9,657 2,720 10,566 101-66-4004-0000 Overtime 170 - - - -
104-66-4004-0000 Overtime (4th of July) 1,773 1,842 - - - 101-66-4006-0000 Medicare 1,175 198 279 141 291
104-66-4006-0000 Medicare (4th of July) 152 72 54 55 153 101-66-4008-6050 Retirement-PARS 79 117 723 115 752
104-66-4008-6050 Retirement-PARS (4th of July) 4 62 139 48 396 101-66-4008-6160 Retirement-PERS 21,049 16,582 15,039 20,660 - 104-66-4008-6160 Retirement-PERS (4th of July) 22 340 - 291 - 101-66-4010-0000 Cafeteria Benefits 12,076 1 - - -
104-66-4010-0000 Cafeteria Benefits (4th of July) 1,182 471 - 197 - Total Personnel $ 128,320 $ 37,080 $ 45,160 $ 35,761 $ 32,198 GL # Services & Supplies
101-66-4150-0000 Other Contract Services 39,331 48,936 80,895 62,563 85,636 101-66-4308-0000 Equipment Rental - 24,987 40,515 40,515 40,444 101-66-4324-0000 Facility Rental 795 1,360 1,110 1,360 1,360 101-66-4356-0000 Liability Insurance Premium 2,954 2,893 3,975 4,333 4,625 FY 2023-24
Operating Budget Summary
Operating Budget Detail
RECREATION DIVISION - COMM. EVENTS
PAGE 137 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
FY 2023-24
RECREATION DIVISION - COMM. EVENTS
101-66-4376-0000 Materials & Supplies 14,551 30,858 33,520 33,520 35,620 101-66-4420-0000 Printing 437 - 500 - -
104-66-4150-0000 Other Contract Services (4th of July) 39,093 44,920 46,208 46,208 45,758 104-66-4308-0000 Equipment Rental (4th of July) 16,559 17,643 19,930 14,771 23,730 104-66-4356-0000 Liability Insurance (4th of July) 3,695 2,997 3,995 3,628 4,022 104-66-4376-0000 Materials & Supplies (4th of July) 6,762 3,317 7,854 7,854 6,654 104-66-4420-0000 Printing (4th of July) 3,386 2,989 4,225 4,225 4,225 281-66-4376-0002 Materials & Supplies (Track Meet) 2,000 1,949 2,000 2,000 2,000 281-66-4150-0000 Contract Services (Memorial Day) - - 250 300 300 Total Services & Supplies $ 129,563 $ 182,849 $ 244,977 $ 221,277 $ 254,374 Total Operating Expenditures $ 257,883 $ 219,929 $ 290,137 $ 257,038 $ 286,572 PAGE 138 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 61,028 12,716 - - -
Services & Supplies 136,217 129,084 142,049 130,500 150,613 Total by Type $ 197,245 $ 141,800 $ 142,049 $ 130,500 $ 150,613 Expenditures by Fund:
101 General Fund 197,245 141,800 142,049 130,500 150,613 207 Prop. A Transit Fund - - - - -
Total by Fund $ 197,245 $ 141,800 $ 142,049 $ 130,500 $ 150,613 GL # Personnel
101-68-4001-0000 Full Time Salaries 39,198 - - - -
101-68-4002-0000 Part Time Wages 4,074 5,661 - - -
101-68-4004-0000 Overtime 27 - - - -
101-68-4006-0000 Medicare 615 83 - - -
101-68-4008-6050 Retirement PARS - 115 - - -
101-68-4008-6160 Retirement - PERS 9,948 6,873 - - -
101-68-4010-0000 Cafeteria Benefits 7,166 (16) - - -
Total Personnel $ 61,028 $ 12,716 $ - $ - $ -
GL # Services & Supplies
101-68-4102-0000 Contracted Teacher Services 113,908 128,595 140,299 130,000 150,113 101-68-4150-0000 Other Contract Services 8,253 - 250 - - 101-68-4324-0000 Facility Rental 13,675 - 1,000 - -
101-68-4376-0000 Materials & Supplies 359 489 500 500 500 101-68-4486-0000 Trips & Events - - - - -
FY 2023-24
Operating Budget Summary
Operating Budget Detail

RECREATION DIVISION - CONTRACT CLASSES
PAGE 139 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
FY 2023-24

RECREATION DIVISION - CONTRACT CLASSES
101-68-4500-9025 Utilities-Telecommunications 22 - - - - 207-68-4208-0000 Bus Transportation - - - - -
Total Services & Supplies $ 136,217 $ 129,084 $ 142,049 $ 130,500 $ 150,613 Total Operating Expenditures $ 197,245 $ 141,800 $ 142,049 $ 130,500 $ 150,613 PAGE 140 of 170
FY 2021-22FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 73,995 65,865 94,238 40,940 88,472
Services & Supplies 48,203 52,192 72,406 78,192 81,696
Total by Type ####### $ 118,057 $ 166,644 $ 119,132 $ 170,168 Expenditures by Fund:
101 General Fund 122,198 118,057 166,644 119,132 170,168 105 San Marino Center Fund - - - - -
206 LA County Park Bond Fund - - - - -
Total by Fund ####### $ 118,057 $ 166,644 $ 119,132 $ 170,168 GL # Personnel
Facilities
101-70-4001-0000 Full Time Wages 25,102 - - - -
101-70-4002-0000 Part Time Wages 29,515 51,582 80,865 30,049 84,099 101-70-4004-0000 Overtime 404 - - - -
101-70-4006-0000 Medicare 779 721 1,173 428 1,219
101-70-4008-6050 Retirement-PARS 196 863 3,032 863 3,154 101-70-4008-6160 Retirement-PERS 12,774 12,685 9,168 9,600 - 101-70-4010-0000 Cafeteria Benefit 5,225 14 - -
SM Center
105-82-4002-0000 Part Time Wages - - - - -
105-82-4006-0000 Medicare - - - - -
105-82-4008-6160 Retirement-PERS - - - - -
Thurnher House -
206-84-4001-0000 Full Time Salaries - - - - -
206-84-4002-0000 Part Time Wages - - - - -
FY 2023-24
Operating Budget Summary
Operating Budget Detail

RECREATION DIVISION - FACILITIES & RENTALS
PAGE 141 of 170
FY 2021-22FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
FY 2023-24

RECREATION DIVISION - FACILITIES & RENTALS
206-84-4006-0000 Medicare - - - - -
206-84-4008-6160 Retirement-PERS - - - - -
206-84-4010-0000 Cafeteria Benefit - - - - -
Total Personnel $ 73,995 $ 65,865 $ 94,238 $ 40,940 $ 88,472 GL # Services & Supplies
101-70-4150-0000 Other Contract Services 2,538 5,816 4,250 8,027 5,680 101-70-4376-0000 Materials & Supplies - 1,009 1,800 3,800 3,500 101-70-4500-1980 Utilities-Electricity 28,449 31,188 45,952 50,000 51,500 101-70-4500-4950 Utilities-Gas 1,778 1,655 2,871 1,875 2,957 101-70-4500-9025 Utilities-Telephone 8,446 6,209 8,067 5,730 8,309 101-70-4500-9460 Utilities-Water 6,992 6,315 9,466 8,760 9,750 206-84-4500-4950 Utilities-Natural Gas - - - - -
Total Services & Supplies $ 48,203 $ 52,192 $ 72,406 $ 78,192 $ 81,696 Total Operating Expenditures ####### $ 118,057 $ 166,644 $ 119,132 $ 170,168 PAGE 142 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Full-Time
Community Services Director 0.30 - - - -
Library Manager 1.00 1.00 1.00 1.00 1.00
Management Analyst 0.50 - - - -
Librarian II 3.00 3.00 3.00 3.00 3.00
Clerk Typist II 1.00 1.00 1.00 1.00 1.00
Recreation Supervisor - - - - -
Recreation Coordinator 0.35 - - - -
Part-Time
Librarian I 0.30 0.30 0.72 0.72 0.72
Librarian II 0.42 0.42 - - -
Library Assistant 3.57 3.57 3.57 3.57 3.57
Library Clerk 6.47 6.47 6.71 6.71 6.71
Library Monitor 0.20 0.20 0.85 0.85 0.85
Library Page 1.33 1.33 0.44 0.44 0.44
Maintenance Assistant 0.10 0.10 - - -
Total Full-Time FTE 6.15 5.00 5.00 5.00 5.00
Total Part-Time FTE 12.39 12.39 12.29 12.29 12.29
Total FTE 18.54 17.39 17.29 17.29 17.29
Expenditures by Type:

