CITY OF SEBASTOPOL
FISCAL YEAR 2024 - 2025 BUDGET
Meet the City Council
Term Expires - November 2024 Term Expires - November 2026 Term Expires - November 2026 Term Expires - November 2024
Neysa Hinton Sandra Maurer Jill McLewis
Diana Rich, Mayor
Sebastopol
Stephen Zollman, Vice Mayor
Term Expires - November 2026
CITY OFFICIALS
City Council:
Diana Gardner Rich, Mayor
Stephen Zollman, Vice Mayor
Neysa Hinton, Councilmember
Sandra Maurer, Councilmember
Jill McLewis, Councilmember
City Staff (Support):
City Manager ………………..……………………………………. Don Schwartz
City Attorney ……………………………………………………… Contract
Assistant City Manager | City Clerk ......................................... Mary Gourley Administrative Services Director .................……………………. Ana Kwong Building Official ............…………………………………………… Steve Brown (Contract) City Engineer………………………………………………………. Mario Landeros (Contract) Fire Chief ...............................................……………………....... Dave Bray (Contract) Planning Director ..........................……………………………… David Woltering (Interim) Police Chief ..........................................………………………… Ronald Nelson Public Works Superintendent .................................................. Dante Del Prete Advisory Commissions or Committees:
Planning Commission
Design Review Board
Public Arts Committee
Climate Action Committee
A - INTRODUCTION
Budget Transmittal Letter 1-17
GFOA Budget Presentation Award 18
Organizational Chart 19-20
Statistics 21
Budget Committee Protocol 22-23
Budget Timeline 24
Goals and Priorities 25
B - GENERAL FUND
General Fund Financial Schedule 26
General Fund Revenues Detailed 27-28
General Fund Transfers 29
General Fund Revenues Footnotes 30-31
General Fund Reserves ------
Buildings, Facilities & Infrastructure Reserve Fund 32-33 Equipment, Technology & Vehicle Reserve Fund 34-35
Pension and OPEB Fund 36
C - DEPARTMENT SUMMARIES
Departmental Budgets
10 - City Council 37-41
11 - City Manager 42-46
12 - City Attorney 47-50
13 - Assistant City Manager | City Clerk 51-55
14 - Administrative Services (Finance) 56-61
21 - Planning 62-66
22 - Building 67-71
23 - Engineering 72-77
31 - Fire 78-85
32 - Police 86-93
41 - Public Works 94-110
40 - Senior Center 111-114
42 - Community Cultural Center 115-118
43- Ives Pool 119-122
D - NON DEPARTMENTAL
00 - Non Departmental Budget 123-126
Debt Service Narrative 127
Debt Service Schedules 128-129
E - OTHER NON-MAJOR FUNDS
Non Major Fund Narrative 130
Non-Major Governmental ------
Tree Replacement Fund 131
Permit Technology Fund 132
Street Pavement Reserve Fund 133-134
Vehicle Abatement Fund 135
Flood Mitigation Fund 136
Police Endowment Fund 137
F - SPECIAL REVENUE FUND
Special Revenue Fund Narrative 138-140
Gas Tax Fund 141-142
All Other Funds 143-176
G - INTERNAL REVENUE SERVICE FUND
Insurance Fund 177-178
FY24-25 Proposed Budget
TABLE OF CONTENTS
TABLE OF CONTENTS
H - ENTERPRISE FUND
Water/Wastewater Narrative 179
Water Fund 180-183
Wastewater Fund 184-187
I - ASSESSMENT DISTRICT FUND
Streets Lighting District Budget 188
J - CAPITAL IMPROVEMENT PLAN
Table of Contents 1-2
Global Summary Report 3
CIP Detail 4-54
K - FINANCIAL FORECAST & OTHERS
Financial Forecast Model ------
Authorized Position -Full Time Equivalent (FTE) Staffing List 189-191 City Membership/JPA Listing 192
Appropriations Limit Worksheet 193
L- CITY COUNCIL POLICIES
Financial Policy 194-201
Purchasing Policy 202-256
Investment Policy 257-263
Capitalization Policy 264-267
Vehicle, Travel & Reimbursement Policy 268-279
M - GLOSSARY
Financial and Budget Terms Glossary 280-282
Fund Structure Chart 283
Description of Funds 284-287
Budget Adoption & Other Resolutions
City Council
Mayor Diana Rich
Vice Mayor Stephen Zollman
Councilmember Neysa Hinton
Councilmember Sandra Maurer
Councilmember Jill McLewis
City Manager
Don Schwartz
[email protected]
Assistant City Manager/City Clerk, MMC
Mary Gourley
[email protected]
July 8, 2024
Honorable Mayor, Councilmembers, and members of the Sebastopol Community, As the City Manager, I carry many responsibilities but none as important as ensuring that money entrusted to us by taxpayers is spent wisely, strategically, and in response to community needs.
With the dedication and valuable input from Budget Committee, we are pleased to present to you Fiscal Year 2024- 2025 Operating Budget for the City of Sebastopol. The budget is the primary policy document that the City Council adopts each year. It also serves as an annual financial plan, a communication tool, and guides operations.
The document includes valuable data about the City and community, including our organizational structure. We have added mission statements from each Department, a summary of key accomplishments in the prior year, and goals for the new Fiscal Year. The intent is to provide a sense of what we are accomplishing and hope to accomplish with the public’s dollars.
Types of Funds: This budget includes four types of operating funds:
a. City General Fund: This is the City’s primary operating fund. It funds most core City services, and the City Council has great flexibility in its use. It accounts for sources and uses of resources that (primarily) are discretionary to the City Council in the provision of activities, programs and services deemed necessary and desirable by the community. It accounts for all general revenues of the City not specifically levied or collected for other City funds, and the related expenditures. The major revenue sources for this fund are sales taxes, property taxes, franchise fees, business license fees, unrestricted revenues from the state, fines and forfeitures, and interest income. Expenditures are made for community development, parks, public safety (including police and fire), public works, and other services. b. Enterprise Funds: These funds include activities that typically operate largely as independent enterprises, or businesses. They have their own sources of funding, which must be used to support those activities.
Enterprise funds are used to account for self-supporting activities that provide services on a user-charge basis. For example, many cities provide water treatment and distribution services to their residents. Users of these services pay utility fees, which the city deposits in a water enterprise fund. Expenditures for water services are charged to this fund. Wastewater is another example. The Water and Wastewater funds are Sebastopol’s enterprise funds.
c. Special Revenue Funds: These are funds to account for particular sources of revenue and related expenses. Unlike enterprise funds, the users of the funded services are not typically charged for the full cost of services. Special revenue funds are used to account for activities paid for by taxes or other designated revenue sources that have specific limitations on use according to law. For example, the state levies gas taxes and distributes some of these funds to cities and counties. A local government deposits gas tax revenue in a special fund and spends the money for streets and road-related programs, according to law.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 1
d. Debt Service Funds: These funds accumulate assets, or funds, usually from operating funds for repayment of long-term debt. Debt service for a city government is the money needed to pay back the principal and interest on a city's debt over a specific time period. Example of Debt payments include the Fire Engine Lease Payment of $238,000.
Budget Projections: Preparing the budget includes projecting revenues and expenses. We make these projections based on the best available information on prior revenues and expenses, and assumptions about economic projections and their consequences. As with any document looking ahead by up to a year, there is inherent uncertainty in our estimates. If needed, the City Council can revisit the budget during the course of the Fiscal Year and make adjustments. The budget committee is committed to conducting a mid year budget review. A mid-year budget review is an essential element in maintaining financial stability and transparency. The mid-year budget review process provides the City Council with an opportunity to review the General Fund, make the needed course corrections to achieve a more accurate budget for the current fiscal year (resulting in greater budget transparency), and can also help shape the development of the next Fiscal Year’s budget.
The FY 24-25 Recommended Budget represents a deep and collaborative effort to understand financial forecasts, assess community needs, weigh sometimes competing priorities, and make difficult choices.
The decisions are challenging because we’re blessed with a workforce and highly engaged community who continually generate creative and enticing ideas to make local government and our community even better. While the possibilities for enhancing our services are endless, funding is not.
General Fund Revenues and Expenses: We are projecting General Fund revenues of $14,354,463, an increase of $1,017,862 from the adjusted FY 23-24 budget. Jurisdictions sometimes estimate revenues conservatively to reduce the risks of falling short. Our projections are ‘middle of the road’ meaning that they reflect our best estimates from key sources such as Property Taxes and Sales Taxes. The projections are not optimistic nor pessimistic.
The projections include $714,344 less in funds transferred from the Water and Sewer funds to pay for administrative costs in Finance, Human Resources, City Administration, etc. This is the result of an analysis completed early in 2024 that showed a change in how we allocate the administrative costs is appropriate.
It also reflects $230,635 less in sales taxes. We are able to make up for that lost revenue largely because of substantial anticipated increases in building permits from development. We are projecting $1.3 million from this source, an increase of $1 million. While we are confident of a substantial increase for the current and next Fiscal Year, they are not an on-going, stable source of revenue that we can count on in the long run.
We also anticipate greater revenue in the Planning Department budget. This assumes that more staff time will be spent on efforts for which we can receive and keep revenue, including using funds from grants to pay for staff time utilized for those grants.
The budget includes $15,023,649 in General Fund expenses. This is a decrease of $190,487 from the adjusted FY 23-24 budget. Spending at this level requires reducing services. We recognize that the City has made cuts in prior years, and cuts are proposed for this fiscal year. Cuts for this budget include DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 2
reductions in contract services for engineering, maintenance (including shifting a position in Public Works to focus on our water and sewer systems instead of City buildings), infrastructure and parks, funding to non profit partners, and reducing purchases of supplies, equipment and materials important to our work.
While there are reductions, the budget also includes spending to enhance the City’s risk management protocols and solutions, and to promote the sustainability of the City organization, with $116,525 to replace out-dated technology to ensure that we are positioning the City to protect ourselves from cyber fraud, by continuing to keep software updated and employees trained on cybersecurity controls and practices to protect our infrastructure from external intrusions and cyberattacks.
It also includes an additional $300,000 to preserve our assets in designated reserve funds we have previously set aside. Following are the assigned reserve funds:
1. Buildings, facilities, and infrastructure reserve fund: $1,040,235, after adding $150,000. We will revisit the use of these funds during the Fiscal Year with the intention of funding some of our highest priorities. We have not yet identified particular projects.
2. Equipment, technology, and vehicle replacement reserve fund: $811,636, after adding $150,000.
We will revisit the use of these funds during the Fiscal Year with the intention of funding some of our highest priorities. We have not yet identified particular projects.
3. Pension and OPEB reserves: $3,328,269. We anticipate beginning to use these funds in three years, or Fiscal Year 26-27. Approximately 2/3 of these funds are in a trust with the ability to earn higher returns than normal City investments.
Overall, the budget reflects a deficit of $669,186. While significant, the deficit is less than half of the $1.7 million budgeted deficit for the prior year, FY 23-24. Closing a substantial gap in one year is challenging.
This budget reflects that although we have closed a significant portion of the deficit, we need to do more to make Sebastopol sustainable – particularly since we are relying on what could be one-time, nonrecurring revenue.
General Fund Balance and Reserves: The budget will reduce the unassigned General Fund balance to $2,897,530. This is 19.3% reserve level. The City’s policy is to maintain a minimum 15% of annual expenditures in available, or unassigned, General Fund balance, with a goal of 20%. This represents funds available for emergencies (such as natural disasters) or to help address unanticipated short falls in revenues or increases in expenses.
While the 19.3% balance falls within the City’s policy levels, without further significant changes in revenues and/or expenses the balance will decline and could go to zero within three years. Prior projections estimated that this could happen by January, 2026; we now project that this could happen around the end of 2026. Our reliance on non-sustainable funding, such as the short-term increase in building fees, allows us to retain an acceptable General Fund balance for now without having to make dramatic cuts.
Retaining Positions: This budget illustrates the City’s valuing our staff and our community by retaining all positions. It includes funding to fully staff our Police Department, including Police Officers and DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 3
Dispatchers. Public safety is the primary responsibility of local government, and this budget reflects that perspective.
The budget also includes funding to fill a vacant Maintenance Worker II position in Public Works. We know that maintaining our infrastructure and the appearance of the City is important. While we are cutting expenses significantly in Public Works, this position will help us meet expectations from our residents for a clean, beautiful and welcoming City that will attract both businesses and tourists to our City, This budget also includes funding for a program in the Sebastopol Fire Department ahead of the consolidation pending review by the Fire Ad Hoc Committee. Approval would require City Council approval. The funding is proposed to utilize fire volunteers and create shifts for greater coverage. This will help to get the fire truck out the door sooner and reduce the time of service for calls.
Further information on changes is available below in Department-specific summaries, as well as in matrix documents for each Department.
Fiscal Outlook: Recurring expenses have exceeded recurring revenues for the last five years. We have used revenues that are no longer available, such as one time funding from Assemblymember Levine for flooding, Federal funding during COVID, and grants to fund on-going programs and services. We have also used substantial amounts of our General Fund balance. The FY 24-25 budget also relies on revenues that will not be available in the long-run, particularly building fees from a peak in building activity. Relying on revenues that will not continue and drawing on a diminishing fund balance are not sustainable.
In March of this year, the City Council received a presentation from Bob Leland of Baker Tilly on the City’s fiscal outlook. Mr. Leland is a nationally recognized expert on local government finance and particularly in developing long-range models of cities’ finances. His presentation demonstrated that bringing the City to financial sustainability requires addressing numerous challenges. He noted that without substantial changes in revenues or expenses that the City’s readily-available, unassigned General Fund balance could be exhausted in less than three years. In general terms this is consistent with 2023 projections from NHA Advisors which indicated that we could reach that point by July 1, 2026.
Our financial pressure includes challenges with revenues and expenses. On the revenue side, sales taxes represent our largest funding source. Yet despite a growing economy, these revenues have been stagnant in recent years. The change in how we allocate administrative costs among our utility funds and the General Fund noted above creates pressure as well. Mr. Leland noted the need for a large, sustainable new source of revenue.
The most promising source of large sustainable revenues is an addition to our sales tax. An additional ¼ cent would provide about $760,000 year, and a ½ cent would generate about $1.5 million year. And people who live outside of town and shop here pay these taxes, too – so the burden is not all on our residents.
On the expense side, we are experiencing increasing costs in health care for employees and in pension costs. The pension reform enacted several years ago is helping to relieve some of this pressure. As is true DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 4
for our residents, inflation and higher utility costs affect the City as well. Mr. Leland also noted the need to invest substantially more in our assets – by $900,000 year over time – to keep them from deteriorating. $300,000 proposed in this budget reflects his recommendation for the first year of these investments.
The budget does not address the need for at least $1.4 million in annual funding needed to modestly improve the condition of our streets.
The charts below summarize updated information from Mr. Leland that reflects adoption of the proposed budget and other key assumptions.
The results (Option A) demonstrate that the City General Fund will be in a deficit – with no unassigned fund balance – around the end of 2026 without new revenue and/or major spending reductions that would seriously threaten core City services.
Option B, a ¼ cent increase in the sales tax approved in November, 2024, would require an additional $800,000 of reduced expenses beginning in FY 25-26, or one year after the adoption of the FY 24-25 budget. Alternately, the City could forego funding toward preserving assets, or a combination of the two.
Option C, a ½ cent increase in the sales tax in November, 2024, would provide sufficient funding to avoid major reductions and to preserve our assets. It would not provide additional funding to improve streets.
Option A: No Sales Tax and Adoption of Proposed Budget Scenario
1. Assumes adoption of proposed budget
2. FY 24-25 General Fund balance would meet minimum level while being below policy goal
3. The General Fund would run out of fund balance in FY 26-27, or within three years. Major reductions would be required, and there would be no funding available for preserving our assets.
4. No significant additional funding toward $1.4 million needed to improve streets DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 5
Option B: ¼ cent Sales Tax and Proposed Budget Scenario
1. Assumes adoption of proposed budget
2. Assumes additional $800,000 of expenses reduced in FY 25-26
3. Assumes ¼ cent sales tax approved in November, 2024 with revenue beginning in Spring, 2025
4. Assumes use of pension trust begins in FY 26-27
5. Assumes $300,000 toward asset preservation in FY 24-25, growing $300,000/year to $900,000 in FY 26-27, with inflation adjustment thereafter
6. No significant additional funding toward $1.4 million needed to improve streets We would meet General Fund balance goals but have to make substantial cuts in expenses, or forego funding toward preserving our assets, or a combination of the two.
Option C: 1/2 cent Sales Tax and Proposed Budget Scenario
1. Assumes adoption of proposed budget
2. Assumes ½ cent sales tax approved in November, 2024 with revenue beginning in Spring, 2025
3. Assumes use of pension trust begins in FY 26-27
4. Assumes $300,000 toward asset preservation in FY 24-25, growing $300,000/year to $900,000 in FY 26-27, with inflation adjustment thereafter
5. No significant additional funding toward $1.4 million needed to improve streets We would meet General Fund balance goals without having to make substantial cuts in expenses, while preserving our assets.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 6
The challenges we face are not unique to Sebastopol, although they are more pressing than in many communities. There is a path forward – it is not an easy one, nor a quick fix. It will require reducing costs and increasing our revenues.
We understand that these decisions are about more than City Hall – this is about our community, our residents, our businesses, our non-profit organizations. We need to stabilize our situation – making significant cuts this year is a step in that direction. We need to reform our practices by investing in our assets and being more disciplined – this budget does that. And we need to work with our community to shape the kind of community we want to be.
Sebastopol is fortunate to have many committed, engaged residents, particularly for a small city. We look forward to continuing that engagement as we take on our financial challenges.
A Note on Future Hotels: We are hopeful that two proposed new hotels will come to fruition. Having only one hotel as we do now in a region where tourism is a primary industry suggests that we are missing opportunities. Hotels generate substantial economic activity that supports local businesses, as well as tax revenue from Transient Occupancy Taxes (or TOT), sales taxes, and property taxes. While we are hopeful, we are also reluctant to count on this revenue for either hotel until they are far closer to opening. The hotel market can be volatile, and the revenues too uncertain to count on at this point.
Changes in Department Budgets
The section below summarizes the most significant changes in the budgets for each Department. Not all changes are mentioned below; details are included in the matrix documents included with each Department’s budget.
The Budget Committee has considered the budget in depth. The two members, Vice Mayor Zollman and Councilmember Maurer, agree on most of the recommended changes. Where there are differences of opinion, we have identified them in discussion of the particular items.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 7
Note that for the most part we do not discuss changes to salaries and benefits below as these are largely established by the City’s salary schedule and benefit choices by employees. Details are available in more detailed back up materials. We have shifted the presentation of costs for unfunded pension liabilities in those materials by assigning them as Department expenses not tied directly to individual salaries or benefits as in the past. This revised approach this better reflects the City’s actual liabilities.
City Council
• $2,500 reduction in contract with PCA for video services for Council meetings • $4,000 reduction for legal hearing notices
• $3,500 reduction in cost for Shuttle Fare program
• $36,800 shift of the Homeless Outreach contract to the Police Department, which has lead responsibility for this role
• $10,000 shift of contract costs for public communications to City Manager • $7,186 Increase in benefits which may occur with new Councilmembers • $10,000 increase for contract support for basic goal-setting session • $4,000 increase to fund membership in the Government Alliance for Racial Equity and organizations such as the NAACP, Latino Service Providers, and those representing differently abled members of our community.
City Manager
Additions include:
• $52,000 for continued financial analysis work with Bob Leland of Baker Tilly, possible management review of Administrative Services to improve financial reporting, estimating expenses for capital projects, and other needs. Note that the Equipment, Technology, and Vehicle Reserve fund allocates $23,000 for an analysis of financing needs for City fleet and identification of opportunities for operational improvements.
• $10,000 for facilitator for performance evaluation
• $6,000 for payment for prior work for Relaunch program, pending demonstration of compliance with contract requirements
• $10,000 shift of contract costs for public communications from City Council to City Manager City Attorney
• No significant changes
Assistant City Manager/City Clerk
• $10,000 in reduced ballot measure expenses to reflect current plans • No other significant changes
Administrative Services
• $114,600 in reduced one time or occasional expenses for new server, cost allocation study, creation of Section 115 trust, and ballot measure expenses • $10,000 increase to reflect more accurately costs for software maintenance • $25,000 Shift of expenses for property tax services from non departmental budget DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 8
• $3,000 increase for one person in City to attend Marin-Sonoma Leadership Academy or other training. Councilmember Maurer expressed reservations about this expanse. Vice Mayor Zollman supports including the funding in the budget.
Planning
• $91,800 in reimbursement of staff time for revenue-generating work on development projects ($21,000) and grants ($70,800)
• $50,000 for monitoring of ownership housing units, from the Housing Linkage Fee fund • $22,000 for monitoring of rental housing units from the Inclusionary Housing Fund Councilmember Maurer noted a preference for having City staff do the monitoring for ownership housing if feasible; staff does not believe that is a viable option given the expertise and level of effort required.
She supported using the $22,000 for monitoring rental housing. Vice Mayor Zollman supported including funding for both efforts.
Note that this funding would come from the balances in these Funds, which will be insufficient to continue funding for future years.
Building
The revenues from increased building permit fees, which are reflected in General Fund revenue discussed earlier, is the most significant change. This reflects both an increase in the level of fees to more closely reflect costs, with a projected $100,000 increase in revenue from normal building activity. Another $800,000 increase is anticipated from building of about half of the Canopy project. If other projects begin construction the revenues will increase further.
A normal year over the past ten years has averaged less than one new home per year and we are anticipating around 40+ this year and the same number next year before we drop back down to a normal year. There will be an associated increase ($50,000) in expenses to cover the cost of the inspections needed for this project.
The building official contract has also increased $50,000 to address the additional building related expenses such as review of plans, permits, inspections for these large development projects.
Engineering
The Engineering Department provides technical expertise to support the City’s infrastructure such as streets, the water and sewer systems, and the storm water system. The biggest change in the budget is the proposed reorganization of the Public Works and Engineering Departments. The two departments will be combined when the Public Works Superintendent retires at the end of 2024 and will be called the Public Works Department. Upon retirement, the Public Works Superintendent position will be eliminated and replaced with a new Public Works Director/City Engineer. Between the two departments, the reorganization is estimated to save $162,800 compared with the previous fiscal year. This is shown in the table summarizing the changes from the reorganization at the end of the Engineering Department materials.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 9
These changes include reducing GHD on-call engineering consultant costs by $145,000, mostly in the second half of the year when the new Public Works Director/City Engineer is hired. We will rely on the Police Chief to take the lead as the Traffic Engineer as provided for in the City’s Municipal Code. The reductions in consultant costs will result in slower response time to the public and other City departments, more reliance on the Public Works department head for questions pertaining to infrastructure within public right of way, attendance at fewer meetings, reliance on current staff for questions pertaining to engineering records, and not providing engineering consultation to the public for private property matters. Professional contract services line item is estimated to save approximately $154,000 from previous year. (Note that this savings includes consultant services savings due to the reorganization described above.)
The Budget Committee added $5,000 for Engineering assistance with the procurement of a new solid waste hauler if the assistance would be useful.
Fire
• $156,223 reduction in salary by not filling the Fire Chief position • $136,799 in contract expenses for Fire Chief contract with Gold Ridge Fire Protection District • $95,000 increase to fund contracts for costs related to fire consolidation with Gold Ridge • $40,000 increase in firefighter expenses to expand coverage. The budget would also shift $40,000 previously used for retention of firefighters to expand coverage. The goal is to fund two fire personnel at the fire station twenty-four hours a day, seven days a week to improve response times and increase safety for firefighters.
• $20,000 increase in Equipment to replace essential radios.
The budget includes $11,000 to continue the Map Your Neighborhood (MYN) program. The Budget Committee expressed concerns with this program including the need for clear goals, more reporting on results, and expanded outreach to neighborhoods.
The budget includes $100,000 for uses to be determined. Vice Mayor Zollman supported exploring opportunities to prevent residents from falls and associated injuries as well as collecting data on types/numbers of calls, building relationships with health care providers, and establishing a CERT (Community Emergency Response Teams) program. Councilmember Maurer expresed reservation about this expense.
The Fire Department is in a period of transition with the Council’s decision to pursue consolidation with Gold Ridge, with the Fire Ad Hoc Committee leading the City’s efforts. Additionally, passage of the Measure H fire sales tax earlier in 2024 will generate about $600,000 in revenue. The Measure H budget allocates about half of these funds toward the lease payment on a new fire engine ($238,000), and toward an assessment of needs and options for an improved fire station ($60,000). The budget does not reflect plans for spending the remaining $300,000. We anticipate revisiting the budget as part of discussions on consolidation.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 10
Measure H also requires that the City commit 10% to 11% of our General Fund budget to fire services as a Maintenance of Effort – a requirement to ensure that Measure H funds add to rather than replace existing funding.
Police
• $122,830 reduction in expenses for improvements in Police Department building and equipment funded by the Police Endowment.
• $20,000 increase to fund assessment and initial improvements of City’s Emergency Operation Center (EOC) and emergency response ability
• $4,465 increase with shift of remaining FY 23-24 warming center funds to Police Department from Fire Department
• $11,500 increase with shift of a reduced contract for traffic and engineering to Police Department from Engineering (while reducing overall contract from $23,000) • $8,000 increase (to $16,000) to increase capacity for towing Recreational Vehicles The City Council changes noted above include a shift of the Homeless Services Outreach contract ($36,800) to the Police Department budget. Vice Mayor Zollman expressed disagreement with shifting funding to the Police Department budget to manage the contract with West County Community Services (WCCS) for homeless outreach; Councilmember Maurer supports this shift. The City Manager assigned responsibility for this contract to the Police Department in the Spring of 2024 because the Police Department has the greatest interaction with WCCS and those experiencing homelessness. This shift is included in the budget.
The Budget Committee discussed funding for two vacant positions in the Police Department, an Officer ($121,000) and a Dispatcher ($106,000). The budget includes funding for both positions, which Councilmember Maurer supported. Vice Mayor Zollman opposed this use of the funds, preferring instead to fund the Specialized Assistance for Everyone (SAFE) program operated by Petaluma People Services Center in Petaluma, Cotati, Rohnert Park, Sonoma State University, and San Rafael. This is a program in which mental health and medical professionals provide responses to calls that would otherwise often be handled by a Police Department. At the end of this letter is a memorandum from the Police Chief on this program. Councilmember Maurer expressed support for a SAFE program but not at the expense of reduced police staff. The creation of an ad hoc committee to further explore the SAFE project was discussed.
Public Works
• $218,213 reduction in salary due to numerous changes including retirement of Public Works Superintendent and consolidation of Public Works and Engineering Departments; the Engineering budget best explains the financial implications of the consolidation. The budget also reflects reallocating a Laborer to focus on water and sewer systems, which are funded by water and wastewater rates (see discussion below on Water and Wastewater funds). The position will no longer be funded by the General Fund, where the Laborer would support maintenance of City facilities.
• Also includes $66,000 in reimbursement from grants and City’s Building reserve fund for projects. • $64,000 reductions in maintenance-related contracts
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 11
• $56,000 reduction in maintenance services and supplies • $52,000 increase in contract services with shift of West County Community Services Contract for Park Village to Public Works to better align responsibilities for contract with a Department. • $20,000 addition for Libby Park fencing materials at request of Budget Committee • $20,000 addition for replacing landscaping at the Police Department • $15,000 addition for more reflective sign poles to improve pedestrian crosswalk safety at request of Budget Committee
Public Works will explore the addition of more bike racks in the downtown area with funding from their budget.
Senior Center
• $38,250 reduction with elimination of financial support for operations Community Cultural Center
• $76,600 reduction in support for general operation as the Center attempts to fully cover these costs without City assistance by January, 2025. The remaining $58,300 is intended to provide six months of support during this transition.
Vice-Mayor Zollman opposed including the $58,300 in funding, noting the need for all non-profits to reduce their reliance on City funding as a matter of equal consideration. Councilmember Maurer supported including the funding.
$50,000 reduction in architectural design services; however, the Council approved at their July 2, 2024 Council Meeting, the Community Cultural Center Master Plan Project in the amount of $85,000.00, from Fund 127, Flood Mitigation and approved $70,000.00 for the SCCC Fire-Related Building Improvements, subject to a General Plan Consistency Finding by the Planning Commission, from Fund 127, Flood Mitigation.
Ives Pool
• No significant change.
For the Senio Center, the Community Center, and Ives Pool, reallocating the time of a Public Works Laborer position as noted above to focus on the water and sewer systems, and reduced funding for maintenance contracts, may reduce support for the facility.
Non Departmental
• $154,000 shift of costs for contracts to Departments to better reflect how costs relate to Department responsibilities, and to increase accountability for managing contracts • $116,525 increase to address pressing needs for computer and server replacement and to increase cyber security
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 12
Note Regarding Library
The Budget Committee discussed funding for the Library as a topic of interest. The City leases the Library building to the Sonoma County Library system, and is interested in renegotiating the lease. Historically, the City has paid for major mechanical repairs. While in the last five years we have not made major repairs, these will be needed in the future as with any building. The Library has paid for improvements to the interior.
In FY 23-24, the City coordinated with the Library to replace the roof and add a solar system. Total costs were $707,000. A state Library fully paid these costs.
Changes in presentation and accounting
We have made some changes to the presentation of budget information this year to promote transparency. As noted in Footnote 11 in the table on General Fund Revenue Details, we have previously treated the payments to the General Fund from the Water and Sewer Funds as reimbursements which created the appearance of reducing General Fund expenses. This meant that the General Fund revenues and expenses were understated. We now record the reimbursements as revenues for the General Fund, providing a more accurate representation of revenues and expenses.
Additionally, in prior years we have counted some of the funds from voter-approved sales taxes as General Fund revenues. At the same time, we have accounted for other funds from these taxes not as revenue, but by reducing expenses in the Police and Public Works budgets, although this did not actually reduce expenses. This resulted in understating our actual General Fund revenues, and our actual expenses. We are now counting all of the revenues from these expenses as General Fund revenues.
Thus, readers may notice that the numbers in this budget book for prior years differ from the number in prior budget documents. While this may create some confusion, we believe that in the long-run this new method is a better way of accurately reflecting true revenues and expenses.
Water and Wastewater Funds
As discussed extensively in recent months, the City’s water and wastewater systems are in poor shape.
We have had minor failures, and want to avoid major problems which could leave residents without water or sewer service for days.
The Water and Wastewater Operating Funds rely mostly on rates paid by residents and businesses.
Revenue from rates has been insufficient to cover operating costs, necessary significant capital investments, and sufficient levels of reserves. Over the next three years, we will need additional revenue of over $9 million, with an approximate breakdown as:
• $7.7M to cover operating deficits
• $0.7M to fund essential capital projects
• $0.8M to build reserves to a sufficient level, including high enough reserves to obtain debt to replace Well 4, which is showing signs of failure and is our highest-producing well The Water Operating Fund had a minimal balance at the end of FY 23-24, while the Wastewater Operating Fund required a General Fund loan of $1.1 million to cover its deficit.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 13
In response, in June the City Council approved substantial rate increases. These will add about $2.5 million in revenue between the two funds in the first year, and more in later years.
Additionally, earlier this year we completed a Cost Allocation Plan to update how we allocate City overhead costs. This analysis showed that we should reduce the General Fund charges to these funds by about $714,000/year ($510,233 for the Water Operating Fund, and $204,112 for the Wastewater Fund).
These budgets reflect those changes. The reduction in revenue to the General Fund is noted earlier in the discussion on General Fund revenues.
While painful, the rate increases reflect action we need to take to put our systems and finances in good shape. They are an example of forging a new path and becoming more fiscally responsible. It took years of low rates and deferred maintenance to create the challenges our systems face, and it will take time to make up for both maintenance and financial challenges.
We are taking steps to avoid future steep rate increases. These include:
a. Better tracking revenues and expenses so we can adjust in a timely manner if needed b. Creating ‘master plans’ to help us make the most cost-effective investments in our systems c. Assigning one of our Public Works staff to provide more frequent maintenance of our systems, which should lower our costs and the need for higher rates d. Committing to complete Cost Allocation Plans more frequently – at least every three years – to ensure that the Water and Wastewater Operating Funds are paying for their fair share of City overhead expenses, and no more.
With these actions we can improve the reliability of the water and wastewater systems, improve their financial conditions, and increase public confidence in our financial management practices.
A Final Note
As City Manager, I will continue to evaluate this budget as our financial situation evolves and affects our responsibilities to our staff and our community. Though much is beyond the City’s influence, we will maintain a firm grasp on what falls within our control with a commitment to prudent, conscientious financial management. We will provide transparent and regular reporting to the Council and public.
Through robust community outreach, we will together ensure that diverse perspectives are heard and respected. Although we have made progress in managing our resources and services, we still have much to do.
I would like to thank the City Council for your leadership and our Executive Team and the entire staff of the City for providing outstanding services to our community. While we have challenges before us, your leadership and strong commitment to this wonderful community will create a path forward to a bright future.
I would like to express my appreciation for the hard work of the Budget Committee – Vice Mayor Zollman and Councilmember Maurer. They have spent extensive time reviewing the budget, and making DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 14
improvements. Serving on the Committee requires a serious commitment of time and energy, and the budget is better for their deep engagement.
In addition, a budget requires countless hours of teamwork, collaboration, and patience to produce. The Department Directors’ dedication, expertise, and willingness to continue to adapt to evolving circumstances in preparing this budget is a testament to their commitment to this organization and to the community. I recognize that this year’s budget was challenging to develop and greatly appreciate this team’s professionalism and commitment.
I would also like to thank Mary Gourley, the Assistant City Manager and City Clerk, for her steadfast assistance. Ana Kwong, our Department Head for Administrative Services, has provided extensive support and many long hours to complete this effort. My thanks extend to her as well, and to Miko Lim of her team for his behind-the-scenes hard work.
Most of all, thank you to the residents and businesses of Sebastopol. While not all will agree with every aspect of this budget, it is an honor to serve this community of thoughtful, engaged, and often passionate residents. I’m both excited and optimistic for the future as we continue on this journey together.
Don Schwartz
City Manager
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 15
To: Budget Committee
From: Chief Ron Nelson
Date: July 3, 2024
Subject: SAFE Team Model Information
The SAFE program is a collaborative effort based on the CAHOOTS model deployed in Eugene, Oregon, which is the leading model for emergency crisis intervention and prevention.
The goal of the SAFE team is to address crisis response, prevention and intervention for our most vulnerable community members experiencing mental health issues, substance abuse issues and homelessness. This team is made up of civilian first responders, who will respond to and proactively address calls for service that have traditionally burdened law enforcement, emergency medical services and health care providers.
Services provided by SAFE include responding to people who are under the influence of drugs or alcohol, in need of treatment for mental illness, or who need shelter by providing counseling and transportation to the appropriate location.
The team also addresses minor medical complaints that do not require emergency room care. Left untreated, some of these medical conditions can become severe. The SAFE team is supported by a Coordinator, who manages referrals to the various social and mental health programs in Sonoma County. The SAFE team is a community resource that runs 24 hours per day, 7 days per week in the partner jurisdictions.
Calls for service involving mental health, addiction, and homelessness account for a significant number of calls to the Sebastopol police department. Our officers estimate that approximately 50% of their current workload is related to dealing with the homeless and/or individuals with mental health issues.
Our Fire Department is also impacted by calls for service relating to medical aids for these individuals, many of which would be eliminated with a SAFE program. If the City had a SAFE program, these calls could be responded to by a team with the tools, resources, and knowledge to address the unique needs of our most vulnerable community members more effectively.
The SAFE team provides 3 main services to the community:
• Emergency response for issues relating to mental health, addiction, and homelessness • Non-emergency response for people in need
• Proactive community outreach
SAFE team members are accompanied by police officers to calls for service only if a person is armed, believed to be in danger of causing harm to themselves or others, or if emergency medical care is needed. The SAFE team does not provide emergency medical care or perform involuntary mental health detention.
The team works proactively to address low level issues and provides preventative outreach to help ensure individuals don't end up needing a higher level of care. This program is intended to benefit all public safety by keeping police officers, firefighters, and paramedics available for appropriate emergencies and to lessen impacts on local ER’s.
SEBASTOPOL POLICE DEPARTMENT
Memorandum
Ronald Nelson
Chief of Police
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 16
In 2023, the Petaluma’s Chief of Police estimated that the SAFE program lowered the amount of calls police needed to respond to by 5% of their total annual call volume; and that individuals who would have been booked into the county jail were diverted through the use of the team; and trips by ambulance to an emergency room were able to be diverted through the use of the team, who is able to render some basic first aid and bandaging services with the EMT on board.
The teams also provide transports of individuals to various service providers including hospitals, clinics, the Redwood Gospel Mission, hotels, and transportation hubs. The Petaluma SAFE model has expanded into Rohnert Park, Cotati, and Sonoma State University who contracted together, independent of Petaluma PD, through combined funding and an MOU.
SAFE allows officers time to address more traditional policing activities, such as foot patrols, traffic enforcement, patrolling in neighborhoods and business areas which translates to crime prevention, and community policing activities.
More importantly, it provides our most vulnerable with a more effective, relevant response model staffed by a team of people with specialized training for meeting their specific needs than is provided by a traditional law enforcement response.
Vice Mayor Zollman and I met with Petaluma People’s Services Center to determine benefits of collaborating with PPSC to leverage existing behavioral health programs and ensure a seamless referral to an established continuum of care. In conversations with the Executive Director of Petaluma People’s services Center, Elece Hempel, the possibility exists for them to expand their program services for Sebastopol should we be able to fund it. The organization currently has contracts with and provides services for the cities of Petaluma and San Rafael separately, and Rohnert Park, Cotati, and Sonoma State University combined and sharing the costs, with substantial financial support from the County. For perspective, Cotati, who is very similar to us, funds $150,000 per year for their share of costs between the three agencies.
Their model provides homeless outreach services as well as transportation to services for unhoused, crisis intervention services for those experiencing mental health episodes, and they can be dispatched to situations without police assistance, or in conjunction with police response if the circumstances dictate based upon their operating procedures and their assessment of the situation at the time they are notified.
Based on the information provided by Ms. Hempel, if Sebastopol were to solely fund a SAFE team, the approximate costs for a full 24/7/365 service model would be $1.2 million per year. A 40-hour a week team would cost approximately $270,500 per year which includes all operating expenses (salary + benefits for 2 employees; maintenance, fuel, insurance for the van; supplies and equipment for the team, etc.). Her estimate is that it costs $130 per hour all-inclusive to fund a van staffed with the Crisis Intervention Trained worker, and a Mobile Crisis Medic that is EMT trained and certified. Onetime startup costs to purchase and outfit a van, and to purchase necessary equipment are estimated at $175,000.
Potential offsets to funding the model on our own would be explored through a possible shared model with another agency and community partners, exploring and obtaining grant funding, and attempting to procure a share of Measure O mental health funds.
Cities which have implemented SAFE, including Petaluma, Rohnert Park, and Cotati have found the program highly beneficial and increased the effectiveness of their Police Departments. They have not experienced any direct cost savings from SAFE.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 17
PRESENTED TO
City of Sebastopol
California
For the Fiscal Year Beginning
July 01, 2023
Executive Director
GOVERNMENT FINANCE OFFICERS ASSOCIATION
Distinguished
Budget Presentation
Award
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 18
Citizens of
Sebastopol
FY 2024-25 Proposed Budget
City Organization City Wide Organization Chart by Allocated Position Council
Meeting
Public Record
Municipal
Code
City Council
Don Schwartz
City Manager
City Attorney
Contract
Mary Gourley
Assistant City Mgr
City Clerk
Election
Information
Building Official
Contract
David Woltering
Interim Planning
Director
Ana Kwong
Administrative
Services Director
Dante Del Prete
Public Works
Superintendent
Fire Chief
Contract
Ronald Nelson
Police Chief
Associate
Planner
(1)
Planning
Technician
(1)
Accountant/
Analyst (Conf)
(1)
Accountant
(1)
Administrative
Technician
(1)
Erik Billing
PW Asst
Superintendent
Police Techician
(1)
WW/Sanitary
Operator
(1)
Mtn Worker I (2)
Mtn Worker II (2)
Sr. Mtn Worker
(1)
Sr. Admin Asst
(1)
Shared Position
Stipend
Firefighter
(31)
Sr. Parks/Facilities
Mtn Worker III
(1)
Police Officers
(9)
Records Manager (1)
Dispatchers (5)
Dispatch Per Diem (2)
Water Operator
(1)
Permit
Technician -
Shared
(1)
Permit
Technician -
Shared
(1)
Police Captain
(1)
Management
Analyst -
Shared
(1)
Management
Analyst -
Shared
(1)
City Engineer
Contract
Police Sergeants
(4)
Police Reserves
(2)
Laborers
(3)
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 19
Citizens of
Sebastopol
FY 2024-25 Proposed Budget
City Organization
City Wide Organization Chart by Function
Council
Meeting
Municipal Code
Public Record
City Council
Don Schwartz
City Manager
City Attorney
Contract
Mary Gourley
Assistant City Mgr
City Clerk
Election
Information
Building Official
Contract
David Woltering
Interim Planning
Director
Ana Kwong
Administrative
Services Director
Dante Del Prete
Public Works
Superintendent
Fire Chief
Contract
Ronald Nelson
Police Chief
Planning
Advance
Planning
Development
Review
Building/Code
Enforcement
Contractor’s
License
Disability
Access
Information
Technology
(Consultant)
Budget
Payroll &
Accounting
Utility
Billing
Human
Resources
(Consultant)
Business
License
Parks Planning
& Development
Consultants
Programs
Consultant
Water
Treatment
Project
Inspection
Services
Wastewater
Collection &
Pumping
Stormwater
Maintenance
Street
Maintenance &
Sidewalk
Engineering
Capital Projects
(Consultants)
Facilities (Park
& Pool)
Maintenance
Fire Protection
Prevention
Investigations
Emergency
Preparedness
EOC
Fire Marshal
Stipend FF
Recruitment
Retention
Fire Code
Enforcement/
Inspections
Public
Education
Presentations
Crime
Preventions
Investigations
Patrol
Unit
Dispatcher &
Records
Animal
Control
Permit &
Insurance
Processing
Public
Information
Officer
City Engineer
Contract
Public
Art
Climate
Action
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 20
1902
Council/City Manager
7,348
1.853
2023
2.5 30
1,331
140
14 8
15,552
315
2,489
473
791,781
7.5 million
0- no elevated tanks
3,230,000
2,300
840,000
432
24,309,940
46 3,331,940
Area in Square Miles
STATISTICS
Date of Incorporation
Form of Government
Estimated Population as of January 1, 2023
Active Residential Accounts
Fire Protection
Number of Full Time Equivalents
Number of Volunteers
Calls for Service (2023 Calendar Year)
Fire Inspections (2023 Calendar Year)
Police Protection
Sworn Police Officers
Civilian Employees
Calls for Service (2023 Calendar Year)
Adult Arrests (2023 Calendar Year)
Water and Sewer Utility
Commercial Assessed Valuation
Active Commerical Accounts
Average Daily Water Consumption (2023)
Ground Storage Capacity (gallons)
Elevated Storage Capactiy (gallons)
Ground Water Production Capacity (gallons per day)
Pump Capacity (gallons per minute)
Waste Water Treatment Capacity (gallons per day)
Building Permits
Residential Building Permits (2023 Calendar Year)
Residential Assessed Valuation
Commerical Building Permits
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 21
City Council Policy
CITY BUDGET COMMITTEE (STANDING COMMITTEE)
Budget Process
PURPOSE:
Once a year, the City Council approves a budget that outlines the policies and fiscal actions to be taken by the City.
