TO: Philippe Eskandar, City Manager
FROM: Nicole Tibbet, Community Engagement Manager
DATE: April 25, 2025
SUBJECT: BUDGET SUBMISSION FOR FY 2025-26
CITY MANAGER’S OFFICE
YEAR-END SUMMARY (FY 2024-25 BUDGET VS ESTIMATED)
The Department is anticipated to end the fiscal year with a savings of $114,790 or 11.8% below the current budget. The primary reasons are listed below:
• An estimated $35,000 in savings to cost center #101-09-4150-0000 (Contract Services) from unspent money in the Chinese Translation Services Budget. There were fewer engagement meetings held this year, which used less of the interpretation budget than anticipated.
• An estimated $20,000 remaining in cost center #101-09-4202-0000 (Legal Noticing) for unused legal notices this fiscal year.
• An estimated $20,000 in savings to cost center #101-09-4220-0000 (City Manager’s Contingency) due to no emergency needs resulting in the City Manager having to use the contingency line item.
FY 2024-25 FY 2024-25 Bud. Vs Est.
Bud. Vs
Est.
Description Budget Estimated Diff $$ Diff %%
Personnel $ 696,574 $ 696,574 $ - 0.0%
Services & Supplie 273,640 158,850 (114,790) -41.9%
Total: $ 970,214 $ 855,424 $ (114,790) -11.8%
• An estimated $20,000 in savings to cost center #101-09-4290-0000 due to the election costs from the County coming in under anticipated cost.
FY 2025-26 PROPOSED BUDGET
Personnel
The Department’s Full-Time Equivalent (FTE) will remain at 3.50 FTE, unchanged from the current budget.
Personnel proposed budget for FY2025-26 is $762,979 which represents a $66,405 or 9.5% increase from current budget.
• Employees’ salaries are increasing by 4.0% per the Memorandum of Understandings (MOU).
• Cafeteria benefits for Full-Time employees of the Department are expected to increase by $15k over the current year due to premium increases.
Services & Supplies
Services & Supplies proposed budget is $204,150 which represents a $69,490 or 25.4% decrease from the current budget. The changes to specific budget areas below are generally not proposing the addition of new spending, but rather, reflecting the true cost increases (due to outside pressures i.e. inflation, etc.) to maintain current operations. The primary reasons for the changes are due to the following:
• A decrease of $20,000 to cost center #101-09-4150-0000 (Other Contract Services) for the true cost to support translation/interpretation services for the year. • A decrease of $50,000 to cost center #101-09-4290-0000 (Elections) due to no election being held during the next fiscal year.
• An increase of $6,845 to cost center # 101-09-4150-0500 (Other Contract Services – IT) for anticipated IT software cost increases.
FY 2024-25 FY 2025-26
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 696,574 $ 762,979 $ 66,405 9.5%
Services & Supplie 273,640 204,150 (69,490) -25.4%
Total: $ 970,214 $ 967,129 $ (3,085) -0.3%
• A decrease of $5,000 to cost center #101-09-4202-0000 (Legal Notices) for the true cost of Legal Notices for the year.
ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2024-25 Accomplishments, FY 2025-26 Objectives, Operational Dashboard)
B. Department Organization Chart
C. Department Tie-Out Sheets
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
FISCAL YEAR 2024-25 ACCOMPLISHMENTS
• Led City departments through the response and recovery from the January 2025 Windstorm and nearby wildfires.
• Educated the community on Measure SM, leading to a successful passing of the Public Safety Parcel Tax.
• Published two more editions of the Resident Information and Guide, which was mailed to all 4,512 households in San Marino and was translated into Chinese. • Updated the New Resident Information Manual.
• Enhanced IT security through the upgrade of City firewalls and rebuilding share drive permission protocols and groups.
• Successfully issued and Request for Proposals and awarded a contract for Audio/Visual Updates in the City Council Chambers.
• Continued to strengthen direct communication with community organizations and communication outlets.
• 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 2025-26 OBJECTIVES
• Assist the City Council in implementing policies for the continued enrichment of San Marino.
• Continue to educate and engage the community on City matters. • Bring forward a policy to the City Council for review and approval to find the proper outlet to highlight the business community through City media channels.