Personnel 1,070,928 1,042,009 1,316,165 1,167,933 1,275,631 Services & Supplies 320,955 325,108 420,692 382,683 385,307 Total by Type $ 1,391,883 $ 1,367,117 $ 1,736,857 $ 1,550,615 $ 1,660,938 Expenditures by Fund:
101 General Fund 1,386,083 1,338,151 1,652,597 1,503,615 1,609,278 281 Restricted Donations Fund 5,800 28,966 78,500 47,000 45,000 595 Workers Compensation Fund - - 5,760 - 6,660
Total by Fund $ 1,391,883 $ 1,367,117 $ 1,736,857 $ 1,550,615 $ 1,660,938

LIBRARY DIVISION - SUMMARY
FY 2023-24
Authorized Positions (Full-Time Equivalents)
Operating Budget Summary
PAGE 143 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed

LIBRARY DIVISION - SUMMARY
FY 2023-24
Expenditures by Division:

Administration Personnel 381,429 310,949 333,611 328,614 292,568 Services & Supplies 231,454 203,917 256,527 226,802 218,365 Total by Type $ 612,883 $ 514,866 $ 590,138 $ 555,415 $ 510,933 Adult Services Personnel 139,095 173,291 200,715 189,878 223,879 Services & Supplies 69,518 74,486 107,095 102,551 107,714 Total by Type $ 208,613 $ 247,777 $ 307,810 $ 292,429 $ 331,593 Children's Services Personnel 169,904 194,737 265,798 224,198 267,908 Services & Supplies 16,726 42,740 47,930 47,930 50,088
Total by Type $ 186,630 $ 237,477 $ 313,728 $ 272,128 $ 317,996 Processing Personnel 37,311 11,053 36,994 18,040 19,237 Services & Supplies 3,257 3,965 9,140 5,400 9,140
Total by Type $ 40,568 $ 15,018 $ 46,134 $ 23,440 $ 28,377 Circulation Personnel 343,189 351,979 479,047 407,203 472,039 Services & Supplies - - - - -
Total by Type $ 343,189 $ 351,979 $ 479,047 $ 407,203 $ 472,039 Total by Division $ 1,391,883 $ 1,367,117 $ 1,736,857 $ 1,550,615 $ 1,660,938 PAGE 144 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 381,429 310,949 333,611 328,614 292,568
Services & Supplies 231,454 203,917 256,527 226,802 218,365 Total Operating Expenditures $ 612,883 $ 514,866 $ 590,138 $ 555,415 $ 510,933 Expenditures by Fund:
101 General Fund 612,502 514,866 543,378 543,415 502,273 281 Donations Fund 381 - 41,000 12,000 2,000
595 Workers Compensation Fund - - 5,760 - 6,660
Total Operating Expenditures $ 612,883 $ 514,866 $ 590,138 $ 555,415 $ 510,933 GL # Personnel
101-90-4001-0000 Full Time Salaries 248,474 174,810 188,025 191,697 210,148 101-90-4002-0000 Part Time Wages 9,520 9,373 - 33 -
101-90-4004-0000 Overtime 1,925 1 - - -
101-90-4006-0000 Medicare 3,625 2,571 2,726 2,664 3,047 101-90-4008-3080 Retirement- 457 Plan - - 2,400 - 3,800 101-90-4008-6050 Retirement-PARS 67 93 - - -
101-90-4008-6160 Retirement -PERS 83,635 88,187 89,866 88,644 24,633 101-90-4010-0000 Cafeteria Benefit 34,187 35,955 44,834 44,878 44,280 101-90-4014-0000 Unemployment Payments (4) (41) - 698 - 595-90-4015-0001 Workers Comp-Current Employee - - 5,760 - 6,660 Total Personnel $ 381,429 $ 310,949 $ 333,611 $ 328,614 $ 292,568 GL # Services & Supplies
101-90-4150-0000 Other Contract Services 21,126 10,066 5,359 6,470 5,885 101-90-4150-0500 Other Contract Services-IT 34,398 46,775 47,200 44,748 42,151 101-90-4206-0000 Building Repair & Maintenance 28,424 - 7,500 7,500 5,000 101-90-4316-0000 Equipment Lease & Maintenance 11,259 11,257 12,633 10,911 11,633 101-90-4376-0000 Materials & Supplies 12,077 11,131 13,770 10,265 10,000 101-90-4370-0335 Library Materials/Books 111 - - - -
101-90-4396-0000 Memberships & Dues 2,717 - - - -
FY 2023-24
Operating Budget Summary
Operating Budget Detail

LIBRARY DIVISION - ADMINISTRATION
PAGE 145 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
FY 2023-24

LIBRARY DIVISION - ADMINISTRATION
101-90-4398-0000 Mileage 661 251 500 300 350
101-90-4399-0000 Non-capitalized Equipment 3,457 1,396 - - - 101-90-4412-0000 Postage 11,748 8,174 7,700 7,400 7,700 101-90-4420-0000 Printing 3,415 674 3,088 1,000 3,088
101-90-4468-0000 Staff Development 150 - - - -
101-90-4480-0000 Travel & Meetings 620 - - - -
101-90-4500-1980 Utilities-Electricity 90,429 101,901 105,000 115,000 118,450 101-90-4500-4950 Utilities-Natural Gas 1,642 1,853 2,150 1,200 1,800 101-90-4500-9025 Utilities-Telecommunications 3,043 3,303 3,294 3,408 3,510 101-90-4500-9460 Utilities-Water 5,796 7,136 7,333 6,600 6,798 101-90-4950-0001 Equipment Cost Allocation - - - - -
281-90-4150-0500 Other Contract Services-IT - - 40,000 12,000 - 281-90-4376-0000 Materials & Supplies - 0 0 - 1,000
281-90-4399-1120 Non-Cap. Equipment-Crain Art Ga 381 - 1,000 - 1,000 281-90-4613-9506 Wish List Purchases - - - - -
Total Services & Supplies $ 231,454 $ 203,917 $ 256,527 $ 226,802 $ 218,365 Total Operating Expenditures $ 612,883 $ 514,866 $ 590,138 $ 555,415 $ 510,933 PAGE 146 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 139,095 173,291 200,715 189,878 223,879
Services & Supplies 69,518 74,486 107,095 102,551 107,714 Total by Type $ 208,613 $ 247,777 $ 307,810 $ 292,429 $ 331,593 Expenditures by Fund:
101 General Fund 208,597 238,787 295,310 282,429 315,093 281 Donations Fund 16 8,990 12,500 10,000 16,500
Total by Fund $ 208,613 $ 247,777 $ 307,810 $ 292,429 $ 331,593 GL # Personnel
101-91-4001-0000 Full Time Salaries 49,718 81,149 91,965 92,354 100,412 101-91-4002-0000 Part Time Wages 65,198 62,491 71,680 64,492 96,770 101-91-4006-0000 Medicare 1,585 1,996 2,373 2,733 2,859 101-91-4008-3080 Retirement- 457 Plan - - 1,200 - 1,200 101-91-4008-6050 Retirement-PARS 1,156 2,290 2,688 3,855 3,629 101-91-4008-6160 Retirement-PERS 14,323 15,855 19,860 15,495 8,214 101-91-4010-0000 Cafeteria Benefit 7,115 9,510 10,949 10,949 10,795 Total Personnel $ 139,095 $ 173,291 $ 200,715 $ 189,878 $ 223,879 GL # Services & Supplies
101-91-4150-0000 Other Contract Services 4 1,500 2,000 2,000 2,000 101-91-4150-2575 Other Contract Services 2,708 - - - -
101-91-4370-0335 Library Materials/Books 29,696 29,335 36,771 36,771 40,964 101-91-4370-1496 Library Materials-DVDs 1,024 417 750 500 500 101-91-4370-1985 Library Mats-Electronic Rsrcs 21,965 22,226 40,682 35,961 33,774 101-91-4370-6805 Library Mats-Print Subs 9,499 8,558 11,392 14,319 13,976 101-91-4370-8585 Library Mats-Standing Orders 4,298 3,460 3,000 3,000 - 101-91-4376-0000 Materials & Supplies 308 - - - -
FY 2023-24
Operating Budget Summary
Operating Budget Detail