The Budget Committee is a standing committee that reviews the proposed operating and capital budget each fiscal year and makes a recommendation on the budget to the City Council for final enactment. The budget process is structured each year to achieve the fiscal and policy goals for the upcoming fiscal year as well as periodically review and provide policy guidance to staff related to budgetary analysis and fiscal action plans and provide reports to the City Council for review and or action.
This committee shall consider and make recommendations to the Council on matters relating to:
• Revenues
• Expenditures
• Capital Improvement projects
• Fiscal Planning and Policies;
• Taxes and Fees;
• Investment Policy;
• Debt; and
• Such related fiscal issues as may be referred to it by the Council.
COMMITTEE MAKE UP:
The Budget Committee shall consist of the following:
• Two Councilmembers appointed by the City Council through Council Committee Assignments • City Manager
• Assistant City Manager/City Clerk
• Administrative Services Director
POSTING OF AGENDAS:
Whether or not a regular meeting schedule is adopted, an agenda shall be posted for each standing committee meeting not later than 72 hours before any meeting.
PUBLIC INVOLVEMENT:
Public involvement shall be encouraged in the annual budget decision-making process through Standing Committee meetings, public hearings, public outreach, and the dissemination of accessible information. Public participation efforts will allow the City to improve performance by identifying public needs, priorities and service delivery expectations. Increased public involvement will allow the City to be more responsive to community needs, thereby increasing the value that the public receives from City government.
ATTENDANCE BY COUNCILMEMBERS NOT ON THE COMMITTEE:
Members of the Council who are not members of a standing committee may attend any open and noticed meeting of a standing committee provided that they act only as observers. It is suggested that Members do not make any comments.
REQUESTS OF STAFF:
Standing Committee Councilmembers may request research from staff on new ideas to allow them to report back to the standing committee and if the standing committee supports the idea, the idea will be presented to City Council for direction or a vote.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 22
BUDGET PROCESS: The budgeting process has four parts. The budget is: 1) prepared, 2) approved, 3) adopted, and 4) executed.
A fiscal year begins July 1 and ends June 30. From February to June, every year, City staff, the Mayor and City Council work together to create a balanced budget by June 30, as required by law.
PROPOSED BUDGET COMMITTEE PROCESS:
1. The City administrative team will be responsible for producing an initial recommended draft Budget to submit to the Budget Committee. The administrative team will consist of the City Manager, Assistant City Manager/City Clerk, and Administrative Services Director.
2. Department Directors will submit departmental budgets each year to the Administrative Services Director upon established timelines.
3. Upon receipt of the departmental budget requests, the Administrative Services Director will prepare a draft budget document to be used for review by the City administrative team.
4. This team will meet with Department Heads as needed, consider departmental budgetary requests as appropriate, and complete any other steps needed to provide the Budget Committee with an initial recommended draft Budget. The initial recommended draft Budget will be accompanied by a written report to the Budget Committee, providing an overview of the budget, summarizing any specific challenges presented by that year’s budget, summarizing changes made by the Team to Departmental budgets; and identifying any unresolved issues to be addressed by the Budget Committee. The information submitted to the Budget Committee will include any background information the City administrative team believes will be relevant to the Budget Committee’s decision-making regarding unresolved issues to be addressed by the Budget Committee. This initial draft Budget submitted to the Budget Committee will include draft versions of all portions of the final Budget for the year. This step will be an internal City staff process to be completed before Budget Committee meetings begin.
The Budget Committee will receive the initial recommended draft Budget produced by the administrative team, and will meet to discuss the recommendations of the administrative team. The Budget Committee will not hold individual meetings with Department Directors unless specifically requested by the Budget Committee. The Budget Committee will rely on the internal City staff process to do the necessary research and analysis to support the recommendations in the initial recommended draft Budget, and will focus on reviewing that document as well as any other materials provided by the administrative team, and addressing any unresolved issues. The Budget Committee will review and revise the initial recommended draft Budget as needed, and will produce a final draft Budget to be presented to the City Council at a duly noticed public hearing for discussion, review, and approval.
In addition to the process above, the Administrative Services Director shall be responsible for:
1. Prepare a Budget Calendar for Fiscal Year Budget and take to City Council for approval
2. Request budget input from all Department Directors
3. Request budget input from Community Benefit Grant Applicants
4. Prepare a draft budget as listed above
5. Shall be responsible for publishing all the notices required by Government Statue.
6. Shall be responsible for monitoring budget expenditures during the budget year and notifying the Council of the need to make any budget changes required after adoption.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 23
Budget Timeline
The budget serves as the City's strategic blueprint for delivering efficient services and managing the revenues that sustain them. It is a pivotal element in the City's framework for financial planning, management, and oversight. As a financial roadmap, the budget outlines the anticipated revenue and expenditures for the fiscal year, aiming to provide a transparent, coherent, and comprehensive financial strategy to achieve the City's aspirations and objectives.
The schedule below is the summary of the public planning and reporting meetings for the current budget cycle.The outline below details Sebastopol annual budget cycle. All dates are subject to change by the City Council.
Annual
Budget
Cycle
January
Budget
Preparation
February
Budget
Distribution/
Submission
March City
Manager
Budget
Review
April
Budget
Committee
Review
May
City
Council
Budget
Review
June
Operational &
CIP Budget
Adoption
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 24
City of Sebastopol
FISCAL YEAR 2024-25
This section is reserved for outlining the City of Sebastopol City Council Goals and Priorities, which are currently under development
The FY24-25 Budget includes designated funds for a session to establish these goals and priorities.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 25
Description
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs
Adjusted
Budget
% Change
Proposed vs
Adjusted
Budget
OPERATING REVENUE
Property Tax 3,293,347 3,241,600 3,241,600 3,441,000 3,620,000 378,400 11.7% Real Property Transfer Tax 49,530 50,000 50,000 40,000 40,000 (10,000) -20.0% Sales Taxes 4,718,318 4,794,560 4,794,560 4,536,000 4,563,925 (230,635) -4.8% User Taxes 858,334 908,000 908,000 865,900 887,175 (20,825) -2.3% Transient Occupancy Tax 544,128 500,000 500,000 506,000 519,000 19,000 3.8% Franchise Fees 468,871 410,000 410,000 490,000 502,250 92,250 22.5% Licenses & Permits 709,578 439,500 439,500 482,500 1,442,500 1,003,000 228.2% Fines & Special Assessments 51,623 47,500 47,500 70,200 66,700 19,200 40.4% Intergovernmental Revenues 2,068,971 16,700 16,700 433,710 22,890 6,190 37.1% Interest & Rents 31,471 96,000 96,000 123,450 132,250 36,250 37.8% Charges for Services 182,938 124,100 124,100 122,530 136,800 12,700 10.2% Miscellaneous Revenue 788,352 130,500 130,500 120,010 183,225 52,725 40.4% Cost Allocation Plan 2,189,693 2,476,141 2,476,141 2,476,141 1,761,797 (714,344) -28.8% Transfers In 102,500 102,000 102,000 112,000 475,951 373,951 366.6% TOTAL REVENUES 16,057,653 13,336,601 13,336,601 13,819,441 14,354,463 1,017,862 7.6%
OPERATING EXPENDITURE
10 - City Council 503,256 212,311 212,311 202,615 199,625 (12,686) -6.0% 11 - City Manager 340,598 472,139 672,139 471,412 718,885 46,746 7.0% 12 - City Attorney 461,932 645,240 645,240 759,135 647,900 2,660 0.4% 13 - City Clerk 424,717 426,745 426,745 403,857 430,771 4,026 0.9% 14 - Finance 1,218,805 1,401,180 1,401,180 1,328,543 1,397,523 (3,657) -0.3% 21 - Planning 596,114 643,456 643,456 542,434 666,426 22,970 3.6% 22 - Building 248,051 249,279 249,279 237,689 302,220 52,941 21.2% 23 - Engineering 515,766 584,197 584,197 586,898 553,020 (31,177) -5.3% 31 - Fire & Prevention 1,302,704 1,553,903 1,553,903 1,287,858 1,535,910 (17,993) -1.2% 32 - Police 5,002,699 5,477,732 5,477,732 5,224,185 5,356,488 (121,244) -2.2% 40 - Senior Center 64,732 69,572 69,572 74,722 40,038 (29,534) -42.5% 41 - Public Works 1,672,896 1,873,794 1,873,794 1,726,216 1,772,079 (101,715) -5.4% 42 - Community Center 442,528 322,830 322,830 318,465 168,724 (154,106) -47.7% 43 - Ives Pool 146,925 275,355 275,355 281,655 296,301 20,946 7.6% 00 - Non Departmental 280,357 289,000 289,000 239,454 191,645 (97,355) -33.7% Debt Service Payments 254,140 265,903 265,903 208,043 446,094 180,191 67.8% Transfers Out 167,572 251,500 251,500 151,500 300,000 48,500 19.3% Wastewater Fund Loan (1) - - - 1,100,000 - - 0.0%
Transfers Out - Library Project - Phase 1 60,591 - - 294,902 - - 0.0% Transfers Out - Library Project - Phase 2 - - - 351,633 - - 0.0% Transfer Out - Police Donation - - - 270,212 - - 0.0%
TOTAL EXPENDITURES 13,704,385 15,014,136 15,214,136 16,061,428 15,023,649 (190,487) -1.3% Net General Fund Surplus/(Deficit) (2) 2,353,268 (1,677,535) (1,877,535) (2,241,987) (669,186) 1,208,349 Beginning Unassigned Fund Balance 3,450,550 5,808,703 5,808,703 5,808,703 3,566,716 Ending Unassigned Fund Balance 5,808,703 4,131,168 3,931,168 3,566,716 2,897,530
RESERVE
Policy Reserve Level (Minimum-15%) 2,055,658 2,252,120 2,282,120 2,409,214 2,253,547 Actual Reserve Level 42.4% 27.5% 25.8% 22.2% 19.3%
Policy Reserve Level (Goal-20%) 2,740,877 3,002,827 3,042,827 3,212,286 3,004,730 Actual Reserve Level 42.4% 27.5% 25.8% 22.2% 19.3%
(1) This is general fund loaning $1.1M to the wastewater fund (2) Operating deficit without loan is $1.14M for FY23-24
GENERAL FUND
FINANCIAL SCHEDULE
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 26
Revenue Categories 2022-23 Actual
2023-24
Adopted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
Footnote
$ Inc/(Dec)
Proposed vs
Adjusted
Budget
% Change
Proposed vs
Adjusted
Budget
3000 - Property Tax Secured / Unsecured 2,384,387 2,315,600 2,485,000 2,595,000 279,400 12.1% 3002 - Real Property Transfer Tax 49,530 50,000 40,000 40,000 1 -10,000 -20.0% 3004 - Property Tax in Lieu of VLF 908,960 926,000 956,000 1,025,000 99,000 10.7% Property Tax 3,342,877 3,291,600 3,481,000 3,660,000 368,400 11.2% 3010 - Sales Tax-Bradley Burn 2,255,817 2,306,000 2,171,000 2,173,000 2 -133,000 -5.8% 3011 - Sales Tax-1/4 cent (T) 780,207 789,060 750,000 760,000 2 -29,060 -3.7% 3012 - Sales Tax-1/2 cent (Q) 1,572,895 1,586,000 1,509,000 1,520,125 2 -65,875 -4.2% 3014 - Sales Tax-Prop 172 109,400 113,500 106,000 110,800 2 -2,700 -2.4% Sales Taxes 4,718,318 4,794,560 4,536,000 4,563,925 -230,635 -4.8% 3020 - Transient Occupancy Tax 544,128 500,000 506,000 519,000 3 19,000 3.8% 3050 - Garbage Franchise 260,922 215,000 294,000 301,350 4 86,350 29.4% 3051 - PG&E Franchise 113,597 120,000 121,000 124,025 4 4,025 3.3% 3052 - Cable TV Franchise 94,352 75,000 75,000 76,875 4 1,875 2.5% Franchise Fees 468,871 410,000 490,000 502,250 92,250 22.5% 3055 - Vehicle in lieu Tax 7,710 6,000 10,000 10,000 4,000 66.7% 3056 - UUT PG&E 421,904 422,000 418,200 428,600 5 6,600 1.6% 3057 - UUT Sonoma Clean Power 128,652 132,000 132,000 135,300 5 3,300 2.5% 3058 - UUT Garbage 84,878 85,000 96,000 98,400 5 13,400 15.8% 3059 - UUT Cable 57,239 57,000 75,000 76,875 5 19,875 34.9% 3060 - UUT Misc 156,671 204,500 133,200 136,500 5 -68,000 -33.3% 3061 - UUT (AB-1717) 1,280 1,500 1,500 1,500 -0 0.0%
User Taxes 858,334 908,000 865,900 887,175 -20,825 -2.3% 3101 - Business License 145,992 135,000 140,000 140,000 5,000 3.7% 3102 - Business License-Late Fees 5,443 2,500 2,500 2,500 -0 0.0% 3103 - Building Permits 558,093 300,000 340,000 1,300,000 6 1,000,000 333.3% 3104 - Pet Shelter Release Fee 50 2,000 -0 -0 -2,000 -100.0% Licenses & Permits 709,578 439,500 482,500 1,442,500 1,003,000 228.2% 3105 - Vehicle/ Criminal Code Fines 10,388 15,000 15,000 13,700 -1,300 -8.7% 3106 - Parking Fines 18,378 11,000 18,000 18,000 7,000 63.6% 3107 - RBS Training Fees 12,800 12,000 13,200 12,000 -0 0.0% 3110 - Business License - DSA 70% $1 5,735 5,000 5,000 5,000 -0 0.0% 3202 - State Mandated Cost Reimb 4,322 4,500 19,000 18,000 7 13,500 300.0% Fines & Special Assessments 51,623 47,500 70,200 66,700 19,200 40.4% 3203 - POST Reimb 3,096 2,700 2,700 2,700 -0 0.0%
3204 - Casino Mitigation 19,149 14,000 19,380 20,190 6,190 44.2% 3206 - County Grant -0 -0 60,000 -0 8 -0 0.0%
3207 - State Grant 395,493 -0 351,630 -0 9 -0 0.0%
3209 - Federal Grant 1,651,233 -0 -0 -0 -0 0.0%
Intergovernmental Revenues 2,068,971 16,700 433,710 22,890 6,190 37.1% 3300 - Interest Income -21,286 45,000 70,000 77,000 32,000 71.1%
GENERAL FUND REVENUES DETAILED
The information pertaining to each footnote is located in the section that follows the transfers schedule DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 27
Revenue Categories 2022-23 Actual
2023-24
Adopted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
Footnote
$ Inc/(Dec)
Proposed vs
Adjusted
Budget
% Change
Proposed vs
Adjusted
Budget
GENERAL FUND REVENUES DETAILED
The information pertaining to each footnote is located in the section that follows the transfers schedule 3301 - Cell Tower Lease Rental 39,608 41,200 41,200 43,000 1,800 4.4% 3302 - City Property Rental - Little League 2,974 2,300 2,300 2,300 -0 0.0% 3304 - City Property Rental - Parking Space 500 500 500 500 -0 0.0% 3305 - City Property Rental - Palm Ave 3,000 2,000 2,250 2,250 250 12.5% 3401 - Plaza and Special Event Fees 6,675 5,000 7,200 7,200 2,200 44.0% Interest & Rents 31,471 96,000 123,450 132,250 36,250 37.8% 3404 - Credit Card Transaction Fee 177 -0 1,000 1,000 1,000 0.0% 3405 - Finance Fee 7,407 8,000 5,000 5,000 -3,000 -37.5% 3406 - Pet Shelter Release Fee -0 1,900 -0 -0 -1,900 -100.0% 3425 - Fire Dept Fees 57,534 30,000 30,000 40,000 10,000 33.3% 3426 - Planning Fees 44,217 25,000 25,000 21,000 -4,000 -16.0% 3427 - Special Projects Plans/Specs 200 500 -0 -0 -500 -100.0% 3428 - GIS Fees 460 200 -0 -0 -200 -100.0%
3441 - Encroachment Permits Fee 27,074 30,000 30,000 30,000 -0 0.0% 3442 - Grading Permit Fee 1,032 500 1,030 1,000 500 100.0% 3445 - Public Works Services 8,940 1,500 7,000 7,500 6,000 400.0% 3502 - Police Services 17,240 15,000 15,000 18,000 3,000 20.0% 3504 - Impounded Vehicle Release Fee 2,240 2,500 1,800 1,800 -700 -28.0% 3505 - Police Reports Copy Fee 3,878 2,000 4,000 4,000 2,000 100.0% 3506 - Police False Alarms Fee 3,400 -0 -0 -0 -0 0.0%
3507 - Police OT Reimbursement 9,139 7,000 2,700 7,500 500 7.1% Charges for Services 182,938 124,100 122,530 136,800 12,700 10.2% 3801 - Sales of Surplus Equipment 31,222 10,000 -0 10,000 -0 0.0% 3804 - Insurance Claims 224,633 5,000 450 500 -4,500 -90.0% 3805 - Miscellaneous Income 9,178 -0 100 100 100 0.0%
3806 - Donations & Contributions 427,775 -0 500 500 500 0.0% 3807 - Rebates 14,100 10,000 14,000 14,000 4,000 40.0%
3810 - Pool Expense Reimbursement 81,445 105,500 104,960 158,125 10 52,625 49.9% Miscellaneous Revenue 788,352 130,500 120,010 183,225 52,725 40.4% 3998a - Cost Allocation Plan 2,189,693 2,476,141 2,400,460 1,761,797 11 -714,344 -28.8% 3999 - Transfers In 102,500 102,000 112,000 475,951 13 373,951 366.6% Total Revenue 16,057,653 13,336,601 13,743,760 14,354,463 1,017,862 7.6% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 28
Description
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs
Adjusted
Budget
% Change
Proposed vs
Adjusted
Budget
TRANSFERS IN/(OUT)
Transfer in
From Building, Facilities & Infra Reserve (Fund 103) - - - 41,400 41,400 0.0% From Vehicle Abatement (Fund 125) - 2,000 2,000 2,000 4,500 2,500 125.0% From Housing Linkage Fee (Fund 204) 50,000 50,000 0.0%
From Inclusionary Housing (Fund 205) 22,000 22,000 0.0% From Police Grant (Fund 209) 107,373 100,000 100,000 110,000 120,000 20,000 20.0% From Measure H (Fund 248) - - - 238,051 238,051 0.0%
3999 - Transfers In 107,373 102,000 102,000 112,000 475,951 373,951 366.6% Transfer out
To Retirement Fund - (100,000) (100,000) - - 100,000 -100.0% To Police Endowment Fund - - - (270,212) - - 0.0%
To Sewer Fund - - - (1,100,000) - - 0.0%
To Capital Project Fund - (151,500) (151,500) (798,035) - 151,500 -100.0% To Building, Facilities & Infra Reserve (Fund 103) - - - - (150,000) (150,000) 0.0% To Equipment, Technology & Vehicle (Fund 104) - - - - (150,000) (150,000) 0.0% 4999 - Transfers Out (0) (251,500) (251,500) (2,168,247) (300,000) (48,500) 19.3% TOTAL TRANSFERS 107,373 (149,500) (149,500) (2,056,247) 175,951
GENERAL FUND - TRANSFERS SCHEDULE
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 29
General Fund Revenue Footnotes:
Footnote – Item#1
The projected revenue is estimated based on the current year's collections, which reflect fewer sales with high interest rates. We anticipate continuation of this situation in FY 24-25.
Footnote – Item#2
The sales tax figures are derived from the latest information provided by our sales tax advisor.
Footnote – Item#3
The TOT is calculated based on the collections for FY 23-24, with a 2.5% inflation factor for FY 24-25.
Footnote – Item#4
Franchise collections are based on current year's collections, adjusted with a 2.5% inflation factor Footnote – Item#5
UUT collections are based on current year's collections, adjusted with a 2.5% inflation factor Footnote – Item#6
We are estimating an increase of $100,000 in revenues from building fees from increased fees that better cover costs for the normal level of activity. We are estimating an additional $800,000 in revenues from anticipated building of the Canopy project, along with the fee increase to better cover costs.
Footnote – Item#7
Reimbursement from State for Police Dept for Racial Identity Profiling Act.
Footnote – Item#8
Do not anticipated County grants received in FY 23-24 for warming center ($10,000) and EIFD ($50,000).
Footnote – Item#9
FY 23-24 reflects one-time state grant for Library improvements Footnote – Item#10
Ives Pool utility reimbursement. Cost housed in Ives Pool budget Footnote - Item#11
The water and sewer funds pay for a portion of City administrative costs that are funded through the General Fund. These costs include Finance, City Manager, City Clerk, HR, and others. The City recently reviewed the method for calculating that payment. That review showed that the water and sewer funds should pay $714,000 less to the General Fund, as shown in the table.
In the past, such reimbursements were treated as a reduction in General Fund expenses. We now record these reimbursements as revenues for the General Fund, providing a more accurate representation of revenues and expenses.
Footnote – Item#12
In prior years we have counted some of the funds received from voter-approved sales taxes as General Fund revenues. At the same time, we have accounted for other funds from these taxes not as revenue, DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 30
but by reducing expenses in Police and Public Works budgets, although this did not actually reduce expenses. This practice under-stated our actual General Fund revenues, and our actual expenses. We are changing this practice so that all of the revenues from these taxes are reflected as General Fund revenue shown on items 3011 and 3012.
Footnote – Item#13
Transfer in from various non governmental and special revenue funds as indicated in the grid below.
Money In Money Out Money In Money Out Money In Money Out Money In Money Out 41,400 (300,000) 150,000 (41,400) 150,000 - (4,500)
4,500
50,000
22,000
120,000
238,051
Total 475,951 (300,000)
Money In Money Out Money In Money Out Money In Money Out Money In Money Out (50,000) (22,000) (120,000) - (238,051)
TRANSFERS IN FROM VARIOUS FUNDS
248
Measure H Fire
Services
209
Supplemental Police
Grant
125
Vehicle Abatement
Fund
104
Equipment
Technology Vehicle
100
General Fund
103
Building Facilities &
Infrastructure
204
Housing Linkage Fee
Fund
205
Inclusionary Housing
Fund
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 31
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Interest & Rents 6,519 2,000 2,000 50,000 50,000 48,000 2400.0% Donations/Contributions -0 -0 -0 20,000 -0 -0 0.0%
Transfers In -0 -0 -0 -0 150,000 150,000 0.0%
TOTAL REVENUE 6,519 2,000 2,000 70,000 200,000 198,000 0.0%
OPERATING EXPENSES
Contracted Services 23,006 - - - 10,000 -10,000 0.0%
Council Objectives - - - - - -0 0.0%
Transfers Out - Staff Support 61,334 235,500 235,500 61,785 20,000 -215,500 0.0% Transfers Out - General Fund Pool Heater - - - - 41,400 Capital Outlay - - - - - -0 0.0%
TOTAL OPERATING EXPENSE 84,340 235,500 235,500 61,785 71,400 -225,500 -95.8% NET BUDGETARY RESULT (77,821) (233,500) (233,500) 8,215 128,600 Addition/(Use) of Reserves (77,821) (233,500) (233,500) 8,215 128,600 Beginning Fund Balance (Estimated) 981,241 903,420 903,420 903,420 911,635 Ending Fund Balance (Estimated) 903,420 669,920 669,920 911,635 1,040,235
BUILDINGS, FACILITIES & INFRASTRUCTURE RESERVE FUND
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 32
Detail-Buidling, Facilities & Infrastructure
Budget Expenditures
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
4210 - Contracted Services 23,006 - - 23,215 10,000 10,000 0.0% 4999 - Transfers Out 61,334 235,500 235,500 61,785 61,400 (174,100) -73.9% 5100 - Capital Outlay - - - - - - 0.0%
TOTAL 84,340 235,500 235,500 85,000 71,400 (164,100) -69.7% Pool Heater - - 41,400
0133-23.10 Sunset Ave at Taft, Analy HS 70,000 - -
0133-23.10 Sunset Ave at Taft, Analy HS -
Donation 20,000 - -
0213-20.05 Youth Annex ADA Upgrades 7,500 27,785 5,000
0214-20.07 City Hall ADA Upgrades 101,500 7,500 20,000
0215-22.04 ADA Transition Plan Building
Improvements Environmental Assessment 26,000 26,500 5,000 0426-23.08 NEW: Burbank Farm: ADA
Parking stall and path 10,500 -
235,500 61,785 71,400
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 33
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Intergovernmental Revenues 38,226 -0 -0 24,700 -0 -0 0% Interest & Rents 3,968 -0 -0 50,000 10,000 10,000 0%
Miscellaneous Revenue -0 -0 -0 -0 -0 -0 0%
Transfer in -0 -0 -0 -0 150,000 150,000 0%
TOTAL REVENUE 42,194 -0 -0 74,700 160,000 160,000 0%
OPERATING EXPENSES
Contracted Services - - - - - -0 0%
Capital Outlay 32,857 340,000 340,000 340,000 - 340,000 -100% Transfers out - - - - - -0 0%
TOTAL OPERATING EXPENSE 32,857 340,000 340,000 340,000 - 340,000 -100% NET BUDGETARY RESULT 9,337 (340,000) (340,000) (265,300) 160,000 Addition/(Use) of Reserves 9,337 (340,000) (340,000) (265,300) 160,000 Beginning Fund Balance (Estimated) 907,599 916,936 916,936 916,936 651,636 Ending Fund Balance (Estimated) 916,936 576,936 576,936 651,636 811,636
EQUIPMENT, TECHNOLOGY & VEHICLES RESERVE FUND
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 34
Detail-Equipment, Technology & Vehicles
Budget Expenditures
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
4210 - Professional Contract Services
00 - Non Departmental - - - - - - 0.0%
Total 4210 - Professional Contract Services - - - - - - 0.0% 5100 - Capital Out
00 - Non Departmental - - - - - - 0.0%
31 - Fire Department 32,857 340,000 340,000 340,000 - (340,000) -100.0% 32 - Police - - - - - - 0.0%
Total 5100 - Capital Outlay - - - - - - 0.0%
4999 - Transfer Out
00 - Transfers Out - - - - - - 0.0%
TOTAL 32,857 340,000 340,000 340,000 - (340,000) -100.0% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 35
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Interest & Rents -32,207 -0 -0 250,000 300,000 300,000 0.0% Miscellaneous Revenue -0 -0 -0 -0 -0 -0 0.0%
Transfers In 100,000 100,000 100,000 -0 -0 -100,000 -100.0% TOTAL REVENUE 67,793 100,000 100,000 250,000 300,000 200,000 200.0%
OPERATING EXPENSES
Misc Services/Supplies - - - 1,000 1,500 -500 0.00%
TOTAL OPERATING EXPENSE - - - 1,000 1,500 -500 0.00%
NET BUDGETARY RESULT 67,793 100,000 100,000 249,000 298,500 Addition/(Use) of Reserves 67,793 100,000 100,000 249,000 298,500 Beginning Fund Balance (Estimated) 2,712,976 2,780,769 2,780,769 2,780,769 3,029,769 Ending Fund Balance (Estimated) 2,780,769 2,880,769 2,880,769 3,029,769 3,328,269 PENSION AND OPEB FUND 105
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 36
CITY COUNCIL
Incorporated in 1902, Sebastopol operates under California's general law with a five-member City Council. Operating under a Council-Manager system, the Council is elected at-large for four-year terms, sets city-wide policies and goals, and oversees the city's operations through the City Manager.
The Council also appoints the City Manager, City Attorney, and City Clerk, and meets bi-monthly, with additional sessions for community engagement and regional coordination. The Council appoints the Mayor and Vice Mayor annually.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 37
EXPENSE
2023-24
Adjusted
Budget
2024-25
Proposed
Budget $ Inc/(Dec) *
Type
On-Going
One Time Explanation and Impacts
Salaries & Wages 18,000 18,000 - N/A NO CHANGE
Benefits 42,084 49,270 7,186 On Going
All city council members have access to medical, dental, and vision coverage paid by the City. Currently, only two council members utilize this benefit, while others opt for reimbursement through in-lieu arrangements. With this being an election year, the budget is prepared to cover all council members for planning purposes.
Contracted Services 63,300 71,200 7,900 One Time
The overall increase in contracted services is primarily due to several key initiatives:
Increase:
A mini goal-setting session $10,000
Video editing to address 'Zoom bombing' incidents $5,000.
Decrease:
Closed captioning services by $600.
Cost saving achieved by transferring technical support back to the community center from PCA of $2,500 Legal publication of $4,000
Services & Supplies 12,465 15,910 3,445 On-Going
Includes $4,000 for memberships with local organizations representing diverse communities, and membership in Government Alliance on Race and Equity
Equipment Rental/Maintenance 3,500 3,050 (450) On Going Decreased in copier lease shared Conference & Training Expense 1,000 8,525 7,525 One Time The training budget is allocated in anticipation of 3 council members attending the annual League of California City Conference.
Additionally, all council members are budgeted to participate in the "Mayors and Councilmembers" meetings held locally, which provide a platform to engage in discussions about local issues.
Telecommunications 2,460 4,460 2,000 On Going The internet cost was inadvertently omitted from the FY23-24 budget.
Council Objectives 47,300 6,500 (40,800) On Going
Shift of the Homeless outreach contract with West County Community Center to the Police Department which has the lead responsibility for the contract, resulted in a reduction of $36,800. The City Manager assigned this responsibility to the Police Department in the Spring, 2024 with the departure of the Planning Director and recognition that the Police Department works much more closely with the Coordinator than any other department, often making referrals to her.
A one-year additional reduction of $3,500 in free shuttle fares as agreed with Sonoma County Transit Manager A small reduction in cost shared of Mayors' & Councilmembers' clerk $500 Please note: the budget maintains the suspension of allocations for the sponsorship program.
Allocated Insurance 22,202 22,710 508 On Going
This item reflects the costs allocation to each Department of premiums for insurance coverage such as Workers Compensation and liability. The allocation ensures that each department contributes its fair share to the insurance expenses based on an established method. For more information on the City’s insurance allocations, see the Glossary of Budget terms.
Total Expense 212,311 199,625 (12,686)
* This Column Reflects the Difference (Increase/Decrease) from the FY 23-24 Adjusted Budget to the 24-25 Proposed Budget
MATRIX SUMMARIZING BUDGET CHANGES - SUMMARY - CITY COUNCIL DESCRIPTION OF CHANGES DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 38
EXPENSE
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages 18,900 18,000 18,000 18,000 18,000 - 0.0% Benefits 33,253 42,084 42,084 35,225 49,270 7,186 17.1% Contracted Services 46,736 63,300 63,300 42,500 71,200 7,900 12.5% Services & Supplies 14,759 12,465 12,465 12,650 15,910 3,445 27.6% Equipment Rental/Maintenance 3,060 3,500 3,500 3,050 3,050 (450) -12.9% Conference & Training Expense 9,715 1,000 1,000 1,000 8,525 7,525 752.5% Telecommunications 6,915 2,460 2,460 4,600 4,460 2,000 81.3% Council Objectives 355,106 47,300 47,300 63,388 6,500 (40,800) -86.3% Allocated Insurance 14,812 22,202 22,202 22,202 22,710 508 2.3% Total Expense 503,256 212,311 212,311 202,615 199,625 (12,686) -6.0%
SUMMARY - CITY COUNCIL
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 39
City Council
Budget Expenditures
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages
4010 - Salaries - Full Time 18,900 18,000 18,000 18,000 18,000 - 0.0% Total Salaries & Wages 18,900 18,000 18,000 18,000 18,000 - 0.0% Benefits
4101 - Health in Lieu 17,995 15,200 15,200 10,200 7,280 (7,920) -52.1% 4105 - Medicare & Fica 1,446 1,377 1,377 1,400 1,377 - 0.0% 4108 - Social Security - - - - 1,116 1,116 0.0%
4130 - Health Insurance 9,342 19,721 19,721 20,000 33,605 13,884 70.4% 4150 - Dental Insurance 3,733 4,666 4,666 2,900 4,806 140 3.0% 4151 - Vision Insurance 405 540 540 300 506 (34) -6.3%
4183 - EAP (Employee Asst Prog) 170 175 175 175 175 - 0.0% 4184 - Life Insurance 162 405 405 250 405 - 0.0%
Total Benefits 33,253 42,084 42,084 35,225 49,270 7,186 17.1% Contracted Services
4210 - Professional Contract Services 42,595 55,800 55,800 40,000 67,700 11,900 21.3% 4250 - Publications/Legal Notices 4,141 7,500 7,500 2,500 3,500 (4,000) -53.3% Total Contracted Services 46,736 63,300 63,300 42,500 71,200 7,900 12.5% Services & Supplies
4310 - Office Supplies 462 1,700 1,700 1,000 1,500 (200) -11.8% 4330 - Misc Supplies & Services 4,535 1,500 1,500 1,800 1,000 (500) -33.3% 4340 - Postage & Printing 16 100 100 50 100 - 0.0%
4345 - Dues & Subscriptions 9,746 9,165 9,165 9,800 13,310 4,145 45.2% Total Services & Supplies 14,759 12,465 12,465 12,650 15,910 3,445 27.6% Equipment Rental/Maintenance
4375 - Equipment Rental/Expenses 3,060 3,500 3,500 3,050 3,050 (450) -12.9% Total Equipment Rental/Maintenance 3,060 3,500 3,500 3,050 3,050 (450) -12.9% Conference & Training Expense
4510 - Conference & Training 3,750 - - - 1,975 1,975 0.0% 4515 - Meetings & Travel 5,965 1,000 1,000 1,000 6,550 5,550 555.0% Total Conference & Training Expense 9,715 1,000 1,000 1,000 8,525 7,525 752.5% Telecommunications
4750 - Telecommunications 6,915 2,460 2,460 4,600 4,460 2,000 81.3% Total Telecommunications 6,915 2,460 2,460 4,600 4,460 2,000 81.3% Council Objectives
4800 - Council Approved Intiatives 1,200 - - 2,888 - - 0.0% 4820 - Community Grants Program 94,375 - - - - - 0.0%
4890 - Other Community Support 259,531 47,300 47,300 60,500 6,500 (40,800) -86.3% Total Council Objectives 355,106 47,300 47,300 63,388 6,500 (40,800) -86.3% Allocated Insurance
4996 - Allocated Liability Insurance 13,550 20,450 20,450 20,450 21,000 550 2.7% 4997 - Allocated Wrkrs Comp Insurance 1,262 1,752 1,752 1,752 1,710 (42) -2.4% Total Allocated Insurance 14,812 22,202 22,202 22,202 22,710 508 2.3% Total Operation 503,256 212,311 212,311 202,615 199,625 (12,686) -6.0% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 40
City Council
Object Details
Object
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
Grand Total 102,190 48 106,995
4210 - Professional Contract Services
4210 - Professional Contract Services Closed Captioning (Average $1,800 per month) 21,600 1 21,600 4210 - Professional Contract Services
Videographer - PCA (Average 6 hours for 1 tech x 28
meetings @85/hour) 14,300 1 14,300
4210 - Professional Contract Services
Videographer - Cody (Average 8 hours for 1 tech x 28
meetings @ $75/hour) 16,800 1 16,800
4210 - Professional Contract Services
Videographer (Video Editing for Zoom Bombing
@85/hour) 5,000 1 5,000
4210 - Professional Contract Services City Council Goal Setting Consulting Support 10,000 1 10,000 Total 4210 - Professional Contract Services 67,700 5 67,700 4250 - Publications/Legal Notices
4250 - Publications/Legal Notices Legal Ads & Public Hearing Notices 3,500 1 3,500 Total 4250 - Publications/Legal Notices 3,500 1 3,500
4310 - Office Supplies
4310 - Office Supplies
Misc Routine Supplies (Plagues, Record Retention
Boxes, Tapes for label) 1,000 1 1,000
4310 - Office Supplies Paper Allocation 500 1 500
Total 4310 - Office Supplies 1,500 2 1,500
4330 - Misc Supplies & Services
4330 - Misc Supplies & Services Plaque & CC Business Cards 1,500 1 1,500 Total 4330 - Misc Supplies & Services 1,500 1 1,500
4345 - Dues & Subscriptions
4345 - Dues & Subscriptions Annual Dropbox 125 1 125
4345 - Dues & Subscriptions Zoom Large Meeting (1 Seat + Large Meeting) 685 1 685 4345 - Dues & Subscriptions Association of Bay Area Govt (ABAG) 2,750 1 2,750 4345 - Dues & Subscriptions Chamber of Commerce 250 1 250 4345 - Dues & Subscriptions League of California Cities 5,200 1 5,200 4345 - Dues & Subscriptions Sister Cities International 300 1 300 4345 - Dues & Subscriptions GARE Membership 4,000 1 4,000 Total 4345 - Dues & Subscriptions 13,310 7 13,310
4510 - Conference & Training
4510 - Conference & Training League of California Cities Conference Registration 625 3 1,875 Placeholder for Annual League of Calif Conf 100 1 100
Total 4510 - Conference & Training 725 4 1,975
4515 - Meetings & Travel
4515 - Meetings & Travel
League of California Cities Conference
(Air/Hotel/Transportation) 1,000 3 3,000
4515 - Meetings & Travel M&C Bi-Monthly Meeting ($60 x 5 x 6) 300 6 1,800 4515 - Meetings & Travel M&C Meeting Supplies 750 1 750 4515 - Meetings & Travel Misc Travel Mileage Reimbursement 1,000 1 1,000 Total 4515 - Meetings & Travel 3,050 11 6,550
4750 - Telecommunications
4750 - Telecommunications Internet Service (Shared) 2,000 1 2,000 4750 - Telecommunications Livestreaming Annual Fee 2,400 1 2,400 4750 - Telecommunications Main Fax Line (Shared) 5 12 60 Total 4750 - Telecommunications 4,405 14 4,460
4890 - Other Community Support
4890 - Other Community Support Homeless Outreach (Move to Police) - 1 - 4890 - Other Community Support M&C Clerk Position Share Cost 2,500 1 2,500 4890 - Other Community Support Shuttle Fare 4,000 1 4,000 Total 4890 - Other Community Support 6,500 3 6,500
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 41
CITY MANAGER
Mission Statement
The City Manager is responsible for implementing the City Council’s goals and direction. The City Manager oversees policy implementation including operations, budget, personnel, and public communications and advises the City Council on all City-related matters.
Major Accomplishments in 2023-24:
Led completion of major projects including:
o Decision to procure new solid waste agreement through a competitive process o Decision to merge Fire Department with Gold Ridge Fire Protection District o Proposal to address aging infrastructure and financial challenges in enterprise funds (Water and Wastewater)
o Solicitation for new City Attorney
Developed long-term financial model for the General Fund Goals and Objectives for 2024-25:
Consolidate Public Works and Engineering Departments
Recruit and fill anticipated Department Head vacancies in Community Development, Public Works/Engineering, and Police Department
Complete performance evaluations for remaining Department Heads Negotiate agreement to consolidate Fire Department with Gold Ridge Select provider for solid waste services and negotiate an agreement City
Manager
1.00 FTE
Building Engineering Finance Fire Planning Police Public Works
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 42
EXPENSE
2023-24
Adjusted
Budget
2024-25
Proposed
Budget $ Inc/(Dec) *
Type
On-Going
One Time Explanation and Impacts
Salaries & Wages 240,000 245,000 5,000 On-Going Increase as prior budget assumed a lower amount Benefits 99,140 125,975 26,835 On-Going
The bulk of the increase is due to pension liability cost allocation; other changes mostly reflect contracted benefits (vehicle allowance and deferred compensation at $4,200 year each) and employee decision on benefit options.
Contracted Services 275,500 278,700 3,200 One Time
Carry over of contracts with R3 to support solid waste contractor procurement ($140,000), Baker Tilly for financial modeling and support ($20,200). Renewed funding for communications contract ($40,000) including newsletter, social media, and website support; consolidation of $10,000 for communications in the City Council budget with this item.
City's share of homelessness count ($500). Addition of $52,000 for analytic support which will include further work with Baker Tilly on financial modeling and advising. and possibly management review of Administrative Services Department.
Funding for analysis of fleet financing needs and opportunities for operating improvements is included in Vehicle, Equipment, Technology Reserve fund. Addition of $10,000 for facilitated performance evaluation, which is low end of cost range per three facilitators who do this work. Adding $6,000 in retroactive pay for unpaid invoice for Relaunch project upon demonstration that contract terms were met.
Services & Supplies 9,150 20,605 11,455 On-Going
Increase due to shifting of newsletter services from non-dept budget to promote clear accountability for managing this responsibility.
Equipment Rental/Maintenance 3,500 3,200 (300) On-Going Decreased in copier lease shared Conference & Training Expense 800 2,300 1,500 On-Going Training/development for City Manager Telecommunications 2,820 3,420 600 On-Going Cell phone for City Manager Allocated Insurance 41,229 39,685 (1,544) On-Going
This item reflects the costs allocation to each Department of premiums for insurance coverage such as Workers Compensation and liability. The allocation ensures that each department contributes its fair share to the insurance expenses based on an established method. For more information on the City’s insurance allocations, see the Glossary of Budget terms.
