1 TO: Philippe Eskandar, City Manager
FROM: Isidro Figueroa, Community Development Department DATE: April 25, 2025
SUBJECT: BUDGET SUBMISSION FOR FY 2025-26
COMMUNITY DEVELOPMENT
YEAR-END SUMMARY (FY 2024-25 BUDGET VS ESTIMATED)
The Department is anticipated to end the fiscal year with a savings of $479,955 or -18.4% below the current budget. The primary reasons are listed below:
• Personnel budget anticipates a savings of $61,660 due to personnel vacancies. • Services and supplies anticipates a savings of $418,295, due to deferred program implementation, budget transfer re-allocations, and encumbrance funds. These savings result from strategic cost management, project timeline adjustments, and operational efficiencies. The primary reasons for the savings are due to the following:
o An estimated $336,116 in savings to cost center #101-14-4150-0000 (Contract Services) due to the following:
Housing Element Certification: $102,000 in savings due to the successful certification of the Housing Element. This achievement eliminated the need FY 2024-25 FY 2024-25 Bud. Vs Est.
Bud. Vs
Est.
Description Budget Estimated Diff $$ Diff %%
Personnel $ 1,818,592 $ 1,756,932 $ (61,660) -3.4%
Services & Supplies 794,042 375,747 (418,295) -52.7%
Total: $ 2,612,634 $ 2,132,679 $ (479,955) -18.4%
for additional consultant services that would have resulted from further revisions. By securing certification, the City avoided prolonged planning costs and positioned itself to move forward with implementation efforts efficiently. This milestone also enhances the City's eligibility for certain state funding opportunities, grants, and assistance programs. $75,000 being unspent for General Plan Updates due to inactive general plan implementation, which is forecasted to start during the start of the FY 2026-27.
$20,000 being unspent for Peafowl Program due to inactivity and the vendor retiring. A contract with a new vendor has been executed. $40,000 being unspent for Arborists Consulting Services due to budget line item origin from the Public Works Department budget. The City executed a contract with Peter Harnisch to assist the Urban Forester with tree services.
$25,000 being unspent for Tree Incentive Program due to no public interest and no formal developed program guidelines.
$64,000 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. o An estimated $50,000 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. • The overages in certain cost centers are primarily due to unforeseen increases in software subscriptions, service costs, and essential operational expenses that were higher than initially anticipated. The primary reasons for the increases are due to the following:
o The $2,015 overage in cost center #101-14-4150-0500 (Other Contract Services - IT) was primarily due to increased costs for software subscriptions, including Adobe, business licensing, and planning-related software. o The $1,892 overage in cost center #101-14-4316-0000 (Equipment Repair and Maintenance) was due to the additional costs incurred from printing Design Review Committee (DRC) and Planning Commission (PC) agenda packets, as well as the shared maintenance costs associated with the printer at Stoneman.
FY 2025-26 PROPOSED BUDGET
Personnel
The Department’s Full Time Equivalent (FTE) is 13.55 FTE, 13 Full-time and 0.55 Part-time positions. This is the same as in FY 2024-25.
Salaries & Wages are projected to be $1,900,169 or 4.5% increase from current budget. • Employees’ salaries are increasing by 4.0% per the Memorandum of Understandings (MOU).
• Cafeteria benefits for Full-Time employees are expected to increase by $18,711 in FY 2025- 26 due to premium rate increases.
Services & Supplies
Services & Supplies proposed budget is $521,991 which represents a $272,051 decrease or 34.3% decrease from the current budget. A cost increase in certain cost center accounts is necessary to account for rising contract rates, inflation, and expanded service needs. • A decrease of $260,790 to cost center #101-14-4150-000 (Other Contract Services) is due to no budgeted expenditures needed for a Housing Element Consultant in FY 2025-26 and limited expenditures needed related to the City’s General Plan Update. • An increase of $2,015 to cost center #101-14-4150-0500 (Other Contract Services-IT) is due the following factors:
o Increase of 5% to existing software vendors due to an increase in annual service fees and additional users.
• An increase of $2,800 in cost center #101-14-4204-0000 (Reference Materials) is needed to purchase new California Building Code books, as the next edition takes effect on January 1, 2026. Per San Marino City Code Section 25.17.01, the City must maintain an official copy of the building code books in the Planning and Building Department at City Hall for staff and public reference.