LIBRARY DIVISION - ADULT SERVICES
PAGE 147 of 170

LIBRARY DIVISION - ADULT SERVICES
281-91-4150-2575 Other Contract Services - Friends - 1,330 2,000 2,000 2,000 281-91-4370-0776 Adult Chinese Language Mats. - 1,832 2,500 - 2,500 281-91-4370-2575 Adult Materials-Friends - 2,800 5,000 5,000 4,500 281-91-4376-0000 Materials & Supplies - - - - 4,000
281-91-4376-2575 Materials & Supplies-Friends 16 3,028 3,000 3,000 3,500 Total Services & Supplies $ 69,518 $ 74,486 $ 107,095 $ 102,551 $ 107,714 Total Operating Expenditures $ 208,613 $ 247,777 $ 307,810 $ 292,429 $ 331,593 PAGE 148 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 169,904 194,737 265,798 224,198 267,908
Services & Supplies 16,726 42,740 47,930 47,930 50,088
Total by Type $ 186,630 $ 237,477 $ 313,728 $ 272,128 $ 317,996 Expenditures by Fund:
101 General Fund 181,227 217,501 288,728 247,128 291,496 281 Donations Fund 5,403 19,976 25,000 25,000 26,500
Total by Fund $ 186,630 $ 237,477 $ 313,728 $ 272,128 $ 317,996 GL # Personnel
101-92-4001-0000 Full Time Salaries 80,491 95,959 96,613 96,963 104,497 101-92-4002-0000 Part Time Wages 37,127 34,329 96,836 59,429 115,829 101-92-4006-0000 Medicare 1,507 1,705 2,805 1,953 3,195 101-92-4008-3080 Retirement- 457 Plan - 1,200 1,200 1,200 1,200 101-92-4008-6050 Retirement-PARS 561 857 3,631 1,349 4,343 101-92-4008-6160 Retirement-PERS 33,300 38,619 39,421 37,438 13,909 101-92-4008-6160 Cafeteria Benefit 16,918 22,068 25,292 25,866 24,935 Total Personnel $ 169,904 $ 194,737 $ 265,798 $ 224,198 $ 267,908 GL # Services & Supplies
101-92-4150-0000 Other Contract Services 921 1,100 1,000 1,000 1,000 281-92-4150-2575 Other Contract Services-Friends 350 2,462 5,000 5,000 5,000 101-92-4370-0000 Materials/Books/Media 6,807 21,664 21,930 21,930 22,588 281-92-4370-0000 Children's Materials-Other 4,928 2,468 - - - 281-92-4370-2575 Children's Materials-Friends - 4,998 5,000 5,000 5,000 101-92-4376-00000 Materials & Supplies 3,595 - - - -
281-92-4376-0000 Supplies - 1,084 5,000 5,000 6,500
281-92-4376-2575 Materials & Supplies-Friends 125 8,964 10,000 10,000 10,000 FY 2023-24
Operating Budget Summary
Operating Budget Detail

LIBRARY DIVISION - CHILDRENS' SERVICES
PAGE 149 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
FY 2023-24

LIBRARY DIVISION - CHILDRENS' SERVICES
Total Services & Supplies $ 16,726 $ 42,740 $ 47,930 $ 47,930 $ 50,088 Total Operating Expenditures $ 186,630 $ 237,477 $ 313,728 $ 272,128 $ 317,996 PAGE 150 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 37,311 11,053 36,994 18,040 19,237
Services & Supplies 3,257 3,965 9,140 5,400 9,140
Total by Type $ 40,568 $ 15,018 $ 46,134 $ 23,440 $ 28,377 Expenditures by Fund:
101 General Fund 40,568 15,018 46,134 23,440 28,377
Total by Fund $ 40,568 $ 15,018 $ 46,134 $ 23,440 $ 28,377 GL # Personnel
101-93-4001-0000 Full Time Salaries 12,525 - - - -
101-93-4002-0000 Part Time Wages 19,935 10,507 35,165 17,148 18,286 101-93-4006-0000 Medicare 450 152 510 249 265
101-93-4008-6050 Retirement-PARS 748 394 1,319 643 686
101-93-4008-6160 Retirement-PERS 951 - - - -
101-93-4010-0000 Cafeteria Benefits 2,702 - - - -
Total Personnel $ 37,311 $ 11,053 $ 36,994 $ 18,040 $ 19,237 GL # Services & Supplies
101-93-4150-0000 Other Contract Services 408 2,002 7,640 1,400 4,360 101-93-4376-0000 Materials & Supplies 2,849 1,963 1,500 4,000 4,780 Total Services & Supplies $ 3,257 $ 3,965 $ 9,140 $ 5,400 $ 9,140 Total Operating Expenditures $ 40,568 $ 15,018 $ 46,134 $ 23,440 $ 28,377 FY 2023-24
Operating Budget Summary
Operating Budget Detail

LIBRARY DIVISION - PROCESSING
PAGE 151 of 170
FY 2021-22 FY 2022-23 FY 2024-25
Actual Actual Budget Estimated Proposed
Expenditures by Type:

Personnel 343,189 351,979 479,047 407,203 472,039
Total by Type $ 343,189 $ 351,979 $ 479,047 $ 407,203 $ 472,039 Expenditures by Fund:
101 General Fund 343,189 351,979 479,047 407,203 472,039 Total by Fund $ 343,189 $ 351,979 $ 479,047 $ 407,203 $ 472,039 GL # Personnel
101-94-4001-0000 Full Time Salaries 84,918 105,889 96,613 104,323 115,202 101-94-4002-0000 Part Time Wages 210,166 189,803 312,632 242,890 306,070 101-94-4006-0000 Medicare 4,193 4,182 5,934 4,510 6,108 101-94-4008-3080 Retirement- 457 Plan - - 1,200 - 1,200 101-94-4008-6050 Retirement-PARS 7,438 6,716 11,724 7,679 11,478 101-94-4008-6160 Retirement-PERS 27,813 32,989 34,099 33,714 15,333 101-94-4010-0000 Cafeteria Benefit 8,661 12,400 16,845 14,087 16,648 Total Personnel $ 343,189 $ 351,979 $ 479,047 $ 407,203 $ 472,039 Total Operating Expenditures $ 343,189 $ 351,979 $ 479,047 $ 407,203 $ 472,039 FY 2023-24
Operating Budget Summary
Operating Budget Detail