Total Expense 672,139 718,885 46,746
MATRIX SUMMARIZING BUDGET CHANGES - SUMMARY - CITY MANAGER DESCRIPTION OF CHANGES * This Column Reflects the Difference (Increase/Decrease) from the FY 23-24 Adjusted Budget to the 24-25 Proposed Budget DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 43
EXPENSE
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages 165,066 240,000 240,000 207,000 245,000 5,000 2.1% Benefits 69,439 99,140 99,140 74,168 125,975 26,835 27.1% Contracted Services 58,694 75,500 275,500 125,208 278,700 3,200 1.2% Services & Supplies 9,034 9,150 9,150 16,987 20,605 11,455 125.2% Equipment Rental/Maintenance 3,060 3,500 3,500 3,200 3,200 (300) -8.6% Conference & Training Expense 50 800 800 300 2,300 1,500 187.5% Telecommunications 3,331 2,820 2,820 3,320 3,420 600 21.3% Allocated Insurance 31,924 41,229 41,229 41,229 39,685 (1,544) -3.7% Total Expense 340,598 472,139 672,139 471,412 718,885 46,746 7.0%
SUMMARY - CITY MANAGER
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 44
City Manager
Budget Expenditures
Account Number 2022-23 Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages
4010 - Salaries - Full Time 158,282 240,000 240,000 207,000 245,000 5,000 2.1% 4017 - Salaries - COVID-19 3,035 - - - - - 0.0%
4023 - One Time Payment 3,750 - - - - - 0.0%
Total Salaries & Wages 165,066 240,000 240,000 207,000 245,000 5,000 2.1% Benefits
4105 - Medicare & Fica 2,428 3,480 3,480 3,020 3,552 72 2.1% 4106 - Vehicle Allowance - - - 1,750 4,200 4,200 0.0%
4107 - Electronic Allowance 1,800 - - 900 - - 0.0%
4110 - CalPERS Employer Rate 41,691 58,312 58,312 42,320 30,674 (27,638) -47.4% 4111 - CalPERS UAL Cost - - - - 49,995 49,995 0.0%
4121 - Deferred Compensation 3,169 - - 3,730 4,200 4,200 0.0% 4130 - Health Insurance 14,242 28,915 28,915 16,000 22,443 (6,472) -22.4% 4140 - Retiree Health Insurance OPEB 3,733 3,733 3,733 3,733 7,500 3,767 100.9% 4150 - Dental Insurance 1,349 3,164 3,164 1,500 1,839 (1,325) -41.9% 4151 - Vision Insurance 157 348 348 200 208 (140) -40.2% 4181 - Long Term Disability Insurance 589 795 795 650 795 - 0.0% 4182 - Short Term Disability Insurance 237 277 277 250 452 175 63.2% 4183 - EAP (Employee Asst Prog) 26 35 35 35 35 - 0.0%
4184 - Life Insurance 19 81 81 80 81 - 0.0%
Total Benefits 69,439 99,140 99,140 74,168 125,975 26,835 27.1% Contracted Services
4210 - Professional Contract Services 58,061 45,500 245,500 100,000 278,700 33,200 13.5% 4212 - Internet & Network /Technology Maint - - - - - - 0.0% 4230 - Recruitment Services 633 30,000 30,000 25,208 - (30,000) -100.0% Total Contracted Services 58,694 75,500 275,500 125,208 278,700 3,200 1.2% Services & Supplies
4310 - Office Supplies 73 250 250 500 250 - 0.0%
4330 - Misc Supplies & Services - - - 3,285 10,830 10,830 0.0% 4345 - Dues & Subscriptions 8,961 8,900 8,900 8,300 9,525 625 7.0% 4351 - Computer Equip (under $10 K) - - - 4,902 - - 0.0% Total Services & Supplies 9,034 9,150 9,150 16,987 20,605 11,455 125.2% Equipment Rental/Maintenance
4375 - Equipment Rental/Expenses 3,060 3,500 3,500 3,200 3,200 (300) -8.6% Total Equipment Rental/Maintenance 3,060 3,500 3,500 3,200 3,200 (300) -8.6% Conference & Training Expense
4510 - Conference & Training - 500 500 - 500 - 0.0%
4515 - Meetings & Travel 50 300 300 300 1,800 1,500 500.0% Total Conference & Training Expense 50 800 800 300 2,300 1,500 187.5% Telecommunications
4750 - Telecommunications 3,331 2,820 2,820 3,320 3,420 600 21.3% Total Telecommunications 3,331 2,820 2,820 3,320 3,420 600 21.3% Allocated Insurance
4996 - Allocated Liability Insurance 20,421 17,875 17,875 17,875 16,885 (990) -5.5% 4997 - Allocated Wrkrs Comp Insurance 11,503 23,354 23,354 23,354 22,800 (554) -2.4% Total Allocated Insurance 31,924 41,229 41,229 41,229 39,685 (1,544) -3.7% Total Operation 340,598 472,139 672,139 471,412 718,885 46,746 7.0% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 45
City Manager
Object Details
Object
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
Grand Total 301,175 77 305,025
4210 - Professional Contract Services
4210 - Professional Contract Services Holly Hanson Contract - Routine 40,000 1 40,000 4210 - Professional Contract Services Holly Hanson Contract - Special Project 10,000 1 10,000 4210 - Professional Contract Services Homeless Count 500 1 500 4210 - Professional Contract Services Facilitator (Perf Eval) 10,000 1 10,000 4211 - Professional Contract Services Analytic Support 52,000 1 52,000 4210 - Professional Contract Services R3 Contract (carryover) 140,000 1 140,000 4210 - Professional Contract Services Baker Tilly Contract (carryover) 20,200 1 20,200 4210 - Professional Contract Services Relaunch Project Retro Pay 6,000 1 6,000 Total 4210 - Professional Contract Services 278,700 8 278,700 4310 - Office Supplies
4310 - Office Supplies Routine Supplies (Paper/Calendar/Business Cards) 250 1 250 Total 4310 - Office Supplies 250 1 250
4330 - Misc Supplies & Services
4330 - Misc Supplies & Services Canon Desktop Printer Lease 65 12 780 4330 - Misc Supplies & Services Newsletter Distribution Service 4,050 1 4,050 4330 - Misc Supplies & Services Newsletter Content Creation Service 6,000 1 6,000 Total 4330 - Misc Supplies & Services 10,115 14 10,830
4345 - Dues & Subscriptions
4345 - Dues & Subscriptions
ERC (Employment Relation Consortium) LCW
Membership 900 1 900
4345 - Dues & Subscriptions RCPA Contribution 8,500 1 8,500 4345 - Dues & Subscriptions Zoom Account 125 1 125
Total 4345 - Dues & Subscriptions 9,525 3 9,525
4510 - Conference & Training
4510 - Conference & Training CM Conference 500 1 500
Total 4510 - Conference & Training 500 1 500
4515 - Meetings & Travel
4515 - Meetings & Travel CM Conference (Hotel/Airfare) 1,500 1 1,500 4515 - Meetings & Travel M&C Meetings Dinner 300 1 300
Total 4515 - Meetings & Travel 1,800 2 1,800
4750 - Telecommunications
4750 - Telecommunications Cell Phone Service 50 12 600
4750 - Telecommunications Fax Line Shared 5 12 60
4750 - Telecommunications Land Line Lease 30 12 360
4750 - Telecommunications Sonic Shared 200 12 2,400
Total 4750 - Telecommunications 285 48 3,420
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 46
CITY ATTORNEY
Mission Statement
The Office of the City Attorney provides timely, efficient and high-quality legal services, advice and support to the City Council, Board and Committees, and City staff related to the establishment, implementation, and enforcement of City policies. The City Attorney also evaluates and addresses legal issues arising out of the City’s decisions and activities to minimize the risk of liability.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 47
EXPENSE
2023-24
Adjusted
Budget
2024-25
Proposed
Budget $ Inc/(Dec) *
Type
On-Going
One Time Explanation and Impacts
Salaries & Wages - - - N/A NO CHANGE - City employee retired; Attorney Services not in contract services Benefits - - - N/A NO CHANGE - City employee retired; Attorney Services not in contract services Contracted Services 625,000 625,000 - N/A
No change to city attorney service cost. The General Attorney Services are now contracted at $350,000 with Special outside legal counsel at $275,000 budgeted (such as ACLU, well 4; Sales Tax; Personnel, etc)
Services & Supplies 600 - (600) One Time
The City has historically purchased law books because the former City Manager also served as the City Attorney. However, since that employee has retired, there is no longer a need to continue purchasing the law books.
Allocated Insurance 19,640 22,900 3,260 One Time
This item reflects the costs allocation to each Department of premiums for insurance coverage such as Workers Compensation and liability. The allocation ensures that each department contributes its fair share to the insurance expenses based on an established method. For more information on the City’s insurance allocations, see the Glossary of Budget terms.
Total Expense 645,240 647,900 2,660
* This Column Reflects the Difference (Increase/Decrease) from the FY 23-24 Adjusted Budget to the 24-25 Proposed Budget
MATRIX SUMMARIZING BUDGET CHANGES - SUMMARY - CITY ATTORNEY DESCRIPTION OF CHANGES DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 48
EXPENSE
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages 55,022 - - 141,300 - - 0.0%
Benefits 22,032 - - 147,645 - - 0.0%
Contracted Services 372,659 625,000 625,000 450,000 625,000 - 0.0% Services & Supplies 520 600 600 550 - (600) -100.0%
Allocated Insurance 11,698 19,640 19,640 19,640 22,900 3,260 16.6% Total Expense 461,932 645,240 645,240 759,135 647,900 2,660 0.4%
SUMMARY - CITY ATTORNEY
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 49
City Attorney
Budget Expenditures
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages
4010 - Salaries - Full Time 52,761 - - 138,800 - - 0.0% 4017 - Salaries - COVID-19 1,012 - - - - - 0.0%
4023 - One Time Payment 1,250 - - 2,500 - - 0.0%
Total Salaries & Wages 55,022 - - 141,300 - - 0.0%
Benefits
4105 - Accrual in Lieu - - - 110,900 - - 0.0%
4105 - Medicare & Fica 801 - - 2,020 - - 0.0%
4107 - Electronic Allowance - - - 900 - - 0.0%
4110 - CalPERS Employer Rate 14,229 - - 17,320 - - 0.0% 4121 - Deferred Compensation 1,031 - - 2,400 - - 0.0%
4130 - Health Insurance 5,194 - - 12,200 - - 0.0%
4150 - Dental Insurance 439 - - 1,050 - - 0.0%
4151 - Vision Insurance 51 - - 120 - - 0.0%
4181 - Long Term Disability Insurance 196 - - 500 - - 0.0% 4182 - Short Term Disability Insurance 77 - - 200 - - 0.0% 4183 - EAP (Employee Asst Prog) 8 - - 20 - - 0.0%
4184 - Life Insurance 6 - - 15 - - 0.0%
Total Benefits 22,032 - - 147,645 - - 0.0%
Contracted Services
4214 - Litigation Expense 372,659 625,000 625,000 450,000 625,000 - 0.0% Total Contracted Services 372,659 625,000 625,000 450,000 625,000 - 0.0% Services & Supplies
4330 - Misc Supplies & Services 520 600 600 550 - (600) -100.0% Total Services & Supplies 520 600 600 550 - (600) -100.0% Allocated Insurance
4996 - Allocated Liability Insurance 7,839 19,640 19,640 19,640 22,900 3,260 16.6% 4997 - Allocated Wrkrs Comp Insurance 3,859 - - - - - 0.0% Total Allocated Insurance 11,698 19,640 19,640 19,640 22,900 3,260 16.6% Total Operation 461,932 645,240 645,240 759,135 647,900 2,660 0.4% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 50
ASSISTANT CITY MANAGER / CITY CLERK
Mission Statement
The mission of the City Clerk Department is to provide efficient, quality services in a courteous, knowledgeable and professional manner. The City Clerk’s Office represents the “front door” of City Hall and is here to help demystify the government process. The City Clerk’s office encourages community members to have a voice in local government. The City Clerk's multi-faceted office functions have evolved in response to the needs of legislative bodies and their constituents. As Clerk to the City Council, this Office records and preserves Council proceedings and provides procedural and technical support where needed. As official record keeper, the City Clerk maintains custody of City records
*Designated Assistant City Manager holding two positions as City Clerk.
Major Accomplishments in 2023-24:
Completion and Launch of City Web Site.
Request for Proposals for City Attorney Services
Request for Proposals for Services Related to the City of Sebastopol’s Solid Waste Collection Agreement
Provide city staff with clarification of current state record retention requirements. Continue to research and cost estimate for potential implementation of an online agenda management system.
Continue to improve transparency regarding City processes through continued enhancements of the Department’s website, revising forms for online submission and improving stakeholder communication between departments and outside agencies. Continue to utilize current and upcoming technology to aide in transparency of City meetings Continued commitment to providing current and future City employees with a stable work environment including equal opportunities for learning and personal growth. Continue to increase documents available on the City’s website to improve public access to information.
Continued maintenance, support and training for the electronic campaign finance filling system Continue to build a more extensive database of City Clerk documents to reduce the number of requests for retrieval/refilling of current documents from the Vault /Filing area of city hall (archival City Council meeting folders and minutes, ordinances, resolutions, contracts) Completion of Formal Ethics Policy
Goals and Objectives for 2024-25:
Update of outdated City Council and City Manager Policies (Collaboration with New City Attorney)
Review of ACM/City Clerk Staffing
Administer municipal election for November 2024 and serve as filing officer for the City of Sebastopol for Two Seats and any Ballot Measures
Continue to work with IT on technology upgrades for this office Assistant City Manager /
City Clerk *
1.00 FTE
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 51
EXPENSE
2023-24
Adjusted
Budget
2024-25
Proposed
Budget $ Inc/(Dec) *
Type
On-Going
One Time Explanation and Impacts
Salaries & Wages 236,537 233,465 (3,072) One Time
The removal of the One-Time Payout of $2,500 reflects the distribution that occurred across all City employees. The Assistant City Manager/City Clerk opted out of this payment, which resulted in a budget reduction. It's important to note that the 2023-24 adjusted budget does not reflect the employee's voluntary six-month salary reduction of 3%, equating to a pay cut of $8,200. This reduction further evidenced in the actual expenditures for 2023-24 in the sheet titled 'budget expenditures'. Additionally, the employee's contract contains a re-opener clause, which means the final budget figures remain uncertain at this stage, as negotiations are ongoing.
Benefits 83,264 102,891 19,627 On-Going
The increase in pension amount of $20,412. There is an increase in health premiums by $1,004. The electronic allowance of $1,800 was removed and various difference of $150 other benefits. It is important to note that the 2023-24 adjusted budget does not currently reflect the employee's voluntary suspension of deferred compensation pay, which amounts to $2,300.
Contract Services 50,120 36,960 (13,160) One Time
The reduction in the Zoom Subscription by $2,275 and the removal of transcription services costing $1,020 have been noted. An additional reduction of $10,000 in Election Services, which should not negatively impact unless the City Council proposes more than one ballot measure for the November 2024 Election. This budget is strictly for the County's hard costs and does not cover consulting fees for educational purposes or for drafting ballot measures, ordinances, or staff reports.
Services and Supplies 4,660 5,540 880 On Going
This department has worked to reduce supplies. However, the budget amount has been requested to be increased due to the upcoming November 2024 Election. There will be additional supplies needed for printing of City Council Candidate Handbooks and election materials. This $800 increase covers paper, printing, binding, etc.
Equipment Rental/Maintenance 3,500 3,500 - N/A NO CHANGE Conferences and Trainings 3,850 2,225 (1,625) One Time
The budget has been adjusted by removing the costs associated with attending one conference. The initial estimate for the registration fee in the FY23-24 budget was $500, but the actual expense was $600, in addition to $1,275 for hotel, airfare, and mileage. While the Clerk typically participates in two major conferences annually, the current fiscal emergency has led to the recommendation of attending only one. The removal of one conference for the CAL Cities City Clerks could result in a shortfall in training, potentially missing updates on critical election laws, which may expose the City to litigation risks depending on the issue.
Telecommunications 2,910 2,910 - N/A NO CHANGE
Allocated Insurance 41,904 43,280 1,376 On-Going
This item reflects the costs allocation to each Department of premiums for insurance coverage such as Workers Compensation and liability. The allocation ensures that each department contributes its fair share to the insurance expenses based on an established method. For more information on the City’s insurance allocations, see the Glossary of Budget terms.
Total Expense 426,745 430,771 4,026
* This Column Reflects the Difference (Increase/Decrease) from the FY 23-24 Adjusted Budget to the 24-25 Proposed Budget MATRIX SUMMARIZING BUDGET CHANGES - SUMMARY - ASSISTANT CITY MANAGER | CITY CLERK DESCRIPTION OF CHANGES DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 52
EXPENSE 2022-23 Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages 226,113 236,537 236,537 225,800 233,465 (3,072) -1.3% Benefits 82,951 83,264 83,264 82,603 102,891 19,627 23.6% Contracted Services 72,918 50,120 50,120 42,500 36,960 (13,160) -26.3% Services & Supplies 4,612 4,660 4,660 5,000 5,540 880 18.9% Equipment Rental/Maintenance 3,060 3,500 3,500 3,050 3,500 - 0.0% Conference & Training Expense 387 3,850 3,850 500 2,225 (1,625) -42.2% Telecommunications 2,454 2,910 2,910 2,500 2,910 - 0.0% Allocated Insurance 32,222 41,904 41,904 41,904 43,280 1,376 3.3% Total Expense 424,717 426,745 426,745 403,857 430,771 4,026 0.9% SUMMARY - ASSISTANT CITY MANAGER | CITY CLERK
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 53
Assistant City Manager | City Clerk
Budget Expenditures
Account Number 2022-23 Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages
4010 - Salaries - Full Time 220,814 234,037 234,037 225,800 233,465 (572) -0.2% 4011 - Salaries - Part Time 300 - - - - - 0.0%
4023 - One Time Payment 5,000 2,500 2,500 - - (2,500) -100.0% Total Salaries & Wages 226,113 236,537 236,537 225,800 233,465 (3,072) -1.3% Benefits
4105 - Medicare & Fica 3,316 3,394 3,394 3,300 3,385 (8) -0.2% 4106 - Vehicle Allowance - - - - - - 0.0%
4107 - Electronic Allowance 1,800 1,800 1,800 750 - (1,800) -100.0% 4110 - CalPERS Employer Rate 57,990 57,568 57,568 60,900 29,230 (28,338) -49.2% 4111 - CalPERS UAL Cost - - - - 48,750 48,750 0.0%
4121 - Deferred Compensation 4,200 4,200 4,200 1,933 4,200 - 0.0% 4130 - Health Insurance 9,662 10,217 10,217 9,800 11,221 1,004 9.8% 4140 - Retiree Health Insurance OPEB 3,733 3,700 3,700 3,700 3,700 - 0.0% 4150 - Dental Insurance 934 933 933 920 961 28 3.0%
4151 - Vision Insurance 101 108 108 100 101 (7) -6.3%
4181 - Long Term Disability Insurance 785 795 795 785 795 - 0.0% 4182 - Short Term Disability Insurance 314 432 432 300 431 (1) -0.3% 4183 - EAP (Employee Asst Prog) 34 35 35 35 35 - 0.0%
4184 - Life Insurance 81 81 81 80 81 - 0.0%
Total Benefits 82,951 83,264 83,264 82,603 102,891 19,627 23.6% Contracted Services
4210 - Professional Contract Services 56,778 10,120 10,120 2,500 6,960 (3,160) -31.2% 4212 - Internet & Network /Technology Maint - - - - - - 0.0% 4270 - Elections 16,139 40,000 40,000 40,000 30,000 (10,000) -25.0% Total Contracted Services 72,918 50,120 50,120 42,500 36,960 (13,160) -26.3% Services & Supplies
4310 - Office Supplies 2,278 2,500 2,500 2,500 1,900 (600) -24.0% 4330 - Misc Supplies & Services 175 500 500 - 1,280 780 156.0% 4340 - Postage & Printing 9 100 100 - - (100) -100.0%
4345 - Dues & Subscriptions 2,149 1,560 1,560 2,500 2,360 800 51.3% Total Services & Supplies 4,612 4,660 4,660 5,000 5,540 880 18.9% Equipment Rental/Maintenance
4375 - Equipment Rental/Expenses 3,060 3,500 3,500 3,050 3,500 - 0.0% Total Equipment Rental/Maintenance 3,060 3,500 3,500 3,050 3,500 - 0.0% Conference & Training Expense
4510 - Conference & Training 264 1,600 1,600 - 800 (800) -50.0% 4515 - Meetings & Travel 123 2,250 2,250 500 1,425 (825) -36.7% Total Conference & Training Expense 387 3,850 3,850 500 2,225 (1,625) -42.2% Telecommunications
4750 - Telecommunications 2,454 2,910 2,910 2,500 2,910 - 0.0% Total Telecommunications 2,454 2,910 2,910 2,500 2,910 - 0.0% Allocated Insurance
4996 - Allocated Liability Insurance 15,969 19,130 19,130 19,130 21,055 1,925 10.1% 4997 - Allocated Wrkrs Comp Insurance 16,253 22,774 22,774 22,774 22,225 (549) -2.4% Total Allocated Insurance 32,222 41,904 41,904 41,904 43,280 1,376 3.3% Total Operation 424,717 426,745 426,745 403,857 430,771 4,026 0.9% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 54
Assistant City Manager | City Clerk
Object Details
Object
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
Grand Total 44,720 45 47,635
4210 - Professional Contract Services
4210 - Professional Contract Services Annual Muni-Code Updates 5,000 1 5,000 4210 - Professional Contract Services Annual Zoom Contract 125 1 125 4210 - Professional Contract Services Granicus Contract 1,835 1 1,835 Total 4210 - Professional Contract Services 6,960 3 6,960 4270 - Elections
4270 - Elections 1 Ballot Measure 14,500 1 14,500
4270 - Elections 2 Council Seats 15,000 1 15,000
4270 - Elections Election Materials 500 1 500
Total 4270 - Elections 30,000 3 30,000
4310 - Office Supplies
4310 - Office Supplies
Misc Routine Supplies (tapes/labels/folders/paper
allocation) 1,900 1 1,900
Total 4310 - Office Supplies 1,900 1 1,900
4330 - Misc Supplies & Services
4330 - Misc Supplies & Services Canon Copier Lease 65 12 780 4330 - Misc Supplies & Services Clerk/Notary Supplies 500 1 500 Total 4330 - Misc Supplies & Services 565 13 1,280
4345 - Dues & Subscriptions
4345 - Dues & Subscriptions Adobe 300 1 300
4345 - Dues & Subscriptions Annual Code Publishing 1,100 1 1,100 4345 - Dues & Subscriptions CCAC (City Clerks Association of California) 125 1 125 4345 - Dues & Subscriptions Doodle Subscription 345 1 345 4345 - Dues & Subscriptions
ICMA (International City/County Management
Association) 200 1 200
4345 - Dues & Subscriptions IIMC (Internation Institute of Municipal Clerks) 215 1 215 4345 - Dues & Subscriptions
MMANC (Municipal Management Association of
Northern California) 75 1 75
Total 4345 - Dues & Subscriptions 2,360 7 2,360
4510 - Conference & Training
4510 - Conference & Training League of California City Annual Clerk Conference 500 1 500 4510 - Conference & Training Other Various Webinar 300 1 300 Total 4510 - Conference & Training 800 2 800
4515 - Meetings & Travel
4515 - Meetings & Travel Clerks Conference (Air/Hotel) 1,275 1 1,275 4515 - Meetings & Travel M&C Meeting Dinner ($50 x 3) 150 1 150 Total 4515 - Meetings & Travel 1,425 2 1,425
4750 - Telecommunications
4750 - Telecommunications Fax Line Shared 150 1 150
4750 - Telecommunications Land Line Phone Allocation 360 1 360 4750 - Telecommunications Sonic Shared 200 12 2,400
Total 4750 - Telecommunications 710 14 2,910
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 55
ADMINISTRATIVE SERVICES (FINANCE) DEPARTMENT
Mission Statement
The Department of Administrative Services is responsible for the divisions of Finance & Accounting, Budgeting, Human Resources and Information Technology.
1. Finance & Accounting – Performing the accounting for all of the City’s financial transactions and coordinating preparation of the annual audit.
2. Budgeting - Coordinating the annual operating and capital budget process, including the development of the fee schedule, assist departments with reports and analysis to ensure expenditures are within budgeted appropriations. Track and report on budget status to City Council.
3. Human Resources - Process bi-weekly payroll for all City employees, reporting and paying tax obligations, and completing all reporting requirements.
4. Information Technology - Work collaboratively with all City departments to deliver the IT services and infrastructure.
Major Accomplishments in 2023-24:
Filled the Accountant position
Completed Cost Allocation Plan (CAP)
Created a 115 Pension Trust to improve returns from funds set aside for future retirement costs Supported Public Works & Engineering with water and sewer rate study Transitioned citywide email domain name from dot.org to dot.gov for security reasons Continue to be the recipient of the Distinguished Budget Presentation Award Continue to be recipient of Certificate of Achievement for Excellence in Financial Reporting Goals and Objectives for 2024-25:
Prepare an RFP for audit services
In coordination with the City Manager, provide administrative support of sales tax measure Explore auditing to ensure compliance with business license requirements Continue to be recipient of Certificate of Achievement for Excellence in Financial Reporting Improve budget tracking and reporting to City Council Administrative Services
Director
1.00 FTE
Accountant/Analyst
(Confidential)
1.00 FTE
Administrative Technician
1.00 FTE
Accountant
1.00 FTE
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 56
EXPENSE
2023-24
Adjusted
Budget
2024-25
Proposed
Budget $ Inc/(Dec) *
Type
On-Going
One Time Explanation and Impacts
Salaries & Wages 497,993 493,652 (4,342) One Time
Increase in staff salaries due to step increments and longevity incentive $5,533. Conversely, there will be a decrease in one-time payouts $9,875 that are not anticipated for FY24-25.
Benefits 252,886 313,692 60,806 On-Going
The pension costs increased total $49,521. Additionally, there have been various adjustments in other benefits, resulting in a net decrease of $151. Health premiums have also seen an increase, amounting to $11,226.
Contracted Services 441,400 381,884 (59,516) One Time
A reallocation from the non-departmental budget for property tax service to more accurately reflect where expenses are incurred, adding $25,000.
An adjustment to reflect actual expenses previously under-budgeted for software maintenance, adding $10,000.
An increase in routine ongoing technology maintenance totaling $5,784.
An additional $3,000 expense for one staff person with promising leadership potential to attend the regional Marin-Sonoma Leadership Academy, a program designed for up and coming local government staff. The individual will be chosen by the Department Heads. The Academy is based on a model adopted in much of the Bay Area and is led by some of the top trainers in local government leadership development. This is an example of a shared services model where multiple cities combine efforts.
There are no outside funds available to cover expenses.
A job posting portal expense that was previously not budgeted, totaling $800.
Decreases:
A full cost allocation study is to be completed every three years, resulting in a saving of $42,600.
The creation of the 115 Trust in FY 23-24 eliminates the need for this expense, saving $15,000.
The number of ballot measure expenses charged in this budget has been reduced from three to one, saving $45,000.
A reduction in sales tax audit expenses based on actual costs, saving $1,500.
Technology Maintenance 47,400 60,100 12,700 One Time An increase in technology maintenance including website plugin features and on going maintenance totaling $12,700.
Services & Supplies 31,715 22,715 (9,000) One Time
The purchase of the City Hall server, initially planned for FY23-24, will not be required for another 5-7 years, leading to a cost saving of $12,000. Furthermore, the paper shredding services for City Hall, previously categorized under non-departmental, will now be allocated to the administrative service department, amounting to $2,400. Plus various increase in dues and subscription of $600.
Equipment Rental/Maintenance 7,300 8,140 840 On Going
The budget reflects an increase for the printer lease by $960 and for the postage machine lease by $200. Conversely, there is a decrease in the shared lease cost for the copier by $320.
Conference & Training Expense 3,250 3,050 (200) One Time The slight budget cut is due to fewer online webinars, aiming for more impactful online interactions. The department continues to request for the routine annual finance conference attendance to remain current on finance issues.
Telecommunications 6,740 6,740 - N/A NO CHANGE
Allocated Insurance 112,496 107,550 (4,946) On-Going
This item reflects the costs allocation to each Department of premiums for insurance coverage such as Workers Compensation and liability. The allocation ensures that each department contributes its fair share to the insurance expenses based on an established method. For more information on the City’s insurance allocations, see the Glossary of Budget terms.
Total Expense 1,401,180 1,397,523 (3,657)
* This Column Reflects the Difference (Increase/Decrease) from the FY 23-24 Adjusted Budget to the 24-25 Proposed Budget
MATRIX SUMMARIZING BUDGET CHANGES - SUMMARY - ADMINISTRATIVE SERIVCES DESCRIPTION OF CHANGES DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 57
EXPENSE
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages 390,733 497,993 497,993 414,100 493,652 (4,342) -0.9% Benefits 227,184 252,886 252,886 211,587 313,692 60,806 24.0% Contracted Services 442,528 441,400 441,400 484,625 381,884 (59,516) -13.5% Technology Maintenance 38,914 47,400 47,400 47,400 60,100 12,700 26.8% Services & Supplies 22,061 31,715 31,715 42,850 22,715 (9,000) -28.4% Equipment Rental/Maintenance 7,292 7,300 7,300 7,070 8,140 840 11.5% Conference & Training Expense 4,042 3,250 3,250 2,415 3,050 (200) -6.2% Telecommunications 5,941 6,740 6,740 6,000 6,740 - 0.0% Allocated Insurance 80,111 112,496 112,496 112,496 107,550 (4,946) -4.4% Total Expense 1,218,805 1,401,180 1,401,180 1,328,543 1,397,523 (3,657) -0.3%
SUMMARY - ADMINISTRATIVE SERVICES
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 58
Administrative Services
Budget Expenditures
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages
4010 - Salaries - Full Time 363,304 488,118 488,118 407,500 493,652 5,533 1.1% 4011 - Salaries - Part Time 7,518 - - - - - 0.0%
4012 - Overtime 305 - - 100 - - 0.0%
4017 - Salaries - COVID-19 6,071 - - - - - 0.0%
4023 - One Time Payment 14,750 9,875 9,875 7,500 - (9,875) -100.0% 4990 - Contra-Salaries/Projects (1,215) - - (1,000) - - 0.0% Total Salaries & Wages 390,733 497,993 497,993 414,100 493,652 (4,342) -0.9% Benefits
4104 - Accrual in Lieu - - - 1,004 - - 0.0%
4105 - Medicare & Fica 5,708 7,078 7,078 6,200 7,158 80 1.1% 4110 - CalPERS Employer Rate 123,863 106,673 106,673 100,200 52,438 (54,235) -50.8% 4111 - CalPERS UAL Cost - - - - 103,756 103,756 0.0%
4130 - Health Insurance 80,672 114,214 114,214 86,600 125,440 11,226 9.8% 4140 - Retiree Health Insurance OPEB 3,733 7,600 7,600 3,733 7,600 - 0.0% 4150 - Dental Insurance 9,346 12,498 12,498 9,800 12,872 375 3.0% 4151 - Vision Insurance 994 1,375 1,375 1,100 1,363 (12) -0.8% 4181 - Long Term Disability Insurance 1,866 2,084 2,084 1,950 1,690 (394) -18.9% 4182 - Short Term Disability Insurance 663 901 901 750 911 10 1.1% 4183 - EAP (Employee Asst Prog) 101 140 140 100 140 - 0.0% 4184 - Life Insurance 239 324 324 150 324 - 0.0%
Total Benefits 227,184 252,886 252,886 211,587 313,692 60,806 24.0% Contracted Services
4210 - Professional Contract Services 346,643 352,900 352,900 397,800 269,884 (83,016) -23.5% 4211 - Banking Fees 20,618 22,000 22,000 22,000 22,000 - 0.0% 4212 - Internet & Network /Technology Maint 38,914 47,400 47,400 47,400 60,100 12,700 26.8% 4220 - Audit & Accounting Services 43,079 46,000 46,000 40,000 46,000 - 0.0% 4221 - Property Tax Services - - - - 25,000 25,000 0.0% 4222 - Sales Tax Audit 3,016 5,500 5,500 3,500 4,000 (1,500) -27.3% 4223 - UUT Audit 25,000 15,000 15,000 15,000 15,000 - 0.0% 4230 - Recruitment Services 4,172 - - 6,325 - - 0.0%
Total Contracted Services 481,442 488,800 488,800 532,025 441,984 (46,816) -9.6% Services & Supplies
4300 - Short/Over (19) - - - - - 0.0%
4310 - Office Supplies 4,788 3,850 3,850 3,850 3,850 - 0.0% 4330 - Misc Supplies & Services 8,437 3,500 3,500 5,000 5,900 2,400 68.6% 4340 - Postage & Printing 2,744 6,600 6,600 6,000 6,600 - 0.0% 4345 - Dues & Subscriptions 5,386 5,765 5,765 13,000 6,365 600 10.4% 4351 - Computer Equip (under $10 K) 725 12,000 12,000 15,000 - (12,000) -100.0% Total Services & Supplies 22,061 31,715 31,715 42,850 22,715 (9,000) -28.4% Equipment Rental/Maintenance
4375 - Equipment Rental/Expenses 7,292 7,300 7,300 7,070 8,140 840 11.5% Total Equipment Rental/Maintenance 7,292 7,300 7,300 7,070 8,140 840 11.5% Conference & Training Expense
4510 - Conference & Training 3,029 1,750 1,750 715 1,250 (500) -28.6% 4515 - Meetings & Travel 1,013 1,500 1,500 1,700 1,800 300 20.0% Total Conference & Training Expense 4,042 3,250 3,250 2,415 3,050 (200) -6.2% Telecommunications
4750 - Telecommunications 5,941 6,740 6,740 6,000 6,740 - 0.0% Total Telecommunications 5,941 6,740 6,740 6,000 6,740 - 0.0% Allocated Insurance
4996 - Allocated Liability Insurance 44,988 64,030 64,030 64,030 60,265 (3,765) -5.9% 4997 - Allocated Wrkrs Comp Insurance 35,123 48,466 48,466 48,466 47,285 (1,181) -2.4% Total Allocated Insurance 80,111 112,496 112,496 112,496 107,550 (4,946) -4.4% Total Operation 1,218,805 1,401,180 1,401,180 1,328,543 1,397,523 (3,657) -0.3% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 59
Administrative Services
Object Details
Object
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
Grand Total 297,785 130 313,645
4210 - Professional Contract Services
4210 - Professional Contract Services IT Contract 64,084 1 64,084 4210 - Professional Contract Services Human Resource Contract 85,000 1 85,000 4210 - Professional Contract Services Labor Negotiation Contract 30,000 1 30,000 4210 - Professional Contract Services Ballot Measure/Poll/Strategist 15,000 1 15,000 4210 - Professional Contract Services Business License Annual Maintenance 10,000 1 10,000 4210 - Professional Contract Services Springbrook Annual Maintenance 35,000 1 35,000 4210 - Professional Contract Services Springbrook Budget Module Maintenance 10,000 1 10,000 4210 - Professional Contract Services CalOPPS Recruitment Annual Contract 4,000 1 4,000 4210 - Professional Contract Services Express Evaluation 2,500 1 2,500 4210 - Professional Contract Services Government Job Posting Annual Contract 800 1 800 4210 - Professional Contract Services CAP/UFS Annual Updates 10,500 1 10,500 4210 - Professional Contract Services Leadership Training 3,000 1 3,000 Total 4210 - Professional Contract Services 269,884 12 269,884 4211 - Banking Fees
4211 - Banking Fees
Annual Banking Fee for merchant credit cards and
cash/check 22,000 1 22,000
Total 4211 - Banking Fees 22,000 1 22,000
4212 - Internet & Network /Technology Maint
4212 - Internet & Network /Technology Maint Connect-wise 24/7 Monitoring Alerts 23,500 1 23,500 4212 - Internet & Network /Technology Maint Licensing Renewal 3,500 1 3,500 4212 - Internet & Network /Technology Maint O365 Service 12,000 1 12,000 4212 - Internet & Network /Technology Maint Offsite Hosting Backup Support (Barracuda) 4,000 1 4,000 4212 - Internet & Network /Technology Maint Website Plug in 4,000 1 4,000 4212 - Internet & Network /Technology Maint Website Maintenance 12,600 1 12,600 4212 - Internet & Network /Technology Maint
Website Notification Features (Text/Email
Messages) 500 1 500
Total 4212 - Internet & Network /Technology Maint 60,100 7 60,100 4220 - Audit & Accounting Services
4220 - Audit & Accounting Services Annual Audit 25,000 1 25,000 4220 - Audit & Accounting Services Annual OPEB Calculations (GASB75) 5,000 1 5,000 4220 - Audit & Accounting Services Annual Stats Section Tables 4,000 1 4,000 4220 - Audit & Accounting Services Annual Pension Calculations (GASB-68) 5,000 1 5,000 4220 - Audit & Accounting Services Annual Debt Calculation (GASB-96) 7,000 1 7,000 Total 4220 - Audit & Accounting Services 46,000 5 46,000 4221 - Property Tax Services
4221 - Property Tax Services Property Tax Services 25,000 1 25,000 Total 4221 - Property Tax Services 25,000 1 25,000
4222 - Sales Tax Audit
4222 - Sales Tax Audit Annual Sales Tax Audit 4,000 1 4,000 Total 4222 - Sales Tax Audit 4,000 1 4,000
4223 - UUT Audit
4223 - UUT Audit Annual UUT Audit 15,000 1 15,000
Total 4223 - UUT Audit 15,000 1 15,000
4310 - Office Supplies
4310 - Office Supplies
Routine Supplies (Paper, Toners, Calendars, Banker
Boxes 2,500 1 2,500
4310 - Office Supplies Secured Envelops 1,000 1 1,000
4310 - Office Supplies Various Annual Tax Forms (W2 & 1099) 350 1 350 Total 4310 - Office Supplies 3,850 3 3,850
4330 - Misc Supplies & Services
4330 - Misc Supplies & Services Annual Budget Book Printing 2,000 1 2,000 4330 - Misc Supplies & Services GFOA Award Submission Fees 1,000 1 1,000 4330 - Misc Supplies & Services PO Box Renewal 500 1 500 4330 - Misc Supplies & Services Shredding Services 2,400 1 2,400 Total 4330 - Misc Supplies & Services 5,900 4 5,900
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 60
Administrative Services
Object Details
Object
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
4340 - Postage & Printing
4340 - Postage & Printing Annual BL Mailing 2,200 1 2,200 4340 - Postage & Printing Bi-weekly AP Checks Mailing 2,200 1 2,200 4340 - Postage & Printing Late Notices Mailing 2,200 1 2,200 Total 4340 - Postage & Printing 6,600 3 6,600
4345 - Dues & Subscriptions
4345 - Dues & Subscriptions Adobe Annual Subscription (7) 200 7 1,400 4345 - Dues & Subscriptions Annual DocuSign Subscription (5 seats) 650 5 3,250 4345 - Dues & Subscriptions CalGovHR Annual Membership (1) 65 1 65 4345 - Dues & Subscriptions COBRA Annual Subscription 850 1 850 4345 - Dues & Subscriptions CSMFO Annual Membership (2) 150 2 300 4345 - Dues & Subscriptions GFOA Annual Membership (1) 200 1 200 4345 - Dues & Subscriptions MMANC Membership 100 1 100
4345 - Dues & Subscriptions PARM Membership 300 1 300
Total 4345 - Dues & Subscriptions 2,515 19 6,465
4351 - Computer Equip (under $10 K)
4351 - Computer Equip (under $10 K) DC1/DC1/DC4 (Fire) - 0 - Total 4351 - Computer Equip (under $10 K) - 0 -
4375 - Equipment Rental/Expenses
4375 - Equipment Rental/Expenses Insert Machine Lease 400 4 1,600 4375 - Equipment Rental/Expenses Postage Machine Lease 600 4 2,400 4375 - Equipment Rental/Expenses Copier Lease Shared 265 12 3,180 4375 - Equipment Rental/Expenses Printer Lease 960 1 960 Total 4375 - Equipment Rental/Expenses 2,225 21 8,140
4510 - Conference & Training
4510 - Conference & Training CSMFO Conference 750 1 750 4510 - Conference & Training Various online/webinar training + chapter meetings 500 1 500 Total 4510 - Conference & Training 1,250 2 1,250
4515 - Meetings & Travel
4515 - Meetings & Travel Airfare 250 1 250
4515 - Meetings & Travel CSMFO Hotel 1,300 1 1,300
4515 - Meetings & Travel Meals 100 1 100
4515 - Meetings & Travel Mileage Reimbursement 150 1 150 Total 4515 - Meetings & Travel 1,800 4 1,800
4750 - Telecommunications
4750 - Telecommunications Annual Cell Phone Service 60 12 720 4750 - Telecommunications Annual Desk Phone Contract 265 12 3,180 4750 - Telecommunications
eFax Secured Fax Line Service for HR Confidential
Matters 20 12 240
4750 - Telecommunications Sonic Internet (Shared Allocation) 200 12 2,400 4750 - Telecommunications Zoom Conference Service 200 1 200 Total 4750 - Telecommunications 745 49 6,740
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 61
PLANNING DEPARTMENT
Mission Statement
Major Accomplishments in 2023-24:
Completed implementation of projects funded by $165,000 State SB2 (Senate Bill 2) and $65,000 LEAP planning grants
Adopted Objective Design Guidelines
Adopted Vehicle Mile Travel (VMT) standards
Applied for and received $250,000 Association of Bay Area Government (ABAG) grant to initiate Sixth Cycle Housing Element implementation project. Received $230,000 Caltrans Sustainable Transportation Grant Completed new call for public art at Joe Rodota Trail trailhead marking the south entry to Downtown Sebastopol.
Goals and Objectives for 2024-25:
Adopt Updated Subdivision Ordinance that addresses new State Law “SB9” to provide standards for single family zoning lot splits
Complete and Adopt Bicycle and Pedestrian Master Plan Update Contract and begin work on Caltrans Sustainable Transportation Grant Contract and begin work on ABAG grant to review zoning requirements along Highway 116 and revitalization planning for Redwood Marketplace
Recruit Community Development Director
Community Development
Director
1.00 FTE
Associate Planner
1.00 FTE
Planning Technician
1.00 FTE
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 62
EXPENSE
2023-24
Adjusted
Budget
2024-25
Proposed
Budget $ Inc/(Dec) *
Type
On-Going
One Time Explanation and Impacts
Salaries & Wages 367,884 252,384 (115,500) One Time
The net decrease can be attributed to the following factors: The removal of the One-Time Payout $7,500, which is not anticipated to occur in FY24-25. The FY23-24 budget accounted for a higher starting salary, but the new hire is at a lower step $16,200. There was no budget allocation for project reimbursements previously. In FY24-25, there will be an accounting for reimbursements for staff charges to development projects $21,000, based on typical staff reimbursement costs from development review processing. Additionally, there is expected to be reimbursements for staff work on grant applications $70,800. It's important to note these reimbursements are contingent upon staff capacity in relation to other project assignments, as well as the volume and type of development applications received by the City. The reorganization of the City's boards, committees, and commissions, resulting in consolidation and/or fewer meetings that staff needs to support would free up staff capacity to take on this work.
Benefits 134,278 177,302 43,024 On-Going
Increase in pension liablity of $48,620. Decrease in health premiums cost of $4,197 due to insurance coverage tier for individual and the remainder is attributed to decrease in other benefits amount to $1,512 Contracted Services 55,340 154,270 98,930 On-Going
The estimated net increase is due primarily to the following:
- A carryover of the EIFD contract, amounting to $50,000 (County funds, but a City expenditiure); Recruitment Services in the amount of $5,000; Arborist Services in the amount of $2,500; and retaining $22,000 from the Housing Linkage Fund for monitoring of affordable housing contracts for "rental" housing units and $50,000 from the Inclusionary Housing Fund for monitoring of "ownership" affordable housing units, using Contract Services that may include a legal aid housing registry program.
- A decrease in the local hazard mitigation plan review by $11,300 (transferred to Building from Planning); and a reduction in outreach support by $2,000.
Services & Supplies 12,700 11,750 (950) On-Going Anticipated reduction in use of office supplies.
Equipment Rental/Maintenance 3,500 3,050 (450) On-Going Based on review of actual charges incurred for shared use of office equipment, e.g., copy machine.
Conference & Training Expense 2,100 1,075 (1,025) On-Going Reduced attendance of staff to 3-4 total online training sessions, e.g., CEQA Update, for a staff of three.
Telecommunications 3,500 3,200 (300) On-Going Based on review of actual charges incurred for shared use of phone system.
Allocated Insurance 64,154 63,395 (759) On-Going
This item reflects the costs allocation to each Department of premiums for insurance coverage such as Workers Compensation and liability. The allocation ensures that each department contributes its fair share to the insurance expenses based on an established method. For more information on the City’s insurance allocations, see the Glossary of Budget terms.