OPERATIONAL DASHBOARD
Description
FY 2023-24
Year to Date
(July - March)
FY 2024-25
Year to Date
(July - March)
Weekly Briefing Sign Ups 330 299
Average Monthly Social Media
Reach 7,750 8,341
Average Time to Respond to
Public Records Requests 7 Days 8 Days
Proclamations and Certificates
Prepared 76 51
8 8 8
9 7
8 8
9 8
4 7
3 8 6
2 2
1 2
0 0
5 0 0
Jul-24 Aug-24 Sep-24 Oct-24 Nov-24 Dec-24 Jan-25 Feb-25 Mar-25 FY 24-25 PERMITS AND REQUESTS RECEIVED
Public Record Requests Film Permits Special Event Permits Claims City Manager
Community
Engagement
Manager
Communications
Specialist (P/T)
City Clerk
City Manager’s Office
FY 2022-23 FY 2023-24 FY 2025-26
Actual Actual Budget Estimated Proposed
Full-Time
City Manager 1.00 1.00 1.00 1.00 1.00
Asst. to the City Mgr (Comm. Engagement. Mgr) 1.00 1.00 1.00 1.00 1.00 City Clerk 1.00 1.00 1.00 1.00 1.00
Part-Time
Special Projects Coordinator 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 639,137 642,018 696,574 696,574 762,979
Services & Supplies 161,928 172,057 273,640 158,850 204,150 Total by Type $ 801,065 $ 814,075 $ 970,214 $ 855,424 $ 967,129 Expenditures by Fund:
101 General Fund 801,065 814,075 970,214 855,424 967,129 Total by Fund $ 801,065 $ 814,075 $ 970,214 $ 855,424 $ 967,129 GL # Personnel
101-09-4001-0000 Full Time Salaries 482,215 449,512 526,336 526,336 576,964 101-09-4002-0000 Part Time Wages 20,553 19,471 33,187 33,187 34,514 101-09-4004-0000 Overtime - - - - -
101-09-4006-0000 Medicare 7,226 6,620 8,114 8,114 8,866 101-09-4008-3080 Retirement-City Manager 4,568 13,883 17,950 17,950 19,542 101-09-4008-6050 Retirement-PARS 770 730 1,244 1,244 1,294 101-09-4008-6160 Retirement-PERS 78,227 92,480 50,417 50,417 55,459 101-09-4010-0000 Cafeteria Benefit 33,521 50,922 48,526 48,526 63,939 101-09-4011-0000 Technology Allowance 2,821 - - - -
101-09-4012-0000 Auto Allowance 7,050 8,400 10,800 10,800 2,400 101-09-4014-0001 Unemployment Payments 2,186 - - - -
Total Personnel $ 639,137 $ 642,018 $ 696,574 $ 696,574 $ 762,979 GL # Services & Supplies
101-09-4150-0000 Other Contract Services 45,293 44,917 80,100 41,938 57,900 101-09-4150-0500 Other Contract Services-IT 43,618 81,605 40,205 44,585 47,050 101-09-4202-0000 Legal Notices 17,363 16,638 25,000 5,000 20,000 101-09-4204-0000 Books & Periodicals 20 139 335 185 335 101-09-4220-0000 City Manager's Contingency 7,872 - 20,000 - 20,000 101-09-4290-0000 Election 30,057 - 50,150 30,150 150
101-09-4376-0000 Materials & Supplies 5,267 3,037 5,000 4,500 5,000
CITY MANAGER'S OFFICE
FY 2024-25
Operating Budget Summary
Operating Budget Detail
Authorized Positions (Full-Time Equivalents)
FY 2022-23 FY 2023-24 FY 2025-26
Actual Actual Budget Estimated Proposed
CITY MANAGER'S OFFICE
FY 2024-25
101-09-4396-0000 Memberships & Dues 2,015 3,325 5,465 4,550 5,930 101-09-4398-0000 Mileage - - - - -
101-09-4420-0000 Printing 2,528 11,135 18,000 10,784 18,000 101-09-4468-0000 Staff Development 2,176 583 10,000 9,000 10,000 101-09-4480-0000 Travel & Meetings 5,719 10,678 19,385 8,158 19,785 Total Services & Supplies $ 161,928 $ 172,057 $ 273,640 $ 158,850 $ 204,150 Total Operating Expenditures $ 801,065 $ 814,075 $ 970,214 $ 855,424 $ 967,129