LIBRARY DIVISION - CIRCULATION
PAGE 152 of 170
2021-22 2022-23 2024-25
Actual Actual Budget Estimated Adopted
General Fund Group (Unrestricted)
General Fund $ 25,731,326 $ 27,808,974 $ 29,384,411 $ 28,555,064 $ 29,638,888 Public Safety Fund 4,693,458 4,632,962 4,627,794 4,551,878 4,719,994 Fourth of July Fund 40,507 70,274 58,160 75,600 75,425
San Marino Center Fund - - - - -
Donations Fund 110,857 125,997 154,250 144,188 42,600
American Rescue Plan Fund 376,253 446,415 1,973,747 1,897,283 401,406 Total General Fund $ 30,952,401 $ 33,084,622 $ 36,198,362 $ 35,224,013 $ 34,878,313 Special Revenue Funds (Restricted)
Gas Tax Fund $ 557,949 $ 599,376 $ 672,921 $ 668,532 $ 674,428 Community Development Block Grant Fund (CDBG) 15,420 1,793 9,131 9,000 227,000 Los Angeles County Park Bond Fund - (9) - - -
Proposition A Transit Fund 276,027 422,905 356,741 415,692 427,314 Drought Fund (158) 2,068 200 1,940 1,000
Air Quality Management District Fund (AQMD) 16,321 22,480 19,050 18,930 19,000 MTA - STPL Public Works Grant Fund (1,380) 11,967 500 210 210 TDA Article 3 Transportation Fund 9,024 19,725 19,100 19,340 19,340 Proposition C Transit Fund 227,437 354,236 296,833 317,000 326,770 Public Education Government Fund (PEG) 28,168 51,514 31,800 49,900 51,000 Asset Forfeiture Fund (260) 3,395 200 3,180 3,200
Used Oil Grant Fund (121) 1,018 100 1,200 1,200
OTS Grant Fund 22,445 66,563 83,040 62,280 20,760
State Recycling Grant Fund (988) 12,891 91,500 12,100 103,000 COPS Grant Fund 161,397 201,798 205,000 221,759 236,000 Homeland Security Grant 51,738 - - 1 -
LA County Measure R Fund 168,165 217,866 557,375 213,900 521,077 Measure W Clean Water Fund - 737,622 235,000 287,517 292,000 LA County Measure M Fund 194,767 287,151 254,758 286,100 296,054 Total Special Revenue Funds $ 1,725,951 $ 3,014,359 $ 2,833,249 $ 2,588,581 $ 3,219,353 Capital Projects Fund $ (59,803) $ 67,241 $ 50,000 $ 50,000 $ 25,000 Debt Service Fund $ 150 $ 16,254 $ - $ - $ -
Proprietary Funds (Internal Service)
Capitalized Equipment Fund $ 525,157 $ 547,754 $ 630,643 $ 642,813 $ 658,456 Total Revenue by Fund and Fiscal Year $ 33,143,856 $ 36,730,230 $ 39,712,254 $ 38,505,407 $ 38,781,122 2023-24
City of San Marino
FY 2024-25 Proposed Budget
Summary Schedule of Revenues by Fund
PAGE 153 of 170
2021-22 2022-23 2024-25
Description Actual Actual Budget Estimated Adopted
General Fund Group
General Fund
Taxes
101-00-3001-0000 Secured & Unsecured Property Tax $ 17,945,192 $ 18,718,893 $ 20,060,825 $ 19,375,000 $ 20,150,000 101-00-3030-0000 Sales & Use Taxes 526,987 591,677 485,000 606,000 627,000 101-00-3040-0000 Franchise Taxes 625,255 712,639 659,000 699,700 724,000 101-00-3042-0000 Real Property Transfer Taxes 320,407 181,842 190,000 203,494 211,000 101-00-3044-0777 Utility Users Taxes - Cingular 25,146 23,784 24,000 21,225 22,000 101-00-3044-1650 Utility Users Taxes - Edison 724,789 902,998 960,000 892,000 923,000 101-00-3044-4510 Utility Users Taxes - Metro Water 530,384 496,652 502,000 561,000 580,000 101-00-3044-4620 Utility Users Taxes - Miscellaneous 116,162 108,365 81,000 110,000 113,800 101-00-3044-7260 Utility Users Taxes - AT&T 58,238 55,672 60,000 51,100 52,700 101-00-3044-8470 Utility Users Taxes - So. Cal. Gas 275,919 429,283 410,000 324,000 335,300 101-00-3044-9022 Utility Users Taxes - T-Mobile 11,327 13,621 13,000 15,300 16,000 101-00-3044-9240 Utility Users Taxes - Time Warner 113,172 123,302 150,000 119,000 123,100 101-00-3044-9355 Utility Users Taxes - Verizon 18,363 21,751 22,000 21,660 23,000 101-00-3046-0000 Business License Tax 406,759 444,375 431,000 431,000 446,000 $ 21,698,100 $ 22,824,854 $ 24,047,825 $ 23,430,479 $ 24,346,900 Licenses & Permits
101-00-3103-0000 Bicycle Licenses $ 4 $ - $ - $ - $ -
101-00-3153-0000 Film Permits 38,707 34,316 39,000 20,000 25,000 101-14-3106-0000 Tree Permits 44,880 48,400 44,000 41,000 44,000 101-14-3151-0000 Building Permits 571,355 746,075 552,000 702,000 723,000 101-48-3152-0000 Street & Curb Permits 149,585 119,223 118,000 118,000 125,000 $ 804,531 $ 948,014 $ 753,000 $ 881,000 $ 917,000
Charges for Services
101-00-3304-0000 Environmental Fees $ 132,640 $ 132,495 $ 132,000 $ 132,000 $ 132,000 101-00-3321-0000 Check Reissuance Fee - 50 - -
101-00-3309-0000 Online Convenience Fee 332 245 200 340 275 101-07-3346-0000 Sales of Maps & Pub.s - Admin 395 225 - 191 100 101-14-3306-0000 General Plan Fee 21,294 27,090 43,000 29,000 32,000 101-14-3307-0000 Technology Enhancement Fee 3,967 24,572 25,000 27,500 28,000 101-14-3308-0000 Plan Check Fees 297,309 291,541 301,000 265,000 285,000 101-14-3309-0000 Business License Application Fee 51,778 68,437 50,000 62,000 55,000 101-14-3312-0000 Zoning Fees 85,970 88,882 72,000 86,000 89,000 101-14-3346-0000 Sales of Maps & Pub.s-P&B 46 13 - - -
101-68-3340-0001 Contract Class Nonresident Fee 13,398 7,521 18,557 10,231 - 101-60-3342-0000 Class Refund Fee 3,164 2,678 4,200 2,000 4,200 101-60-3502-0000 Recreation Administrative Fees 9,741 8,915 8,250 8,250 8,250 101-61-3336-0000 Aquatics Program Fees 30,573 43,218 38,785 42,000 45,920 101-61-3340-0000 Aquatics Nonresident Fees 253 415 2,157 1,000 - 101-64-3340-0000 Senior Nonresident Fees - (4) - - -
101-68-3340-0000 Aquatics Nonresident Fees 456 716 - 119 - 101-62-3336-0001 Day Camp Program Fees 153,923 153,399 156,705 156,705 167,000 101-62-3336-0002 Family Life Program Fees 193,435 275,653 213,166 178,120 182,622 101-62-3336-0005 Teen Pilot Program Fees - - - 600 27,000 101-62-3340-0001 Daycamp Nonresident Fees 10,259 6,696 19,183 11,032 - 101-62-3340-0002 Family Life Nonresident Fees 15,946 24,189 26,106 18,000 - 101-68-3336-0001 Contract Class Program Fees 198,454 174,916 213,402 209,896 226,000 101-64-3336-0001 Bridge Program Fees - - - - -
101-64-3336-0002 Jr. Titans Fees - - - - -
101-66-3336-0000 Special Events Program Fees 10,382 31,614 - 2,300 - 101-66-3336-0001 Easter Program Fees 7,717 8,599 3,188 3,188 8,625 101-66-3336-0002 Track Meet Program Fees 3,786 6,870 6,800 6,890 6,800 101-66-3336-0004 Trunk or Treat Program Fees - - 12,250 8,653 17,900 101-66-3336-0005 Lacy Park Camp Out Program Fees - - 5,000 9,000 10,750 101-66-3340-0000 Special Events Nonresident Fees 84 - - - - City of San Marino
FY 2024-25 Proposed Budget
Detail Schedule of Revenues by Fund
2023-24
PAGE 154 of 170
2021-22 2022-23 2024-25
Description Actual Actual Budget Estimated Adopted
City of San Marino
FY 2024-25 Proposed Budget
Detail Schedule of Revenues by Fund