Total Expense 643,456 666,426 22,970
* This Column Reflects the Difference (Increase/Decrease) from the FY 23-24 Adjusted Budget to the 24-25 Proposed Budget
MATRIX SUMMARIZING BUDGET CHANGES - SUMMARY - PLANNING DESCRIPTION OF CHANGES DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 63
EXPENSE
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages 208,753 367,884 367,884 319,750 252,384 (115,500) -31.4% Benefits 109,666 134,278 134,278 109,562 177,302 43,024 32.0% Contracted Services 207,368 55,340 55,340 28,750 154,270 98,930 178.8% Services & Supplies 10,673 12,700 12,700 13,468 11,750 (950) -7.5% Equipment Rental/Maintenance 3,220 3,500 3,500 3,050 3,050 (450) -12.9% Conference & Training Expense 1,060 2,100 2,100 500 1,075 (1,025) -48.8% Telecommunications 5,927 3,500 3,500 3,200 3,200 (300) -8.6% Allocated Insurance 49,448 64,154 64,154 64,154 63,395 (759) -1.2% Total Expense 596,114 643,456 643,456 542,434 666,426 22,970 3.6%
SUMMARY - PLANNING
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 64
Planning
Budget Expenditures
Account Number 2022-23 Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages
4010 - Salaries - Full Time 250,053 356,384 356,384 338,000 340,184 (16,200) -4.5% 4011 - Salaries - Part Time 9,240 - - - - - 0.0%
4012 - Overtime 2,956 4,000 4,000 4,250 4,000 - 0.0%
4023 - One Time Payment 15,000 7,500 7,500 2,500 - (7,500) -100.0% 4990 - Staff Time Projects Reimbursement (68,497) - - (25,000) (91,800) (91,800) 0.0% Total Salaries & Wages 208,753 367,884 367,884 319,750 252,384 (115,500) -31.4% Benefits
4104 - Accrual in Lieu 296 - - - - - 0.0%
4105 - Medicare & Fica 4,615 5,168 5,168 4,815 4,933 (235) -4.5% 4110 - CalPERS Employer Rate 56,691 60,042 60,042 60,042 34,427 (25,615) -42.7% 4111 - CalPERS UAL Cost - - - - 74,235 74,235 0.0%
4130 - Health Insurance 40,112 58,338 58,338 37,000 54,141 (4,197) -7.2% 4140 - Retiree Health Insurance OPEB 1,184 1,600 1,600 1,600 1,600 - 0.0% 4150 - Dental Insurance 4,302 5,883 5,883 3,375 5,181 (702) -11.9% 4151 - Vision Insurance 481 660 660 400 418 (242) -36.7% 4181 - Long Term Disability Insurance 1,220 1,582 1,582 1,450 1,392 (190) -12.0% 4182 - Short Term Disability Insurance 504 658 658 550 627 (31) -4.7% 4183 - EAP (Employee Asst Prog) 85 105 105 105 105 - 0.0% 4184 - Life Insurance 175 243 243 225 243 - 0.0%
Total Benefits 109,666 134,278 134,278 109,562 177,302 43,024 32.0% Contracted Services
4210 - Professional Contract Services 178,745 52,840 52,840 26,000 147,470 94,630 179.1% 4211 - Banking Fees 33 - - - - - 0.0%
4212 - Internet & Network /Technology Maint 4,864 - - - - - 0.0% 4214 - Litigation Expense 30 - - 950 - - 0.0%
4226 - Façade Improvement Programs 17,500 - - - - - 0.0% 4230 - Recruitment Services 2,082 - - - 5,000 5,000 0.0% 4250 - Publications/Legal Notices 4,114 2,500 2,500 1,800 1,800 (700) -28.0% Total Contracted Services 207,368 55,340 55,340 28,750 154,270 98,930 178.8% Services & Supplies
4310 - Office Supplies 863 3,000 3,000 2,800 1,200 (1,800) -60.0% 4330 - Misc Supplies & Services 217 - - 68 250 250 0.0% 4340 - Postage & Printing 1,147 1,000 1,000 1,900 1,600 600 60.0% 4345 - Dues & Subscriptions 8,446 8,700 8,700 8,700 8,700 - 0.0% Total Services & Supplies 10,673 12,700 12,700 13,468 11,750 (950) -7.5% Equipment Rental/Maintenance
4375 - Equipment Rental/Expenses 3,220 3,500 3,500 3,050 3,050 (450) -12.9% Total Equipment Rental/Maintenance 3,220 3,500 3,500 3,050 3,050 (450) -12.9% Conference & Training Expense
4510 - Conference & Training 850 1,500 1,500 400 975 (525) -35.0% 4515 - Meetings & Travel 210 600 600 100 100 (500) -83.3% Total Conference & Training Expense 1,060 2,100 2,100 500 1,075 (1,025) -48.8% Telecommunications
4750 - Telecommunications 5,927 3,500 3,500 3,200 3,200 (300) -8.6% Total Telecommunications 5,927 3,500 3,500 3,200 3,200 (300) -8.6% Allocated Insurance
4996 - Allocated Liability Insurance 25,551 29,475 29,475 29,475 29,550 75 0.3% 4997 - Allocated Wrkrs Comp Insurance 23,897 34,679 34,679 34,679 33,845 (834) -2.4% Total Allocated Insurance 49,448 64,154 64,154 64,154 63,395 (759) -1.2% Total Operation 596,114 643,456 643,456 542,434 666,426 22,970 3.6% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 65
Planning
Object Details
Object
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
Grand Total 155,780 35 157,495
4990 - Staff Time Project Reimbursement
4990 - Staff Time Project Reimb
Main Street STG Planning and Redesign Project (note:
total grant $230,178, FY24-25 $13K) (3,178) 1 (3,178)
4990 - Staff Time Project Reimb
Main Street Planning and Redesign Project (note: this
is not a CIP but in Planning project budget-local match $30,000) (19,822) 1 (19,822)
4990 - Staff Time Project Reimb
Active Transporation Plan Update (Planning project
budget-local share $7,800) (7,800) 1 (7,800)
4990 - Staff Time Project Reimb PDA Land Use Housing Project Staff Time (40,000) 1 (40,000) 4990 - Staff Time Project Reimb Various Developer Deposit Accounts (21,000) 1 (21,000) Total 4990 - Staff Time Project Reimb (91,800) 5 (91,800) 4210 - Professional Contract Services
4210 - Professional Contract Services City Arborist 2,400 1 2,400 4210 - Professional Contract Services Affordable Housing Monitoring (Rental) 22,000 1 22,000 4211 - Professional Contract Services Affordable Housing Monitoring (Ownership) 50,000 1 50,000 4210 - Professional Contract Services
Tech Support - Planning Commission Meetings (PCA
only) 18,700 1 18,700
4210 - Professional Contract Services Vacation rental compliance contract 3,500 1 3,500 4210 - Professional Contract Services Tree deposits relinquished (per tree) 75 12 900 4210 - Professional Contract Services EIFD Contract (carryover) 49,970 1 49,970 Total 4210 - Professional Contract Services 146,645 18 147,470 4330 - Misc Supplies & Services
4330 - Misc Supplies & Services Business cards 50 2 100 4330 - Misc Supplies & Services Name plaques for new board/commission members 50 3 150 Total 4330 - Misc Supplies & Services 100 5 250
4345 - Dues & Subscriptions
4345 - Dues & Subscriptions American Planning Association, AEP, etc. 1,500 1 1,500 4345 - Dues & Subscriptions LAFCO 7,200 1 7,200
Total 4345 - Dues & Subscriptions 8,700 2 8,700
4510 - Conference & Training
4510 - Conference & Training Planning Commissioner training/SSU conference 35 5 175 4510 - Conference & Training Staff training 200 4 800
Total 4510 - Conference & Training 235 9 975
4515 - Meetings & Travel
4515 - Meetings & Travel Travel for mtgs - to/from Santa rosa, etc 100 1 100 Total 4515 - Meetings & Travel 100 1 100
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 66
BUILDING INSPECTION DEPARTMENT
Mission Statement
The Building Department of City of Sebastopol strives to implement State and City codes in a fair and equitable manner.
Major Accomplishments in 2023-24:
Improve coordination with other Departments in project permitting/inspection process Enhance City’s Emergency Disaster Response Plan
Adopt and Implement Local Hazard Mitigation Plan
Purchase and install Permit Issuance and Tracking Software Permitted and inspected 44-unit affordable housing project including dealing with neighbor complaints. Estimated completion August 24
Brought many of our plan checks in house to speed the process and make us more customer friendly and saving the City costs.
Issued and inspected about 500 permits-many larger projects.
Goals and Objectives for 2024-25:
Work with developer in the entitlement process for two downtown hotels. Permit and inspect 80 new homes at the north end of town, being responsive to neighbors as much as possible through the process.
Facilitate the move in process with Woodmark. Numerious neighbor complaints anticipated.
Continue to refine our new computer based permitting software. Minimize number of days between code compliance complaints and initial action.
Building Official
Contracted
Building/Code
Compliance Disability Access Contractor's Business License Senior Administrative
Assistant
0.50 FTE
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 67
EXPENSE
2023-24
Adjusted
Budget
2024-25
Proposed
Budget $ Inc/(Dec) *
Type
On-Going
One Time Explanation and Impacts
Salaries & Wages 48,027 46,781 (1,246) One Time Net decrease is due to removal of the One time Payout.
Benefits 25,885 28,994 3,109 One Time
An increase in health benefit of $8,199, reduction in pension cost of $4,423 and minor reduction in other benefits of $667
Contracted Services 146,100 197,900 51,800 One Time
Larger Contract services with Phillips Seabrook ($50,000 inc) to accommodate Canopy Project and much larger revenues to offset these costs ($860,000). Also includes Core logic contract, Laguna Flood Monitoring GuagePlaneteria ADA monitoringand Hazard Mitigation plan update.
Services & Supplies 5,200 5,200 - N/A NO CHANGE
Equipment Rental/Maintenance 3,900 4,600 700 On-Going Increase is reflecting in actual cost for copier lease equipment Conference & Training Expense 500 - (500) On-Going No training anticipated for the next fiscal year Telecommunications 2,000 2,000 - N/A NO CHANGE
Allocated Insurance 17,667 16,745 (922) On-Going
This item reflects the costs allocation to each Department of premiums for insurance coverage such as Workers Compensation and liability. The allocation ensures that each department contributes its fair share to the insurance expenses based on an established method. For more information on the City’s insurance allocations, see the Glossary of Budget terms.
Total Expense 249,279 302,220 52,941
MATRIX SUMMARIZING BUDGET CHANGES - SUMMARY - BUILDING DESCRIPTION OF CHANGES * This Column Reflects the Difference (Increase/Decrease) from the FY 23-24 Adjusted Budget to the 24-25 Proposed Budget DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 68
EXPENSE
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages 47,474 48,027 48,027 48,032 46,781 (1,246) -2.6% Benefits 22,430 25,885 25,885 26,090 28,994 3,109 12.0% Contracted Services 148,236 146,100 146,100 136,100 197,900 51,800 35.5% Services & Supplies 5,895 5,200 5,200 4,200 5,200 - 0.0% Equipment Rental/Maintenance 3,508 3,900 3,900 3,600 4,600 700 17.9% Conference & Training Expense 2,145 500 500 - - (500) -100.0% Telecommunications 1,914 2,000 2,000 2,000 2,000 - 0.0% Allocated Insurance 16,450 17,667 17,667 17,667 16,745 (922) -5.2% Total Expense 248,051 249,279 249,279 237,689 302,220 52,941 21.2%
SUMMARY - BUILDING
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 69
Building
Budget Expenditures
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages
4010 - Salaries - Full Time 44,373 46,777 46,777 46,782 46,781 4 0.0% 4012 - Overtime - - - - - - 0.0%
4017 - Salaries - COVID-19 601 - - - - - 0.0%
4023 - One Time Payment 2,500 1,250 1,250 1,250 - (1,250) -100.0% Total Salaries & Wages 47,474 48,027 48,027 48,032 46,781 (1,246) -2.6% Benefits
4101 - Health in Lieu 2,728 3,023 3,023 1,232 - (3,023) -100.0% 4105 - Medicare & Fica 730 678 678 697 678 0 0.0%
4110 - CalPERS Employer Rate 16,952 20,025 20,025 17,500 5,857 (14,168) -70.8% 4111 - CalPERS UAL Cost - - - - 9,745 9,745 0.0%
4130 - Health Insurance - - - 5,100 11,222 11,222 0.0%
4150 - Dental Insurance 1,584 1,582 1,582 1,050 919 (663) -41.9% 4151 - Vision Insurance 172 174 174 125 104 (70) -40.2% 4181 - Long Term Disability Insurance 147 232 232 232 298 66 28.3% 4182 - Short Term Disability Insurance 59 54 54 38 54 - 0.0% 4183 - EAP (Employee Asst Prog) 17 35 35 35 35 - 0.0%
4184 - Life Insurance 40 81 81 81 81 - 0.0%
Total Benefits 22,430 25,885 25,885 26,090 28,994 3,109 12.0% Contracted Services
4210 - Professional Contract Services 148,236 146,100 146,100 136,100 197,900 51,800 35.5% 4230 - Recruitment Services - - - - - - 0.0%
Total Contracted Services 148,236 146,100 146,100 136,100 197,900 51,800 35.5% Services & Supplies
4310 - Office Supplies 1,595 1,500 1,500 1,500 1,500 - 0.0% 4330 - Misc Supplies & Services 4,098 3,200 3,200 2,500 3,200 - 0.0% 4340 - Postage & Printing 109 - - - - - 0.0%
4345 - Dues & Subscriptions 93 500 500 200 500 - 0.0%
Total Services & Supplies 5,895 5,200 5,200 4,200 5,200 - 0.0% Equipment Rental/Maintenance
4375 - Equipment Rental/Expenses 3,508 3,900 3,900 3,600 4,600 700 17.9% Total Equipment Rental/Maintenance 3,508 3,900 3,900 3,600 4,600 700 17.9% Conference & Training Expense
4510 - Conference & Training 2,145 500 500 - - (500) -100.0% Total Conference & Training Expense 2,145 500 500 - - (500) -100.0% Telecommunications
4750 - Telecommunications 1,914 2,000 2,000 2,000 2,000 - 0.0% Total Telecommunications 1,914 2,000 2,000 2,000 2,000 - 0.0% Allocated Insurance
4996 - Allocated Liability Insurance 13,259 13,115 13,115 13,115 12,300 (815) -6.2% 4997 - Allocated Wrkrs Comp Insurance 3,191 4,552 4,552 4,552 4,445 (107) -2.4% Total Allocated Insurance 16,450 17,667 17,667 17,667 16,745 (922) -5.2% Total Operation 248,051 249,279 249,279 237,689 302,220 52,941 21.2% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 70
Building
Object Details
Object
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
Grand Total 205,700 8 205,700
4210 - Professional Contract Services
4210 - Professional Contract Services
Corelogic Information Solutions - Property Data
Information 2,400 1 2,400
4210 - Professional Contract Services Flood Gauge (US Geological) 10,000 1 10,000 4210 - Professional Contract Services Local Hazard Mitigation Plan (LHMP) Contract 10,000 1 10,000 4210 - Professional Contract Services Phillips & Seabrook Contract 175,000 1 175,000 4210 - Professional Contract Services Planeteria - ADA Annual Website Review 500 1 500 Total 4210 - Professional Contract Services 197,900 5 197,900 4330 - Misc Supplies & Services
4330 - Misc Supplies & Services ADT Security Monitoring 700 1 700 4330 - Misc Supplies & Services Routine Department 2,500 1 2,500 Total 4330 - Misc Supplies & Services 3,200 2 3,200
4375 - Equipment Rental/Expenses
4375 - Equipment Rental/Expenses Canon Lease 4,600 1 4,600 Total 4375 - Equipment Rental/Expenses 4,600 1 4,600
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 71
ENGINEERING DEPARTMENT
Mission Statement
The Department of Engineering provides core services for mandated permit compliance, engineering support for the City’s public infrastructure system, and private development review that affects the public right of way.
Major Accomplishments in 2023-24:
Bodega Avenue Bike Lanes and Pavement Rehabilitation project:
Begin construction of Phase 1 from High Street to Robinson Road/Nelson Way Complete environmental and design of Phase 2
Secure grant funding for Phase 2 work from Robinson Road to Pleasant Hill Road Continue grant funding pursuits for: ATP (Active Transportation Program) grant for Ragle Road/West Side bicycle trail, Citywide pavement resurfacing, additional grant funding for the Burbank Farm restroom facility, and Calder Creek re-naturalization. Complete construction of ADA curb ramps along SR 116 and intersection improvements at Bodega/Robinson and Bodega/Florence upon authorization of award of Quick Strike grant funding. Continue support of the Santa Rosa Plain Groundwater Sustainability Agency GSA) via participating in the GSA TAC, and the GSA Board and monitor/review potential rate increases. Continue to participate in the MS4 stormwater permit renewal process. Continue to search for grant and funding opportunities to continue moving forward with the Citywide Pavement and Repairs Program to improve and maintain the city’s street and road network.
Establish an undergrounding district for overhead utilities to utilize existing Rule 20A monies. In coordination with the Planning Department, continue to develop and implement parklets framework for permanent parklets on Caltrans right of way. Continue to coordinate with Caltrans on the ongoing projects listed in FY 2023-24 to completion and other Caltrans-initiated projects in the city: pedestrian crossing beacons at SR 116/McKinley and SR 116/Danmar.
Continue to support and develop prioritized sewer service improvements to areas within the City that pose a threat to public health and the environment as a result of deficiencies in existing sewer systems, including Zimpher Creek Sewer replacement / relocation and others list in FY 2022-23 CIP.
Engineering Manager
and City Engineer
(Consultants)
Development
Review Services
Capital Improvement
Program
Storm Water
Program
Permit Technician
0.50 FTE
Management Analyst
0.75 FTE
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 72
Goals and Objectives for 2024-25:
Implement reorganization of the Public Works Department that will streamline and reduce costs by combining the Public Works Department and Engineering Department into one department.
Rely less on consultants to perform day to day routine activities and services by hiring inhouse staff to allow for better response times to the public and City departments, at less cost for engineering support services.
Transfer information and project records from on call engineering consultants to Engineering Department to allow for smooth transition from consultant services to in-house staff support. Update the Pavement Management Program budget options reports in 2025, revise pavement restoration costs and deferred maintenance costs.
Provide engineering responses and support for core services only to avoid expending City costs on non-core and discretionary services.
Oversee the Capital Improvement Program (CIP) and establish procedures to reduce budget amendment requests.
Continue pursuit of grant applications for Well #4 replacement, inflow and infiltration reduction, ATP and other pedestrian safety enhancement grants, HSIP (highway safety improvement program) grants, parks and CDBG grants for Burbank Farms restroom project and other ADA upgrades projects.
Work with current Public Works Superintendent to download system maintenance needs before his retirement at the end of 2024.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 73
EXPENSE
2023-24
Adjusted
Budget
2024-25
Proposed
Budget $ Inc/(Dec) *
Type
On-Going
One Time Reasons
Salaries & Wages 124,686 214,472 89,786 On-Going
Increase of $89,786 due to addition of Public Works Director/City Engineer for 6 months ($99,000) upon retirement of the Public Works Superintendent, with the change anticipated to occur in the middle of the Fiscal Year; and reduction of $9,214 due to position being budgeted at lower step than originally budgeted and removal of one-time payout ($3125). Note that for simplicity, the additional costs for the new Public Works DIrector/City Engineer are included in the Engineering budget whereas the costs for the Public Works Superintendent remains in the Public Works budget. See "Reorg Savings" sheet for review of savings resulting from combining Public Works Department and Engineering Department.
Benefits 53,037 95,073 42,036 On-Going
The total increase of $42,340 in the budget is due to several factors. The primary increase of $34,994 is for the pension liability, and healthcare costs associated with the new position of Public Works Director/City Engineer. Other benefits costs have risen by $3,595, and there is an additional $3,750 for retiree medical reimbursement, which was not accounted for in the previous budget.
Contracted Services 293,200 139,380 (153,820) One Time
Net Reduction of $153,820 due to: 1) $164,000 in professional contract services (4210) due to:
reduction in GHD oncall services $150,000; reduction of traffic engineering consultant and transfer of contract to Police Department budget $23,000; increase in stormwater support to assist inhouse staff with RRWA meetings $10,000; and reduction in scanning services of $1,000; and 2) $5,180 increase to Contracted services for recruitments services ($5,000) and IT maintenance ($180) and $5,000 for as-needed technical support for Franchise Agreement renewal. Net effect of reduction in on call engineering consulting services during first half of the year is slower response time to the public and other City departments, more reliance on PW Superintendent for questions pertaining to infrastructure within public right of way, attendance at fewer meetings, rely on Engineering staff for questions pertaining to engineering records, and not providing engineering consultation to the public for private property matters.
Services & Supplies 60,630 56,300 (4,330) One Time
Reduction of $4,330 in dues/subscriptions for RRWA work plan. Note that this budget could increase if the Regional Board requires new changes to the City's stormwater permit.
Equipment Rental/Maintenance 6,400 6,800 400 Slight increase of $400 for cost of copier lease.
Conference & Training Expense 250 250 0 N/A NO CHANGE
Telecommunications 3,600 3,600 0 N/A NO CHANGE
Allocated Insurance 42,394 37,145 (5,249) On-Going
This item reflects the costs allocation to each Department of premiums for insurance coverage such as Workers Compensation and liability. The allocation ensures that each department contributes its fair share to the insurance expenses based on an established method. For more information on the City’s insurance allocations, see the Glossary of Budget terms.
Total Expense 584,197 553,020 (31,177)
SUMMARY - ENGINEERING DESCRIPTION OF CHANGES
* This Column Reflects the Difference (Increase/Decrease) from the FY 23-24 Adjusted Budget to the 24-25 Proposed Budget DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 74
EXPENSE
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2024-25
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages 89,238 124,686 124,686 124,686 214,472 89,786 72.0% Benefits 34,427 53,037 53,037 56,788 95,073 42,036 79.3% Contracted Services 316,077 293,200 293,200 298,800 139,380 (153,820) -52.5% Services & Supplies 38,439 60,630 60,630 54,630 56,300 (4,330) -7.1% Equipment Rental/Maintenance 5,974 6,400 6,400 6,400 6,800 400 6.3% Conference & Training Expense 127 250 250 200 250 - 0.0% Telecommunications 2,575 3,600 3,600 3,000 3,600 - 0.0% Allocated Insurance 28,911 42,394 42,394 42,394 37,145 (5,249) -12.4% Total Expense 515,766 584,197 584,197 586,898 553,020 (31,177) -5.3%
SUMMARY - ENGINEERING
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 75
Engineering
Budget Expenditures
Account Number 2022-23 Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages
4010 - Salaries - Full Time 65,353 121,561 121,561 121,561 214,472 92,911 76.4% 4011 - Salaries - Part Time 19,315 - - - - - 0.0%
4017 - Salaries - COVID-19 819 - - - - - 0.0%
4023 - One Time Payment 3,750 3,125 3,125 3,125 - (3,125) -100.0% Total Salaries & Wages 89,238 124,686 124,686 124,686 214,472 89,786 72.0% Benefits
4105 - Medicare & Fica 1,199 1,763 1,763 1,763 3,110 1,347 76.4% 4110 - CalPERS Employer Rate 19,716 25,672 25,672 25,672 21,482 (4,190) -16.3% 4111 - CalPERS UAL Cost - - - - 25,320 25,320 0.0%
4130 - Health Insurance 8,416 22,120 22,120 22,120 35,984 13,864 62.7% 4140 - Retiree Health Insurance OPEB 3,733 - - 3,750 3,750 3,750 0.0% 4150 - Dental Insurance 903 2,282 2,282 2,282 3,270 988 43.3% 4151 - Vision Insurance 93 255 255 255 352 97 38.0%
4181 - Long Term Disability Insurance 184 521 521 521 1,088 567 109.0% 4182 - Short Term Disability Insurance 92 193 193 193 369 176 90.8% 4183 - EAP (Employee Asst Prog) 28 70 70 70 105 35 50.1% 4184 - Life Insurance 62 162 162 162 243 81 50.0%
Total Benefits 34,427 53,037 53,037 56,788 95,073 42,036 79.3% Contracted Services
4210 - Professional Contract Services 315,691 291,700 291,700 297,300 132,700 (159,000) -54.5% 4212 - Internet & Network /Technology Maint - 1,500 1,500 1,500 1,680 180 12.0% 4230 - Recruitment Services 385 - - - 5,000 5,000 0.0%
Total Contracted Services 316,077 293,200 293,200 298,800 139,380 (153,820) -52.5% Services & Supplies
4330 - Misc Supplies & Services 4,966 2,150 2,150 1,100 1,100 (1,050) -48.8% 4340 - Postage & Printing 8 - - 30 - - 0.0%
4345 - Dues & Subscriptions 33,465 58,480 58,480 53,500 55,200 (3,280) -5.6% Total Services & Supplies 38,439 60,630 60,630 54,630 56,300 (4,330) -7.1% Equipment Rental/Maintenance
4375 - Equipment Rental/Expenses 5,974 6,400 6,400 6,400 6,800 400 6.3% Total Equipment Rental/Maintenance 5,974 6,400 6,400 6,400 6,800 400 6.3% Conference & Training Expense
4515 - Meetings & Travel 127 250 250 200 250 - 0.0%
Total Conference & Training Expense 127 250 250 200 250 - 0.0% Telecommunications
4750 - Telecommunications 2,575 3,600 3,600 3,000 3,600 - 0.0% Total Telecommunications 2,575 3,600 3,600 3,000 3,600 - 0.0% Allocated Insurance
4996 - Allocated Liability Insurance 22,454 30,565 30,565 30,565 25,600 (4,965) -16.2% 4997 - Allocated Wrkrs Comp Insurance 6,457 11,829 11,829 11,829 11,545 (284) -2.4% Total Allocated Insurance 28,911 42,394 42,394 42,394 37,145 (5,249) -12.4% Total Operation 515,766 584,197 584,197 586,898 553,020 (31,177) -5.3% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 76
Engineering
Object Details
ALFRE
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
Grand Total 189,580 13 189,580
4210 - Professional Contract Services
4210 - Professional Contract Services Annual storm water report assistance 25,700 1 25,700 4210 - Professional Contract Services
Engineering Management Services: 7/1 to 12/31/24 reduce level of service by 25%; eliminate service from 1/1 to 6/30/25 45,000 1 45,000 4210 - Professional Contract Services
Interim City Engineer - same explanation of reduction and elimination of services as above 45,000 1 45,000
4210 - Professional Contract Services
Engineering Management Services: Provide as-needed technical support for Franchise Agreement renewal 5,000 5,000
4210 - Professional Contract Services
Mandate storm water creek sampling-RWQCB suspended
September 2022/Est. update Sep 2024 500 1 500
4210 - Professional Contract Services Public outreach services for engineering activities 1,500 1 1,500 4210 - Professional Contract Services
RRWA technical support and MS4 co-permittee support to assist City staff to attend RRWA meetings in lieu of Engineering oncall. 10,000 1 10,000 4210 - Professional Contract Services Traffic Engineering Services (Shift to Police Dept) - 1 - Total 4210 - Professional Contract Services 132,700 7 132,700 4212 - Internet & Network /Technology Maint
Expense Breeze Software (CIP) 1,680 1 1,680
Total 4212 - Internet & Network /Technology Maint 1,680 1 1,680 4345 - Dues & Subscriptions
4345 - Dues & Subscriptions 5-year permit renewal technical support 5,000 1 5,000 4345 - Dues & Subscriptions Adobe Acrobat 200 1 200
4345 - Dues & Subscriptions Russian River Water Shed work plan 36,000 1 36,000 4345 - Dues & Subscriptions SCTA Annual Fee 6,000 1 6,000 4345 - Dues & Subscriptions State Water Resources Control Board annual permit fee 8,000 1 8,000 Total 4345 - Dues & Subscriptions 55,200 5 55,200
4330 - Misc. Supplies & Services
4330 - Misc Supplies & Services Office supplies-reduced amount based on actual estimate 1,100 1 1,100 4375 - Equipment Rental & Maint.
4375 - Equipment rental & maint. Copier lease (managed by Admin Services) slight increase 6,800 1 6,800 DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 77
FIRE DEPARTMENT
Mission Statement
Sebastopol Volunteer Fire Department’s mission is to be a leading emergency service organization that:
Meets the service requirements of our community in fire prevention, fire suppression, emergency medical services, rescue, and education.
Utilizes and improves the dedication and skills of our people. Continually improves all of our services and operations.
In carrying out this Mission, the Sebastopol Volunteer Fire Department will:
• Give top priority to firefighter safety and environmental concerns • Encourage the professional and personal development of our members • Work as teams to take full advantage of our skills, knowledge, and creativity • Communicate openly and honestly to our members and community in order to inspire trust and confidence
Major Accomplishments in 2023-24:
Make forward progress on challenges related to staffing, including hiring a second Fire Engineer
Continue to improve the fire safety inspection program Provide In-County and Out-of-County Upstaffing and Wildland Strike Teams Replacement of outdated Recuse with new engine.
Fire Chief
0.5 FTE
Fire Protection
Prevention
Investigation
Emergency
Preparedness
EOC
Volunteer FF
Recruitment
Retention
Senior
Administrataive
Assistant
0.50 FTE
Fire Engineer
2.00 FTE
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 78
Goals and Objectives for 2024-25:
1. Emergency Response Efficiency: Using NFPA 1720 as a goal, optimizing emergency response protocols, training, and equipment to minimize response times and maximize effectiveness in saving lives and property.
2. Successful Fire Service Merger: Ensure an efficient merger with the Gold Ridge Fire Protection District by July 1, 2025.
3. Training Programs: Investing in ongoing training for firefighters to enhance their skills and adapt to evolving firefighting and emergency medical techniques and technologies.
4. Maintenance: Ensuring all firefighting apparatus, equipment, and personal protective equipment is well-maintained to respond effectively to emergencies without incurring unnecessary exposures/injuries to responders or significant repair costs.
5. Community Outreach: Implementing cost-effective public education campaigns to promote fire/life safety and prevention, reducing the occurrence of emergencies DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 79
EXPENSE
2023-24
Adjusted
Budget
2024-25
Proposed
Budget $ Inc/(Dec) *
Type
On-Going
One Time Explanation and Impacts
Salaries & Wages 390,079 233,856 (156,223) On-Going
Increase in budgeted salary steps for new Fire Engineer amounting to $3,507 increase. Increase in overtime costs for two full time fire engineers of $13,500. Increase is needed to cover vacations, sick leave, out office). Eliminated one-time payout to 2.5 FTE saving $6,250. Reduction in salary due to contract with Gold Ridge in anticipation of consolidation (City did not budget salary for Fire chief as Fire chief services are contracted to Gold Ridge - savings of $166,984).
Benefits 305,098 181,460 (123,637) On-Going
The reduction in pension cost of $40,706. This is accompanied by a reduction in health premiums by $60,810 due to health plan selection. Additional adjustments to benefits amounted to a reduction of $9,121 , and a reduction of unemployment benefits of approximately $17,000. And an increase in retiree medical reimbursement of $4,000 that was not previously budgeted for.
Contracted Services 441,800 752,849 311,049 One Time
Increases:
1. Fire Chief position contract with Gold Ridge: $136,799
2. LAFCO Study for consolidation $30,000.
3. Community relations related to consolidation $15,000
4. Consolidation negotiation advising $50,000
5. Map Your Neighbor (MYN) contract $11,000 ($2,000 of which is shifted from Special Progams)
6. Plan Review Consulting $1,000
7. Volunteer firefighter expenses to expand coverage $40,000
8. $100,000 with uses to be determined.
Decreases:
1. H&S Associates services for plan review consulting reduced by $8,000
2. Outreach Coordinator support for MYN of $1,000
3. Prevention backlog support of $45,000, with prioritization of higher-risk facilities and expanded capacity with second Engineer position
4. Recruitment of new volunteers of $18,750 as less recruitment needed
5. Reduction of Kaiser medical exams $10,000 reflecting reduced volunteer recruitment *Please note that the fire station assessment study will be funded by the Measure H funds Services & Supplies 91,700 90,200 (1,500) On-Going
Increase of $500 in office supplies to reflect the higher costs for inflation. Additionally, there has been a reallocation of the $2,000 contract with the County re: EOC support to the police department and a reduction of $4,000 in EOC supplies until completion of EOC assessment discussed in Police Department budget. There is also an additional increase of $6,000 in Dues & Subscriptions for the iPad Tablet Command
Special Programs 2,000 - (2,000) One Time This line item was previously budgeted for MYN/SNCU, which is now included under contract services Equipment (under $10K) - 20,000 20,000 On-Going
This is a new budget line item to better reflect use of funds. $20,000 is for portable radios. The adjustment largely is a reclassification from the capital outlay to this line item. This change is simply a shift in the budgeting process and does not reflect an actual increase in funds allocated for equipment.
Equipment Rental/Maintenance 29,600 39,600 10,000 N/A $10,000 for maintenance of equipment shifted from Capital Outlay Vehicle Expense 77,500 66,500 (11,000) One Time
Conference & Training Expense 10,000 13,000 3,000 One Time $3,000 increase for new personnel Utilities 11,000 16,345 5,345 One Time The increase is based on new water rate Telecommunications 9,200 9,200 - N/A NO CHANGE
Allocated Insurance 115,926 100,900 (15,026) On-Going
This item reflects the costs allocation to each Department of premiums for insurance coverage such as Workers Compensation and liability. The allocation ensures that each department contributes its fair share to the insurance expenses based on an established method. For more information on the City’s insurance allocations, see the Glossary of Budget terms.
Capital Outlay 70,000 12,000 (58,000) One Time
The Capital Outlay budget has undergone a reclassification within the equipment line item. $12,000 is for fire station garage bay doors. Additionally, the $238,000 debt service payment for the Type 1 Fire Engine will be paid from Measure H revenue and from the debt service account, as with all other debt payments.
Total Expense 1,553,903 1,535,910 (17,993)
Note: Total expense does not include $238,000 payment from debt service account for Type 1 fire engine, to be paid from Measure H/Fire sales tax revenue, nor $60,000 in Measure H budget for fire station assessment.
MATRIX SUMMARIZING BUDGET CHANGES - SUMMARY - FIRE DESCRIPTION OF CHANGES Note: The City expects to receive $600,000 from Measure H/Fire Salex Tax revenue in FY 24-25.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 80
EXPENSE
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages 615,204 693,879 390,079 231,050 233,856 (156,223) -40.0% Benefits 241,900 305,098 305,098 153,782 181,460 (123,637) -40.5% Contracted Services 128,225 138,000 441,800 532,600 752,849 311,049 70.4% Services & Supplies 64,217 91,700 91,700 76,600 90,200 (1,500) -1.6% Special Programs 10,050 2,000 2,000 7,100 - (2,000) -100.0% Equipment (under $10K) 30,304 - - - 20,000 20,000 0.0%
Equipment Rental/Maintenance 8,849 29,600 29,600 25,000 39,600 10,000 33.8% Vehicle Expense 47,103 77,500 77,500 75,000 66,500 (11,000) -14.2% Conference & Training Expense 9,989 10,000 10,000 10,000 13,000 3,000 30.0% Utilities 20,651 11,000 11,000 11,000 16,345 5,345 48.6% Telecommunications 9,944 9,200 9,200 9,700 9,200 - 0.0% Allocated Insurance 100,054 115,926 115,926 115,926 100,900 (15,026) -13.0% Capital Outlay 16,214 70,000 70,000 40,000 12,000 (58,000) -82.9% Total Expense 1,302,704 1,553,903 1,553,903 1,287,758 1,535,910 (17,993) -1.2%
SUMMARY - FIRE
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 81
Fire
Budget Expenditures
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages
4010 - Salaries - Full Time 257,600 382,329 382,329 220,150 218,856 (163,473) -42.8% 4011 - Salaries - Part Time 562 - - - - - 0.0%
4012 - Overtime 3,653 1,500 1,500 9,650 15,000 13,500 900.0% 4013 - VFF Duty Shift 97,400 85,000 - - - - 0.0%
4014 - Part Time (Calls/Drills) 132,932 150,000 - - - - 0.0% 4015 - Part Time (Captain Weekends) 28,200 28,800 - - - - 0.0% 4016 - Part-Time (Retention) 80,000 40,000 - - - - 0.0% 4017 - Salaries - COVID-19 2,357 - - - - - 0.0%
4023 - One Time Payment 12,500 6,250 6,250 1,250 - (6,250) -100.0% Total Salaries & Wages 615,204 693,879 390,079 231,050 233,856 (156,223) -40.0% Benefits
4100 - Employee Benefits - 17,000 17,000 - - (17,000) -100.0% 4101 - Health in Lieu 2,728 3,023 3,023 1,232 6,046 3,023 100.0% 4104 - Accrual in Lieu 36,799 - - - - - 0.0%
4105 - Medicare & Fica 37,724 5,544 5,544 6,400 3,173 (2,371) -42.8% 4110 - CalPERS Employer Rate 117,535 170,650 170,650 115,000 41,353 (129,297) -75.8% 4111 - CalPERS UAL Cost - - - - 88,591 88,591 0.0%
4130 - Health Insurance 27,377 86,276 86,276 15,000 22,443 (63,833) -74.0% 4140 - Retiree Health Insurance OPEB 3,949 - - 4,000 4,000 4,000 0.0% 4150 - Dental Insurance 4,669 11,074 11,074 2,000 5,139 (5,934) -53.6% 4151 - Vision Insurance 515 1,218 1,218 250 550 (668) -54.8% 4170 - Fire Service CSFA Award 5,350 4,200 4,200 5,350 5,350 1,150 27.4% 4180 - Fire LTD Disability Insurance 3,021 3,200 3,200 3,200 3,200 - 0.0% 4181 - Long Term Disability Insurance 860 1,775 1,775 500 895 (881) -49.6% 4182 - Short Term Disability Insurance 322 673 673 200 372 (301) -44.8% 4183 - EAP (Employee Asst Prog) 925 140 140 500 105 (35) -25.0% 4184 - Life Insurance 126 324 324 150 243 (81) -25.0%
Total Benefits 241,900 305,098 305,098 153,782 181,460 (123,637) -40.5% Contracted Services
4210 - Professional Contract Services 116,815 113,000 113,000 203,800 402,799 289,799 256.5% 4230 - Recruitment Services 11,411 25,000 25,000 25,000 6,250 (18,750) -75.0% 4413 - VFF Duty Shift - - 85,000 85,000 85,000 - 0.0%
4414 - VFF Calls/Drills - - 150,000 150,000 150,000 - 0.0% 4415 - VFF Captain Weekends - - 28,800 28,800 28,800 - 0.0% 4416 - VFF Expanded Coverage - - 40,000 40,000 80,000 40,000 100.0% Total Contracted Services 128,225 138,000 441,800 532,600 752,849 311,049 70.4% Services & Supplies
4310 - Office Supplies 1,908 2,500 2,500 1,800 3,000 500 20.0% 4330 - Misc Supplies & Services 47,708 75,700 75,700 61,700 71,700 (4,000) -5.3% 4340 - Postage & Printing 57 - - 100 - - 0.0%
4345 - Dues & Subscriptions 14,544 13,500 13,500 13,000 15,500 2,000 14.8% Total Services & Supplies 64,217 91,700 91,700 76,600 90,200 (1,500) -1.6% Special Programs
4890 - Other Community Support 10,050 2,000 2,000 7,100 - (2,000) -100.0% Total Special Programs 10,050 2,000 2,000 7,100 - (2,000) -100.0% Equipment (under $10K)
4370 - Equipment(under $10K) 30,304 - - - 20,000 20,000 0.0% Total Equipment (under $10K) 30,304 - - - 20,000 20,000 0.0% Equipment Rental/Maintenance
4375 - Equipment Rental/Expenses 3,509 4,600 4,600 - 4,600 - 0.0% 4378 - Equipment Maintenance 5,341 25,000 25,000 25,000 35,000 10,000 40.0% Total Equipment Rental/Maintenance 8,849 29,600 29,600 25,000 39,600 10,000 33.8% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 82
Fire
Budget Expenditures
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Vehicle Expense
4380 - Vehicle Maintenance 34,952 44,500 44,500 42,000 33,500 (11,000) -24.7% 4390 - City Vehicle Fuel Expense 12,151 33,000 33,000 33,000 33,000 - 0.0% Total Vehicle Expense 47,103 77,500 77,500 75,000 66,500 (11,000) -14.2% Conference & Training Expense
4510 - Conference & Training 8,119 10,000 10,000 10,000 13,000 3,000 30.0% 4515 - Meetings & Travel 1,870 - - - - - 0.0%
Total Conference & Training Expense 9,989 10,000 10,000 10,000 13,000 3,000 30.0% Utilities
4710 - Utilities - Gas & Electric 19,079 8,000 8,000 8,000 8,000 - 0.0% 4711 - Utilities - City Bill 1,572 3,000 3,000 3,000 8,345 5,345 178.2% Total Utilities 20,651 11,000 11,000 11,000 16,345 5,345 48.6% Telecommunications
4750 - Telecommunications 9,944 9,200 9,200 9,700 9,200 - 0.0% Total Telecommunications 9,944 9,200 9,200 9,700 9,200 - 0.0% Allocated Insurance
4996 - Allocated Liability Insurance 55,747 60,460 60,460 60,460 64,600 4,140 6.8% 4997 - Allocated Wrkrs Comp Insurance 44,307 55,466 55,466 55,466 36,300 (19,166) -34.6% Total Allocated Insurance 100,054 115,926 115,926 115,926 100,900 (15,026) -13.0% Capital Outlay
5100 - Capital Outlay 16,214 70,000 70,000 40,000 12,000 (58,000) -82.9% Total Capital Outlay 16,214 70,000 70,000 40,000 12,000 (58,000) -82.9% Total Operation 1,302,704 1,553,903 1,553,903 1,287,758 1,535,910 (17,993) -1.2% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 83
Fire
Object Details
Object
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
Grand Total
4170 - Fire Service CSFA Award
4170 - Fire Service CSFA Award Cetera Retirement Plan/First Allied Retirement 5,350 1 5,350 Total 4170 - Fire Service CSFA Award 5,350 1 5,350
4180 - Fire LTD Disability Insurance
4180 - Fire LTD Disability Insurance Payment of Disability Ins 3,200 1 3,200 Total 4180 - Fire LTD Disability Insurance 3,200 1 3,200 4210 - Professional Contract Services
4210 - Professional Contract Services Redcom Dispatch Services 59,000 1 59,000 4210 - Professional Contract Services Plan Review Consulting 1,000 1 1,000 4210 - Professional Contract Services LAFCO Study 30,000 1 30,000 4210 - Professional Contract Services Community relations related to consolidation 15,000 1 15,000 4210 - Professional Contract Services Consolidation Negotiation Advising 50,000 1 50,000 4210 - Professional Contract Services GoldRidge Contract (Fire Chief Support) 136,799 1 136,799 4210 - Professional Contract Services MYN/SNCU Contract 11,000 1 11,000 4210 - Professional Contract Services Explore CERT and Fall Prevention 100,000 1 100,000 Total 4210 - Professional Contract Services 402,799 8 402,799 4230 - Recruitment Services
4230 - Recruitment Services Recruitment of new volunteers 6,250 1 6,250 Total 4230 - Recruitment Services 6,250 1 6,250
4310 - Office Supplies
4310 - Office Supplies Office Depot 3,000 1 3,000
Total 4310 - Office Supplies 3,000 1 3,000
4330 - Misc Supplies & Services - Operations
4330 - Misc Supplies & Services - Operations ADT Camera Security Monitoring 700 1 700 4330 - Misc Supplies & Services - Operations Aim Mail Center 250 1 250 4330 - Misc Supplies & Services - Operations City of Healdsburg (CUPA/CERS) 1,500 1 1,500 4330 - Misc Supplies & Services - Operations County OP Area Emergency Services Contract 2,000 1 2,000 4330 - Misc Supplies & Services - Operations Hardware and Small Parts 7,500 1 7,500 4330 - Misc Supplies & Services - Operations Kaiser Medicals/Physicals 5,000 1 5,000 4330 - Misc Supplies & Services - Operations Life Assist Medical Supplies 500 1 500 4330 - Misc Supplies & Services - Operations Major Alarm FD Monitoring 750 1 750 4330 - Misc Supplies & Services - Operations Medical Supplies 5,000 1 5,000 4330 - Misc Supplies & Services - Operations OS System Water Rescue Dry Suits 2,000 1 2,000 4330 - Misc Supplies & Services - Operations Replacement PPE (structural, wildland, and EMS) for 10% of staff 30,000 1 30,000 4330 - Misc Supplies & Services - Operations Station/Living Area Supplies 10,500 1 10,500 4330 - Misc Supplies & Services - Operations Uniform and Apparel 6,000 1 6,000 Total 4330 - Misc Supplies & Services 71,700 13 71,700
4345 - Dues & Subscriptions
4345 - Dues & Subscriptions Active 911 150 1 150
4345 - Dues & Subscriptions Cal Chief's Membership 500 1 500 4345 - Dues & Subscriptions CSFA FF Membership 2,700 1 2,700 4345 - Dues & Subscriptions I Am Responding 700 1 700
4345 - Dues & Subscriptions IAFC Membership 300 1 300
4345 - Dues & Subscriptions Image Trend 2,500 1 2,500
4345 - Dues & Subscriptions National Fire Codes (Electronic Version) 1,700 1 1,700 4345 - Dues & Subscriptions NFPA Membership 450 1 450
4345 - Dues & Subscriptions Norcal FPO Membership 100 1 100 4345 - Dues & Subscriptions SCFCA Dues 400 1 400
4345 - Dues & Subscriptions Tablet Command 6,000 1 6,000 Total 4345 - Dues & Subscriptions 15,500 11 15,500
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 84
Fire
Object Details
Object
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
4370 - Equipment(under $10K)
4370 - Equipment(under $10K) Portable Radios 20,000 1 20,000 Total 4370 - Equipment(under $10K) 20,000 1 20,000
4375 - Equipment Rental/Expenses
4375 - Equipment Rental/Expenses Copier 4,600 1 4,600
Total 4375 - Equipment Rental/Expenses 4,600 1 4,600
4378 - Equipment Maintenance
4370 - Equipment(under $10K) Breathing Air Systems, Mallory Safety, Flow Tests, SCBA 5,000 1 5,000 4370 - Equipment(under $10K) Communications 5,000 1 5,000 4378 - Equipment Maintenance Air Exchange (Plymovent) 2,000 1 2,000 4378 - Equipment Maintenance Fire Safety Supply 1,500 1 1,500 4378 - Equipment Maintenance Misc Small Tools and Equipment 19,000 1 19,000 4378 - Equipment Maintenance Physio Control (AEDs) 1,500 1 1,500 4378 - Equipment Maintenance Sign Dynamics 1,000 1 1,000 Total 4378 - Equipment Maintenance 35,000 5 35,000
4380 - Vehicle Maintenance
4380 - Vehicle Maintenance BAAQM Permits (Air Quality Permits) 1,000 1 1,000 4380 - Vehicle Maintenance Ladder and Pump Testing 4,000 1 4,000 4380 - Vehicle Maintenance Vehicle Repairs & Maintenance 28,500 1 28,500 Total 4380 - Vehicle Maintenance 33,500 3 33,500
4390 - City Vehicle Fuel Expense
4390 - City Vehicle Fuel Expense Flyers Energy (Fuel) 30,000 1 30,000 4390 - City Vehicle Fuel Expense Stroupe Petroleum (ConVault Fuel Tank) 3,000 1 3,000 Total 4390 - City Vehicle Fuel Expense 33,000 2 33,000
4510 - Conference & Training
4510 - Conference & Training Fire Service Bookstore 500 1 500 4510 - Conference & Training Member Training & Target Solution software 11,500 1 11,500 4510 - Conference & Training SR Training Tower 1,000 1 1,000 Total 4510 - Conference & Training 13,000 3 13,000
4710 - Utilities
4710 - Utilities PG&E 8,000 1 8,000
4711 - Utilities City Water/Sewer 8,345 1 8,345
Total 4711 - Utilities - City Bill 8,345 1 8,345
4750 - Telecommunications - Operations
4750 - Telecommunications - Operations AT&T EOC PD Fax 750 1 750 4750 - Telecommunications - Operations AT&T EOC PD Router 750 1 750 4750 - Telecommunications - Operations Comcast (TV Service) 600 1 600 4750 - Telecommunications - Operations Dias Phone Systems 2,400 1 2,400 4750 - Telecommunications - Operations Sonic Fiber 1,300 1 1,300 4750 - Telecommunications - Operations Verizon iPad (Fire Engines)/ (2) Cell Phones 3,400 1 3,400 Total 4750 - Telecommunications 9,200 6 9,200
5100 - Capital Outlay
5100 - Capital Outlay Garage Bay Door 12,000 1 12,000
Total 5100 - Capital Outlay 12,000 1 12,000
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 85
POLICE DEPARTMENT
Mission Statement
The Sebastopol Police Department is committed to preserving life, peace, and property by providing policing that embodies integrity, professionalism, humanity, and service to the community.