• An increase of $3,000 to cost center #101-14-4316-0000 (Equipment Repair and Maintenance) is needed due to shared printer costs at Stoneman and higher expenses for Planning Commission and Design Review Committee packets. Growing print volume has increased paper and toner usage, requiring additional funding to support operations. • An increase of $1,332 in cost center #101-14-4396-0000 (Memberships) is needed to cover professional memberships for four planners and one director, along with new CACEO memberships for three code enforcement officers. Additionally, the CALBO FY 2024-25 FY 2025-26 YOY Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 1,818,592 $ 1,900,169 $ 81,577 4.5%
Services & Supplies 794,042 521,991 (272,051) -34.3%
Total: $ 2,612,634 $ 2,422,160 $ (190,474) -7.3%
membership fee is increasing, requiring additional funding to maintain essential industry affiliations.
• An increase of $2,500 in cost center #101-14-4468-0000 (Staff Development) is necessary to provide training and certification opportunities for planners and code enforcement officers. Continued education ensures staff stay current with regulatory updates and industry standards, improving efficiency and service delivery. • An increase of $2,000 in cost center #101-14-4508-0000 (Vehicle Repair and Maintenance) account is required to cover higher maintenance costs for the fleet, including regular repairs and servicing. Additionally, the inclusion of car wash services for three vehicles will ensure that the fleet remains presentable and professional for city operations.
ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2024-25 Accomplishments, FY 2025-26 Objectives, Operational Dashboard)
B. Department Organizational Chart
C. Department Tie-Out Sheets
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 2024-25 ACCOMPLISHMENTS
• Certification of the City of San Marino 6th Cycle (2021-2029) Adopted Housing Element, marking a significant milestone in the City's planning and housing strategy. • Adoption of the City’s Accessory Dwelling Unit Ordinance update to be compliance with State law.
• 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. • Update the City’s Window Replacement Policy to clarify the review process and provide greater benefits to the community by offering more efficient and accessible options for property owners by June 2025.
COMMUNITY
DEVELOPMENT DEPARTMENT
• Adopted Multifamily Objective Design Standards to promote high-quality, consistent design in multifamily developments, ensuring that new projects align with the community's aesthetic values.
• Successfully implemented the Artificial Turf Ordinance, providing clear guidelines for the use of artificial turf in the city while promoting sustainable and visually cohesive landscaping practices.
• 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 2025-26 OBJECTIVES
• Coordinate the development of the General Plan Update. • Work with the City Urban Forester to update the Tree Preservation Ordinance. • Implement a Development Impact Fee program, which will establish a framework for assessing and collecting fees from new development projects to fund necessary infrastructure improvements and public services, ensuring that growth is balanced with the city's long-term needs.
• Update its Pre-Approved Windows Materials List to incorporate new, sustainable building materials and streamline the approval process, enhancing efficiency and ensuring compliance with updated building codes.
OPERATIONAL DASHBOARD
Description FY 2023-24
Total
FY 2023-24
Year to Date
(July – March)
FY 2024-25
Year to Date
(July – March)
Building permits issued 906 666 738
Tree removal permits
issued 72 51 39
ADU permits issued 29 22 25
ADU Applications
submitted 29 25 32
Open code enforcement
cases per month average
90 85 79
New businesses 43 26 40
91 89
79 108
73 73 79 72 74
5 3 6 5 3 6 3 4 4
Jul-24 Aug-24 Sep-24 Oct-24 Nov-24 Dec-24 Jan-25 Feb-25 Mar-25 FY 24-25 PERMITS
Building Permits Issued Tree Removal Permits Issued
71 88 96 86
65 72 67
53 117
Jul-24 Aug-24 Sep-24 Oct-24 Nov-24 Dec-24 Jan-25 Feb-25 Mar-25 FY 24-25 OPEN CODE ENFORCEMENT CASES