2023-24
101-66-3340-0001 Easter Program Nonresident Fees - - 4,688 4,688 - 101-66-3340-0004 Trunk or Treat Nonresident Fees - - 7,250 9,205 - 101-66-3340-0005 Lacy Park Camp Out Nonresident Fees - - 5,750 - - 101-64-3336-0000 Senior Program Fees 7,092 15,605 33,614 8,000 13,940 101-64-3340-0000 Senior Program Nonresident Fees - - 2,195 200 700 101-62-3336-0003 Education Enrichment Program Fees 1,733 - - - - 101-90-3344-6055 Passport Fees 223,674 180,813 180,000 162,649 160,000 101-90-3346-0000 Library Copies 2,414 2,256 2,400 2,875 2,900 101-91-3344-3963 Lost Materials Fees 2,266 1,791 2,500 779 1,000 101-91-3502-1496 DVD Rentals 306 194 - - -
101-93-3344-1200 Damaged Materials Fees 598 812 500 400 500 101-94-3344-0000 Overdue Materials Fees 9,630 11,608 11,500 11,463 11,500 101-94-3344-3000 Hold Fees 739 429 - 7 -
101-94-3344-7037 Replacement Library Card Fees 495 391 350 458 350 $ 1,494,249 $ 1,592,844 $ 1,601,696 $ 1,470,739 $ 1,517,332 Intergovernmental
101-00-3202-9350 State Vehicle License Fees $ 15,188 $ 12,865 $ 12,500 $ 15,503 $ 14,500 101-00-3204-0000 VLF In-Lieu Tax 1,844,953 1,944,964 2,016,000 2,022,002 2,100,456 101-08-3702-0000 COVID-19 Reimbursements 10,000 - - - - 245-00-3201-0000 American Rescue Plan Funds 376,253 446,415 1,973,747 1,897,283 401,406 101-90-3202-0000 Cenic Rebates 14,594 10,558 10,560 10,560 10,560 $ 2,260,988 $ 2,414,802 $ 4,012,807 $ 3,945,348 $ 2,526,922 Fines & Forfeitures
101-00-3348-0000 Damage to City Property Fees $ 13,084 $ (5,323) $ 5,000 $ 27,900 $ 5,000 101-00-3410-0000 Fines & Fees 949 200 500 75 500
101-14-3410-0000 Business License NOVs 6,399 1,450 6,500 1,200 1,200 101-14-3410-0500 Administrative Citation Fee - 9,205 - 15,000 10,000 101-14-3410-9245 Tree Fines (25,340) (7,585) 2,000 5,265 4,500 $ (4,908) $ (2,053) $ 14,000 $ 49,440 $ 21,200
Use of Money & Property
101-00-3501-0000 Interest Income $ (497,762) $ 213,570 $ 430,000 $ 430,000 $ 430,000 101-00-3550-0000 Sale of Property 28,138 11,500 5,000 4,500 5,000 101-40-3502-0000 Rental Fees-Public Works 2,160 - 100 - - 101-70-3502-0003 Rents & Concessions-Park Admissions 188,125 141,645 116,000 91,000 92,800 101-70-3502-0002 Lacy Park Rentals - 83,168 94,730 90,045 95,000 101-70-3502-0000 Rents & Concessions-Stoneman - - - - - 101-70-3502-0001 Rents & Concessions-San Marino Center 750 270,000 25,000 75,140 101-90-3502-0000 Library Rental Fees 3,165 3,784 2,500 1,400 2,500 $ (275,424) $ 453,667 $ 918,330 $ 641,945 $ 700,440
Miscellaneous Revenue
101-00-3701-0000 Miscellaneous Revenue $ 15,584 $ 13,438 $ 10,000 $ 9,500 $ 10,000 101-00-3702-0000 City Reimbursements 114,711 5,618 500 11,280 500 101-00-3703-0000 Gain/Loss on Disposal of Asset - 4,000 - - - 101-00-3800-0000 Operating Transfers In - - - - -
101-40-3348-0000 Damage to City Property Reimbs - - - 12,366 - 101-60-3701-0000 Miscellaneous Revenue-Rec (722) - - - - 101-90-3701-0000 Miscellaneous Revenue-Library 470 205 - 250 - $ 130,043 $ 23,261 $ 10,500 $ 33,396 $ 10,500
General Fund Totals $ 26,107,579 $ 28,255,389 $ 31,358,158 $ 30,452,347 $ 30,040,294 Public Safety Fund
Taxes
103-00-3005-0000 Public Safety Property Taxes $ 3,421,901 $ 3,439,456 $ 3,528,294 $ 3,528,294 $ 3,528,294 103-00-3006-0000 Public Safety Augmentation Fd 199,817 205,830 218,100 204,140 218,100 $ 3,621,718 $ 3,645,286 $ 3,746,394 $ 3,732,434 $ 3,746,394 PAGE 155 of 170
2021-22 2022-23 2024-25
Description Actual Actual Budget Estimated Adopted
City of San Marino
FY 2024-25 Proposed Budget
Detail Schedule of Revenues by Fund
2023-24
Charges for Services
103-30-3201-0000 Animal Control Services $ - $ - $ - $ - $ - 103-30-3316-0000 Special Police Services 5,261 6,188 7,200 7,200 7,200 103-30-3317-0000 Citation Sign off Fee 105 202 100 280 100 103-30-3318-0000 Clearance Letter Fees 450 720 800 800 800 103-30-3319-0000 Report Copies 6,710 4,410 4,600 5,300 4,600 103-30-3321-0000 Burglary Alarm Permits 1,540 1,310 1,500 1,400 1,500 103-30-3324-0000 House Watch Fees 12,125 22,821 24,900 24,900 24,900 103-30-3325-0000 Vehicle Impound Release Fees 5,220 5,612 6,300 4,500 6,300 103-30-3331-3550 Live Scan Fees 3,659 8,468 5,600 11,000 5,600 103-30-3331-9241 Tow Fees 5,500 7,760 8,700 4,800 8,700 103-34-3315-0000 Shared Fire Command Revenue - 25,599 - (8,426) - 103-34-3316-0000 Outside Services 4,130 5,795 9,700 3,120 9,700 103-34-3330-0000 Fire Fees 2,385 2,325 3,900 5,670 3,900 103-34-3332-0000 Paramedic Service Fees 574,598 639,368 600,000 650,000 673,000 $ 621,683 $ 730,578 $ 673,300 $ 710,544 $ 746,300
Intergovernmental
103-30-3202-6600 POST Reimbursement $ 27,911 $ 14,610 $ 4,000 $ 6,427 $ 4,000 103-34-3202-2725 GEMT Reimbursement - 46,923 5,000 18,753 5,000 $ 27,911 $ 61,533 $ 9,000 $ 25,180 $ 9,000
Fines & Fees
103-30-3400-0000 Parking Citations $ 11,484 $ 15,984 $ 23,400 $ 12,500 $ 23,400 103-30-3401-0000 Vehicle Code Fines 48,505 60,910 50,300 65,000 65,000 $ 59,989 $ 76,894 $ 73,700 $ 77,500 $ 88,400
Use of Money & Property
103-00-3501-0000 Interest Income $ 618 $ (4) $ - $ - $ - $ 618 $ (4) $ - $ - $ -
Miscellaneous Revenue
103-30-3701-0000 Police Misc. Revenue $ 1,265 $ 27,962 $ - $ 1,320 $ - 103-30-3703-0000 Uninhabited Property Registration 700 2,250 400 4,900 4,900 103-34-3328-0000 Strike Team Reimbursements 359,574 88,463 125,000 - 125,000 $ 361,539 $ 118,675 $ 125,400 $ 6,220 $ 129,900
Public Safety Fund Totals $ 4,693,458 $ 4,632,962 $ 4,627,794 $ 4,551,878 $ 4,719,994 Fourth of July Fund
104-00-3336-0000 Admission Fees $ 40,508 $ 68,374 $ 38,820 $ 47,600 $ 75,425 104-66-3336-0000 4th of July Admission Fees $ - $ 1,900 $ - $ - $ - 104-00-3340-0000 Admission Fees-Nonresident - - 19,340 28,000 - 104-00-3501-0000 Interest Income (1) - - - -
Fourth of July Fund Total $ 40,507 $ 70,274 $ 58,160 $ 75,600 $ 75,425 San Marino Center Fund
105-82-3502-0000 Rents & Concessions $ - $ - $ - $ - $ - San Marino Center Fund Total $ - $ - $ - $ - $ -
PAGE 156 of 170
2021-22 2022-23 2024-25
Description Actual Actual Budget Estimated Adopted
City of San Marino
FY 2024-25 Proposed Budget
Detail Schedule of Revenues by Fund
2023-24
Donations Fund
281-00-3501-0000 Interest Income $ (833) $ 23,374 $ 1,000 $ 17,400 $ 1,000 281-30-3601-0000 Police Donations Received 23,511 2,586 10,000 10,042 - 281-34-3601-0000 Fire Donations Received 13,950 250 10,000 10,250 - 281-50-3601-0000 Lacy Park Donations 7,618 7,734 2,000 3,220 - 281-50-3601-7150 Rose Arbor Donation 50,000 50,000 50,000 50,000 - 281-60-3601-0000 Recreation Donations Received - 161 - - - 281-66-3601-0006 Memorial Day Donations 500 2,350 250 300 300 281-66-3601-0002 Track Meet Donations 2,000 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 48 40,000 12,476 - 281-90-3601-1120 Donations-Crain Art Gallery 2,020 944 1,500 2,300 2,300 281-90-3601-9506 Library Wish List Donations - - - - -