Major Accomplishments in 2023-24:
Delivered effective, collaborative policing services to the Sebastopol community. Improved visibility with proactive foot and vehicle patrols, and community engagement and outreach in the Sebastopol business and downtown areas. Focused enforcement on traffic, unhoused issues, and community policing that are required daily duties of patrol officers. Major progress in meeting best practice standards outlined in our Training Program Manual. Initiated a wellness program.
Development of a Citizen’s Police Experience to be held in Fall 2024 to increase community engagement and solicit volunteers for the police department.
Goals and Objectives for 2024-25:
Revitalize the Citizen Volunteer Program.
Establish a Community Advisory Panel to the Chief of Police. Continue to evaluate and modify service delivery models and operational costs to best align with budgetary constraints, while maintaining adequate safety levels.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 86
EXPENSE
2023-24
Adjusted
Budget
2024-25
Proposed
Budget $ Inc/(Dec) *
Type
On-Going
One Time Explanation and Impacts Verson 070224
Salaries & Wages 2,512,529 2,398,398 (114,131) One-time Salary reduction is the result of recent hires coming in a a lower pay scale due less experience and being hired as PEPRA employees. The original budgeted costs for the vacancies had to presume that a Classic formula employee may have been an experienced lateral hired to fill the position.
Benefits 1,967,541 1,995,311 27,770
Benefit cost reduction is attributed to some employees, particularly recent hires having lower benefit costs than what was originally budgeted for the vacant positions.
Contracted Services 155,450 281,565 126,115 One-time
The bulk of the increase of $126,115 is due to the following items:
Traffic and Engineering Contract was shifted to Police resulting in $11,500 increase to police budget.
IMPACTS: Traffic Safety meetings and use of engineering services will be limited. Responses to citizen requests delayed. Engineering services will be utilized for items that present a significant public safety hazard. Citizen requests for all but minor budgeted items will be denied. Priority will be given to projects that have already been approved or funded. Responses to citizen inquiries will fall upon police department and public works staff impacting their workloads.
Emergency Operations Center Assesssment resulted in a $20,000 increase to the police budget; EOC operations has shifted to police with consolodation with Gold Ridge Fire. EOC management is not part of the consolodation agreement. Emergency management system needs improvement including tech updating, equipment, mock drill trainings for staff and a revision to the EOP (Emergency Operations Plan). Incorporating a CERT (Community Emergency Response Team) certification will be evaluated.
The County Operational Area Contract with Sonoma County relating to EOC operations moved from Fire Budget to Police Budget resulting in a $2,000 increase.
Homeless Outreach Support Contract and responsibilities moved to Police budget from a non-deparmental budget, resulting in a $40,000 increase. City Manager assigned this responsibility to the Police Department in the Spring of 2024 with the departure of the prior Planning Director and recognition that the Police Department works much more closely with the outreach coordinator than any other Department. Evaluation of a SAFE model will include whether this contract will be needed in the future.
Warming and cooling center funds and responsibility shifted to the Police budget for an increase of $4,465.
IMPACTS: Funds for Warming Centers were from a Board of Supervisors one-tiime grant. The limitation of the funds will require their useage only under the most extreme weather circumstances.
Recruitment Services increased $40,000 due to anticipated recruitments for Police Chief and anticipated vacancies for line staff.
Internet and Technology expenses increased by $6,800 based upon actual costs from FY 23/24 and anticipated increases due to inflation.
Background Investigtions increased by $3,500 based on anticipated needs for FY24/25.
An increase of $8,000 to RV Tow Fund related to the current situation in the city.
Litigation expenses reduced by $20,000 due to no anticipated expenses for FY 24/25 and conclusion of all previous claims.
A $13,000 reduction by shifting the janitorial contract to house all city janitorial services contracts in place in the overall budget.
Services & Supplies 38,450 35,952 (2,499) One-time
Miscellaneous Supplies and Services increased $1500 due to increase in ammunition and supply costs for training.
Office Supplies reduced by $3,700 due to reassessment of actual needs and cost cutting.
Postage and printing reduced $250 based on actual needs.
Dues and Subcriptions reduced by $99 based on current use.
Special Programs 6,000 - (6,000)
Casino Mitigation Funds are funds provided by the Graton Rancheria tribe to offset public safety impacts to surrounding communities from Casino operations. This portion of the funds have been shifted into the General Fund for reallocation.
Equipment Rental/Maintenance 11,300 10,540 (760)
Budget reduced $760 based on current anticipated needs and the historical review of regualar events taking place requiring both electronic and static traffic signs, barricades and misc. equipment required for safety. Examples include the Apple Blossom parade, Florence Avenue Halloween street closure, various community events such as longstanding block parties, 4th of July celebrations.
Vehicle Expense 36,000 37,000 1,000 Anticipated Increase in Fuel Costs based upon inflation and market conditions.
Conference & Training Expense 31,660 32,745 1,085
Conferences and Training increased $2,085 due to adjusted current costs for identified trainings. Course costs have risen with inflation and courses identified are required to comply with POST, statuatory requirements, and cost effectiveness. Significant turnover in personnel and promotions requires additional training be provided to meet mandates. All use of force, and communicaton trainings now require de-escalation.
Meetings and travel was reduced by $1,000 as many of the courses as possible, or that are free or held locally are utilized, which reduces per diem, lodging and mileage expenses.
MATRIX SUMMARIZING BUDGET CHANGES - SUMMARY - POLICE DESCRIPTION OF CHANGES DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 87
EXPENSE
2023-24
Adjusted
Budget
2024-25
Proposed
Budget $ Inc/(Dec) *
Type
On-Going
One Time Explanation and Impacts Verson 070224
MATRIX SUMMARIZING BUDGET CHANGES - SUMMARY - POLICE DESCRIPTION OF CHANGES Utilities 33,000 37,650 4,650
An overall increase of $4,650 to police department utilities is expected. The city bill for water and sewer usage is expected to increase $8,650 due to anticipated water and sewer rate increases. The gas and electric utilities was reduced $4,000 based upon actual historic usage the past few years combined with conservation methods.
Telecommunications 30,000 31,700 1,700 N/A NO CHANGE
Allocated Insurance 482,972 465,630 (17,342)
This item reflects the costs allocation to each Department of premiums for insurance coverage such as Workers Compensation and liability. The allocation ensures that each department contributes its fair share to the insurance expenses based on an established method. For more information on the City’s insurance allocations, see the Glossary of Budget terms.
Capital Outlay 172,830 50,000 (122,830) On-Going
$25,000 was requested to replace out-dated and unreliable building secured entry system. A reduction of $122,830 is due to a lower amount being requested from the police endowment fund for improvements to the police department. The improvements and purchases from FY 23/24 have been completed with the exception of the replacement of $15,000 for the security camera system and the purchase of safety helmets for $10,000. Those funds are a carryover and combined with the $25,000 request, the total amount requested is $50,000 resulting the in savings compared to last year.
Total Expense 5,477,732 5,376,490 (101,241)
* This Column Reflects the Difference (Increase/Decrease) from the FY 23-24 Adjusted Budget to the 24-25 Proposed Budget DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 88
EXPENSE
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages 2,294,233 2,512,529 2,512,529 2,323,916 2,398,398 (114,131) -4.5% Benefits 1,717,569 1,967,541 1,967,541 1,925,055 1,995,311 27,770 1.4% Contracted Services 289,071 155,450 155,450 150,151 281,565 126,115 81.1% Services & Supplies 114,489 38,450 38,450 44,243 35,952 (2,499) -6.5% Special Programs 7,669 6,000 6,000 6,000 - (6,000) -100.0% Equipment (under $10K) 7,092 - - 4,357 - - 0.0%
Equipment Rental/Maintenance 20,348 11,300 11,300 8,300 10,540 (760) -6.7% Vehicle Expense 47,273 36,000 36,000 32,000 37,000 1,000 2.8% Conference & Training Expense 24,141 31,660 31,660 29,679 32,745 1,085 3.4% Utilities 33,504 33,000 33,000 31,425 37,650 4,650 14.1% Telecommunications 31,051 30,000 30,000 26,500 31,700 1,700 5.7% Allocated Insurance 416,260 482,972 482,972 482,970 465,630 (17,342) -3.6% Capital Outlay - 172,830 172,830 147,830 50,000 (122,830) -71.1% Total Expense 5,002,699 5,477,732 5,477,732 5,212,426 5,376,490 (101,241) -1.8%
SUMMARY - POLICE
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 89
Police
Budget Expenditures
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages
4010 - Salaries - Full Time 1,659,593 2,291,529 2,291,529 2,000,000 2,188,398 (103,131) -4.5% 4011 - Salaries - Part Time 10,952 18,000 18,000 42,000 35,000 17,000 94.4% 4012 - Overtime 299,944 143,000 143,000 210,000 175,000 32,000 22.4% 4017 - Salaries - COVID-19 4,310 - - - - - 0.0%
4019 - WC- 4850/Temp Disb 11,907 - - - - - 0.0%
4020 - ADPP 11,917 - - 11,916 - - 0.0%
4022 - Overtime-R12 97,360 - - - - - 0.0%
4023 - One Time Payment 198,250 60,000 60,000 60,000 - (60,000) -100.0% Total Salaries & Wages 2,294,233 2,512,529 2,512,529 2,323,916 2,398,398 (114,131) -4.5% Benefits
4100 - Employee Benefits 23,674 44,000 44,000 44,000 20,000 (24,000) -54.5% 4101 - Health in Lieu 9,311 12,092 12,092 9,855 6,046 (6,046) -50.0% 4102 - Uniform Allowance 17,800 18,000 18,000 16,800 19,000 1,000 5.6% 4103 - Holiday Pay 159,818 243,683 243,683 145,313 232,109 (11,574) -4.7% 4104 - Accrual in Lieu 44,200 65,000 65,000 33,553 77,300 12,300 18.9% 4105 - Medicare & Fica 38,742 33,227 33,227 39,192 31,732 (1,495) -4.5% 4110 - CalPERS Employer Rate 955,604 963,828 963,828 1,126,312 337,576 (626,252) -65.0% 4111 - CalPERS UAL Cost - - - - 627,273 627,273 0.0%
4122 - Reitrement Health Savings Plan 31,233 35,000 35,000 46,985 40,000 5,000 14.3% 4130 - Health Insurance 324,888 427,555 427,555 351,842 473,827 46,272 10.8% 4140 - Retiree Health Insurance OPEB 57,528 59,480 59,480 51,987 59,500 20 0.0% 4145 - PORAC LTD Insurance 3,079 6,378 6,378 2,520 6,280 (98) -1.5% 4150 - Dental Insurance 41,888 50,126 50,126 45,172 54,498 4,372 8.7% 4151 - Vision Insurance 4,639 5,592 5,592 4,754 5,759 167 3.0% 4181 - Long Term Disability Insurance 2,901 795 795 4,214 1,460 665 83.6% 4182 - Short Term Disability Insurance 222 314 314 415 561 247 78.8% 4183 - EAP (Employee Asst Prog) 614 770 770 641 770 (0) 0.0% 4184 - Life Insurance 1,427 1,701 1,701 1,500 1,620 (81) -4.8% Total Benefits 1,717,569 1,967,541 1,967,541 1,925,055 1,995,311 27,770 1.4% Contracted Services
4210 - Professional Contract Services 130,301 112,000 112,000 90,000 211,315 99,315 88.7% 4212 - Internet & Network /Technology Maint 33,253 23,450 23,450 28,151 30,250 6,800 29.0% 4214 - Litigation Expense 95,296 20,000 20,000 25,000 - (20,000) -100.0% 4230 - Recruitment Services 30,221 - - 7,000 40,000 40,000 0.0% Total Contracted Services 289,071 155,450 155,450 150,151 281,565 126,115 81.1% Services & Supplies
4310 - Office Supplies 4,259 9,700 9,700 9,100 6,000 (3,700) -38.1% 4330 - Misc Supplies & Services 107,594 24,750 24,750 24,750 26,300 1,550 6.3% 4340 - Postage & Printing 519 1,000 1,000 550 750 (250) -25.0% 4345 - Dues & Subscriptions 2,118 3,000 3,000 9,843 2,902 (99) -3.3% Total Services & Supplies 114,489 38,450 38,450 44,243 35,952 (2,499) -6.5% Special Programs
4215 - Casino Mitigation Program 7,669 6,000 6,000 6,000 - (6,000) -100.0% Total Special Programs 7,669 6,000 6,000 6,000 - (6,000) -100.0% Equipment (under $10K)
4370 - Equipment(under $10K) 7,092 - - 4,357 - - 0.0%
Total Equipment (under $10K) 7,092 - - 4,357 - - 0.0%
Equipment Rental/Maintenance
4375 - Equipment Rental/Expenses 20,348 11,300 11,300 8,300 10,540 (760) -6.7% Total Equipment Rental/Maintenance 20,348 11,300 11,300 8,300 10,540 (760) -6.7% Vehicle Expense
4380 - Vehicle Maintenance 24,622 18,000 18,000 17,000 18,000 - 0.0% 4390 - City Vehicle Fuel Expense 22,651 18,000 18,000 15,000 19,000 1,000 5.6% Total Vehicle Expense 47,273 36,000 36,000 32,000 37,000 1,000 2.8% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 90
Police
Budget Expenditures
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Conference & Training Expense
4510 - Conference & Training 14,861 11,660 11,660 11,679 13,745 2,085 17.9% 4515 - Meetings & Travel 9,280 20,000 20,000 18,000 19,000 (1,000) -5.0% Total Conference & Training Expense 24,141 31,660 31,660 29,679 32,745 1,085 3.4% Utilities
4710 - Utilities - Gas & Electric 28,981 26,000 26,000 25,000 22,000 (4,000) -15.4% 4711 - Utilities - City Bill 4,523 7,000 7,000 6,425 15,650 8,650 123.6% Total Utilities 33,504 33,000 33,000 31,425 37,650 4,650 14.1% Telecommunications
4750 - Telecommunications 31,051 30,000 30,000 26,500 31,700 1,700 5.7% Total Telecommunications 31,051 30,000 30,000 26,500 31,700 1,700 5.7% Allocated Insurance
4996 - Allocated Liability Insurance 254,248 259,985 259,985 259,983 248,010 (11,975) -4.6% 4997 - Allocated Wrkrs Comp Insurance 162,012 222,987 222,987 222,987 217,620 (5,367) -2.4% Total Allocated Insurance 416,260 482,972 482,972 482,970 465,630 (17,342) -3.6% Capital Outlay
5100 - Capital Outlay - 172,830 172,830 147,830 50,000 (122,830) -71.1% Total Capital Outlay - 172,830 172,830 147,830 50,000 (122,830) -71.1% Total Operation 5,002,699 5,477,732 5,477,732 5,212,426 5,376,490 (101,241) -1.8% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 91
Police
Object Details
Object
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
Grand Total 430,954 119 467,417
4100 - Employee Benefits
4100 - Employee Benefits Unemployment Benefit (1) 2,500 4 10,000 4100 - Employee Benefits Unemployment Benefit (2) 2,500 4 10,000 Total 4100 - Employee Benefits 5,000 8 20,000
4145 - PORAC LTD Insurance
4145 - PORAC LTD Insurance Police Dispatchers 1,035 1 1,035 4145 - PORAC LTD Insurance Police Officers/Sergeant 4,630 1 4,630 Total 4145 - PORAC LTD Insurance 5,665 2 5,665
4210 - Professional Contract Services
4210 - Professional Contract Services Language Line 750 1 750 4210 - Professional Contract Services Psych Evals 775 3 2,325 4210 - Professional Contract Services Scheduling Software 775 1 775 4210 - Professional Contract Services Lexis Nexis 2,400 1 2,400 4210 - Professional Contract Services Background Investigations 2,500 3 7,500 4210 - Professional Contract Services Sonoma County Sheriff's Bomb Squad Annual Fee 4,500 1 4,500 4210 - Professional Contract Services AMR Blood Draws 5,000 1 5,000 4210 - Professional Contract Services RV Tows 16,000 1 16,000 4210 - Professional Contract Services SoCo ISD IJS Access and line 8,500 1 8,500 4210 - Professional Contract Services Traffic Engineer Support 11,500 1 11,500 4210 - Professional Contract Services Landscape 20,000 1 20,000 4210 - Professional Contract Services DOJ Fingerprints 14,600 1 14,600 4210 - Professional Contract Services Axon Taser 7 Annual Maintenance (Equipment,cloud) 15,000 1 15,000 4210 - Professional Contract Services Axon Body Cams Annual Maintenance (Equip, cloud) 16,000 1 16,000 4210 - Professional Contract Services Animal Control Contract Support (North Bay Animal Svs) 20,000 1 20,000 4210 - Professional Contract Services Homeless Outreach Support 40,000 1 40,000 4210 - Professional Contract Services Warming Center (carryover) 4,465 1 4,465 4210 - Professional Contract Services EOC Assesments Study 20,000 1 20,000 4210 - Professional Contract Services County Op Area Emergency Services Contract 2,000 1 2,000 Total 4210 - Professional Contract Services 204,765 23 211,315 4212 - Internet & Network /Technology Maint
4212 - Internet & Network /Technology Maint Carousel - Storage Battery 400 1 400 4212 - Internet & Network /Technology Maint Marin IT - PD Server Maintenance Only 1,250 1 1,250 4212 - Internet & Network /Technology Maint Marin IT - Network Maintenance Equipment Replacement 2,500 1 2,500 4212 - Internet & Network /Technology Maint Vertiv Battery Backup 2,500 1 2,500 4212 - Internet & Network /Technology Maint CLETS Line Fee 3,100 1 3,100 4212 - Internet & Network /Technology Maint Sun Ridge Systems- Annual Support Services CAD/RMS 20,500 1 20,500 Total 4212 - Internet & Network /Technology Maint 30,250 6 30,250 4230 - Recruitment Services
4230 - Recruitment Services Police Chief/Captain Recruitment 25,000 1 25,000 4230 - Recruitment Services Police Officer or Civilian Staff Recruitment 15,000 1 15,000 Total 4230 - Recruitment Services 40,000 2 40,000
4310 - Office Supplies
4310 - Office Supplies Routine Supplies 6,000 1 6,000
Total 4310 - Office Supplies 6,000 1 6,000
4330 - Misc Supplies & Services
4330 - Misc Supplies & Services Ammunition 12,000 1 12,000 4330 - Misc Supplies & Services Citations 1,300 1 1,300 4330 - Misc Supplies & Services Evidence/Crime Scene Supplies 2,000 1 2,000 4330 - Misc Supplies & Services eWaste, Records & Haz Mat Destruction 5,000 1 5,000 4330 - Misc Supplies & Services Firearms, Holsters, Duty Equipment 5,000 1 5,000 4330 - Misc Supplies & Services Radio Battteries 1,000 1 1,000 Total 4330 - Misc Supplies & Services 26,300 6 26,300
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 92
Police
Object Details
Object
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
4345 - Dues & Subscriptions
4345 - Dues & Subscriptions Adobe Subscriptions 288 2 576 4345 - Dues & Subscriptions CA Association for Property and Evidence Technicians 50 1 50 4345 - Dues & Subscriptions California Police Chief's Association 375 1 375 4345 - Dues & Subscriptions CLEAR (CA Law Enforcement Assn. of Records Supervisors) 100 1 100 4345 - Dues & Subscriptions Copware - Legal Sourcebook 705 1 705 4345 - Dues & Subscriptions Critical Reach APD Net Annual Subscription 250 1 250 4345 - Dues & Subscriptions National Emergency Network Association Fee 147 1 147 4345 - Dues & Subscriptions NBLETMA (North Bay Law Enforcement Training Managers Assn.) 250 1 250 4345 - Dues & Subscriptions Sonoma County Law Enforcement Chiefs Association 200 1 200 4345 - Dues & Subscriptions Zoom Subscriptions for Chief and Captain 124 2 249 Total 4345 - Dues & Subscriptions 2,489 12 2,902
4375 - Equipment Rental/Expenses
4375 - Equipment Rental/Expenses Badges and Cases 250 4 1,000 4375 - Equipment Rental/Expenses Ballsitic Vests 1,575 4 6,300 4375 - Equipment Rental/Expenses Canon Copier Lease 195 12 2,340 4375 - Equipment Rental/Expenses Florence Avenue Closure Equipment 900 1 900 Total 4375 - Equipment Rental/Expenses 2,920 21 10,540
4510 - Conference & Training
4510 - Conference & Training Cal Chiefs- Annual Chief's Conference, 4 Days, Out of town 875 1 875 4510 - Conference & Training Collision Investigation- 6 Officers, 5 days 200 6 1,200 4510 - Conference & Training Crisis Intervention Training- 4 Officers, 5 days local 125 3 375 4510 - Conference & Training CSI School- 3 Officers, 5 days likely out of town 1,135 3 3,405 4510 - Conference & Training First Aid/CPR Instructor- 1 Officer, 5 days, Out of town 430 1 430 4510 - Conference & Training FTO Program Coordinator- 1 Sergeant, 3 day course out of town 80 1 80 4510 - Conference & Training
Internal Affairs Investigations - 3 Sergeants. 3 day course out of town 300 1 300
4510 - Conference & Training Interview and Interrogation- 5 officers, 5 days out of town 575 3 1,725 4510 - Conference & Training
Officer Involved Shooting Investigations - 3 Sergeants. 2 day course out of town 250 2 500
4510 - Conference & Training Radar and Lidar- 4 Officers, 4 days possibly local 320 4 1,280 4510 - Conference & Training
RIMS Conference- Dispatch System Conference Annually, Out of town 1,350 1 1,350
4510 - Conference & Training Supervisor School- 1 Sergeant, 10 days likely local 225 1 225 4510 - Conference & Training Women Law Enforcement Leadership Symposioum 1,000 2 2,000 Total 4510 - Conference & Training 6,865 29 13,745
4515 - Meetings & Travel
4515 - Meetings & Travel Estimated Lodging for identified Courses 12,000 1 12,000 4515 - Meetings & Travel Estimated Per Diem Costs 7,000 1 7,000 Total 4515 - Meetings & Travel 19,000 2 19,000
4750 - Telecommunications
4750 - Telecommunications Police Department Land Lines (AT&T) 14,000 1 14,000 4750 - Telecommunications Police Department Cell Phone & MDT (AT&T Mobility) 12,800 1 12,800 4750 - Telecommunications EOC Cable Service (Comcast) 3,200 1 3,200 4750 - Telecommunications EOC Fax Line & Router (AT&T) 1,700 1 1,700 4750 - Telecommunications 31,700 4 31,700
5100 - Capital Outlay
5100 - Capital Outlay Safety Helmet (carryover) 10,000 1 10,000 5100 - Capital Outlay Repair & Replace Secured Entry System (Endowment Fund) 25,000 1 25,000 5100 - Capital Outlay Replace Security Camera System (carryover) 15,000 1 15,000 Total 5100 - Capital Outlay 50,000 3 50,000
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 93
PUBLIC WORKS DEPARTMENT
Mission Statement
The Department of Public Works is dedicated to serving our community by providing exceptional service. Our core responsibility lies in the economical, efficient planning, design, construction, operation, and maintenance of our city's essential infrastructure.
Major Accomplishments in 2023-24:
Maintained regulatory compliance with water, sewer, storm water, air quality, and ADA standards.
Maintained City facilities per long term maintenance plan. Maintained Cal/OSHA regulatory compliance safety and training policies program. Replaced Sebastopol Library roof
Installed new Solar PV system at Sebastopol Library
Purchased two replacement small equipment trailers
Goals and Objectives for 2024-25:
Maintain clean, safe and accessible outdoor recreation spaces that encourage healthy community activities
Enhance and respect natural habitat areas and wildlife spaces through well maintained and defined public corridors
Implement water conservation measures and utilize native tree and plant species replacement whenever applicable
In partnership with the West County Community Swimmers, replace the Ives Pool heater to maintain uninterrupted access to therapeutic exercise and pool safety programs provided by the facility
Address vandalism repairs and debris removal promptly to discourage compounding associated issues related to these activities
Public Works Superintendent
1.0 FTE
Assistant
Public Works
Superintendent
0.50 FTE
Management Analyst
0.25 FTE
Permit Technician
0.5 FTE
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 94
Budgeted Staffing
Senior Center
40-02
Corp Yard
41-02
Gas Tax
Streets
200-41-03
General Fund
Streets
41-03
Parks &
Landscaping
41-04
Parking Lots
41-05
Government
Building
41-06
Community
Center
42-02
Ives Pool
43-02
Water Fund
500-44-02
Sewer
Fund
510-44-02
LAD
215-41-03 FTE - Total
Public Works
Superintendent 0.97 0.03 1.00
Assistant Superintendent 0.05 0.15 0.1 0.45 0.25 1.00
Management Analyst 1 0.25 0.25
Permit Technician 1 0.5 0.50
Water System Treatment Operator 0.2 0.6 0.2 1.00
Sanitary Sewer System Operator 0.2 0.2 0.6 1.00
Senior Maintenance Worker 0.2 0.4 0.4 1.00
Senior Parks & Facilities/Maintenance Worker III 0.2 0.25 0.05 0.1 0.05 0.2 0.05 0.05 0.05 1.00 Maintenance Worker II 0.25 0.25 0.25 0.25 1.00
Maintenance Worker II 0.05 0.05 0.05 0.05 0.4 0.4 1.00
Maintenance Worker I 0.05 0.1 0.05 0.4 0.4 1.00
Maintenance Worker I 0.1 0.05 0.05 0.05 0.5 0.25 1.00
Laborer 0.5 0.5 1.00
Laborer 0.05 0.85 0.05 0.05 1.00
Laborer 0.05 0.85 0.05 0.05 1.00
Total 0.05 1.77 0.80 0.65 2.45 0.60 0.40 0.20 0.20 3.50 3.05 0.08 13.75 Engineering
Engineering Manager 1 1
Management Analyst 1 0.75 0.75
Permit Technician 1 0.5 0.5
Total 2.25 0.00 0.00 0.00 0.00 0.00 0.00 0.00 2.25
Grand Total
1 Designates employee sharing between departments
PUBLIC WORKS - FULL TIME (FTE) STAFFING ALLOCATION
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 95
Account Number
2023-24
Adjusted Budget
2024-25
Proposed
Budget $ Inc/(Dec) *
Type
On-Going
One Time Explanation and Impacts
Salaries & Wages 651,721 433,508 (218,213) On-Going This reduction in Salaries & Wages includes; The elimination of 6 months of the Public Works Superintendent with hiring a new Public Works Director/City Engineer mid-year, discussed in the Engineering Budget ($94,564).
Moving 1 FTE Laborer position to Enterprise Fund Allocation ($45,725) Reduction in overtime ($6,360)
Reduction in Standby Shift ($1,300)
Reduction in One-Time Payout ($14,925)
Further reduction of ($66,000) is due to staff time reimbursement from grant funding associated with the Joe Rodota Trail third art commission project ($6K) and City Hall ADA upgrades work's ($40K), Building Reserve ($20K) The Grant funds identified from CDBG and Building Reserve fund are designated to compensate city staff to implement assess ability improvements at City Hall. The Art Installation funds are to reimburse city staff for the installation of concrete pads to facilitate the installation of art at the Petaluma Avenue entrance to the Joe Rodota trail. The Maintenance Worker 2 position originally designated to be frozen has been restored with the Budget Committees' interest in addressing a reduction in assigned staff overtime stress, strain, and fatigue. This position will focus on work to beautify the City by increasing the frequency of maintenance improvements to public spaces This the goal of creating a warm and welcoming environment for businesses as well as fostering an environment that employees are proud to be maintaining the city they work for.
Benefits 387,285 409,433 22,148 On-Going A one time expense of $67,680 Accrual in Lieu (payout of vacation and other leaves) for retiring Superintendent.
There is a reduction in Health Insurance costs of ($58,824) due to mid-year retirement of PW Superintendent, and lower costs based on type of insurance selected by staff.
Contracted Services 206,875 252,843 45,968 On-Going The increase in Contract Services is due to the transfer of $52,000 West County Community Services management contract to Public Works for the Park Village Community originally locater in Non-Departmental. The intent is to ensure that one Department is clearly responsible for managing this contract, including budget responsibility. Public Works provides some maintenance for this facility on City-owned property. West County Community Services has agreed to reduce the their management fee $20,000 from the original cost of $72,000.
Other reductions totaling ($38,432) in Contract Services include; Corporation Yard- HVAC Service and Repairs, Recruitment services ($9,082), StreetsWith other reductions in Thermoplastic Street Marking Contract, Parks- Parks and Burbank farm tree maintenance services ($9,500), Government Buildings- Janitorial Services, Generators Services ($7,000) These items, which support maintenance will impact the ability to meet the community's expectations for an acceptable level of maintenance. Reduced and/or delayed response to maintenance issues. Reduced preventive maintenance and facility upgrades. Maintenance functions will be primarily focused on addressing safety and potential liability issues as a priority. Staff will be coordinating with Sonoma Clean Power to review grant opportunities for infrastructure improvements. Staff will explore the implementation of "Dark Sky" street and crosswalk lighting improvements. Staff has reached out to our previous downtown litter removal contract provider for a reduced quote for Mond and Friday services at $4,000 per year if Council provides direction to pursue this option.
Additionally shifting of janitorial service of $13, 000 from the Police Department onto government building and an increase in low maintenance landscape for the police building of $20,000
Services & Supplies 261,350 210,205 (51,145) On-Going Reductions in Supplies and Services include; Corporation Yard- Equipment servicing, general maintenance supplies, Facility improvements ($5,545), Streets- $15,000 was increased based on the positive response of the recently installed test locations of reflective sign pole enhancements $15,000 was added to the Streets Supplies Budget to purchase and install at additional locations. Street and Sidewalk repairs, Street landscape maintenance, Stormwater facility repairs, Street signs, and Street markings ($38,100), Parks-An increase of $20,000 was included for Libby Park Fencing replacement materials. Reductions in Playground Fiber, Tree Services Burbank Farm needs, Vandalism Repairs, Rental Equipment, fencing ,and Irrigation supplies ($3,700), Parking LotsStreet marking, Sign maintenance, Landscape maintenance, and Tree services($4,000) Government Buildings- $200 Building upgrades and Facility maintenance, Park Village property maintenance and repairs ($5,000) These items which support maintenance may impact the ability to meet the community's expectations for an acceptable level of maintenance. Staff is calculating time and materials cost associated with vandalism repairs and Unhoused debris removal for council information.
Equipment Rental/Maintenance 5,200 5,450 250 On-Going Inflationary cost increase Vehicle Expense 67,900 70,525 2,625 On-Going Water and Sewer specific equipment maintenance moved to Enterprise accounts Conference & Training Expense 1,000 300 (700) One-Time Reduction in training- utilizing no cost training opportunities.
Utilities 50,450 64,412 13,962 On-Going PG&E cost increases Utilities-City 67,200 170,475 103,275 On-Going Water and Sewer Rate increase adjustments Telecommunications 14,000 13,650 (350) One-Time Reductions made due to historical spending Allocated Insurance 148,213 141,280 (6,933) On-Going
This item reflects the costs allocation to each Department of premiums for insurance coverage such as Workers Compensation and liability. The allocation ensures that each department contributes its fair share to the insurance expenses based on an established method. For more information on the City’s insurance allocations, see the Glossary of Budget terms.