4 3 3
2 3 3
2 2
3 4
5 4 4
3 3
6 1
2 Jul-24 Aug-24 Sep-24 Oct-24 Nov-24 Dec-24 Jan-25 Feb-25 Mar-25 FY 24-25 ACCESSORY DWELLING UNITS (ADUs)
ADU Permits Issued ADU Applications Submitted
4 4
0 8
4 2
8 7
3 Jul-24 Aug-24 Sep-24 Oct-24 Nov-24 Dec-24 Jan-25 Feb-25 Mar-25 FY 24-25 NEW BUSINESSES
Community Development
Director
Code
Enforcement
Manager
Code
Enforcement
Officer (2)
Code
Enforcement
Officer (P/T)
Building
Inspector
Permit
Tech (3)
Senior Planner
Assistant
Planner
(2)
Associate
Planner
Management Analyst
Community Development
Department
FY 2022-23 FY 2023-24 FY 2025-26
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 1.00
Associate Planner 1.00 1.00 1.00 1.00 1.00
Assistant Planner 2.00 2.00 2.00 2.00 2.00
Permit Technician I 3.00 3.00 3.00 3.00 3.00
Management Analyst 1.00 1.00 1.00 1.00 1.00
Code Enforcement Officer 2.00 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 - - - - -
Management Analyst - - - - -
Code Enforcement Officer 0.50 0.50 0.55 0.55 0.55
Total Full-Time FTE 13.00 13.00 13.00 13.00 13.00
Total Part-Time FTE 0.50 0.50 0.55 0.55 0.55
Department Total FTE 13.50 13.50 13.55 13.55 13.55
Expenditures by Type:
Personnel 1,261,462 1,633,749 1,818,592 1,756,932 1,900,169 Services & Supplies 350,053 431,509 794,042 375,747 521,991 Total by Type $ 1,611,515 $ 2,065,258 $ 2,612,634 $ 2,132,679 $ 2,422,160 Expenditures by Fund:
101 General Fund 1,610,371 2,059,687 2,605,974 2,132,679 2,422,160 595 Workers Compensation Fund 1,144 5,571 6,660 - -
Total by Fund $ 1,611,515 $ 2,065,258 $ 2,612,634 $ 2,132,679 $ 2,422,160 GL # Personnel
101-14-4001-0000 Full Time Salaries 843,300 1,107,225 1,352,925 1,297,925 1,409,444 101-14-4002-0000 Part Time Wages 24,717 43,851 46,515 46,515 46,068 101-14-4004-0000 Overtime 12,729 18,498 8,000 8,000 14,043 101-14-4006-0000 Medicare 11,931 15,770 20,408 20,408 21,309 101-14-4008-3080 Retirement - 457 Plan 5,690 10,300 18,400 18,400 18,400 101-14-4008-6050 Retirement-PARS 838 - 1,744 1,744 1,728 101-14-4008-6160 Retirement-PERS 201,221 223,657 120,526 120,526 127,053 101-14-4010-0000 Cafeteria Benefit 157,297 207,319 239,264 239,264 257,975 101-14-4012-0000 Auto Allowance - - 2,400 2,400 2,400
101-14-4013-0000 Uniform Allowance 600 1,500 1,750 1,750 1,750 101-14-4105-0000 Workers' Comp Current Employee 1,995 58 - - - 595-14-4015-0001 Workers' Comp Current Employee 1,144 5,571 6,660 - - Total Personnel $ 1,261,462 $ 1,633,749 $ 1,818,592 $ 1,756,932 $ 1,900,169 GL # Services & Supplies
101-14-4104-6270 Contract Building & Safety Svc 234,706 206,946 250,000 235,000 250,000
COMMUNITY DEVELOPMENT DEPARTMENT
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
COMMUNITY DEVELOPMENT DEPARTMENT
FY 2024-25
101-14-4106-0950 Contract Legal Svcs.-Code Enf. 2,088 - - - - 101-14-4150-0000 Other Contract Services 59,543 161,964 428,938 92,822 168,148 101-14-4150-0001 Other Contract Services-Econ. Develop. 2,625 2,625 50,000 - 20,000 101-14-4150-0500 Other Contract Services-IT 16,236 16,744 15,246 17,261 24,503 101-14-4202-0000 Legal Noticing 1,151 1,809 - - -
101-14-4204-0000 Reference Materials 2,119 68 200 200 3,000 101-14-4309-0000 Admin- Cash Over/Short-Com Dev 249 (49) - - - 101-14-4316-0000 Equipment Repair & Maintenance 5,023 7,545 7,000 8,892 10,000 101-14-4332-0000 LA County Publishing Fees - - - -
101-14-4376-0000 Materials & Supplies 7,830 16,645 15,450 8,880 13,300 101-14-4396-0000 Memberships & Dues 1,049 1,912 3,348 2,972 4,680 101-14-4398-0000 Mileage 880 289 1,500 500 1,500
101-14-4412-0000 Postage - - 500 - 500
101-14-4420-0000 Printing 2,624 3,103 3,000 1,050 3,000 101-14-4468-0000 Staff Development 3,340 3,730 4,155 1,120 6,655 101-14-4480-0000 Travel & Meetings - 36 5,305 - 5,305
101-14-4500-9025 Utilities-Telecommunications 3,727 3,707 3,500 3,500 3,500 101-14-4508-0000 Vehicle Repair & Maintenance 6,863 4,435 5,900 3,550 7,900 101-14-4950-0001 Equipment Cost Allocation - - - -
Total Services & Supplies $ 350,053 $ 431,509 $ 794,042 $ 375,747 $ 521,991 Total Operating Expenditures $ 1,611,515 $ 2,065,258 $ 2,612,634 $ 2,132,679 $ 2,422,160