281-91-3601-0000 Adult Materials Donations-Other 1,670 750 - 1,700 - 281-91-3601-0776 Adult Chinese Language Materia 1,000 - 2,500 - 2,500 281-91-3601-2575 Adult Materials Donations-Friends - 10,000 10,000 10,000 10,000 281-92-3601-0000 Children's Mats. Donations 7,982 5,800 5,000 4,500 4,500 281-92-3601-2575 Children's Mats. Donations-Friends - 20,000 20,000 20,000 20,000 Donations Fund Total $ 110,857 $ 125,997 $ 154,250 $ 144,188 $ 42,600 General Fund Group Totals $ 30,952,401 $ 33,084,622 $ 36,198,362 $ 35,224,013 $ 34,878,313 Special Revenue Funds
Gas Tax Fund
202-00-3501-0000 Interest Income $ (16,141) $ (650) $ 2,500 $ 5,650 $ 5,700 202-48-3038-7585 RMRA - SB 1 Section 2032 261,694 280,107 310,264 314,434 321,210 202-48-3038-7590 Gas Taxes Section 2105 72,665 71,446 82,360 75,971 77,920 202-48-3038-7700 Gas Taxes Section 2106 46,280 45,813 51,500 48,075 48,657 202-48-3038-7810 Gas Taxes Section 2107 86,829 97,368 98,925 101,642 106,488 202-48-3038-7920 Gas Taxes Section 2107.5 3,000 3,000 3,000 3,000 3,000 202-48-3038-7930 Gas Taxes Section 2103 103,622 102,292 124,372 119,760 111,453 $ 557,949 $ 599,376 $ 672,921 $ 668,532 $ 674,428
Community Development Block Grant (CDBG)
204-00-3201-0650 Federal CDBG $ 15,395 $ 1,709 $ 9,131 $ 9,000 $ 227,000 204-00-3501-0000 Interest Income 25 84 - -
$ 15,420 $ 1,793 $ 9,131 $ 9,000 $ 227,000
County Park Proposition A
206-00-3203-3420 Local - LA Co. Pk. Bond $ - $ - $ - $ - $ - 206-00-3501-0000 Interest Income - (9) - - -
$ - $ (9) $ - $ - $ -
Proposition A Transit
207-00-3032-0000 Prop. A Transit Taxes $ 274,852 $ 340,676 $ 354,241 $ 331,892 $ 343,314 207-00-3501-0000 Interest Income 1,175 82,229 2,500 83,800 84,000 $ 276,027 $ 422,905 $ 356,741 $ 415,692 $ 427,314
Drought Fund
209-00-3410-0000 Water Use Fines $ - $ - $ 100 $ - $ -
209-00-3501-0000 Interest Income (158) 2,068 100 1,940 1,000 $ (158) $ 2,068 $ 200 $ 1,940 $ 1,000
Air Quality Management District
212-00-3203-0080 AQMD Grant $ 16,433 $ 15,765 $ 18,750 $ 16,500 $ 16,500 212-00-3501-0000 Interest (112) 6,715 300 2,430 2,500
$ 16,321 $ 22,480 $ 19,050 $ 18,930 $ 19,000
PAGE 157 of 170
2021-22 2022-23 2024-25
Description Actual Actual Budget Estimated Adopted
City of San Marino
FY 2024-25 Proposed Budget
Detail Schedule of Revenues by Fund
2023-24
Surface Transportation Program
213-00-3501-0000 Interest Income $ (1,380) $ 11,967 $ 500 $ 210 $ 210 $ (1,380) $ 11,967 $ 500 $ 210 $ 210
Transportation Development Act
214-00-3036-0000 TDA Article 3 Taxes $ 9,000 $ 19,000 $ 19,000 $ 19,000 $ 19,000 214-00-3501-0000 Interest Income 24 725 100 340 340
$ 9,024 $ 19,725 $ 19,100 $ 19,340 $ 19,340
Proposition C Transit
215-00-3034-0000 Prop. C Transit Taxes $ 227,983 $ 282,581 $ 293,833 $ 275,400 $ 284,770 215-00-3501-0000 Interest Income (546) 71,655 3,000 41,600 42,000 $ 227,437 $ 354,236 $ 296,833 $ 317,000 $ 326,770
Public Educational Governmental (PEG) Cable Access
216-00-3045-0000 PEG Fees $ 28,641 $ 29,179 $ 30,000 $ 28,000 $ 29,000 216-00-3501-0000 Interest Income (473) 22,335 1,800 21,900 22,000 $ 28,168 $ 51,514 $ 31,800 $ 49,900 $ 51,000
Asset Forfeiture (Police)
217-00-3501-0000 Interest Income $ (260) $ 3,395 $ 200 $ 3,180 $ 3,200 $ (260) $ 3,395 $ 200 $ 3,180 $ 3,200
Used Oil Grant
221-00-3501-0000 Interest Income $ (121) $ 1,018 $ 100 $ 1,200 $ 1,200 $ (121) $ 1,018 $ 100 $ 1,200 $ 1,200
OTS Grant
223-00-3701-0000 OTS Grant $ 22,445 $ 66,563 $ 83,040 $ 62,280 $ 20,760 $ 22,445 $ 66,563 $ 83,040 $ 62,280 $ 20,760
California Recycling Grant
226-48-3202-7155 Rubberized Asphalt Grant $ - $ - $ 91,000 $ - $ 91,000 226-00-3501-0000 Interest Income (988) 12,891 500 12,100 12,000 $ (988) $ 12,891 $ 91,500 $ 12,100 $ 103,000
Citizens' Option for Public Safety Grant (COPS)
233-00-3501-0000 Interest Income $ 112 $ 36,527 $ 5,000 $ 35,600 $ 36,000 233-30-3202-0000 COPS Allocation 161,285 165,271 200,000 186,159 200,000 $ 161,397 $ 201,798 $ 205,000 $ 221,759 $ 236,000
Homeland Security Grant
240-00-3202-0000 Homeland Security Grant $ 51,738 $ - $ - $ - $ - 240-00-3501-0000 Interest Income - - - 1 -
$ 51,738 $ - $ - $ 1 $ -
Measure R -- Transportation Sales Tax
243-00-3501-0000 Interest Income $ (2,816) $ 5,991 $ 2,000 $ 7,500 $ 7,500 243-48-3203-4200 LA County Measure R 170,981 211,875 555,375 206,400 513,577 $ 168,165 $ 217,866 $ 557,375 $ 213,900 $ 521,077
Measure W -- Clean Water Fund
246-00-3203-0000 Measure W Clean Water Fund $ - $ 702,034 $ 230,000 $ 236,017 $ 240,000 246-00-3501-0000 Interest Income - 35,588 5,000 51,500 52,000 - 737,622 235,000 287,517 292,000
PAGE 158 of 170
2021-22 2022-23 2024-25
Description Actual Actual Budget Estimated Adopted
City of San Marino
FY 2024-25 Proposed Budget
Detail Schedule of Revenues by Fund
2023-24
Measure M -- Traffic Improvement Sales Tax
247-48-3202-0000 Measure M $ 193,522 $ 239,676 $ 249,758 $ 232,800 $ 242,054 247-00-3501-0000 Interest Income 1,245 47,475 5,000 53,300 54,000 $ 194,767 $ 287,151 $ 254,758 $ 286,100 $ 296,054
Special Revenue Funds Total $ 1,725,951 $ 3,014,359 $ 2,833,249 $ 2,588,581 $ 3,219,353 Capital Projects Fund
394-00-3501-0000 Interest Income $ (184,803) $ (32,759) $ - $ - $ - 394-00-3601-0000 Huntington Library Donation 100,000 100,000 25,000 25,000 25,000 394-00-3702-0000 Reimbursement 25,000 25,000 25,000 -
Capital Projects Fund Total $ (59,803) $ 67,241 $ 50,000 $ 50,000 $ 25,000 Debt Service Fund
401-00-3501-0000 Interest Income $ 150 $ 16,254 $ - $ - $ - Debt Service Fund Total $ 150 $ 16,254 $ - $ - $ -
Proprietary Funds
Capital Equipment Internal Service Fund
591-00-3501-0000 Interest Income $ 774 $ (6) $ - $ 12,170 $ 12,200 591-00-3703-0000 Gain/(Loss) on Disposal of Asset 38,410 - - - - 591-00-3850-0000 Equipment Cost Allocation 485,973 547,760 630,643 630,643 646,256 Proprietary Fund Total $ 525,157 $ 547,754 $ 630,643 $ 642,813 $ 658,456 Revenue Detail by Fund and Fiscal Year $ 33,143,856 $ 36,730,230 $ 39,712,254 $ 38,505,407 $ 38,781,122 PAGE 159 of 170
TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Lizette Guerrero, Human Resources Director
DATE: April 26, 2024
SUBJECT: ADOPTION OF RESOLUTION NO. R-24-09 DELEGATING