Capital Outlay 12,600 - (12,600) One-Time
Total Expense 1,873,794 1,772,081 (101,713)
MATRIX SUMMARIZING BUDGET CHANGES - SUMMARY - PUBLIC WORKS BUILDINGS/FACILITIES/INFRASTRUCTURE DESCRIPTION OF CHANGES * This Column Reflects the Difference (Increase/Decrease) from the FY 23-24 Adjusted Budget to the 24-25 Proposed Budget DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 96
EXPENSES
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages 564,024 651,721 651,721 642,512 433,508 (218,213) -33.5% Benefits 318,429 387,285 387,285 387,284 409,433 22,148 5.7% Contracted Services 220,526 206,875 206,875 163,175 252,843 45,968 22.2% Services & Supplies 220,360 261,350 261,350 188,000 210,205 (51,145) -19.6% Equipment Rental/Maintenance 5,974 5,200 5,200 5,350 5,450 250 4.8% Vehicle Expense 63,714 67,900 67,900 68,400 70,525 2,625 3.9% Conference & Training Expense 527 1,000 1,000 100 300 (700) -70.0% Utilities 51,955 50,450 50,450 47,200 64,412 13,962 27.7% Utilities-City 54,009 67,200 67,200 65,640 170,475 103,275 153.7% Telecommunications 12,618 14,000 14,000 13,000 13,650 (350) -2.5% Allocated Insurance 117,549 148,213 148,213 148,213 141,280 (6,933) -4.7% Capital Outlay 43,210 12,600 12,600 9,100 - (12,600) -100.0% Total Expense 1,672,896 1,873,794 1,873,794 1,737,974 1,772,081 (101,713) -5.4%
SUMMARY - PUBLIC WORKS
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 97
Public Works
Budget Expenditures
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages
4010 - Salaries - Full Time 488,113 601,946 601,946 601,947 472,318 (129,628) -21.5% 4011 - Salaries - Part Time 19,321 - - - - - 0.0%
4012 - Overtime 23,319 25,700 25,700 18,570 19,340 (6,360) -24.7% 4013 - Standby/Shift 5,867 9,150 9,150 7,070 7,850 (1,300) -14.2% 4017 - Salaries - COVID-19 1,133 - - - - - 0.0%
4019 - WC- 4850/Temp Disb 1,171 - - - - - 0.0%
4023 - One Time Payment 25,100 14,925 14,925 14,925 - (14,925) -100.0% 4990 - Staff Time Project Reimbursement - - - - (66,000) (66,000) 0.0% Total Salaries & Wages 564,024 651,721 651,721 642,512 433,508 (218,213) -33.5% Benefits
4100 - Employee Benefits - - - - - - 0.0%
4101 - Health in Lieu 1,000 1,209 1,209 1,210 - (1,209) -100.0% 4102 - Uniform Allowance 4,250 3,750 3,750 3,750 5,235 1,485 39.6% 4104 - Accrual in Lieu 757 - - - 67,680 67,680 0.0%
4105 - Medicare & Fica 8,343 8,728 8,728 8,728 6,849 (1,879) -21.5% 4110 - CalPERS Employer Rate 154,364 193,244 193,244 193,243 48,860 (144,384) -74.7% 4111 - CalPERS Employer Rate - - - - 125,385 125,385 0.0% 4130 - Health Insurance 121,573 146,477 146,477 146,477 119,411 (27,066) -18.5% 4140 - Retiree Health Insurance OPEB 9,405 9,400 9,400 9,400 12,600 3,200 34.0% 4150 - Dental Insurance 14,055 16,254 16,254 16,254 11,554 (4,700) -28.9% 4151 - Vision Insurance 1,512 1,766 1,766 1,766 1,220 (546) -30.9% 4181 - Long Term Disability Insurance 1,806 2,847 2,847 2,847 7,129 4,282 150.4% 4182 - Short Term Disability Insurance 750 825 825 825 610 (215) -26.1% 4183 - EAP (Employee Asst Prog) 194 840 840 840 875 35 4.2% 4184 - Life Insurance 420 1,944 1,944 1,944 2,025 81 4.2% Total Benefits 318,429 387,285 387,285 387,284 409,433 22,148 5.7% Contracted Services
4210 - Professional Contract Services 171,828 168,000 168,000 133,400 197,390 29,390 17.5% 4212 - Internet & Network /Technology Maint - 1,575 1,575 1,575 1,653 78 5.0% 4213 - Building/Grounds Maintenance 38,000 32,300 32,300 25,000 51,300 19,000 58.8% 4230 - Recruitment Services 10,697 5,000 5,000 3,200 2,500 (2,500) -50.0% Total Contracted Services 220,526 206,875 206,875 163,175 252,843 45,968 22.2% Services & Supplies
4310 - Office Supplies 635 2,000 2,000 600 630 (1,370) -68.5% 4330 - Misc Supplies & Services 212,262 236,650 236,650 173,600 195,600 (41,050) -17.3% 4332 - Janitorial & Safety Supplies 6,983 22,200 22,200 13,500 13,675 (8,525) -38.4% 4340 - Postage & Printing 402 300 300 300 300 - 0.0%
4345 - Dues & Subscriptions 78 200 200 - - (200) -100.0% Total Services & Supplies 220,360 261,350 261,350 188,000 210,205 (51,145) -19.6% Equipment (under $10K)
4370 - Equipment(under $10K) - - - - - - 0.0%
Total Equipment (under $10K) - - - - - - 0.0%
Equipment Rental/Maintenance
4375 - Equipment Rental/Expenses 5,974 5,200 5,200 5,350 5,450 250 4.8% Total Equipment Rental/Maintenance 5,974 5,200 5,200 5,350 5,450 250 4.8% Vehicle Expense
4380 - Vehicle Maintenance 25,769 31,100 31,100 31,600 31,885 785 2.5% 4390 - City Vehicle Fuel Expense 37,946 36,800 36,800 36,800 38,640 1,840 5.0% Total Vehicle Expense 63,714 67,900 67,900 68,400 70,525 2,625 3.9% Conference & Training Expense
4510 - Conference & Training 400 500 500 - 200 (300) -60.0% 4515 - Meetings & Travel 127 500 500 100 100 (400) -80.0% Total Conference & Training Expense 527 1,000 1,000 100 300 (700) -70.0% Utilities
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 98
Public Works
Budget Expenditures
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
4710 - Utilities - Gas & Electric 41,209 40,850 40,850 36,350 51,359 10,509 25.7% 4711 - Utilities - City Bill 54,009 67,200 67,200 65,640 170,475 103,275 153.7% 4712 - Utilities(Elec Vehicle Charging Stations) 9,058 7,300 7,300 9,050 10,408 3,108 42.6% 4721 - Utilities-Little League Elec 1,689 2,300 2,300 1,800 2,645 345 15.0% Total Utilities 105,965 117,650 117,650 112,840 234,887 117,237 99.6% Telecommunications
4750 - Telecommunications 12,618 14,000 14,000 13,000 13,650 (350) -2.5% Total Telecommunications 12,618 14,000 14,000 13,000 13,650 (350) -2.5% Allocated Insurance
4996 - Allocated Liability Insurance 77,621 88,450 88,450 88,450 82,960 (5,490) -6.2% 4997 - Allocated Wrkrs Comp Insurance 39,928 59,763 59,763 59,763 58,320 (1,443) -2.4% Total Allocated Insurance 117,549 148,213 148,213 148,213 141,280 (6,933) -4.7% Capital Outlay
5100 - Capital Outlay 43,210 12,600 12,600 9,100 - (12,600) -100.0% Total Capital Outlay 43,210 12,600 12,600 9,100 - (12,600) -100.0% Total Operation 1,672,896 1,873,794 1,873,794 1,737,974 1,772,081 (101,713) -5.4% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 99
Corporation Yard
Budget Expenditures
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages
4010 - Salaries - Full Time 218,599 272,803 272,803 272,803 165,494 (107,309) -39.3% 4011 - Salaries - Part Time 19,321 - - - - - 0.0%
4012 - Overtime 247 500 500 250 240 (260) -52.0%
4017 - Salaries - COVID-19 273 - - - - - 0.0%
4023 - One Time Payment 6,100 4,550 4,550 4,550 - (4,550) -100.0% 4990 - Staff Time Project Reimbursement - - - - (66,000) (66,000) 0.0% Total Salaries & Wages 244,540 277,853 277,853 277,603 99,734 (178,119) -64.1% Benefits
4102 - Uniform Allowance - - - - 1,285 1,285 0.0%
4104 - Accrual in Lieu 757 - - - 67,680 67,680 0.0%
4105 - Medicare & Fica 3,471 3,956 3,956 3,956 2,400 (1,556) -39.3% 4110 - CalPERS Employer Rate 65,811 73,878 73,878 73,878 17,422 (56,456) -76.4% 4111 - CalPERS UAL Cost - - - - 56,825 56,825 0.0%
4130 - Health Insurance 32,837 47,951 47,951 47,951 31,485 (16,466) -34.3% 4140 - Retiree Health Insurance OPEB 9,405 9,400 9,400 9,400 12,600 3,200 34.0% 4150 - Dental Insurance 3,825 5,201 5,201 5,201 2,903 (2,298) -44.2% 4151 - Vision Insurance 411 573 573 573 314 (259) -45.2% 4181 - Long Term Disability Insurance 828 1,211 1,211 1,211 1,099 (112) -9.3% 4182 - Short Term Disability Insurance 340 446 446 446 256 (190) -42.6% 4183 - EAP (Employee Asst Prog) 47 140 140 140 140 (0) 0.0% 4184 - Life Insurance 109 324 324 324 324 - 0.0%
Total Benefits 117,841 143,080 143,080 143,080 194,733 51,653 36.1% Contracted Services
4210 - Professional Contract Services 19,705 17,400 17,400 15,500 10,740 (6,660) -38.3% 4212 - Internet & Network /Technology Maint - 1,575 1,575 1,575 1,653 78 5.0% 4230 - Recruitment Services 10,697 5,000 5,000 3,200 2,500 (2,500) -50.0% Total Contracted Services 30,402 23,975 23,975 20,275 14,893 (9,082) -37.9% Services & Supplies
4310 - Office Supplies 635 2,000 2,000 600 630 (1,370) -68.5% 4330 - Misc Supplies & Services 11,984 15,800 15,800 13,500 11,700 (4,100) -25.9% 4332 - Janitorial & Safety Supplies 499 2,500 2,500 2,500 2,625 125 5.0% 4340 - Postage & Printing 402 300 300 300 300 - 0.0%
4345 - Dues & Subscriptions 78 200 200 - - (200) -100.0% Total Services & Supplies 13,598 20,800 20,800 16,900 15,255 (5,545) -26.7% Equipment (under $10K)
4370 - Equipment(under $10K) - - - - - - 0.0%
Total Equipment (under $10K) - - - - - - 0.0%
Equipment Rental/Maintenance
4375 - Equipment Rental/Expenses 5,974 5,200 5,200 5,100 5,200 - 0.0% Total Equipment Rental/Maintenance 5,974 5,200 5,200 5,100 5,200 - 0.0% Vehicle Expense
4380 - Vehicle Maintenance 25,769 28,700 28,700 30,000 30,135 1,435 5.0% 4390 - City Vehicle Fuel Expense 37,946 36,800 36,800 36,800 38,640 1,840 5.0% Total Vehicle Expense 63,714 65,500 65,500 66,800 68,775 3,275 5.0% Conference & Training Expense
4510 - Conference & Training 400 500 500 - 200 (300) -60.0% 4515 - Meetings & Travel 127 500 500 100 100 (400) -80.0% Total Conference & Training Expense 527 1,000 1,000 100 300 (700) -70.0% Utilities
4710 - Utilities - Gas & Electric 3,223 6,000 6,000 3,600 6,900 900 15.0% 4711 - Utilities - City Bill 3,437 5,500 5,500 5,900 10,645 5,145 93.5% Total Utilities 6,660 11,500 11,500 9,500 17,545 6,045 52.6% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 100
Corporation Yard
Budget Expenditures
Telecommunications
4750 - Telecommunications 12,618 14,000 14,000 13,000 13,650 (350) -2.5% Total Telecommunications 12,618 14,000 14,000 13,000 13,650 (350) -2.5% Allocated Insurance
4996 - Allocated Liability Insurance 22,938 30,875 30,875 30,875 27,860 (3,015) -9.8% 4997 - Allocated Wrkrs Comp Insurance 16,847 27,734 27,734 27,734 27,060 (674) -2.4% Total Allocated Insurance 39,785 58,609 58,609 58,609 54,920 (3,689) -6.3% Capital Outlay
5100 - Capital Outlay 26,310 - - - - - 0.0%
Total Capital Outlay 26,310 - - - - - 0.0%
Total Operation 561,970 621,516 621,516 610,967 485,005 (136,511) -22.0% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 101
Corporation Yard
Object Details
Object
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
Grand Total (43,560) 11 $ (43,560)
4990 - Staff Time Project Reimbursement
4990 - Staff Time Project Reimb
0903 Joe Rodota Trail third art commission - staff time for implementation (6,000) 1 $ (6,000)
4990 - Staff Time Project Reimb 0214-20.07 City Hall ADA Upgrades Staff Time (CDBG) (40,000) 1 $ (40,000) 0214-20.07 City Hall ADA Upgrades (Building Reserve Fund) (20,000) 1 $ (20,000) Total 4990 - Staff Time Project Reimb (66,000) 3 $ (66,000) 4210 - Professional Contract Services
4210 - Professional Contract Services Generator Air Quality Permitting 735 1 $ 735 4210 - Professional Contract Services Generator Service and Repairs 4,725 1 $ 4,725 4210 - Professional Contract Services HVAC Service and Repairs 1,500 1 $ 1,500 4210 - Professional Contract Services Security Monitoring 3,780 1 $ 3,780 Total 4210 - Professional Contract Services 10,740 4 $ 10,740 4330 - Misc Supplies & Services
4330 - Misc Supplies & Services Above Ground Fuel Tanks Inspections and Maintenance 3,200 1 $ 3,200 4330 - Misc Supplies & Services Aerial Utility Equipment Safety Certification 2,000 1 $ 2,000 4330 - Misc Supplies & Services Building Repairs and Upgrades 3,000 1 $ 3,000 4330 - Misc Supplies & Services Safety Supplies 3,500 1 $ 3,500 Total 4330 - Misc Supplies & Services 11,700 4 $ 11,700 DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 102
Streets Maintenance
Budget Expenditures
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed
vs. Adjusted
Budget
Salaries & Wages
4010 - Salaries - Full Time 64,409 66,220 66,220 66,220 71,217 4,997 7.5% 4012 - Overtime 16,006 16,000 16,000 9,000 9,450 (6,550) -40.9% 4013 - Standby/Shift 1,421 3,400 3,400 2,200 2,300 (1,100) -32.4% 4017 - Salaries - COVID-19 540 - - - - - 0.0%
4023 - One Time Payment 6,000 1,375 1,375 1,375 - (1,375) -100.0% Total Salaries & Wages 88,375 86,995 86,995 78,795 82,967 (4,028) -4.6% Benefits
4102 - Uniform Allowance 300 300 300 300 650 350 116.7% 4105 - Medicare & Fica 1,236 960 960 960 1,033 73 7.6%
4110 - CalPERS Employer Rate 25,585 11,942 11,942 11,942 7,787 (4,155) -34.8% 4111 - CalPERS UAL Cost - - - - 13,795
4130 - Health Insurance 16,438 15,055 15,055 15,055 20,642 5,587 37.1% 4150 - Dental Insurance 1,845 1,602 1,602 1,602 2,118 516 32.2% 4151 - Vision Insurance 202 177 177 177 224 47 26.6%
4181 - Long Term Disability Insurance 168 329 329 329 1,193 864 262.4% 4182 - Short Term Disability Insurance 80 76 76 76 82 6 7.3% 4183 - EAP (Employee Asst Prog) 23 105 105 105 140 35 33.3% 4184 - Life Insurance 55 243 243 243 324 81 33.3%
Total Benefits 45,930 30,791 30,791 30,789 47,988 3,402 11.0% Contracted Services
4210 - Professional Contract Services 73,913 64,000 64,000 51,000 48,150 (15,850) -24.8% Total Contracted Services 73,913 64,000 64,000 51,000 48,150 (15,850) -24.8% Services & Supplies
4330 - Misc Supplies & Services 139,188 143,400 143,400 98,000 106,000 (37,400) -26.1% 4332 - Janitorial & Safety Supplies 1,995 2,200 2,200 1,500 1,500 (700) -31.8% Total Services & Supplies 141,183 145,600 145,600 99,500 107,500 (38,100) -26.2% Utilities
4710 - Utilities - Gas & Electric 13,645 15,750 15,750 15,250 16,775 1,025 6.5% 4711 - Utilities - City Bill 6,967 10,100 10,100 10,000 18,475 8,375 82.9% Total Utilities 20,612 25,850 25,850 25,250 35,250 9,400 36.4% Allocated Insurance
4996 - Allocated Liability Insurance 20,421 25,420 25,420 25,420 19,700 (5,720) -22.5% 4997 - Allocated Wrkrs Comp Insurance 7,125 6,444 6,444 6,444 6,300 (144) -2.2% Total Allocated Insurance 27,546 31,864 31,864 31,864 26,000 (5,864) -18.4% Capital Outlay
5100 - Capital Outlay - 6,300 6,300 4,000 - (6,300) -100.0% Total Capital Outlay - 6,300 6,300 4,000 - (6,300) -100.0% Total Operation 397,560 391,400 391,400 321,198 347,855 (43,545) -11.1% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 103
Streets Maintenance
Object Details
Object
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
Grand Total 154,150 15 $ 154,150
4210 - Professional Contract Services
4210 - Professional Contract Services Asset Management Software Maintenance Contract 3,050 1 $ 3,050 4210 - Professional Contract Services Pedestrian Crosswalk Lighting Safety Inspection 14,200 1 $ 14,200 4210 - Professional Contract Services Street Light Pole Repairs and Replacement 6,400 1 $ 6,400 4210 - Professional Contract Services Traffic Signal Inspections and Maintenance (CALTRANS) 16,500 1 $ 16,500 4210 - Professional Contract Services
Traffic Signal Lighting Safety Inspections (Bodega at Jewell and Bodega at Pleasent Hill 8,000 1 $ 8,000
Total 4210 - Professional Contract Services 48,150 5 $ 48,150 4330 - Misc Supplies & Services
4330 - Misc Supplies & Services - 0 $ -
4330 - Misc Supplies & Services Flood Sand and Sandbags 5,500 1 $ 5,500 4330 - Misc Supplies & Services Hazardous Materials Disposal 3,000 1 $ 3,000 4330 - Misc Supplies & Services OSHA Compliance Safety Equipment 2,500 1 $ 2,500 4330 - Misc Supplies & Services
Pedestrian Crosswalk and Traffic Signal Lighting and Controls Repairs 16,500 1 $ 16,500
4330 - Misc Supplies & Services Storm Water Systems Repair materials 7,500 1 $ 7,500 4330 - Misc Supplies & Services Street and Sidewalk Repair Materials 29,500 1 $ 29,500 4330 - Misc Supplies & Services Street Landscaping Materials- Compost Plants and Irrigation 10,500 1 $ 10,500 4330 - Misc Supplies & Services Street Marking Maintenance Materials 5,500 1 $ 5,500 4330 - Misc Supplies & Services Street Sign Pole Reflective Safety Enhancements 15,000 1 $ 15,000 4330 - Misc Supplies & Services Street Sign Maintenance and Replacement Materials 10,500 1 $ 10,500 Total 4330 - Misc Supplies & Services 106,000 10 $ 106,000 5100 - Capital Outlay
5100 - Capital Outlay - 0 $ -
Total 5100 - Capital Outlay - 0 $ -
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 104
Parks & Landscape Maintenance
Budget Expenditures
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages
4010 - Salaries - Full Time 133,154 175,454 175,454 175,454 157,771 (17,683) -10.1% 4012 - Overtime 4,584 6,000 6,000 5,500 6,000 - 0.0%
4013 - Standby/Shift 2,182 3,500 3,500 2,600 3,000 (500) -14.3% 4017 - Salaries - COVID-19 160 - - - - - 0.0%
4019 - WC- 4850/Temp Disb 878 - - - - - 0.0%
4023 - One Time Payment 7,500 6,250 6,250 6,250 - (6,250) -100.0% Total Salaries & Wages 148,457 191,204 191,204 189,804 166,771 (24,433) -12.8% Benefits
4101 - Health in Lieu 500 605 605 605 - (605) -100.0%
4102 - Uniform Allowance 2,750 2,350 2,350 2,350 2,350 0 0.0% 4105 - Medicare & Fica 2,346 2,544 2,544 2,544 2,288 (256) -10.1% 4110 - CalPERS Employer Rate 44,497 78,031 78,031 78,031 14,754 (63,277) -81.1% 4111 - CalPERS UAL Cost - - - - 36,545 36,545 0.0%
4130 - Health Insurance 51,336 60,492 60,492 60,492 40,565 (19,927) -32.9% 4150 - Dental Insurance 5,878 6,784 6,784 6,784 3,821 (2,963) -43.7% 4151 - Vision Insurance 630 729 729 729 398 (331) -45.4% 4181 - Long Term Disability Insurance 548 872 872 872 2,154 1,282 147.0% 4182 - Short Term Disability Insurance 224 202 202 202 182 (20) -10.1% 4183 - EAP (Employee Asst Prog) 86 280 280 280 280 0 0.0% 4184 - Life Insurance 176 648 648 648 648 - 0.0%
Total Benefits 108,972 153,537 153,537 153,537 103,985 (49,552) -32.3% Contracted Services
4210 - Professional Contract Services 7,179 15,000 15,000 12,000 5,500 (9,500) -63.3% Total Contracted Services 7,179 15,000 15,000 12,000 5,500 (9,500) -63.3% Services & Supplies
4330 - Misc Supplies & Services 50,670 55,000 55,000 44,800 57,800 2,800 5.1% 4332 - Janitorial & Safety Supplies 2,494 14,000 14,000 7,500 7,500 (6,500) -46.4% Total Services & Supplies 53,164 69,000 69,000 52,300 65,300 (3,700) -5.4% Equipment Rental/Maintenance
4375 - Equipment Rental/Expenses - - - 250 250 250 0.0% Total Equipment Rental/Maintenance - - - 250 250 250 0.0% Vehicle Expense
4380 - Vehicle Maintenance - 2,400 2,400 1,600 1,750 (650) -27.1% Total Vehicle Expense - 2,400 2,400 1,600 1,750 (650) -27.1% Utilities
4710 - Utilities - Gas & Electric 4,372 6,400 6,400 5,500 7,360 960 15.0% 4711 - Utilities - City Bill 39,688 45,000 45,000 44,000 122,610 77,610 172.5% 4721 - Utilities-Little League Elec 1,689 2,300 2,300 1,800 2,645 345 15.0% Total Utilities 45,749 53,700 53,700 51,300 132,615 78,915 147.0% Allocated Insurance
4996 - Allocated Liability Insurance 19,551 18,125 18,125 18,125 19,500 1,375 7.6% 4997 - Allocated Wrkrs Comp Insurance 10,093 17,073 17,073 17,073 16,660 (413) -2.4% Total Allocated Insurance 29,644 35,198 35,198 35,198 36,160 962 2.7% Capital Outlay
5100 - Capital Outlay - 6,300 6,300 5,100 - (6,300) -100.0% Total Capital Outlay - 6,300 6,300 5,100 - (6,300) -100.0% Total Operation 393,165 526,339 526,339 501,089 512,331 (14,008) -2.7% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 105
Parks & Landscape Maintenance
Object Details
Object
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
Grand Total 63,300 10 $ 63,300
4210 - Professional Contract Services
4210 - Professional Contract Services Annual Biological Surveys 1,500 1 $ 1,500 4210 - Professional Contract Services Burbank Farm Tree Safety Survey Maintenance 4,000 1 $ 4,000 Total 4210 - Professional Contract Services 5,500 2 $ 5,500 4330 - Misc Supplies & Services
4330 - Misc Supplies & Services Libby Park Pond Fencing materials 20,000 1 $ 20,000 4330 - Misc Supplies & Services Irrigation Supplies 4,100 1 $ 4,100 4330 - Misc Supplies & Services Ives Park Improvements-Parks Commission Plan 3,100 1 $ 3,100 4330 - Misc Supplies & Services Landscaping Supplies-Compost, Mulch, Plants 13,500 1 $ 13,500 4330 - Misc Supplies & Services Park Restroom Facility Repairs 5,500 1 $ 5,500 4330 - Misc Supplies & Services Park Site Furnishings Repair and Replacement 3,000 1 $ 3,000 4330 - Misc Supplies & Services Pet Waste Bags and Dispensers 2,600 1 $ 2,600 4330 - Misc Supplies & Services Playground Fall Zone Safety Fiber 6,000 1 $ 6,000 Total 4330 - Misc Supplies & Services 57,800 8 $ 57,800 5100 - Capital Outlay
5100 - Capital Outlay - 0 $ -
Total 5100 - Capital Outlay - 0 $ -
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 106
Parking Lot Maintenance
Budget Expenditures
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages
4010 - Salaries - Full Time 48,589 57,989 57,989 57,989 45,114 (12,875) -22.2% 4012 - Overtime 1,194 1,400 1,400 1,750 1,750 350 25.0% 4013 - Standby/Shift 1,494 1,400 1,400 1,120 1,400 - 0.0% 4017 - Salaries - COVID-19 160 - - - - - 0.0%
4019 - WC- 4850/Temp Disb 146 - - - - - 0.0%
4023 - One Time Payment 4,000 2,000 2,000 2,000 - (2,000) -100.0% Total Salaries & Wages 55,583 62,789 62,789 62,859 48,264 (14,525) -23.1% Benefits
4101 - Health in Lieu 500 605 605 605 - (605) -100.0%
4102 - Uniform Allowance 900 800 800 800 600 (200) -25.0% 4105 - Medicare & Fica 859 841 841 841 654 (187) -22.2% 4110 - CalPERS Employer Rate 10,583 17,201 17,201 17,201 4,800 (12,401) -72.1% 4111 - CalPERS UAL Cost - - - - 12,080 12,080 0.0%
4130 - Health Insurance 14,297 16,001 16,001 16,001 16,535 534 3.3% 4150 - Dental Insurance 1,749 1,918 1,918 1,918 1,674 (244) -12.7% 4151 - Vision Insurance 191 209 209 209 176 (33) -15.7% 4181 - Long Term Disability Insurance 193 288 288 288 2,087 1,799 624.0% 4182 - Short Term Disability Insurance 77 67 67 67 52 (15) -22.3% 4183 - EAP (Employee Asst Prog) 28 245 245 245 245 (0) 0.0% 4184 - Life Insurance 61 567 567 567 567 - 0.0%
Total Benefits 29,439 38,740 38,740 38,742 39,470 730 1.9% Contracted Services
4210 - Professional Contract Services 16,304 7,700 7,700 6,900 7,700 - 0.0% Total Contracted Services 16,304 7,700 7,700 6,900 7,700 - 0.0% Services & Supplies
4330 - Misc Supplies & Services 686 9,500 9,500 6,500 5,500 (4,000) -42.1% Total Services & Supplies 686 9,500 9,500 6,500 5,500 (4,000) -42.1% Utilities
4710 - Utilities - Gas & Electric 10,592 8,300 8,300 8,000 9,545 1,245 15.0% 4711 - Utilities - City Bill 2,719 4,500 4,500 3,700 12,000 7,500 166.7% 4712 - Utilities(Elec Vehicle Charging Stations) 9,058 7,300 7,300 9,050 10,408 3,108 42.6% Total Utilities 22,369 20,100 20,100 20,750 31,953 11,853 59.0% Allocated Insurance
4996 - Allocated Liability Insurance 5,323 5,630 5,630 5,630 6,600 970 17.2% 4997 - Allocated Wrkrs Comp Insurance 3,785 5,643 5,643 5,643 5,500 (143) -2.5% Total Allocated Insurance 9,108 11,273 11,273 11,273 12,100 827 7.3% Total Operation 133,488 150,103 150,103 147,024 144,987 (5,116) -3.4% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 107
Parking Lot Maintenance
Object Details
Object
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
Grand Total 13,200 4 $ 13,200
4210 - Professional Contract Services
4210 - Professional Contract Services
EV Charging Station Maintenance Contract (City
Owned) 7,700 1 $ 7,700
Total 4210 - Professional Contract Services 7,700 1 $ 7,700 4330 - Misc Supplies & Services
4330 - Misc Supplies & Services Landscape Maintenance Supplies 2,500 1 $ 2,500 4330 - Misc Supplies & Services Street Markings- Paint and Thermoplastic 500 1 $ 500 4330 - Misc Supplies & Services Tree Maintenance and Replacement 2,500 1 $ 2,500 Total 4330 - Misc Supplies & Services 5,500 3 $ 5,500
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 108
Government Building
Budget Expenditures
Account Number 2022-23 Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages
4010 - Salaries - Full Time 23,363 29,481 29,481 29,481 32,722 3,241 11.0% 4012 - Overtime 1,289 1,800 1,800 2,070 1,900 100 5.6%
4013 - Standby/Shift 770 850 850 1,150 1,150 300 35.3%
4017 - Salaries - COVID-19 - - - - - - 0.0%
4019 - WC- 4850/Temp Disb 146 - - - - - 0.0%
4023 - One Time Payment 1,500 750 750 750 - (750) -100.0% Total Salaries & Wages 27,069 32,881 32,881 33,451 35,772 2,891 8.8% Benefits
4102 - Uniform Allowance 300 300 300 300 350 50 16.7%
4105 - Medicare & Fica 431 427 427 427 474 47 10.9%
4110 - CalPERS Employer Rate 7,888 12,191 12,191 12,191 4,097 (8,094) -66.4% 4111 - CalPERS UAL Cost - - - - 6,140 6,140 0.0%
4130 - Health Insurance 6,665 6,978 6,978 6,978 10,184 3,206 45.9% 4150 - Dental Insurance 758 749 749 749 1,038 289 38.5% 4151 - Vision Insurance 79 78 78 78 108 30 38.5%
4181 - Long Term Disability Insurance 69 147 147 147 596 449 306.8% 4182 - Short Term Disability Insurance 28 34 34 34 38 4 11.9% 4183 - EAP (Employee Asst Prog) 10 70 70 70 70 0 0.1%
4184 - Life Insurance 20 162 162 162 162 - 0.0%
Total Benefits 16,247 21,137 21,137 21,136 23,257 2,120 10.0% Contracted Services
4210 - Professional Contract Services 54,728 63,900 63,900 48,000 125,300 61,400 96.1% 4213 - Building/Grounds Maintenance 38,000 32,300 32,300 25,000 51,300 19,000 58.8% Total Contracted Services 92,728 96,200 96,200 73,000 176,600 80,400 83.6% Services & Supplies
4330 - Misc Supplies & Services 9,733 12,950 12,950 10,800 14,600 1,650 12.7% 4332 - Janitorial & Safety Supplies 1,995 3,500 3,500 2,000 2,050 (1,450) -41.4% Total Services & Supplies 11,728 16,450 16,450 12,800 16,650 200 1.2% Utilities
4710 - Utilities - Gas & Electric 9,377 4,400 4,400 4,000 10,779 6,379 145.0% 4711 - Utilities - City Bill 1,198 2,100 2,100 2,040 6,745 4,645 221.2% Total Utilities 10,575 6,500 6,500 6,040 17,524 11,024 169.6% Allocated Insurance
4996 - Allocated Liability Insurance 9,388 8,400 8,400 8,400 9,300 900 10.7% 4997 - Allocated Wrkrs Comp Insurance 2,078 2,869 2,869 2,869 2,800 (69) -2.4% Total Allocated Insurance 11,466 11,269 11,269 11,269 12,100 831 7.4% Capital Outlay
5100 - Capital Outlay 16,900 - - - - - 0.0%
Total Capital Outlay 16,900 - - - - - 0.0%
Total Operation 186,713 184,437 184,437 157,696 281,903 97,466 52.8% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 109
Government Building
Object Details
Object
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
Grand Total 191,200 21 $ 191,200
4210 - Professional Contract Services
4210 - Professional Contract Services Generator Air Quality Permitting 1,300 1 $ 1,300 4210 - Professional Contract Services HVAC Maintenance Service and Repairs 17,200 1 $ 17,200 4210 - Professional Contract Services Janitorial Cleaning Services (CH & PW) 17,400 1 $ 17,400 4211 - Professional Contract Services Janitorial Cleaning Services (Police) 13,000 1 $ 13,000 4210 - Professional Contract Services Pest Control and Exclusion 6,800 1 $ 6,800 4210 - Professional Contract Services
Police Dept. and Fire Dept. Generator Maintenance
Testing and Repairs 9,500 1 $ 9,500
4210 - Professional Contract Services
Security System Monitoring and Maintenance - Public
Works 1,500 1 $ 1,500
4210 - Professional Contract Services Security System Monitoring and Maintenance - City Hall 4,100 1 $ 4,100 4210 - Professional Contract Services Solar PV Maintenance Agreement 2,500 1 $ 2,500 4210 - Professional Contract Services Park Village Management Contract 52,000 1 $ 52,000 Total 4210 - Professional Contract Services 125,300 10 $ 125,300 4213 - Building/Grounds Maintenance
4213 - Building/Grounds Maintenance Facility Improvements and Grounds Maintenance 4,500 1 $ 4,500 4213 - Building/Grounds Maintenance Fire Department Dry rot and Gutter Repairs 20,000 1 $ 20,000 4213 - Building/Grounds Maintenance Park Village Maintenance and Repairs 4,500 1 $ 4,500 4213 - Building/Grounds Maintenance Library Maintenance and Repairs 1,000 1 $ 1,000 4213 - Building/Grounds Maintenance Museum Maintenance and Repairs 800 1 $ 800 4213 - Building/Grounds Maintenance Burbank Cottage Maintenance and Repairs 500 1 $ 500 4213 - Building/Grounds Maintenance Police Department Turf Landscape 20,000 1 $ 20,000 Total 4213 - Building/Grounds Maintenance 51,300 7 $ 51,300 4330 - Misc Supplies & Services
4330 - Misc Supplies & Services Electrical and Lighting Repairs 3,500 1 $ 3,500 4330 - Misc Supplies & Services
General Building Maintenance- Paint, Plumbing, Roof
Repairs 5,500 1 $ 5,500
4330 - Misc Supplies & Services Work Space Improvements 4,100 1 $ 4,100 4330 - Misc Supplies & Services
Landscape Maintenance Supplies- Compost, Mulch,
Plants 1,500 1 $ 1,500
Total 4330 - Misc Supplies & Services 14,600 4 $ 14,600 DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 110
EXPENSE
2023-24
Adjusted
Budget
2024-25
Proposed
Budget $ Inc/(Dec) *
Type
On-Going
One Time Explanation and Impacts
Salaries & Wages 9,427 5,325 (4,702) On-Going This increase $4,702 is based on a redistribution of staff assigned to Senior Center maintenance. - Will result in a decreased level of maintenance. Delay in identification and correction of maintenance and repair issues. Extended response times for requests for service. Maintenance functions will be primarily focused on addressing safety and potential liability issues as a priority. Non-essential aesthetic maintenance items may not get addressed.
Benefits 3,265 4,363 1,098 On-Going This increase $1,050 is based on a redistribution of staff assigned to Senior Center maintenance Contracted Services 5,900 6,100 (9,100) On-Going Reduction Contract Services. Including; Equipment servicing, HVAC services, and Facility maintenance.- Will result in a reduction in the ability to meet the community's expectations for an acceptable level of maintenance. Reduced and/or delayed response to maintenance issues. Reduced preventive maintenance and Services & Supplies 8,950 5,250 1,050 On-Going Reduction Contract Services. Including; Equipment servicing, HVAC services, and Facility maintenance.- Will result in a reduction in the ability to meet the community's expectations for an acceptable level of maintenance. Reduced and/or delayed response to maintenance issues. Reduced preventive maintenance and facility upgrades.
Special Programs 38,250 - (38,250) On-Going Reduction in financial support for general operations and living wage requirements. Senior Center has indicated that it recognizes the need for the City to reduce this support.
Allocated Insurance 3,780 4,000 220 On-Going This item reflects the costs allocation to each Department of premiums for insurance coverage such as Workers Compensation and liability. The allocation ensures that each department contributes its fair share to the insurance expenses based on an established method. For more information on the City’s insurance allocations, see the Glossary of Budget terms.
Capital Outlay - 15,000 15,000 One-Time Rain gutters have been found to be deteriorated beyond repair Total Expense 69,572 40,038 (34,684)
MATRIX SUMMARIZING BUDGET CHANGES - SUMMARY - SENIOR CENTER DESCRIPTION OF CHANGES * This Column Reflects the Difference (Increase/Decrease) from the FY 23-24 Adjusted Budget to the 24-25 Proposed Budget DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 111
EXPENSE
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages 9,312 9,427 9,427 10,027 5,325 (4,702) -88.3% Benefits 2,952 3,265 3,265 3,265 4,363 1,098 25.2%
Contracted Services 2,448 5,900 5,900 15,200 6,100 (9,100) -149.2% Services & Supplies 1,189 8,950 8,950 4,200 5,250 1,050 20.0% Special Programs 45,000 38,250 38,250 38,250 - (38,250) 0.0% Allocated Insurance 3,832 3,780 3,780 3,780 4,000 220 5.5% Capital Outlay - - - - 15,000 15,000 100.0%
Total Expense 64,732 69,572 69,572 74,722 40,038 (34,684) -86.6%
SUMMARY - SENIOR CENTER
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 112
Senior Center
Budget Expenditures
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages
4010 - Salaries - Full Time 7,583 8,277 8,277 8,277 4,305 (3,972) -48.0% 4012 - Overtime 562 450 450 1,100 570 120 26.7%
4013 - Standby/Shift 506 450 450 400 450 - 0.0%
4017 - Salaries - COVID-19 160 - - - - - 0.0%
4023 - One Time Payment 500 250 250 250 - (250) -100.0% Total Salaries & Wages 9,312 9,427 9,427 10,027 5,325 (4,102) -43.5% Benefits
4102 - Uniform Allowance 100 100 100 100 50 (50) -49.9% 4105 - Medicare & Fica 137 120 120 120 62 (58) -48.0%
4110 - CalPERS Employer Rate 1,036 636 636 636 339 (297) -46.7% 4111 - CalPERS UAL Cost - - - - 1,725 1,725 0.0%
4130 - Health Insurance 1,475 2,043 2,043 2,043 1,588 (456) -22.3% 4150 - Dental Insurance 138 179 179 179 163 (16) -8.7%
4151 - Vision Insurance 16 20 20 20 17 (3) -15.3%
4181 - Long Term Disability Insurance 28 41 41 41 298 257 624.5% 4182 - Short Term Disability Insurance 11 10 10 10 5 (5) -48.8% 4183 - EAP (Employee Asst Prog) 3 35 35 35 35 - 0.0%
4184 - Life Insurance 8 81 81 81 81 - 0.0%
Total Benefits 2,952 3,265 3,265 3,265 4,363 1,099 33.6% Contracted Services
4210 - Professional Contract Services 2,448 5,900 5,900 15,200 6,100 200 3.4% Total Contracted Services 2,448 5,900 5,900 15,200 6,100 200 3.4% Services & Supplies
4330 - Misc Supplies & Services 1,189 8,950 8,950 4,200 5,250 (3,700) -41.3% Total Services & Supplies 1,189 8,950 8,950 4,200 5,250 (3,700) -41.3% Special Programs
4880 - Contr to Living Wages Ops 45,000 38,250 38,250 38,250 - (38,250) -100.0% Total Special Programs 45,000 38,250 38,250 38,250 - (38,250) -100.0% Allocated Insurance
4996 - Allocated Liability Insurance 3,387 2,975 2,975 2,975 3,200 225 7.6% 4997 - Allocated Wrkrs Comp Insurance 445 805 805 805 800 (5) -0.6% Total Allocated Insurance 3,832 3,780 3,780 3,780 4,000 220 5.8% Capital Outlay
5100 - Capital Outlay - - - - 15,000 15,000 0.0%
Total Capital Outlay - - - - 15,000 15,000 0.0%
Total Operation 64,732 69,572 69,572 74,722 40,038 (29,534) -42.5% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 113
Senior Center
Object Details
Object
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
Grand Total 11,350 6 11,350
4210 - Professional Contract Services
4210 - Professional Contract Services HVAC, Electrical, Service and Repairs 2,600 1 2,600 4210 - Professional Contract Services HVAV Service 1,700 1 1,700 4210 - Professional Contract Services Pest Control and Exclusion 1,800 1 1,800 Total 4210 - Professional Contract Services 6,100 3 6,100 4330 - Misc Supplies & Services
4330 - Misc Supplies & Services - - -
4330 - Misc Supplies & Services General Building Maintenance 5,000 1 5,000 4330 - Misc Supplies & Services Lighting and Electrical 250 1 250 Total 4330 - Misc Supplies & Services 5,250 2 5,250
4880 - Contr to Living Wages Ops
4880 - Contr to Living Wages Ops - - -
4880 - Contr to Living Wages Ops General Operating Costs - 1 - Total 4880 - Contr to Living Wages Ops - 1 -
5100- Capital Outlay Rain Gutter Replacement 15,000 1 15,000 DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 114
EXPENSE
2023-24
Adjusted
Budget
2024-25
Proposed
Budget $ Inc/(Dec) *
Type
On-Going
One Time Explanation and Impacts
Salaries & Wages 42,254 19,534 (22,720) On-Going This reduction in Salaries & Wages is due to a reduction in staff time assigned to Community Center maintenance. - Will result in a decreased level of maintenance. Delay in identification and correction of maintenance and repair issues. Extended response times for requests for service. Maintenance functions will be primarily focused on addressing safety and potential liability issues as a priority. Non-essential aesthetic maintenance items may not get addressed.
Benefits 25,382 18,031 (7,351) On-Going This reduction in Benefits costs is due to a reduction in staff time assigned to Community Center Maintenance Contracted Services 73,015 5,885 (67,130) On-Going Reduction in Supplies and Contract Services. Including; Architectural Design Services for Flood mitigation, ($50,000) HVAC services ($13,915), and Facility maintenance ($3,500).- Will result in Reduced and/or delayed response to maintenance issues.
Reduced preventive maintenance and facility upgrades.
Services & Supplies 11,500 10,586 (914) On-Going Reduction in Services and Supplies. Including; Equipment servicing, HVAC services, and Facility maintenance.- Will result in a reduction in the ability to meet the community's expectations for an acceptable level of maintenance. Reduced and/or delayed response to maintenance issues. Reduced preventive maintenance and facility upgrades.
Special Programs 135,000 58,300 (76,700) On-Going Reduction in financial support for general operations and living wage requirements. $58,300 represents 1/2 the calendar year of financial support while transitioning to self supporting operations.
Utilities 17,000 30,820 13,820 On-Going PG&E cost increases Allocated Insurance 18,679 25,570 6,891 On-Going This item reflects the costs allocation to each Department of premiums for insurance coverage such as Workers Compensation and liability. The allocation ensures that each department contributes its fair share to the insurance expenses based on an established method. For more information on the City’s insurance allocations, see the Glossary of Budget terms.
Capital Outlay - - - N/A NO CHANGE
Total Expense 322,830 168,726 (154,104)
MATRIX SUMMARIZING BUDGET CHANGES - SUMMARY - COMMUNITY CENTER DESCRIPTION OF CHANGES * This Column Reflects the Difference (Increase/Decrease) from the FY 23-24 Adjusted Budget to the 24-25 Proposed Budget DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 115
EXPENSE
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages 48,865 42,254 42,254 41,124 19,534 (22,720) -53.8% Benefits 22,914 25,382 25,382 25,382 18,031 (7,351) -29.0% Contracted Services 40,419 73,015 73,015 53,200 5,885 (67,130) -91.9% Services & Supplies 9,628 11,500 11,500 7,500 10,586 (914) -7.9% Special Programs 170,000 135,000 135,000 152,900 58,300 (76,700) -56.8% Utilities 15,757 17,000 17,000 19,680 30,820 13,820 81.3% Allocated Insurance 12,528 18,679 18,679 18,679 25,570 6,891 36.9% Capital Outlay 122,417 - - - - - 0.0%
Total Expense 442,528 322,830 322,830 318,465 168,726 (154,104) -47.7%
SUMMARY - COMMUNITY CENTER
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 116
Community Center
Budget Expenditures
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages
4010 - Salaries - Full Time 42,689 37,604 37,604 37,604 16,934 (20,670) -55.0% 4012 - Overtime 1,577 1,600 1,600 1,430 1,600 - 0.0%
4013 - Standby/Shift 1,439 1,800 1,800 840 1,000 (800) -44.4% 4017 - Salaries - COVID-19 160 - - - - - 0.0%
4023 - One Time Payment 3,000 1,250 1,250 1,250 - (1,250) -100.0% Total Salaries & Wages 48,865 42,254 42,254 41,124 19,534 (22,720) -53.8% Benefits
4101 - Health in Lieu 500 605 605 605 - (605) -100.0%
4102 - Uniform Allowance 700 500 500 500 250 (250) -50.0% 4105 - Medicare & Fica 733 545 545 545 246 (299) -54.9% 4110 - CalPERS Employer Rate 9,771 12,523 12,523 12,523 1,605 (10,918) -87.2% 4111 - CalPERS UAL Cost - - - - 7,830 7,830 0.0%
4130 - Health Insurance 9,538 9,022 9,022 9,022 5,420 (3,602) -39.9% 4150 - Dental Insurance 1,242 1,244 1,244 1,244 534 (710) -57.1% 4151 - Vision Insurance 135 133 133 133 55 (78) -58.7%
4181 - Long Term Disability Insurance 161 187 187 187 1,491 1,304 698.0% 4182 - Short Term Disability Insurance 64 43 43 43 20 (23) -54.0% 4183 - EAP (Employee Asst Prog) 21 175 175 175 175 0 0.0% 4184 - Life Insurance 50 405 405 405 405 - 0.0%
Total Benefits 22,914 25,382 25,382 25,382 18,031 (7,351) -29.0% Contracted Services
4210 - Professional Contract Services 40,419 73,015 73,015 53,200 5,885 (67,130) -91.9% Total Contracted Services 40,419 73,015 73,015 53,200 5,885 (67,130) -91.9% Services & Supplies
4330 - Misc Supplies & Services 9,628 11,500 11,500 7,500 10,586 (914) -7.9% Total Services & Supplies 9,628 11,500 11,500 7,500 10,586 (914) -7.9% Special Programs
4880 - Contr to Living Wages Ops 65,000 50,000 50,000 50,000 - (50,000) -100.0% 4881 - Contr to General Ops 70,000 50,000 50,000 50,000 58,300 8,300 16.6% 4882 - Contr to Time Bank 4,000 4,000 4,000 4,000 - (4,000) -100.0% 4883 - Contr to Teen Club 14,000 14,000 14,000 14,000 - (14,000) -100.0% 4885 - Concert Series 17,000 17,000 17,000 17,000 - (17,000) -100.0% 4886 - SCCC-Flood Reimbursement - - - 17,900 - - 0.0%
Total Special Programs 170,000 135,000 135,000 152,900 58,300 (76,700) -56.8% Utilities
4710 - Utilities - Gas & Electric 9,895 9,500 9,500 12,400 14,260 4,760 50.1% 4711 - Utilities - City Bill 5,862 7,500 7,500 7,280 16,560 9,060 120.8% Total Utilities 15,757 17,000 17,000 19,680 30,820 13,820 81.3% Allocated Insurance
4996 - Allocated Liability Insurance 9,485 15,020 15,020 15,020 22,000 6,980 46.5% 4997 - Allocated Wrkrs Comp Insurance 3,043 3,659 3,659 3,659 3,570 (89) -2.4% Total Allocated Insurance 12,528 18,679 18,679 18,679 25,570 6,891 36.9% Capital Outlay
5100 - Capital Outlay 122,417 - - - - - 0.0%
Total Capital Outlay 122,417 - - - - - 0.0%
Total Operation 442,528 322,830 322,830 318,465 168,726 (154,104) -47.7% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 117
Community Center
Object Details
Object
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
Grand Total 16,471 8 16,471
4210 - Professional Contract Services
4210 - Professional Contract Services HVAC Inspections and Maintenance Garzot Building 475 1 475 4210 - Professional Contract Services HVAC Inspections and Maintenance SCCC 1,575 1 1,575 4210 - Professional Contract Services HVAC Inspections and Maintenance Youth Annex 580 1 580 4210 - Professional Contract Services Pest Control and Exclusion 3,255 1 3,255 Total 4210 - Professional Contract Services 5,885 4 5,885 4330 - Misc Supplies & Services
4330 - Misc Supplies & Services Building Maintenance-Paint, Plumbing, Roof Repairs 2,750 1 2,750 4330 - Misc Supplies & Services Landscape Maintenance Supplies 1,500 1 1,500 4330 - Misc Supplies & Services Lighting and Electrical Repairs 2,500 1 2,500 4330 - Misc Supplies & Services Security System Monitoring and Maintenance 3,836 1 3,836 Total 4330 - Misc Supplies & Services 10,586 4 10,586
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 118
EXPENSE
2023-24
Adjusted
Budget
2024-25
Proposed
Budget $ Inc/(Dec) *
Type
On-Going
One Time Explanation and Impacts
Salaries & Wages 33,031 26,226 (6,805) On-Going This reduction in based on a reduction of staff time allocated to pool maintenance- Will result in a decreased level of maintenance. Delay in identification and correction of maintenance and repair issues. Extended response times for requests for service. Maintenance functions will be primarily focused on addressing safety and potential liability issues as a priority. Non-essential aesthetic maintenance items may not get addressed.