AUTHORITY FOR INDUSTRIAL DISABILITY RETIREMENT

DETERMINATIONS UNDER GOVERNMENT CODE SECTION
21173

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

BACKGROUND
The California Public Employees’ Retirement System (CalPERS) requires employers to support any determination findings for members with substantial incapacity, which includes all applications for disability retirement (DR) or industrial disability retirement (IDR) and reevaluation for continuous eligibility for such retirement. Government Code section 20221 of the Public Employees’ Retirement Law requires CalPERS-covered employers, including all local safety employers to furnish information concerning any member that the board may require in the administration of this system.

Industrial Disability Retirement (IDR) is retirement resulting from mental or physical incapacity for the performance of an individual’s usual duties.

Industrial disability retirement is available to all Safety members and those Miscellaneous and Industrial members covered under Government Code section 21151. The disabling injury or disease must be work-incurred or jobrelated. Age, service, and contributions are not considered for qualifying purposes (Government Code sections 20026, 20027, and 21151).

Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
PAGE 160 of 170

DISCUSSION
During the course of working with CalPERS on an Industrial Disability Retirement application submitted by a local safety member employee, staff discovered that the City does not have the required resolution on file with CalPERS that delegates authority to the City Manager to make determinations of disability and if such disability is industrial, per Public Employees’ Retirement Law.

Applications for retirement of a member for disability may be made by the governing body, or an official designated by the governing body, of the contracting agency if the member is an employee of a contracting agency (Government Code section 21152(c)). Due to the sensitivity of such claims, staff has concluded that it would be in the City’s best interest that the Council delegate this authority to the City Manager. CalPERS requires this authority be delegated in the form of a Resolution.

Industrial Disability Retirement (IDR) is a process that involves medical examinations conducted by certified physicians, and, in some cases, arise out of a Workers’ Compensation claim and is not being used to substitute a disciplinary process. Government Code sections 20128 and 20223 provide that CalPERS may require a member to provide information it deems necessary to determine entitlement to benefits and information affecting his or her status as a member.

FISCAL IMPACT & PROCUREMENT REVIEW
There is no financial impact related to the adoption of this Resolution.

Procurement review is not applicable.

LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.

RECOMMENDATION
Staff recommends the Council adopt Resolution No. R-24-09. If the City Council concurs with staff’s recommendation an appropriate motion would be:
“I move to adopt Resolution No. R-24-09, a Resolution of the San Marino City Council delegating authority for Industrial Disability Retirement determinations under Government Code Section 21173.”
PAGE 161 of 170

ATTACHMENTS

1. Resolution No. R-24-09

2. CalPERS Circular Letter No. 200-018-17
PAGE 162 of 170
CITY OF SAN MARINO RESOLUTION NO. R-24-09
PAGE 1 OF 2
RESOLUTION NO. R-24-09

A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF SAN MARINO, CALIFORNIA, DELEGATING

AUTHORITY FOR INDUSTRIAL DISABILITY

RETIREMENT DETERMINATIONS UNDER
GOVERNMENT CODE SECTION 21173
WHEREAS, the City of San Marino (herein referred to as Agency) is a contracting agency of the Public Employees’ Retirement System; and
WHEREAS, the Public Employees’ Retirement Law requires that a contracting agency determine whether an employee of such agency in employment in which he/she is classified as a local safety member is disabled for purposes of the Public Employees’ Retirement Law and whether such disability is “industrial” within the meaning of such Law; and WHEREAS, the City Council has determined upon legal advice that it may delegate authority under Section 21173 of the Government Code to make such determinations to the incumbent of the office/position of City Manager.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MARINO HEREBY RESOLVES AS FOLLOWS:

1. That the City Council delegate and it does hereby delegate to the incumbent of the office/position of City Manager authority to make determinations under Section 21152(c), Government Code, on behalf of the Agency, of disability and whether such disability is industrial and to certify such determinations and all other necessary information to the Public Employees’ Retirement System; and BE IT FURTHER RESOLVED that such incumbent be and he/she is authorized to make applications on behalf of the Agency for disability retirement of all employees and to initiate requests for reinstatement of such employees who are retired for disability.

PASSED, APPROVED, AND ADOPTED on this 26th day of April, 2024. ______________________________________
STEVEN HUANG, D.D.S., MAYOR

CITY OF SAN MARINO
ATTEST:
__________________________________
ALISON WALKER, CITY CLERK PAGE 163 of 170
CITY OF SAN MARINO RESOLUTION NO. R-24-09
PAGE 2 OF 2

CITY OF SAN MARINO

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.

CITY OF SAN MARINO )
I, Alison Walker, City Clerk of the City of San Marino, California, hereby certify that Resolution No. R-24-09 was adopted by the City Council of the City of San Marino on the 26th day of April 2024, and that the same was adopted by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
_______________________________________

ALISON WALKER, CITY CLERK

CITY OF SAN MARINO
PAGE 164 of 170
Retirement Benefits
Circular Letter
California Public Employees’ Retirement System March 30, 2017 P.O. Box 942715
Sacramento, CA 94229-2715
(888) CalPERS (or 888-225-7377) Circular Letter No: 200-018-17 TTY: (877) 249-7442 Distribution: VI
www.calpers.ca.gov
To: All Contracting Public Agencies
Subject: Information to be included in a Resolution/Determination Document for Disability Retirement, Requirements for submitting a Disability Retirement Application, and Disability Reevaluation Procedures
The purpose of this Circular Letter is to inform employers of the requirements for:
• submitting a disability retirement application,
• information to be included in resolution/determination documents in support of an application for disability retirement,
• twelve-month disability duration requirement,
• continuous disability requirement,
• medical qualifications for disability retirement, and • disability re-evaluation procedures.

Government Code (G.C.) section 20026 defines “Disability” and “Incapacity for Performance of Duty”. G.C. section 21156(a)(2) provides that the board or governing body of the contracting agency shall make a determination on a member’s disability retirement on the basis of competent medical opinion and shall not use disability retirement as a substitute for the disciplinary process. G.C. section 21192 gives authority to the board or governing body of the employer from whose employment a person was retired to require any recipient of a disability retirement allowance under the minimum age for voluntary retirement for service applicable to members of his or her class to undergo medical examination. G.C. section 20221 provides that each employer must provide the California Public Employees’ Retirement System (CalPERS) with any information concerning any member that CalPERS requires in the administration of the System. G.C. sections 20128 and 20223 provide that CalPERS may require a member to provide information it deems necessary to determine entitlement to benefits and information affecting his or her status as a member. The information provided in this Circular Letter is necessary for CalPERS to administer the System and to determine accurate benefits.

PAGE 165 of 170
Circular Letter: 200-018-17
March 30, 2017

Disability Retirement Application Requirements
Local Safety members are required to complete all sections in the disability retirement application, with the exception of Section 13, the Employer-Originated Application. This section is to be used only when an employer originates an application. Along with the application, Local Safety members are required to complete, sign and date the following forms:
• Employer Information for Disability Retirement
• Authorization to Disclose Protected Health Information Local Safety members must send the completed Employer Information for Disability Retirement form directly to their employers. Employers will use this form as a cover sheet for all documents submitted to CalPERS. Local Safety members must also provide the completed Authorization to Disclose Protected Health Information form to CalPERS.