Benefits 18,283 16,476 (1,807) On-Going This reduction in based on a reduction of staff time allocated to pool maintenance.
Contracted Services 9,100 8,000 (1,100) On-Going Reduction in Contract Services. Including; Equipment servicing, HVAC services, and Facility maintenance.- Will result in a reduction in the ability to meet the community's expectations for an acceptable level of maintenance. Reduced and/or delayed response to maintenance issues. Reduced preventive maintenance and facility upgrades. Facility improvements including dry rot repairs and concrete deck improvements will be completed by city staff.
Services & Supplies 20,400 13,700 (6,700) On-Going General cost reductions in pool maintenance supplies.
Equipment Rental/Maintenance 2,200 2,300 100 On-Going 5% Inflationary cost increase Utilities 99,000 136,680 37,680 On-Going PG&E cost increases Allocated Insurance 13,141 10,120 (3,021) On-Going This item reflects the costs allocation to each Department of premiums for insurance coverage such as Workers Compensation and liability. The allocation ensures that each department contributes its fair share to the insurance expenses based on an established method. For more information on the City’s insurance allocations, see the Glossary of Budget terms.
Capital Outlay 80,200 82,800 2,600 One-Time 1/2 of the cost Pool Heater replacement was funded by the Building and Infrastructure Replacement Fund and 1/2 of the cost Paid by Ives Pool Board
Total Expense 275,357 296,306 20,949
MATRIX SUMMARIZING BUDGET CHANGES - SUMMARY - IVES POOL DESCRIPTION OF CHANGES * This Column Reflects the Difference (Increase/Decrease) from the FY 23-24 Adjusted Budget to the 24-25 Proposed Budget DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 119
EXPENSE
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2024-25
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages 29,355 33,031 33,031 34,251 26,226 (6,805) -20.6% Benefits 11,233 18,283 18,283 18,883 16,476 (1,807) -9.9% Contracted Services 2,715 9,100 9,100 6,500 8,000 (1,100) -12.1% Services & Supplies 6,694 20,400 20,400 10,960 13,700 (6,700) -32.8% Equipment Rental/Maintenance 6,219 17,400 2,200 2,200 2,300 100 4.5% Utilities 82,831 99,000 99,000 104,720 136,680 37,680 38.1% Allocated Insurance 7,878 13,141 13,141 13,141 10,120 (3,021) -23.0% Capital Outlay - 65,000 80,200 91,000 82,800 2,600 3.2% Total Expense 146,925 275,356 275,357 281,658 296,306 20,949 7.6%
SUMMARY - IVES POOL
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 120
Ives Pool
Budget Expenditures
Account Number 2022-23 Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages
4010 - Salaries - Full Time 26,758 29,706 29,706 29,706 23,386 (6,320) -21.3% 4012 - Overtime 1,597 2,700 2,700 3,920 2,840 140 5.2%
4023 - One Time Payment 1,000 625 625 625 - (625) -100.0% Total Salaries & Wages 29,355 33,031 33,031 34,251 26,226 (6,805) -20.6% Benefits
4013 - Standby/Shift 963 800 800 1,400 1,400 600 75.0%
4102 - Uniform Allowance 250 250 250 250 200 (50) -20.0% 4105 - Medicare & Fica 474 431 431 431 339 (92) -21.3%
4110 - CalPERS Employer Rate 4,109 10,800 10,800 10,800 2,928 (7,872) -72.9% 4111 - CalPERS UAL Cost - - - - 6,190 6,190 0.0%
4130 - Health Insurance 4,730 5,109 5,109 5,109 4,489 (620) -12.1% 4150 - Dental Insurance 529 541 541 541 446 (95) -17.6% 4151 - Vision Insurance 53 54 54 54 43 (11) -20.4%
4181 - Long Term Disability Insurance 67 148 148 148 298 150 101.9% 4182 - Short Term Disability Insurance 29 34 34 34 27 (7) -21.3% 4183 - EAP (Employee Asst Prog) 8 35 35 35 35 (0) -0.1% 4184 - Life Insurance 20 81 81 81 81 - 0.0%
Total Benefits 11,233 18,283 18,283 18,883 16,476 (1,807) -9.9% Contracted Services
4210 - Professional Contract Services 2,715 9,100 9,100 6,500 8,000 (1,100) -12.1% Total Contracted Services 2,715 9,100 9,100 6,500 8,000 (1,100) -12.1% Services & Supplies
4330 - Misc Supplies & Services 5,097 9,900 9,900 7,500 9,900 - 0.0% 4331 - Chlorination & Chemicals Reimb 1,597 10,500 10,500 3,460 3,800 (6,700) -63.8% Total Services & Supplies 6,694 20,400 20,400 10,960 13,700 (6,700) -32.8% Equipment Rental/Maintenance
4378 - Equipment Maintenance 6,219 17,400 2,200 2,200 2,300 100 4.5% Total Equipment Rental/Maintenance 6,219 17,400 2,200 2,200 2,300 100 4.5% Utilities
4710 - Utilities - Gas & Electric 80,029 95,000 95,000 101,500 116,725 21,725 22.9% 4711 - Utilities - City Bill 2,802 4,000 4,000 3,220 19,955 15,955 398.9% 4720 - Utilities PG&E - - - - - - 0.0%
Total Utilities 82,831 99,000 99,000 104,720 136,680 37,680 38.1% Allocated Insurance
4996 - Allocated Liability Insurance 6,097 10,250 10,250 10,250 7,300 (2,950) -28.8% 4997 - Allocated Wrkrs Comp Insurance 1,781 2,891 2,891 2,891 2,820 (71) -2.5% Total Allocated Insurance 7,878 13,141 13,141 13,141 10,120 (3,021) -23.0% Capital Outlay
5100 - Capital Outlay - 65,000 80,200 91,000 82,800 2,600 3.2% Total Capital Outlay - 65,000 80,200 91,000 82,800 2,600 3.2% Total Operation 146,925 275,355 275,355 281,655 296,302 20,947 7.6% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 121
Ives Pool
Object Details
Object
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
Grand Total 20,200 11 20,200
4210 - Professional Contract Services
4210 - Professional Contract Services California Environmental Reporting System (CERS) Fees 800 1 800 4210 - Professional Contract Services Certified Unified Program Agencies (CUPA) Reporting Fees 800 1 800 4210 - Professional Contract Services HVAC Pool Building Inspections and Maintenance Service 1,300 1 1,300 4210 - Professional Contract Services
Pool Heater and Pool Building Shower Heater Inspections and Maintenance Service 4,500 1 4,500
4210 - Professional Contract Services Solar Array Inspections, Monitoring and Maintenance Repairs 600 1 600 Total 4210 - Professional Contract Services 8,000 5 8,000 4330 - Misc Supplies & Services
4330 - Misc Supplies & Services Facility Maintenance Repairs- Paint, Plumbing, Roof Repairs 4,800 1 4,800 4330 - Misc Supplies & Services Landscape Maintenance Supplies 1,200 1 1,200 4330 - Misc Supplies & Services Lighting and Electrical Repairs and Maintenance 1,300 1 1,300 4330 - Misc Supplies & Services Security Fencing Maintenance and Repairs 2,600 1 2,600 Total 4330 - Misc Supplies & Services 9,900 4 9,900
4378 - Equipment Maintenance
4378 - Equipment Maintenance Chloring Generator Maintenance and Supplies 1,800 1 1,800 4378 - Equipment Maintenance Direct Current Cell Maintenance and Servicing 500 1 500 Total 4378 - Equipment Maintenance 2,300 2 2,300
5100 - Capital Outlay
5100 - Capital Outlay Pool Heater - City portion 41,400 1 41,400 5100 - Capital Outlay Pool Heater - Ives Pool Board portion 41,400 1 41,400 Total 5100 - Capital Outlay 82,800 2 82,800
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 122
EXPENSE
2023-24
Adjusted
Budget
2024-25
Proposed
Budget $ Inc/(Dec)*
Type
On-Going
One Time Explanation and Impacts
Benefits 121,800 74,520 (47,280) On-Going Decreased is due to less in accrual payout based on actual estimates Contracted Services 154,100 - (154,100) One Time
1. Park Village Management Contract has been transferred to Public Works budget as the responsibilties for managing this contract on City property better fit their role, and assigning to a Department increases accountability .
2. Website Maintenance cost has been transferred to Administrative Services (Finance) department
3. Property tax administrative cost has been transferred to Administrative Services (Finance) department
Services & Supplies 13,100 117,125 104,025 One Time
Increase:
Based on a recent technology assessment of what would be the most impactful IT investment initially, it is recommended that the City address the following immediate needs in FY24-25 due to aging of these equipment.
1. Multi-factors Authentication & 1 single log in password - this will improve cyber security with 1Password securely stores all user login credentials, then injects them into the login process automatically, so employees no longer need to rely on Post-It notes hidden under their keyboards. $6,400
2. PD Servers - Current servers are end-of-life, and the installed operating systems are no longer supported. This is a cyber security risk. $44.705
3. Computers (3CH, 4PD, 1FD, 1 PW) - these have been identified the oldest and most at-risk computers for replacement. $54,420
4. Cyber Incident Response Plan Design $6,600
5. CIRP execution and implementation $ 5,000
Decrease:
Shifted newsletter design and cost, city hall security monitoring, shredding services from non departmental budget other departments to better align responsibilities for the work with Department functions, reduction of $13,100
Transfers Out 251,500 - (251,500) One Time There will be no transfers out for FY24-25 Total Expense 540,500 191,645 (348,855)
* This Column Reflects the Difference (Increase/Decrease) from the FY 23-24 Adjusted Budget to the 24-25 Proposed Budget
MATRIX SUMMARIZING BUDGET CHANGES - SUMMARY - NON DEPARTMENTAL DESCRIPTION OF CHANGES DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 123
EXPENSE
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Benefits 132,315 121,800 121,800 74,375 74,520 (47,280) -38.8% Contracted Services 140,134 154,100 154,100 151,979 - (154,100) -100.0% Services & Supplies 7,908 13,100 13,100 13,100 117,125 104,025 794.1% Transfers Out 228,163 251,500 251,500 2,158,277 - (251,500) -100.0% Total Expense 508,520 540,500 540,500 2,397,731 191,645 (348,855) -64.5%
SUMMARY - NON DEPARTMENTAL
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 124
Non Departmental
Budget Expenditures
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Benefits
4104 - Accrual in Lieu 127,258 120,000 120,000 70,000 68,220 (51,780) -43.2% 4105 - Medicare & Fica 1,888 1,800 1,800 4,375 6,300 4,500 250.0% 4110 - CalPERS Employer Rate 0 - - - - - 0.0%
4140 - Retiree Health Insurance OPEB - - - - - - 0.0%
4170 - Fire Service CSFA Award 3,170 - - - - - 0.0%
Total Benefits 132,315 121,800 121,800 74,375 74,520 (47,280) -38.8% Contracted Services
4210 - Professional Contract Services 115,895 127,100 127,100 124,979 - (127,100) -100.0% 4221 - Property Tax Services 24,240 27,000 27,000 27,000 - (27,000) -100.0% Total Contracted Services 140,134 154,100 154,100 151,979 - (154,100) -100.0% Services & Supplies
4330 - Misc Supplies & Services 7,908 13,100 13,100 13,100 117,125 104,025 794.1% Total Services & Supplies 7,908 13,100 13,100 13,100 117,125 104,025 794.1% Transfers Out
4999 -Transfers Out 167,572 251,500 251,500 151,500 - (251,500) -100.0% 4999a -Transfers Out - Enterprise Fund Loan - - - 1,100,000 - - 0.0% 4999b -Transfers Out - Library Project - Phase 1 60,591 - - 294,902 - - 0.0% 4999c -Transfers Out - Library Project - Phase 2 - - - 351,663 - - 0.0% 4999d -Transfer Out - Police Donation - - - 260,212 - - 0.0% Total Transfers Out 228,163 251,500 251,500 2,158,277 - (251,500) -100.0% Total Operation 508,520 540,500 540,500 2,397,731 191,645 (348,855) -64.5%
NON DEPARTMENTAL GUIDELINE
^The purpose of the Non-Departmental account/program is to record expenditures for those items that are not directly associated with any one department or operating budget, but to the City as a whole.
^Non-Departmental operating expenses include, personnel payout cost (per MOUs provisions), unfunded accrual liability, and retiree medical contributions.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 125
Non Departmental
Object Details
Object
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
Grand Total $ 117,125 5 $ 117,125
4330 - Misc Supplies & Services
4330 - Misc Supplies & Services DUO, 1 Password Login $ 6,400 1 $ 6,400 4330 - Misc Supplies & Services Laptops/Desktops Replacement $ 54,420 1 $ 54,420 4330 - Misc Supplies & Services PD Servers $ 44,705 1 $ 44,705 4330 - Misc Supplies & Services Cyber Indicent Respone Plan (CIRP) Development $ 6,600 1 $ 6,600 4330 - Misc Supplies & Services Arctic Wolf Manage of CIRP $ 5,000 1 $ 5,000 Total 4330 - Misc Supplies & Services $ 117,125 5 $ 117,125 DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 126
DEBT SERVICE
The City record and disbursement of monies used to repay of annual principal and interest, fees, anticipated new debt, and administrative fees on city issued debt. Transaction Sales Tax Fund accounts for the payment of debt service on the City’s General Obligation. The Utility Fund accounts for all debt associated with the Water utilities activity. These debts account for the accumulation of resources and payment of general long-term debt principal.
Infrastructure Lease (99-71)
On May 16, 2006 the City adopted a resolution authorizing the lease financing in the amount of $2,880,000 for various public improvements. The lease cost of issuance was $20,000, with an interest rate of 4.85% for 20 years. The semi-annual payments are $113,284 and the lease will be paid in full on June 8, 2026.
The projects included replacing the sewer force main; construction of the Skate Park; installation of a Water Booster Pump which will interconnect the low and high water zones; drilling a new Well No. 2 on the existing site of the old well; Street improvements; and install solar ponds on the roof of the Sewer pump station, City Hall and Library, and the Police Station.
On May 18, 2021 the City adopted a resolution authorizing the City 2006 Lease refinancing in the amount of $1,109,000. The lease cost of issuance was $31,000, with an interest rate of 1.1%, with annual payment of $211,293 and the lease will be paid in full on June 30, 2026.
Village Mobile Home Park (99-72)
On September 18, 2007 the City entered into a purchase agreement in the amount of $1,611,594 for the Village Mobile Home Park purchase. The lease financing was in the amount of $817,500 with an interest rate of 4.90% per annum for 20 years, and a $17,500 cost of issuance. The semi-annual payments are $32,293 and the debt will be paid in full on July 1, 2027.
Fire Truck Lease (99-74)
On August 3, 2023, the City entered into a master equipment lease purchase agreement with Community First National Bank for financing a new Pierce Enforcer Type 1 Engine in the amount of $638,745 and the annual debt service payment is $238,050 with an interest rate of 1.84%. The lease will be paid in full on August 4, 2026.
Well 7 Arsenic Treatment System Construction Loan (99-77) The City of Sebastopol needs to lower the arsenic level in Well 7, and construction plans and specifications for the Well 7 Water Treatment System has been completed by the consultant, and approved by the City Engineer. The City entered into 20 year loan from Muni Financing for the arsenic treatment system construction. The $1,235,000 loan at 4.10% is for 20 years ending on June 30,2035.
On May 18, 2021 the City adopted a resolution authorizing the refinancing of Well 7 Loan in the amount of $1,177,000. The lease cost of issuance was $30,000, with an interest rate of 2.09%, with annual payment of $84,065 and the lease will be paid in full on June 30, 2033.
Energy Conservation Measure Tax Exempt Lease Purchase (99-80) The City of Sebastopol selected Syserco Energy Solution, Inc. to develop and implement a “Comprehensive Energy Efficiency, Water Conservation, and Solar PV Project” at City-owned facilities and water meter connections. The Project received unanimous approval from the City Council on October 19, 2021, and approval of the Tax-Exempt Lease Financing. The City entered into 15 year Equipment Lease Purchase Agreement with Signature Public Funding Corporation. The $4,938,891 tax exempt lease purchase at
1.77% is for 15 years ending on July 1, 2036.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 127
Debt Service
Budget Expenditures
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$
Inc/(Dec)
%
Change
70 - Woodstone Ctr Bond
6100 - Principal
401 - Woodstone Ctr Assess District DS 35,000 - - - - - 0.0% Total 6100 - Principal 35,000 - - - - - 0.0%
6200 - Interest
401 - Woodstone Ctr Assess District DS 1,173 - - - - - 0.0% Total 6200 - Interest 1,173 - - - - - 0.0%
Total 70 - Woodstone Ctr Bond 36,173 - - - - - 0.0%
71 - Infrastructure Lease
6100 - Principal
100 - General Fund 54,818 53,785 53,785 55,586 56,199 2,414 4.5% 212 - Park Development Fund 26,394 27,586 27,586 26,685 26,979 (607) -2.2% 500 - Water Enterprise Fund - 62,065 62,065 64,145 64,853 2,788 4.5% 510 - WasteWater Enterprise Fund - 55,173 55,173 57,023 57,652 2,479 4.5% Total 6100 - Principal 81,211 198,609 198,609 203,439 205,683 7,074 3.6% 6200 - Interest
100 - General Fund 2,301 7,570 7,570 1,702 1,089 (6,481) -85.6% 212 - Park Development Fund 1,108 3,884 3,884 873 558 (3,326) -85.6% 500 - Water Enterprise Fund 2,734 8,737 8,737 1,964 1,256 (7,481) -85.6% 510 - WasteWater Enterprise Fund 2,381 7,767 7,767 1,745 1,117 (6,650) -85.6% Total 6200 - Interest 8,524 27,958 27,958 6,284 4,020 (23,938) -85.6% Total 71 - Infrastructure Lease 89,735 226,567 226,567 209,723 209,703 (16,864) -7.4% 72 - VMHP (Park Village) Lease
6100 - Principal
100 - General Fund 50,094 52,579 52,579 52,579 55,187 2,608 5.0% Total 6100 - Principal 50,094 52,579 52,579 52,579 55,187 2,608 5.0% 6200 - Interest
100 - General Fund 14,491 12,006 12,006 12,006 9,398 (2,608) -21.7% Total 6200 - Interest 14,491 12,006 12,006 12,006 9,398 (2,608) -21.7% Total 72 - VMHP (Park Village) Lease 64,585 64,585 64,585 64,585 64,585 - 0.0% 73 - CREBS Lease
6100 - Principal
100 - General Fund 46,267 46,300 46,300 - - (46,300) -100.0% 402 - CREBS DS Fund 20,298 40,597 40,597 - - (40,597) -100.0% 500 - Water Enterprise Fund 31,024 62,047 62,047 62,047 - (62,047) -100.0% Total 6100 - Principal 97,589 148,944 148,944 62,047 - (148,944) -100.0% Total 73 - CREBS Lease 97,589 148,944 148,944 62,047 - (148,944) -100.0% 74 - Fire Truck Lease
6100 - Principal
100 - General Fund - - - - 201,042 201,042 0.0%
Total 6100 - Principal - - - - 201,042 201,042 0.0%
6200 - Interest
100 - General Fund - - - - 37,009 37,009 0.0%
Total 6200 - Interest - - - - 37,009 37,009 0.0%
Total 74 - Fire Truck Lease - - - - 238,051 238,051 0.0% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 128
Debt Service
Budget Expenditures
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$
Inc/(Dec)
%
Change
77 - Well 7 Loan
6100 - Principal
500 - Water Enterprise Fund - 66,021 66,021 66,021 67,415 1,394 2.1% Total 6100 - Principal - 66,021 66,021 66,021 67,415 1,394 2.1% 6200 - Interest
500 - Water Enterprise Fund 19,299 17,934 17,934 17,934 16,539 (1,395) -7.8% Total 6200 - Interest 19,299 17,934 17,934 17,934 16,539 (1,395) -7.8% Total 77 - Well 7 Loan 19,299 83,955 83,955 83,955 83,954 (1) 0.0% 80 - Signature DS-Energy Project
6100 - Principal
100 - General Fund 75,670 73,264 73,264 67,403 68,596 (4,668) -6.4% 500 - Water Enterprise Fund - 109,895 109,895 131,875 134,209 24,314 22.1% 510 - WasteWater Enterprise Fund - 109,895 109,895 93,777 95,437 (14,458) -13.2% Total 6100 - Principal 75,670 293,054 293,054 293,055 298,242 5,188 1.8% 6200 - Interest
100 - General Fund 10,500 20,399 20,399 18,767 17,574 (2,825) -13.8% 500 - Water Enterprise Fund 20,543 30,599 30,599 36,718 34,384 3,785 12.4% 510 - WasteWater Enterprise Fund 14,609 30,599 30,599 26,110 24,450 (6,149) -20.1% Total 6200 - Interest 45,652 81,597 81,597 81,595 76,408 (5,189) -6.4% Total 80 - Signature DS-Energy Project 121,321 374,651 374,651 374,650 374,650 (1) 0.0% Total Debt Service 428,702 898,702 898,702 794,960 970,943 72,241 8.0%
RECAP SUMMARY
100 - General Fund 254,140 265,903 265,903 208,043 446,094 180,191 67.8% 500 - Water Fund 73,600 357,298 357,298 380,704 318,656 (38,642) -10.8% 510 - Sewer Fund 16,990 203,434 203,434 178,655 178,656 (24,778) -12.2% 212 - Park Development Fund 27,501 31,470 31,470 27,558 27,537 (3,933) -12.5% 401 - Woodstone Assessment 36,173 - - - - - 0.0%
402 - CREBS Fund 20,298 40,597 40,597 - - (40,597) -100.0% Total 428,702 898,702 898,702 794,960 970,943 72,241 8.0% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 129
OTHER NON-MAJOR GOVERNMENTAL FUNDS
Non-major governmental funds are essential components of a city's financial structure, supporting specific activities and projects that fall outside the general fund's scope. It's important to note that while these funds are 'non-major' in the context of the city's overall budget, they play a significant role in maintaining the city's infrastructure and services to ensure transparency and accountability in their usage. The various funds and their sources include:
a) Tree Replacement Fund (120) This fund is used for the removal and replacement of trees along City streets and City-owned properties (excluding City parks). Tree removal and replacement in City parks is paid from Measure M-Parks fund.
b) Permit Technology Fund (122) is an integral part of the city's infrastructure, aimed at streamlining the permit process through the implementation of advanced technological solutions. This fund supports the development and maintenance of a digital platform that facilitates efficient permit issuance, tracking, and management, ensuring that the city's building and development standards are upheld while providing a user-friendly experience for residents and contractors.
c) Street Pavement Reserve Fund (123) This fund is used for paving streets including associated improvements (such as curb and gutter). The fund is primarily used for CIP street paving project and not intended for general street maintenance activities. d) Vehicle Abatement Fund (125) was established to address the issue of abandoned vehicles within the city limits. It provides Sebastopol’s share of a county pool of funds provided by the state based on city size and population to remove, store, and dispose of these vehicles in an environmentally responsible manner. The fund is a testament to the city's proactive approach to maintaining public safety and aesthetics. It ensures that abandoned vehicles, which can be eyesores and potential hazards, are promptly dealt with, thereby preserving the integrity of the city's streets and neighborhoods.
e) Tobacco Management Program Fund (126) is a specialized fund dedicated to overseeing the management and regulation of tobacco-related activities within the city. The bulk of the funding was the result of a grant that was awarded by the Department of Justice. This fund is instrumental in implementing tobacco control measures, providing education and resources for cessation programs, and ensuring compliance with tobacco-related laws and regulations. f) Flood Mitigation Fund (127) is a financial reserve established to manage and mitigate the impacts of flooding within the city. This fund is a component of the city's emergency preparedness and response strategy, ensuring that resources are available to address the immediate and long-term effects of flood events and focus on its role in safeguarding the community against flood risks, detailing the measures and projects it supports, such as the construction of levees, improvement of drainage systems, and restoration of floodplains. g) Police Endowment Fund (128) is a fund that was established from an endowment donation from a donor who passed away but wanted a portion of their estate to go to the Sebastopol Police Department. The intention of the funds was for improvements and support for the police department that the employees would benefit from.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 130
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Interest & Rents 89 500 500 1,700 1,700 1,200 240.0%
Miscellaneous Revenue 500 500 500 9,935 1,200 700 140.0% TOTAL REVENUE 589 1,000 1,000 11,635 2,900 1,900 190.0%
OPERATING EXPENSES
Contracted Services - - - - -0 0.0%
Services & Supplies 5,691 5,000 5,000 - 8,000 3,000 60.0% Transfers Out - - - - - -0 0.0%
TOTAL OPERATING EXPENSE 5,691 5,000 5,000 - 8,000 3,000 60.0% NET BUDGETARY RESULT (5,102) (4,000) (4,000) 11,635 (5,100) Addition/(Use) of Reserves (5,102) (4,000) (4,000) 11,635 (5,100) Beginning Fund Balance (Estimated) 14,564 9,462 9,462 9,462 21,097 Ending Fund Balance (Estimated) 9,462 5,462 5,462 21,097 15,997 Park Tree Replacement 4,000
Street Tree Replacement 4,000
Total 8,000
TREE REPLACEMENT FUND 120
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 131
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Interest & Rents -359 3,000 3,000 6,500 6,500 3,500 116.7% Charges for Services 48,659 35,000 35,000 20,000 64,000 29,000 82.9% TOTAL REVENUE 48,300 38,000 38,000 26,500 70,500 32,500 85.5%
OPERATING EXPENSES
Contracted Services 1,003 19,100 19,100 19,100 19,100 -0 0.0% Services & Supplies 254 - - 500 500 500 0.0%
Conference & Training Expense - - - - - -0 0.0%
TOTAL OPERATING EXPENSE 1,257 19,100 19,100 19,600 19,600 500 -2.6% NET BUDGETARY RESULT 47,043 18,900 18,900 6,900 50,900
Addition/(Use) of Reserves 47,043 18,900 18,900 6,900 50,900 Beginning Fund Balance (Estimated) 81,531 128,574 128,574 128,574 135,474 Ending Fund Balance (Estimated) 128,574 147,474 147,474 135,474 186,374 1 Subscription Fee for e-permiting 2,100 2,100
2 Annual ePermit Software Cost 13,000 13,000
3 Santa Rosa GIS Maintenance Cost 4,000 4,000
4 Banking Fees 500 500
Total 19,600 19,600
PERMIT TECHNOLOGY FUND 122
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 132
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Intergovernmental Revenues -0 2,232,500 2,232,500 -0 -0 -2,232,500 -100.0% Interest & Rents 2,205 10,000 10,000 23,000 10,000 -0 0.0% Transfers In -0 -0 -0 -0 -0 -0 0.0%
TOTAL REVENUE 2,205 2,242,500 2,242,500 23,000 10,000 -2,232,500 -99.6%
OPERATING EXPENSES
Transfers Out 3,684 2,367,500 2,367,500 109,721 55,000 2,312,500 97.7% TOTAL OPERATING EXPENSE 3,684 2,367,500 2,367,500 109,721 55,000 2,312,500 97.7% NET BUDGETARY RESULT (1,479) (125,000) (125,000) (86,721) (45,000) Addition/(Use) of Reserves (1,479) (125,000) (125,000) (86,721) (45,000) Beginning Fund Balance (Estimated) 432,565 431,086 431,086 431,086 344,365 Ending Fund Balance (Estimated) 431,086 306,086 306,086 344,365 299,365 STREET PAVEMENT RESERVE FUND 123
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 133
Streets Pavement Reserve
Object Details
Object
Worksheet
Description
Worksheet
Quantity
Worksheet
Unit
Price
Worksheet
Total
Grand Total 2 55,000 55,000
4999 - Transfers Out
0513-74.09 Bodega Ave. Bike Lanes and Pavement
Rehabilitation Phase 1-Pavement Fund 1 5,000 5,000
0513-74.09 Bodega Ave. Bike Lanes and Pavement
Rehabilitation Phase 1-Pavement Fund(OBAG2 Grant) 1 50,000 50,000 Total 4999 - Transfers Out 2 55,000 55,000
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 134
DESCRIPTION
Footnote
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Interest & Rents 101 100 100 150 100 -0 0.0%
Charges for Services -0 500 500 4,000 4,000 3,500 700.0% TOTAL REVENUE 101 600 600 4,150 4,100 3,500 583.3%
OPERATING EXPENSES
Transfers Out 1 2,500 2,000 2,000 2,000 4,500 2,500 -125.0% TOTAL OPERATING EXPENSE 2,500 2,000 2,000 2,000 4,500 2,500 -125.0% NET BUDGETARY RESULT (2,399) (1,400) (1,400) 2,150 (400) Addition/(Use) of Reserves (2,399) (1,400) (1,400) 2,150 (400) Beginning Fund Balance (Estimated) 4,988 2,589 2,589 2,589 4,739 Ending Fund Balance (Estimated) 2,589 1,189 1,189 4,739 4,339 1 Transfer to General Fund to offset expense for RV Tows VEHICLE ABATEMENT FUND 125
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 135
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Interest & Rents -0 -0 -0 2,155 2,500 2,500 0.0%
Charges for Services -0 -0 -0 -0 -0 -0 0.0%
TOTAL REVENUE -0 -0 -0 2,155 2,500 2,500 0.0%
OPERATING EXPENSES
Contracted Services - - - - 325,000 325,000 0.0%
TOTAL OPERATING EXPENSE - - - - 325,000 325,000 0.0%
NET BUDGETARY RESULT - - - 2,155 (322,500)
Addition/(Use) of Reserves - - - 2,155 (322,500)
Beginning Fund Balance (Estimated) 1,038,918 1,038,918 1,038,918 1,038,918 1,041,073 Ending Fund Balance (Estimated) 1,038,918 1,038,918 1,038,918 1,041,073 718,573 Routine SCCC Flood Repairs 70,000
0711.23.05 - Flood Resilient Master Plan 170,000
0712.23.06 - Communiry Center Master Plan 85,000
Total 325,000
FLOOD MITIGATION FUND 127
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 136
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Interest & Rents -0 -0 -0 -0 -0 -0 0.0%
Charges for Services -0 -0 -0 -0 -0 -0 0.0%
Transfer in 270,212 -0 -0 0.0%
TOTAL REVENUE -0 -0 -0 270,212 -0 -0 0.0%
OPERATING EXPENSES
Capital Outlay - - - - 80,000 80,000 0.0%
TOTAL OPERATING EXPENSE - - - - 80,000 80,000 0.0%
NET BUDGETARY RESULT - - - 270,212 (80,000)
Addition/(Use) of Reserves - - - 270,212 (80,000)
Beginning Fund Balance (Estimated) -0 -0 -0 -0 (270,212) Ending Fund Balance (Estimated) - - - 270,212 190,212
$80,000 Police Vehicle
POLICE ENDOWMENT FUND 128
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 137
SPECIAL REVENUE FUNDS
Special Revenue Funds are designated for income obtained from particular sources which are limited or committed to spending for specific objectives. These funds are mandated by legal statutes, provisions, or ordinances to support certain government functions or activities. The various funds and their sources include:
a) Gas Tax Fund (200) accounts for funds from the State of California under the Street and Highway Code Sections 2103, 2105, 2106, 2107 and 2107.5. The use of funds is restricted to street related projects, which can include related public facilities for non-motorized traffic, e.g. bike and pedestrian paths.
b) Measure M Transportation Fund (201) receives funding from the County for construction of eligible transportation projects that improve the quality of roads, sidewalks and bike lanes. c) Measure M Parks Improvement Fund (202) receives funding from the County from the November 6, 2018 voters approved measure of the one-eight cent sales tax that will support city parks, trails, signs, buildings, playgrounds, sports field, restrooms, picnic area and visitor centers.
d) Art In-Lieu Fund (203) accounts for developer contributions in lieu of installation of public art on project sites and income received from art programs and events to fund public artwork, cultural programs, maintenance/conservation, and administrative costs relating to the Art in Public Places Program.
e) Housing Linkage Fee Fund (204) is used to mitigate the housing impacts caused by new, changed and expanded nonresidential development in the City and provide a source of revenue for housing affordable to person of very low and low income. f) Inclusionary Housing Fund (205) accounts for revenue received from fee payment to be used for the exclusive purpose of providing housing affordable to low and moderate income households in the City for construction of five or more new dwelling units, or for the division or subdivision of land into five or more lots for residential use. g) Building Permit Incremental Fee Fund (206) accounts for revenue received from construction inspection and plan checks to fund training, certification exams and courses. h) Business Improvement District (207) was established via ordinance 666 and shall include all businesses located within the area described in Exhibit A. The revenues derived from taxes imposed upon all the businesses in the area shall be utilized for acquisition, construction or maintenance of parking facilities, decoration of any public place, promotion of public events which are to take place, furnishing of music in any public place and general promotion of retail trade activities for the benefit of the area.
i) General Plan Update Fee Fund (208) is assessed on Building Permits and is designed to help recover the significant long-term costs of periodically updating the General Plan and Zoning Ordinance. The Fund is typically used for consultant and other costs related to updates. j) Supplemental Law Enforcement Services Fund (209) receives funds from the State of California to supplement local law enforcement activities. k) Asset Forfeiture Fund (210) is used for specified police activities (excluding regular salary) from confiscated assets of convicted drug felons.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 138
l) Transporation Grant (211) funds is a financial resource aimed at enhancing the city's transportation infrastructure. It supports a variety of projects, including road maintenance, bicycle and pedestrian access improvements, and safety enhancements receiving transporation grant funding from regional, State and Federal agencies. The fund is managed to ensure that it addresses the city's needs while promoting sustainable transportation practices. It reflects the city's commitment to improving the quality of life for its residents through thoughtful and effective use of transporation grant resources.
m) Park Improvement Fund (212) receives revenue from new residential and hotel development to mitigate the impact of such new development on City park and recreational facilities. The use of revenues from the Fund is restricted to park and recreational capital improvements. n) Traffic Impact Fee Fund (213) was established to reduce the traffic impacts caused by new development within the City limits. Revenue collected from these fees shall be used solely to pay for the City’s future construction of facilities or services or reimburse the City for facilities constructed by the City with funds advanced by the City from other sources. o) Underground Utilities Fee Fund (214) is an in-lieu fee paid by development projects where the City Engineer has determined physical undergrounding of overhead utilities is not practical. The Fund is used for general City utility undergrounding projects. p) Landscaping Assessment District (215) was formed on May 18, 1981 by the City to cover the costs associated with the operation and maintenance of the citywide streetlight system. This action included adopting Resolution Number 3316 proposing the formation of the Assessment District pursuant to the Landscaping and Lighting Act of 1972. Assessments were levied for Fiscal Years 1981/82; but the Council elected not to collect annual assessment from 1983- 1996. Since 1996/97 assessments have been collected on an annual basis. Funds are received from the County via property tax rolls for the exclusive use of paying the operating costs of street lighting within the City of Sebastopol. The assessment is the subject of an annual hearing to review projected costs and setting of the tax levy.
q) Community Development Block Grant (216) funds communities with resources to address a wide range of unique community development needs such as affordable housing, anti-poverty programs and infrastructure development.
r) Road Maintenance & Rehabilitation SB1 (217) accounts for funds from the State of California under Road Repair and Accountability Act of 2017. The use of funds is similar but, not identical, to Gas Tax use rules and must be used for projects related to road maintenance and rehabilitation, safety projects, and traffic control devices. s) General Government Facilities Fee Fund (219) collected from development projects. This fund is used to fund government facilities to maintain the existing level of service the City provides.
As new development occurs, the City will be required to expand general facilities to maintain the existing standard.
t) Fire Facilities Fee (220) collected from development projects. This fund is used to fund expansion of Fire facilities to maintain the existing level of service the City provides. As new development occurs, the City will be required to expand Fire facilities to maintain the existing standard.
u) Stormwater Facilities Fee (221) collected from development projects. This fund is used to fund expansion of the City’s Stormwater management facilities to maintain the existing level of service the City provides. As new development occurs, the City will be required to expand the capacity of stormwater facilities to service new development.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 139
v) Human Services & Community Fund (233) accounts for revenue obtained by the solicitation of voluntary contributions from residents and property owners through water and sewer bills and other means of collection or fundraising activities to fund programs or activities which address the welfare of the City’s residents regardless of all age, social status or income. w) Wellness/Mental Health Fund (240) Program, established in the 2022 Budget Act (Assembly Bill 178, Chapter 45, Statutes of 2022), provides $50 million for city and county law enforcement agencies for the purpose of improving officer wellness and expanding mental health sources. The funding may be used for any of the purposes such as establishing or expanding officer wellness units, establishing or expanding peer support units, services provided by a licensed mental health professional, counselor or other professional that works with law enforcement, expanding multiagency mutual aid programs focused on officer wellness and mental health, other programs and services that are evidence-based or have a successful track record of enhancing officer wellness.
x) Supplemental Planning Grant (247) funds for local governments to address planning and housing needs. The grant awards to accelerate housing production or implement General Plan or other City adopted policies.
y) Measure H Fire Services Fund (248) is a dedicated resources for fire services, ensuring to provide essential fire protection and related services to its residents and visitors. The fund supports a wide range of services, including the maintenance and operation of fire department facilities, the purchase of necessary equipment, and the payment of personnel cost.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 140
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
User Taxes 196,299 220,700 220,700 216,122 219,735 -965 -0.4% Interest & Rents -535 200 200 2,000 700 500 250.0%
Transfers In -0 -0 -0 -0 -0 -0 0.0%
TOTAL REVENUE 195,763 220,900 220,900 218,122 220,435 -465 -0.2%
OPERATING EXPENSES
Salaries & Wages 78,409 102,853 102,853 112,085 85,495 -17,358 -16.9% Benefits 76,052 86,763 86,763 75,700 58,313 -28,450 -32.8% Services & Supplies - 3,000 3,000 - 3,000 -0 0.0%
Vehicle Expense - - - - - -0 0.0%
Utilities 6,964 6,300 6,300 7,000 6,900 600 9.5%
Allocated Insurance 8,164 10,008 10,008 10,008 9,765 -243 -2.4% TOTAL OPERATING EXPENSE 169,589 208,924 208,924 204,793 163,473 -45,451 -21.8% NET BUDGETARY RESULT 26,174 11,976 11,976 13,329 56,962 Addition/(Use) of Reserves 26,174 11,976 11,976 13,329 56,962 Beginning Fund Balance (Estimated) 17,684 43,858 43,858 43,858 57,187 Ending Fund Balance (Estimated) 43,858 55,834 55,834 57,187 114,149 GAS TAX FUND 200
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 141
Gas Tax Fund
Budget Expenditures
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
Salaries & Wages
4010 - Salaries - Full Time 78,409 102,853 102,853 102,835 79,495 (23,358) -22.7% 4012 - Overtime 2,980 3,500 3,500 3,500 3,500 - 0.0%
4013 - Standby 2,955 2,500 2,500 2,500 2,500 - 0.0%
4017 - Salaries - COVID-19 561 - - - - - 0.0%
4019 - WC- 4850/Temp Disb 293 - - - - - 0.0%
4023 - One Time Payment 6,500 3,250 3,250 3,250 - (3,250) -100.0% Total Salaries & Wages 91,698 112,103 112,103 112,085 85,495 (26,608) -23.7% Benefits
4101 - Health in Lieu 1,591 1,814 1,814 - - (1,814) -100.0% 4102 - Uniform Allowance 1,300 1,300 1,300 1,300 800 (500) -38.5% 4105 - Medicare & Fica 1,412 1,491 1,491 1,491 1,153 (338) -22.7% 4110 - CalPERS Employer Rate 33,131 39,909 39,909 39,909 8,472 (31,437) -78.8% 4111 - CalPERS UAL Cost - - - - 21,425 21,425 0.0%
4130 - Health Insurance 21,103 27,219 27,219 27,219 21,489 (5,730) -21.1% 4150 - Dental Insurance 3,331 3,913 3,913 3,913 2,171 (1,742) -44.5% 4151 - Vision Insurance 358 426 426 426 226 (200) -46.9% 4181 - Long Term Disability Insurance 294 511 511 511 1,789 1,278 250.1% 4182 - Short Term Disability Insurance 117 119 119 119 92 (27) -22.7% 4183 - EAP (Employee Asst Prog) 40 245 245 245 210 (35) -14.3% 4184 - Life Insurance 85 567 567 567 486 (81) -14.3%
Total Benefits 62,762 77,514 77,514 75,700 58,313 (19,201) -24.8% Services & Supplies
4330 - Misc Supplies & Services - 3,000 3,000 - 3,000 - 0.0% Total Services & Supplies - 3,000 3,000 - 3,000 - 0.0%
Vehicle Expense
4380 - Vehicle Maintenance - - - - - - 0.0%
Total Vehicle Expense - - - - - - 0.0%
Utilities
4710 - Utilities - Gas & Electric 6,964 6,300 6,300 7,000 6,900 600 9.5% Total Utilities 6,964 6,300 6,300 7,000 6,900 600 9.5%
Allocated Insurance
4997 - Allocated Wrkrs Comp Insurance 8,164 10,008 10,008 10,008 9,765 (243) -2.4% Total Allocated Insurance 8,164 10,008 10,008 10,008 9,765 (243) -2.4% TOTAL 169,588 208,925 208,925 204,793 163,473 (45,452) -21.8% DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 142
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Other Sales Taxes 84,543 80,000 80,000 84,545 84,545 4,545 5.7% Intergovernmental Revenues -0 -0 -0 -0 -0 -0 0.0%
Interest & Rents -652 3,000 3,000 3,375 1,500 -1,500 -50.0% TOTAL REVENUE 83,891 83,000 83,000 87,920 86,045 3,045 3.7%
OPERATING EXPENSES
Transfers Out 33,637 193,000 193,000 275,934 - 193,000 100.0% TOTAL OPERATING EXPENSE 33,637 193,000 193,000 275,934 - 193,000 100.0% NET BUDGETARY RESULT 50,254 (110,000) (110,000) (188,014) 86,045 Addition/(Use) of Reserves 50,254 (110,000) (110,000) (188,014) 86,045 Beginning Fund Balance (Estimated) 176,200 226,454 226,454 226,454 38,440 Ending Fund Balance (Estimated) 226,454 116,454 116,454 38,440 124,485 MEASURE M ROAD MAINTENANCE FUND 201
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 143
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Other Sales Taxes 113,301 110,000 110,000 110,000 113,000 3,000 2.7% Interest & Rents -532 1,000 1,000 4,770 1,500 500 50.0% Transfers In -0 -0 -0 -0 5,000 5,000 0.0%
TOTAL REVENUE 112,769 111,000 111,000 114,770 119,500 8,500 7.7%
OPERATING EXPENSES
Transfers Out 52,834 316,557 316,557 137,674 90,000 226,557 71.6% Transfers Out (to Fund 212) - - - 5,000 - -0 0.0%
TOTAL OPERATING EXPENSE 52,834 316,557 316,557 142,674 90,000 226,557 -71.6% NET BUDGETARY RESULT 59,935 (205,557) (205,557) (27,904) 29,500 Addition/(Use) of Reserves 59,935 (205,557) (205,557) (27,904) 29,500 Beginning Fund Balance (Estimated) 213,976 273,911 273,911 273,911 246,007 Ending Fund Balance (Estimated) 273,911 68,354 68,354 246,007 275,507 MEASURE M PARK IMPROVEMENT FUND 202
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 144
Measure M Park Improvement
Object Details
Object
Worksheet
Description
Worksheet
Quantity
Worksheet
Unit
Price
Worksheet
Total
Grand Total 5 115,000 90,000
4999 - Transfers Out
0411-73.00 Americorp Trail Extension Project 1 80,000 80,000 0413-78.00 Burbank Farm: Public Restroom Facility 1 10,000 10,000 Total 4999 - Transfers Out 5 90,000 90,000
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 145
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Interest & Rents 897 500 500 1,800 500 -0 0.0%
Charges for Services -0 -0 -0 -0 -0 -0 0.0%
Miscellaneous Revenue -0 -0 -0 -0 -0 -0 0.0%
TOTAL REVENUE 897 500 500 1,800 500 -0 0.0%
OPERATING EXPENSES
Contracted Services 8,242 30,000 30,000 41,500 28,500 1,500 -5.0% Services & Supplies 1,211 - - - - -0 0.0%
Transfers Out - Staff Time - 50,500 50,500 3,000 6,000 44,500 -88.1% TOTAL OPERATING EXPENSE 9,453 80,500 80,500 44,500 34,500 46,000 57.1% NET BUDGETARY RESULT (8,556) (80,000) (80,000) (42,700) (34,000) Addition/(Use) of Reserves (8,556) (80,000) (80,000) (42,700) (34,000) Beginning Fund Balance (Estimated) 107,152 98,596 98,596 98,596 55,896 Ending Fund Balance (Estimated) 98,596 18,596 18,596 55,896 21,896 ART IN LIEU FUND 203
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 146
Art In Lieu
Object Details
Object
Worksheet
Description
Worksheet
Quantity
Worksheet
Unit
Price
Worksheet
Total
Grand Total 4 34,500 34,500
4999 - Transfers Out
0901 "Sebastopol Spire" Ned Kahn Carryover -
installation 1 3,500 3,500
0903 Joe Rodota Trail third art commission - artist
commission 1 25,000 25,000
0903 Joe Rodota Trail third art commission - staff time for implementation 1 6,000 6,000
Total 4999 - Transfers Out 4 34,500 34,500
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 147
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Interest & Rents 442 1,000 1,000 1,600 1,000 -0 0.0%
Capital Contributions -0 -0 -0 -0 -0 -0 0.0%
TOTAL REVENUE 442 1,000 1,000 1,600 1,000 -0 0.0%
OPERATING EXPENSES
Transfers Out 73 10,500 10,500 - 50,000 -39,500 376.2%
TOTAL OPERATING EXPENSE 73 10,500 10,500 - 50,000 -39,500 376.2% NET BUDGETARY RESULT 369 (9,500) (9,500) 1,600 (49,000) Addition/(Use) of Reserves 369 (9,500) (9,500) 1,600 (49,000) Beginning Fund Balance (Estimated) 85,836 86,205 86,205 86,205 87,805 Ending Fund Balance (Estimated) 86,205 76,705 76,705 87,805 38,805 HOUSING LINKAGE FUND 204
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 148
Housing Linkage
Object Details
Object
Worksheet
Description
Worksheet
Quantity
Worksheet
Unit
Price
Worksheet
Total
Grand Total 1 50,000 50,000
4999 - Transfers Out
4999 - Transfers Out
Affordable Housing Monitoring
(ownership) 1 50,000 50,000
Total 4999 - Transfers Out 1 50,000 50,000
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 149
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Intergovernmental Revenues -0 -0 -0 -0 -0 -0.00 0.0%
Interest & Rents 187 500 500 1,000 1,000 500.00 100.0%
Capital Contributions -0 -0 -0 -0 -0 -0.00 0.0%
Transfers In -0 -0 -0 -0 -0 -0.00 0.0%
TOTAL REVENUE 187 500 500 1,000 1,000 500.00 100.0%
OPERATING EXPENSES
Transfers Out - - - - 22,000 22,000 0.0%
TOTAL OPERATING EXPENSE - - - - 22,000 22,000 0.0%
NET BUDGETARY RESULT 187 500 500 1,000 (21,000)
Addition/(Use) of Reserves 187 500 500 1,000 (21,000)
Beginning Fund Balance (Estimated) 38,043 38,230 38,230 38,230 39,230 Ending Fund Balance (Estimated) 38,230 38,730 38,730 39,230 18,230 INCLUSIONARY HOUSING FUND 205
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 150
Inclusinary Housing
Object Details
Object
Worksheet
Description
Worksheet
Quantity
Worksheet
Unit
Price
Worksheet
Total
Grand Total 1 22,000 22,000
4999 - Transfers Out
4999 - Transfers Out
Affordable Housing Monitoring
(rental) 1 22,000 22,000
Total 4999 - Transfers Out 1 22,000 22,000
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 151
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Interest & Rents -646 300 300 300 500 200 66.7%
Charges for Services -49,026 10,000 10,000 15,000 10,000 -0 0.0% TOTAL REVENUE -49,672 10,300 10,300 15,300 10,500 200 1.9%
OPERATING EXPENSES
Conference & Training Expense - - - - - -0 0.0%
Transfers Out - - - - - -0 0.0%
TOTAL OPERATING EXPENSE - - - - - -0 0.0%
NET BUDGETARY RESULT (49,672) 10,300 10,300 15,300 10,500 Addition/(Use) of Reserves (49,672) 10,300 10,300 15,300 10,500 Beginning Fund Balance (Estimated) 157,703 108,031 108,031 108,031 123,331 Ending Fund Balance (Estimated) 108,031 118,331 118,331 123,331 133,831 BUILDING PERMIT INCREMENTAL FUND 206
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 152
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted Budget
% Change
Proposed vs.