Determination of Members’ Eligibility to Apply for Disability Retirement An employer must forward all relevant personnel documents and medical records to CalPERS and obtain CalPERS’ determination that the member is eligible to apply for disability retirement before an employer starts the process of a disability determination for any of the following circumstances:
• Disciplinary process underway prior to the member’s separation from employment. • The member was terminated for cause.
• The member resigned in lieu of termination.
• The member signed an agreement to waive his or her reinstatement right as part of a legal settlement (i.e., Employment Reinstatement Waiver). • The member has been convicted of or is being investigated for a work related felony.

Twelve-Month Disability Duration
The CalPERS Board has defined the disability duration in the eligibility requirements for disability retirement to be permanent or last at least twelve consecutive months from the date of an application for benefit or will result in death, as determined on the basis of competent medical opinion.

Continuous Disability Requirement
A member must provide medical records of his or her physical or mental incapacity to perform the duties of his or her job from one year before his or her last day of physical work to present.

To establish continuous disability, there must be medical substantiation in file from the last date of physical work to present, with no gaps in medical treatment records more than six months during this period. Rules of presumption do not apply. Even if the Workers’ Compensation Appeals Board awards industrial disability benefits to a member under the Labor Code, the judgment does not bind the California Public Employees’ Retirement System, which is governed by a different body of law.

PAGE 166 of 170
Circular Letter: 200-018-17
March 30, 2017

The medical determination must be based on the following:
• Competent medical opinion
• Medical records and other available information to support the medical opinion Medical Qualifications for Disability Retirement
The law distinguishes between a person who suffers some impairment and one who suffers impairment sufficient to become eligible for disability retirement. The courts have concluded that the test is whether the member has a substantial inability to perform the usual and customary duties of the position. Difficulty in performing certain tasks alone is not enough to support a finding of disability. It is the inability to perform the essential functions of the actual and present job duties that determines whether the member is substantially incapacitated for the performance of his or her job duties.

If the member cannot substantially perform the duties of the position, then he or she is disabled for CalPERS retirement purposes; otherwise, the member is not disabled. A CalPERS disability retirement must be based upon an actual and present (not prospective) inability to substantially perform the member's actual and usual job duties. Furthermore, prophylactic restrictions are not a basis for a disability retirement. If a disability is not currently present but just may occur in the future, the member is presently ineligible for a CalPERS disability retirement.

Resolution / Determination Document for Disability Retirement In addition to other information, an employer must certify that its determination of disability was made based upon competent medical opinion and was not used as a substitute for the disciplinary process. An employer must also certify whether a member has an accepted Workers’ Compensation Claim(s).

An employer’s resolution/determination document for disability retirement must include all of the following information:

1. A statement certifying under penalty of perjury that the determination was made based on competent medical opinion.

2. A statement certifying under penalty of perjury that the determination was not used as a substitute for the disciplinary process. If any of the above mentioned circumstances is met, a statement must also be included that confirms that all relevant personnel documents were forwarded to CalPERS and CalPERS’ determination that the member is eligible to apply for disability retirement was obtained prior to starting the process of determination.

3. A finding indicating the member has been found to be substantially incapacitated from the performance of the usual duties of his or her position.

PAGE 167 of 170
Circular Letter: 200-018-17
March 30, 2017

4. A statement confirming whether or not the member had filed a Workers’ Compensation claim(s) for his or her disabling condition(s). If so, a statement is required as to whether the claim(s) was accepted.

5. A finding by the employer as to whether or not the causation of the disability was industrial.
a) In case of a dispute about the causation of the disability, the employer must provide a copy of the Findings and Award by the Workers’ Compensation Appeals Board (WCAB) resolving the question of industrial causation.
b) A member must have a minimum of five years of credited service to qualify for nonindustrial disability retirement. If a member does not meet the minimum service requirements for disability retirement, the member may still qualify by re-depositing previously withdrawn contributions or contributing an amount for service rendered prior to membership with CalPERS. Generally, time during which the member is absent from state service by reason of injury or illness, which is determined within one-year after the end of such absence to be job-related, shall be considered as time spent in state service for the purpose of qualification for retirement and death benefits.

6. A statement by the employer documenting the member’s last day on payroll. In case of a dispute regarding the effective date of the member's retirement, a request must be filed with the WCAB for finding of fact to determine the date the member's condition became permanent and stationary. The employer must provide a copy of the Finding of Fact and that date then becomes the effective date of member’s retirement (G.C. section 21164).

7. A statement by the employer as to whether there is, or is not, a possibility of third-party liability present (meaning whether the member's disability was caused by negligence or an intentional act of a party other than the employer).

If a person (other than the employer) caused an injury that results in certain CalPERS benefits being paid, then CalPERS has the right to recover up to one-half of the total retirement benefit costs payable due to this injury from the responsible party (G.C. section 20250).

The employer should also advise CalPERS if it is aware that the member is pursuing a claim (other than a Workers' Compensation claim) against any person or entity for the same injuries that also entitle the member to a disability retirement from CalPERS.

PAGE 168 of 170
Circular Letter: 200-018-17
March 30, 2017

8. A statement from the employer identifying the disabling condition(s) and body part(s) approved: i.e., orthopedic (right knee), psychological, cardiovascular, internal (kidney), neurological (leg) or other.

9. A statement from the employer that there is competent medical opinion certifying the disability is expected to be permanent or last at least twelve consecutive months from the date of an application for benefits or will result in death.

10. If Advance Disability Pension Payments (ADPP) have been or will be paid to the member, the employer must include the monthly amount and the beginning date. The employer must also provide the address to which the reimbursement check should be mailed.

It is the employer’s responsibility to report to CalPERS the amount of ADPP paid to a member. If an employer fails to notify CalPERS of ADPP or if the member retires, the local agency and the employee shall arrange for repayment. CalPERS will not reimburse the employer in these situations.

All such documentation submitted by an employer must be signed by the governing body or its lawful delegate (i.e., City Manager, Chief Administrative Officer, County Executive, or other comparable individual). If the governing body chooses to delegate the responsibility of making a disability determination, a certified copy, which is approved and signed by the governing body, of the delegation order of this authority must accompany the finding by such delegate in every instance.

It is imperative for employers to provide all documentation and information referenced above to prevent the delay of benefit payments. Until CalPERS has received all required documentation and information, the disability determination will not be processed and CalPERS will be unable to put the member on a disability retirement roll.

Local Agency Disability Re-Evaluation Procedures
An employer should conduct regular re-evaluations of determinations for disability retirees who are under voluntary service retirement age. The purpose of the re-evaluations is to verify whether the recipient remains physically or mentally disabled from the position which they disability retired for the condition(s) that they were approved for. The re-evaluation process is not a process to discover new conditions. It should include, but is not limited to, gathering the following information:
• Is the retiree currently employed?
o What type of work is he/she doing? Is he/she working within his/her work restrictions?
PAGE 169 of 170
Circular Letter: 200-018-17
March 30, 2017

o Obtain a duty statement and physical requirements of the job for comparison.
o When an independent medical examination is deemed necessary, submit these documents for the examiner’s review.
• Is the retiree currently being treated for his/her disability? o If so, obtain a list of his/her treating physician(s) and contact information, and request his/her medical records since retirement.
• If the retiree is not currently being treated or the medical records received from the treating physician do not substantiate a continuous disability, the member should be evaluated by an Independent Medical Examiner.
• If indicated, consider surveillance.

Failure to cooperate with any stage of the re-evaluation process will be considered a refusal to submit to a medical examination. G.C. section 21175 states, “If any recipient of a disability retirement allowance under the minimum age of voluntary retirement for service applicable to members of his or her class refuses to submit to a medical examination, the pension portions of his or her allowance may be discontinued until his or her withdrawal of the refusal. If the refusal continues for one year his or her disability retirement allowance may be cancelled.” The agency should inform CalPERS to take appropriate actions if a retiree is uncooperative with the process.

In accordance with G.C. section 20128, 20221 and 21192, the agency is requested to submit their determination on the re-evaluation or action requested for uncooperative retirees (discontinue the pension portions if refusal is less than a year; cancel the full allowance if refusal continues for one-year) to CalPERS in the form of a Resolution or determination letter.

Other Resources
For more information on these topics, please refer to the Public Agency & Schools Reference Guide which contains sample resolutions.

If you have any questions, please contact the CalPERS Customer Contact Center at 888 CalPERS (or 888-225-7377).

Anthony Suine, Chief
Benefit Services Division
PAGE 170 of 170