Adjusted Budget
OPERATING REVENUE
Licenses & Permits 8,138 8,700 8,700 8,200 8,700 -0 0.0% Interest & Rents -41 -0 -0 -0 -0 -0 0.0%
TOTAL REVENUE 8,097 8,700 8,700 8,200 8,700 -0 0.0%
OPERATING EXPENSES
Contracted Services - - - - - -0 0.0%
Services & Supplies 9,900 8,700 8,700 - 16,000 -7,300 83.9% TOTAL OPERATING EXPENSE 9,900 8,700 8,700 - 16,000 -7,300 83.9% NET BUDGETARY RESULT (1,803) - - 8,200 (7,300)
Addition/(Use) of Reserves (1,803) - - 8,200 (7,300)
Beginning Fund Balance (Estimated) 1,738 -65 -65 -65 8,135 Ending Fund Balance (Estimated) (65) (65) (65) 8,135 835 DOWNTOWN IMPROVEMENT DISTRICT FUND 207
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 153
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Intergovernmental Revenues 1,158 -0 -0 -0 -0 -0 0.0%
Interest & Rents 523 500 500 1,535 4,000 3,500 700.0%
Charges for Services 79,193 10,000 10,000 4,000 110,000 100,000 1000.0% Transfers In 56,786 27,600 27,600 -0 -0 -27,600 -100.0% TOTAL REVENUE 137,660 38,100 38,100 5,535 114,000 75,900 199.2%
OPERATING EXPENSES
Contracted Services 44,559 25,025 25,025 39,965 30,025 -5,000 20.0% Transfers Out - - - 45,197 - -0 0.0%
TOTAL OPERATING EXPENSE 44,559 25,025 25,025 85,162 30,025 -5,000 20.0% NET BUDGETARY RESULT 93,101 13,075 13,075 (79,627) 83,975 Addition/(Use) of Reserves 93,101 13,075 13,075 (79,627) 83,975 Beginning Fund Balance (Estimated) 21,511 114,612 114,612 114,612 34,985 Ending Fund Balance (Estimated) 114,612 127,687 127,687 34,985 118,960 GENERAL PLAN UPDATE FUND 208
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 154
General Plan Update*
Object Details
Object
Worksheet
Description
Worksheet
Quantity
Worksheet
Unit
Price
Worksheet
Total
Grand Total 2 30,025 30,025
4210 - Professional Contract Services
Opticos contract - carryover 1 20,025 20,025
Safety Element update 1 10,000 10,000
Total 4210 - Professional Contract Services 2 30,025 30,025 DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 155
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Intergovernmental Revenues 117,371 100,000 100,000 110,000 120,000 20,000 20.0% Interest & Rents -869 -0 -0 800 1,000 1,000 0.0%
Transfers In -0 -0 -0 -0 -0 -0 0.0%
TOTAL REVENUE 116,502 100,000 100,000 110,800 121,000 21,000 21.0%
OPERATING EXPENSES
Transfers Out 100,000 100,000 100,000 100,000 120,000 -20,000 20.0% TOTAL OPERATING EXPENSE 100,000 100,000 100,000 100,000 120,000 -20,000 20.0% NET BUDGETARY RESULT 16,502 - - 10,800 1,000
Addition/(Use) of Reserves 16,502 - - 10,800 1,000
Beginning Fund Balance (Estimated) 24,406 40,908 40,908 40,908 51,708 Ending Fund Balance (Estimated) 40,908 40,908 40,908 51,708 52,708 SUPPLEMENTAL LAW ENFORCEMENT SERVICES FUND 209
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 156
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Interest & Rents 43 -0 -0 -0 -0 -0 0.00%
Miscellaneous Revenue -0 -0 -0 -0 -0 -0 0.00%
TOTAL REVENUE 43 -0 -0 -0 -0 -0 0.00%
OPERATING EXPENSES
Miscellaneous Supplies/Services - - - - - -0 0.00%
TOTAL OPERATING EXPENSE - - - - - -0 0.00%
NET BUDGETARY RESULT 43 - - - -
Addition/(Use) of Reserves 43 - - - -
Beginning Fund Balance (Estimated) 2,000 2,043 2,043 2,043 2,043 Ending Fund Balance (Estimated) 2,043 2,043 2,043 2,043 2,043 ASSET FORFEITURES FUND 210
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 157
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Interest & Rents -0 -0 -0 -0 -0 -0 0.00%
Intergovernmental Revenues - TDA3 -0 -0 60,380 60,380 -0 -60,380 -100.00% Intergovernmental Revenues - Quick Strike -0 -0 476,000 476,000 -0 -476,000 -100.00% Intergovernmental Revenues - HSIP1 -0 -0 -0 -0 312,300 312,300 0.00% Intergovernmental Revenues - HSIP2 -0 -0 -0 -0 215,820 215,820 0.00% Intergovernmental Revenues - OBAG2 -0 -0 968,000 1,078,354 -0 -968,000 -100.00% Intergovernmental Revenues - STG -0 -0 -0 -0 150,000 150,000 0.00% Intergovernmental Revenues - Dist5 -0 -0 200,000 97,040 102,960 -97,040 -48.52% Miscellaneous Revenue -0 -0 -0 -0 -0 -0 0.00%
Transfer In -0 -0 -0 -0 -0 -0 0.00%
TOTAL REVENUE -0 -0 1,704,380 1,711,774 781,080 -923,300 -54.17%
OPERATING EXPENSES
Contracted Services - - - - 146,822 -146,822 0.00%
Transfers Out - Staff Support - - - - 3,178 -3,178 0.00% Transfers Out - Projects - - 1,704,380 1,711,774 631,080 1,073,300 -62.97% TOTAL OPERATING EXPENSE - - 1,704,380 1,711,774 781,080 1,073,300 -62.97%
NET BUDGETARY RESULT - - - - -
Addition/(Use) of Reserves - - - - -
Beginning Fund Balance (Estimated) -0 -0 -0 -0 -0
Ending Fund Balance (Estimated) - - - - -
TRANSPORTATION GRANT FUND 211
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 158
Transporation Grant Fund
Object Details
Object
Worksheet
Description
Worksheet
Quantity
Worksheet
Unit
Price
Worksheet
Total
Grand Total 5 781,080 781,080
4999 - Transfers Out
211 HSIP1 0131-23.01 Bodega Ave Guardrails at city limits 1 312,300 312,300 211 HSIP2
0132-23.02 SR 116 Enhanced Crossings at Burnett,
Keating, Hutchins, Walker 1 215,820 215,820
211 District 5 Infrastructure
0133-23.10 Sunset Ave/Taft St Pedestrian Crossing
Enhancements 1 102,960 102,960
211 Sust Transp Planning grant
Main Street STG Planning and Redesign Project (note:
total grant $230,178, FY24-25 $150K) 1 146,822 146,822
211 Sust Transp Planning grant
Main Street STG Planning and Redesign Project (note:
total grant $230,178, FY24-25 $13K) 1 3,178 3,178
- -
Total 4999 - Transfers Out 5 781,080 781,080
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 159
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Intergovernmental Revenues-Prop 68 100,000 -0 78,000 82,771 -0 -78,000 -100.0% Intergovernmental Revenues-SoCo Ag&OpenSpace -0 126,943 -0 -0 126,943 126,943 0.0% Interest & Rents -20 500 500 300 -0 -500 -100.0%
Capital Contributions -0 15,000 15,000 -0 -0 -15,000 -100.0% Charges for Services -0 -0 -0 6,500 563,969 563,969 0.0% Other Financing Sources -0 -0 -0 -0 -0 -0 0.0%
Transfers In (from Fund 202) -0 -0 -0 5,000 -0 -0 0.0%
TOTAL REVENUE 99,980 142,443 93,500 94,571 690,912 597,412 638.9%
OPERATING EXPENSES
Contracted Services - - - - - -0 0.0%
Transfers Out 59,670 205,443 205,443 82,771 426,455 221,012 107.6% Debt Service Payments 27,501 31,470 31,470 27,558 27,537 3,933 -12.5% TOTAL OPERATING EXPENSE 87,171 236,913 236,913 110,329 453,992 217,079 91.6% NET BUDGETARY RESULT 12,809 (94,470) (143,413) (15,758) 236,920 Addition/(Use) of Reserves 12,809 (94,470) (143,413) (15,758) 236,920 Beginning Fund Balance (Estimated) 3,570 16,379 16,379 16,379 621 Ending Fund Balance (Estimated) 16,379 (78,091) (127,034) 621 237,541 PARK IMPROVEMENT FUND 212
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 160
Park Improvement Fund
Object Details
Object
Worksheet
Description
Worksheet
Quantity
Worksheet
Unit
Price
Worksheet
Total
Grand Total 3 426,455 426,455
4999 - Transfers Out
from Park in-lieu fees
0411-73.00 AmeriCorps Trail Extension - Park
Improvement Fund 1 207,512 207,512
Sonoma County Ag&Open Space
grant
0411-73.00 AmeriCorps Trail Extension - Park
Improvement Fund (Sonoma Co.) 1 126,943 126,943
0425-23.07 Ives Park Master Plan Implementation
Phase 2 1 62,000 62,000
0423-20.10 Trail connection from Tomodachi Park to
the west property line 1 25,000 25,000
Pay back Measure M borrowed in FY 23/24 5,000 5,000
Total 4999 - Transfers Out 5 426,455 426,455
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 161
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Charges for Services -0 -0 -0 -0 389,109 389,109 0.0%
Interest & Rents 1,934 1,800 1,800 3,500 1,800 -0 0.0%
Capital Contributions -0 -0 -0 12,214 -0 -0 0.0%
TOTAL REVENUE 1,934 1,800 1,800 15,714 390,909 389,109 21617.2%
OPERATING EXPENSES
Contract Services - - - 10,000 - -0 0.0%
Transfers Out 37,838 110,620 110,620 98,256 209,830 -99,210 89.7% Transfers Out Staff Support - - - - 27,622 -27,622 0.0% TOTAL OPERATING EXPENSE 37,838 110,620 110,620 108,256 237,452 -126,832 114.7% NET BUDGETARY RESULT (35,904) (108,820) (108,820) (92,542) 153,457 Addition/(Use) of Reserves (35,904) (108,820) (108,820) (92,542) 153,457 Beginning Fund Balance (Estimated) 211,946 176,042 176,042 176,042 83,500 Ending Fund Balance (Estimated) 176,042 67,222 67,222 83,500 236,957 TRAFFIC IMPACT FEE FUND 213
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 162
Traffic Impact
Object Details
Object
Worksheet
Description
Worksheet
Quantity
Worksheet
Unit
Price
Worksheet
Total
Grand Total 1 - -
4999 - Transfers Out
4999 - Transfers Out
Main Street Planning and Redesign Project (note: this
is not a CIP but in Planning project budget-local match $30,000) 1 19,822 19,822
Active Transporation Plan Update (Planning project
budget-local share $7,800) 1 7,800 7,800
0133-23.02 SR116 Enhanced Crossings at Burnett,
Keating, Hutchins, Walker 1 103,130 103,130
0134-24overt Lane/Zimpher Dr Crossing Improvements 1 10,000 10,000 0135-4.02 Sunset/Johnson St Pedestrian Crossing
Enhancements 1 46,700 46,700
4999 - Transfers Out
0113-16.00 Bodega Ave. Bicycle Connection Ragle Rd.
to Atascadero Creek 1 50,000 50,000
Total 4999 - Transfers Out 237,452 237,452
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 163
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Interest & Rents 1,177 1,500 1,500 4,500 4,500 3,000 200.0% Charges for Services -0 -0 -0 -0 -0 -0 0.0%
TOTAL REVENUE 1,177 1,500 1,500 4,500 4,500 3,000 200.0%
OPERATING EXPENSES
Transfer Out - - - 855 - -0 0.0%
TOTAL OPERATING EXPENSE - - - 855 - -0 0.0%
NET BUDGETARY RESULT 1,177 1,500 1,500 3,645 4,500
Addition/(Use) of Reserves 1,177 1,500 1,500 3,645 4,500 Beginning Fund Balance (Estimated) 239,641 240,818 240,818 240,818 244,463 Ending Fund Balance (Estimated) 240,818 242,318 242,318 244,463 248,963 UNDERGROUND UTILITIES FEE FUND 214
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 164
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Intergovernmental Revenues 203,500 203,500 153,215 45,000 -158,500 -77.9% Interest & Rents 462 -0 -0 1,500 -0 -0 0.0%
Miscellaneous Revenue -0 -0 -0 -0 -0 0.0%
Transfers In -0 -0 -0 -0 -0 -0 0.0%
TOTAL REVENUE 462 203,500 203,500 154,715 45,000 -158,500 -77.9%
OPERATING EXPENSES
Contracted Services - - - - 5,000 -5,000 0.0%
Transfers Out - Staff Support 27,289 203,500 203,500 153,215 40,000 163,500 -80.3% TOTAL OPERATING EXPENSE 27,289 203,500 203,500 153,215 45,000 158,500 -77.9% NET BUDGETARY RESULT (26,827) - - 1,500 -
Addition/(Use) of Reserves (26,827) - - 1,500 -
Beginning Fund Balance (Estimated) 101,669 74,842 74,842 74,842 76,342 Ending Fund Balance (Estimated) 74,842 74,842 74,842 76,342 76,342 COMMUNITY DEVELOPMENT BLOCK GRANT - ADA FUND 216
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 165
Community Development Block Grant- ADA
Object Details
Object
Worksheet
Description
Worksheet
Quantity
Worksheet
Unit
Price
Worksheet
Total
Grand Total 2 40,000 40,000
4999 - Transfers Out
0214-20.07 City Hall ADA Upgrades 1 40,000 40,000
0214-20.07 City Hall ADA Upgrades 1 5,000 5,000
Total 4999 - Transfers Out 3 45,000 45,000
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 166
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
User Taxes 180,447 185,900 185,900 182,460 194,800 8,900 4.8% Intergovernmental Revenues -0 -0 -0 -0 -0 -0 0.0%
Interest & Rents 2,967 -0 -0 3,000 5,000 5,000 0.0%
TOTAL REVENUE 183,414 185,900 185,900 185,460 199,800 13,900 7.5%
OPERATING EXPENSES
Contracted Services - - - - - -0 0.0%
Transfers Out 298,120 160,680 160,680 30,566 61,700 98,980 -61.6% TOTAL OPERATING EXPENSE 298,120 160,680 160,680 30,566 61,700 98,980 -61.6% NET BUDGETARY RESULT (114,706) 25,220 25,220 154,894 138,100 Addition/(Use) of Reserves (114,706) 25,220 25,220 154,894 138,100 Beginning Fund Balance (Estimated) 268,540 153,834 153,834 153,834 308,728 Ending Fund Balance (Estimated) 153,834 179,054 179,054 308,728 446,828 ROAD MAINTENANCE & REHAB (SB1) FUND 217
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 167
Road Maintenance SB1
Object Details
Object
Worksheet
Description
Worksheet
Quantity
Worksheet
Unit
Price
Worksheet
Total
Grand Total 3 61,700 61,700
4999 - Transfers Out
0131-23.01 NEW: Bodega Ave. Guardrails at City Limits 1 56,700 56,700 1000-19.01 SR 116 Curb Ramps and Crosswalk Safety Improvements at Bodega/Florence & Bodega/Robinson 1 5,000 5,000
Total 4999 - Transfers Out 4 61,700 61,700
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 168
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Interest & Rents -16 -0 -0 100 -0 -0.00 0.0%
Charges for Services -0 -0 -0 -0 150,850 150,850 0.0%
TOTAL REVENUE -16 -0 -0 100 150,850 150,850 0.0%
OPERATING EXPENSES
Transfer Out - - - - - - 0.0%
TOTAL OPERATING EXPENSE - - - - - - 0.0%
NET BUDGETARY RESULT (16) - - 100 150,850 150,850 0.0%
Addition/(Use) of Reserves (16) - - 100 150,850
Beginning Fund Balance (Estimated) 2,988 2,972 2,972 2,972 3,072 Ending Fund Balance (Estimated) 2,972 2,972 2,972 3,072 153,922 GENERAL GOVERNMENTAL FACILITIES FEE FUND 219
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 169
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Interest & Rents -5 -0 -0 100 100 100.00 0.0%
Charges for Services -0 -0 -0 1,000 40,000 40,000 0.0%
TOTAL REVENUE -5 -0 -0 1,100 40,100 40,100 0.0%
OPERATING EXPENSES
Transfer Out - - - - - - 0.0%
TOTAL OPERATING EXPENSE - - - - - - 0.0%
NET BUDGETARY RESULT (5) - - 1,100 40,100 40,100 0.0%
Addition/(Use) of Reserves (5) - - 1,100 40,100
Beginning Fund Balance (Estimated) 990 985 985 985 2,085 Ending Fund Balance (Estimated) 985 985 985 2,085 42,185 FIRE FACILITIES FEE FUND 220
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 170
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Interest & Rents -24 -0 -0 500 1,000 1,000.00 0.0%
Charges for Services 873 -0 -0 8,700 144,000 144,000 0.0% TOTAL REVENUE 849 -0 -0 9,200 145,000 145,000 0.0%
OPERATING EXPENSES
Transfer Out - - - - - - 0.0%
TOTAL OPERATING EXPENSE - - - - - - 0.0%
NET BUDGETARY RESULT 849 - - 9,200 145,000 145,000 0.0% Addition/(Use) of Reserves 849 - - 9,200 145,000
Beginning Fund Balance (Estimated) 5,486 6,335 6,335 6,335 15,535 Ending Fund Balance (Estimated) 6,335 6,335 6,335 15,535 160,535 STORMWATER FACILITIES FEE FUND 221
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 171
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Interest & Rents 27 100 100 200 200 100.00 100.0%
Charges for Services -0 -0 -0 -0 -0 -0.00 0.0%
Miscellaneous Revenue 785 800 800 800 800 -0.00 0.0%
TOTAL REVENUE 812 900 900 1,000 1,000 100.00 11.1%
OPERATING EXPENSES
Contracted Services - - - - - - 0.0%
TOTAL OPERATING EXPENSE - - - - - - 0.0%
NET BUDGETARY RESULT 812 900 900 1,000 1,000
Addition/(Use) of Reserves 812 900 900 1,000 1,000
Beginning Fund Balance (Estimated) 9,237 10,049 10,049 10,049 11,049 Ending Fund Balance (Estimated) 10,049 10,949 10,949 11,049 12,049 HUMAN SERVICES & COMMUNITY FUND 233
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 172
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Intergovernmental Revenues 15,000 -0 -0 2,900 -0 -0 0.0% Interest Income -474 -0 -0 775 -0 -0 0.0%
TOTAL REVENUE 14,526 -0 -0 3,675 -0 -0 0.0%
OPERATING EXPENSES
Contracted Services - - - - - -0 0.0%
Services & Supplies - 7,500 7,500 - - 7,500 -100.0%
Conference & Training Expense - - - - - -0 0.0%
TOTAL OPERATING EXPENSE - 7,500 7,500 - - 7,500 -100.0% NET BUDGETARY RESULT 14,526 (7,500) (7,500) 3,675 - -7,500 -100.0% Addition/(Use) of Reserves 14,526 (7,500) (7,500) 3,675 - Beginning Fund Balance (Estimated) -0 14,526 14,526 14,526 18,201 Ending Fund Balance (Estimated) 14,526 7,026 7,026 18,201 18,201 WELLNESS/MENTAL HEALTH FUND 240
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 173
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Intergovernmental Revenues 20,000 92,600 92,600 65,000 250,000 157,400 170.0% Transfers In -0 -0 -0 -0 -0 -0 0.0%
TOTAL REVENUE 20,000 92,600 92,600 65,000 250,000 157,400 170.0%
OPERATING EXPENSES
Contracted Services 140,811 65,000 65,000 65,000 210,000 -145,000 223.1% Transfers Out 56,786 27,600 27,600 - 40,000 -12,400 44.9% TOTAL OPERATING EXPENSE 197,597 92,600 92,600 65,000 250,000 -157,400 170.0% NET BUDGETARY RESULT (177,597) - - - -
Addition/(Use) of Reserves (177,597) - - - -
Beginning Fund Balance (Estimated) -0 -177,597 -177,597 -177,597 -177,597 Ending Fund Balance (Estimated) (177,597) (177,597) (177,597) (177,597) (177,597) SUPPLEMENTAL PLANNING GRANT FUND 247
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 174
Supplemental Planning Grant Fund
Object Details
Object
Worksheet
Description
Worksheet
Quantity
Worksheet
Unit
Price
Worksheet
Total
Grand Total 1 210,000 210,000
4210 - Professional Contract Services
Land Use study 1 210,000 210,000
4210 - Professional Contract Services 1 210,000 210,000 4999 - Transfers Out PDA Staff Time 1 40,000 40,000
Total 4999 - Transfers Out 1 40,000 40,000
Housing Element Update & VMT
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 175
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
Intergovernmental Revenues -0 -0 -0 -0 600,000 600,000 0.0% Transfers In -0 -0 -0 -0 -0 -0 0.0%
TOTAL REVENUE -0 -0 -0 -0 600,000 600,000 0.0%
OPERATING EXPENSES
Contracted Services - - - - 60,000 -60,000 0.0%
Transfers Out - - - - 238,051 -238,051 0.0%
TOTAL OPERATING EXPENSE - - - - 298,051 -298,051 0.0%
NET BUDGETARY RESULT - - - - 301,949
Addition/(Use) of Reserves - - - - 301,949
Beginning Fund Balance (Estimated) -0 -0 -0 -0 -0
Ending Fund Balance (Estimated) - - - - 301,949
MEASURE H - FIRE SERVICES FUND 248
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 176
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
OPERATING REVENUE
G & A Allocation 1,076,015 1,308,530 1,308,530 1,308,530 1,243,750 -64,780 -5.0% TOTAL REVENUE 1,076,015 1,308,530 1,308,530 1,308,530 1,243,750 -64,780 -5.0%
OPERATING EXPENSES
Insurance Premium 1,076,015 1,308,530 1,308,530 1,308,530 1,243,750 -64,780 -5.0% Contracted Services - - - - - -0 0.0%
TOTAL OPERATING EXPENSE 1,076,015 1,308,530 1,308,530 1,308,530 1,243,750 -64,780 -5.0%
NET BUDGETARY RESULT - - - - -
Addition/(Use) of Reserves - - - - -
Beginning Fund Balance (Estimated) 1,051 1,051 1,051 1,051 1,051 Ending Fund Balance (Estimated) 1,051 1,051 1,051 1,051 1,051 INSURNACE FUND - FUND 601
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 177
Insurance Fund
Budget Expenditures
Detail - Workers' Compensation Insurance
Account Number
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs.
Adjusted
Budget
% Change
Proposed vs.
Adjusted
Budget
3997 - Allocated Wrkrs Comp Insurance (401,746) (556,320) (556,320) (556,320) (525,100) 31,220 5.6% 4190 - Worker's Compensation Premium 399,465 551,320 551,320 551,320 503,000 (48,320) -8.8% 4191 - Worker's Compensation Deductible 2,281 5,000 5,000 5,000 22,100 17,100 342.0% TOTAL - - - - - - 0.0%
Detail - Liability Insurance
3996 - Allocated Liability Insurance (674,269) (752,210) (752,210) (752,210) (718,650) 33,560 4.5% 4192 - Liability Premium 493,164 514,510 514,510 514,510 467,000 (47,510) -9.2% 4193 - Liability Deductible 6,988 10,000 10,000 10,000 23,500 13,500 135.0% 4194 - Environmental Pollution Ins 1,141 1,800 1,800 1,800 1,900 100 5.6% 4195 - Cyber Risk & Safety Services 54,018 15,000 15,000 15,000 12,000 (3,000) -20.0% 4196 - Property Premium 109,771 201,400 201,400 201,400 143,750 (57,650) -28.6% 4197 - Vehicle Insurance - - - - - - 0.0%
4198 - Earthquake & Flood 9,187 9,500 9,500 9,500 70,500 61,000 642.1% 4199 - Boiler & Machinery Ins - - - - - 0.0%
TOTAL 0 - - - - - 0.0%
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 178
WATER/WASTEWATER ENTERPRISE FUNDS
Mission Statement
The Public Works and Engineering Departments are committed to safeguarding the health and wellbeing of our community by delivering exceptionally safe and sustainable water and wastewater services. Providing clean, reliable drinking water and efficient wastewater management is our top priority while implementing innovative economic solutions and environmentally responsible practices.
Major Accomplishments in 2023-24:
Maintained regulatory compliance with water, sewer, storm water, and air quality standards Maintained City facilities, generators, and mechanical equipment per long term maintenance plan.
Maintained Cal/OSHA regulatory compliance safety and training policies program Implemented sewer system televising inspection and maintenance plan Supported development of new rates to improve the physical and financial conditions of the water and sewer systems.
Goals and Objectives for 2024-25:
Protect the health and welfare of the community by ensuring continuous uninterrupted operation of the water and wastewater distribution systems Provide economical maintenance, repair, and replacement of the water and wastewater transmission systems and infrastructure
Continue regulatory compliance with water, sewer, storm water, and air quality standards DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 179
Account Number
2023-24
Adjusted
Budget
2024-25
Proposed
Budget $ Inc/(Dec) *
Type
On-Going
One Time Explanation and Impacts
Salaries & Wages 334,837 357,977 23,140 On-Going This increase $23,140 is based on a redistribution of staff assigned to water system maintenance. Including an increse of $28,574 caused by moving 1/2 of 1 FTE Laborer position to water maintenance. Including other miscelanous reallocations of staff time.
Benefits 133,610 223,277 89,667 On-Going This increase $89,667 is based on a redistribution of staff assigned to water system maintenance Contracted Services 390,475 255,820 (134,655) One-Time Reductions in the Contract services include the removal of the Urban Water Management Plan Development of ($100,000)as this is not required as of yet based on the number of service connection in our system. The elimination of Labor Services Temp Worker for Water valve Exercising ($25,500)This work will be accomplished by moving staff resources from General Fund.
Services & Supplies 176,950 183,350 6,400 On-Going Minor increase due to operating costs Special Programs 24,200 22,200 (2,000) On-Going General reductions in Water Meter Replacement, Fire Hydrant Replacement, and Backflow Prevention Program Equipment (under $10K) 3,000 - (3,000) On-Going Removed and reallocated to Supplies and Services Vehicle Expense 6,000 10,000 4,000 On-Going Vehicle Maintenance Funding was adjusted to accurately fund vehicle costs directly associated with sewer system maintenance Conference & Training Expense 7,200 5,000 (2,200) On-Going Savings accomplished by utilizing online training opportunities Utilities 296,300 247,250 (49,050) On-Going Reductions based on historical costs Telecommunications 8,000 7,350 (650) On-Going Reductions based on historical costs Bad Debt Expense - 10,000 10,000 On-Going Uncollected utility bills Allocated Insurance 87,949 79,530 (8,419) On-Going This item reflects the costs allocation to each Department of premiums for insurance coverage such as Workers Compensation and liability.
The allocation ensures that each department contributes its fair share to the insurance expenses based on an established method. For more information on the City’s insurance allocations, see the Glossary of Budget terms.
Capital Outlay 46,500 27,750 (18,750) On-Going In FY 23/24 ($46,500) was budgeted for 1/2 the purchase of a Flatbed Dump Truck. *This purchase was canceled due to the fiscal emergency.
The two items budgeted for this FY are the replacement of the Well 4 Pump Motor Variable Speed Drive $18,500 and the replacement of the Well 7 CO2 Treatment Injection System $9,250
Debt Service Payments 357,298 318,656 (38,642) On-Going The decrease in debt service obligations can be attributed to the retirement of the clean renewable energy bond.
Cost Allocation Plan 1,363,096 852,863 (510,233) One-Time Water funds a portion of City administrative costs that are funded through the General Fund. These costs include Finance, City Manager, City Clerk, HR, and others. The City recently reviewed the method for calculating that payment which reduced the outgoing costs ($510,223) Transfers Out to Capital Improvement Plan 633,000 120,000 (513,000) On-Going $120,000 identified for the development of the Water System Master Plan Update. $513k less in Transfers Out is because there is less CIP projects proposed in FY 2024-25 compared with this fiscal year. This is consistent with what is shown in the final Water Rate Study dated June 12, 2024
Total Expense 3,868,415 2,721,023 (1,147,392)
* This Column Reflects the Difference (Increase/Decrease) from the FY 23-24 Adjusted Budget to the 24-25 Proposed Budget
MATRIX SUMMARIZING BUDGET CHANGES - SUMMARY - WATER DESCRIPTION OF CHANGES DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 180
Description
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs
Adjusted
Budget
% Change
Proposed vs
Adjusted
Budget
OPERATING REVENUE
3600 - Usage Charges 2,198,807 2,300,000 2,300,000 2,300,000 3,189,700 889,700 38.7% 3300 - Interest Income 67,805 100,000 100,000 90,000 75,000 (25,000) -25.0% 3601 - Construction Hydrant 200 -0 -0 -0 2,160 2,160 0.0% 3603 - Backflow Inspections 133 150 150 -0 650 500 333.3% 3604 - New Service Fee 16,457 8,500 8,500 8,500 36,600 28,100 330.6% 3605 - Water Meter Sales 1,845 2,000 2,000 200 8,600 6,600 330.0% 3606 - Penalties 7,667 3,500 3,500 17,000 15,000 11,500 328.6% 3607 - Other Charges -0 -0 -0 500 2,145 2,145 0.0%
3804 - Insurance Claims 60,185 -0 -0 -0 -0 - 0.0%
3805 - Miscellaneous Income 43,364 500 500 43,000 43,000 42,500 8500.0% TOTAL REVENUE 2,396,463 2,414,650 2,414,650 2,459,200 3,372,855 958,205 39.7%
OPERATING EXPENDITURE
Salaries & Wages 286,807 334,837 334,837 329,937 357,977 23,140 -6.9% Benefits 143,383 133,610 133,610 130,375 223,277 89,667 -67.1% Contracted Services 275,989 390,475 390,475 369,500 255,820 (134,655) 34.5% Services & Supplies 180,048 176,950 176,950 147,700 183,350 6,400 -3.6% Special Programs 12,356 24,200 24,200 25,500 22,200 (2,000) 8.3% Equipment (under $10K) 2,055 3,000 3,000 - - (3,000) 100.0% Vehicle Expense - 6,000 6,000 11,000 10,000 4,000 -66.7% Conference & Training Expense 2,329 7,200 7,200 5,000 5,000 (2,200) 30.6% Utilities 196,877 296,300 296,300 215,000 247,250 (49,050) 16.6% Telecommunications 5,237 8,000 8,000 7,000 7,350 (650) 8.1% Bad Debt Expense 8,328 - - 10,000 10,000 10,000 0.0%
Allocated Insurance 82,414 87,949 87,949 87,949 79,530 (8,419) 9.6% Capital Outlay 31,760 46,500 46,500 46,500 27,750 (18,750) 40.3% Debt Service Payments 351,271 357,298 357,298 380,704 318,656 (38,642) 10.8% Cost Allocation Plan 1,199,387 1,363,096 1,363,096 1,294,700 852,863 (510,233) 37.4% Transfers Out 373,129 633,000 633,000 530,000 120,000 (513,000) -81.0% TOTAL EXPENDITURES 3,151,370 3,868,415 3,868,415 3,590,865 2,721,023 (1,147,392) -29.7% Net Surplus/(Deficit) (754,907) (1,453,765) (1,453,765) (1,131,665) 651,832 Beginning Working Capital Balance 1,980,762 1,225,855 1,225,855 1,225,855 94,190 Ending Working Capital Balance 1,225,855 (227,910) (227,910) 94,190 746,022
RESERVE
Policy Reserve Level (25%) 787,842 967,104 967,104 897,716 680,256 Actual Reserve Level 38.9% -5.9% -5.9% 2.6% 27.4%
WATER OPERATING FUND
FINANCIAL REPORTING
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 181
Description
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs
Adjusted
Budget
% Change
Proposed vs
Adjusted
Budget
Salaries & Wages
4010 - Salaries - Full Time 244,384 291,737 291,737 291,737 327,277 35,540 10.9% 4011 - Salaries - Part Time - - - - - - 0.0%
4012 - Overtime 16,792 22,400 22,400 21,000 21,000 (1,400) -6.7% 4013 - Standby/Shift 10,258 13,200 13,200 9,700 9,700 (3,500) -36.1% 4017 - Salaries - COVID-19 2,373 - - - - - 0.0%
4023 - One Time Payment 13,000 7,500 7,500 7,500 - (7,500) 0.0% Total Salaries & Wages 286,807 334,837 334,837 329,937 357,977 23,140 6.5% Benefits
4100 - Employee Benefits 293 - - - - - 0.0%
4101 - Health in Lieu 4,137 4,837 4,837 1,600 - (4,837) 0.0% 4102 - Uniform Allowance 2,300 2,750 2,750 2,750 3,500 750 21.4% 4105 - Medicare & Fica 4,237 4,230 4,230 4,230 4,746 516 10.9% 4110 - CalPERS Employer Rate 78,156 61,283 61,283 61,283 32,099 (29,184) -90.9% 4111 - CalPERS UAL Cost - - - - 60,770 60,770 100.0%
4130 - Health Insurance 44,680 49,079 49,079 49,079 106,027 56,948 53.7% 4150 - Dental Insurance 7,442 7,763 7,763 7,763 10,840 3,077 28.4% 4151 - Vision Insurance 811 855 855 855 1,136 281 24.7% 4181 - Long Term Disability Insurance 741 1,381 1,381 1,383 2,684 1,303 48.6% 4182 - Short Term Disability Insurance 298 388 388 388 431 43 10.0% 4183 - EAP (Employee Asst Prog) 85 315 315 315 315 - 0.0% 4184 - Life Insurance 202 729 729 729 729 - 0.0%
Total Benefits 143,383 133,610 133,610 130,375 223,277 89,667 40.2% Contracted Services
4210 - Professional Contract Services 264,116 390,475 390,475 357,000 243,320 (147,155) -60.5% 4211 - Banking Fees 11,873 - - 12,500 12,500 12,500 100.0% Total Contracted Services 275,989 390,475 390,475 369,500 255,820 (134,655) -52.6% Services & Supplies
4301 - Bad Debt Expense 8,328 - - 10,000 10,000 10,000 100.0% 4310 - Office Supplies - 1,500 1,500 1,500 1,500 - 0.0% 4330 - Misc Supplies & Services 179,051 173,800 173,800 145,000 180,650 6,850 3.8% 4332 - Janitorial & Safety Supplies 998 1,400 1,400 1,200 1,200 (200) -16.7% 4340 - Postage & Printing - 250 250 - - (250) 0.0%
4351 - Computer Equip (under $10 K) - 3,000 3,000 - - (3,000) 0.0% 4361 - Meter Replacement Program 762 7,500 7,500 7,000 7,500 - 0.0% 4365 - Fire Hydrant Replacement Program 8,431 9,500 9,500 13,300 9,500 - 0.0% 4366 - Backflow Prevention Program 3,163 7,200 7,200 5,200 5,200 (2,000) -38.5% 4370 - Equipment(under $10K) 2,055 - - - - - 0.0%
4380 - Vehicle Maintenance - 6,000 6,000 11,000 10,000 4,000 40.0% Total Services & Supplies 202,786 210,150 210,150 194,200 225,550 15,400 6.8% Conference & Training Expense
4510 - Conference & Training 889 4,100 4,100 3,000 3,000 (1,100) -36.7% 4515 - Meetings & Travel 1,441 3,100 3,100 2,000 2,000 (1,100) -55.0% Total Conference & Training Expense 2,329 7,200 7,200 5,000 5,000 (2,200) -44.0% Utilities
4710 - Utilities - Gas & Electric 196,877 296,300 296,300 215,000 247,250 (49,050) -19.8% 4750 - Telecommunications 5,237 8,000 8,000 7,000 7,350 (650) -8.8% Total Utilities 202,114 304,300 304,300 222,000 254,600 (49,700) -19.5% Allocated Insurance | Otheres
4996 - Allocated Liability Insurance 61,263 59,560 59,560 59,560 51,825 (7,735) -14.9% 4997 - Allocated Wrkrs Comp Insurance 21,151 28,389 28,389 28,389 27,705 (684) -2.5% 4998- Cost Allocation Plan (CAP) 1,199,387 1,363,096 1,363,096 1,294,700 852,863 (510,233) -59.8% 4999 - Transfers Out 373,129 633,000 633,000 551,000 120,000 (513,000) -427.5% 5100 - Capital Outlay 31,760 46,500 46,500 46,500 27,750 (18,750) -67.6% Total Allocated Insurance | Others 1,686,690 2,130,545 2,130,545 1,980,149 1,080,143 (1,050,402) -97.2% Debt Service
6100 - Principal 308,695 300,028 300,028 324,088 266,477 (33,551) -12.6% 6200 - Interest 42,576 57,270 57,270 56,616 52,179 (5,091) -9.8% Total Debt Service 351,271 357,298 357,298 380,704 318,656 (38,642) -12.1% TOTAL 3,151,370 3,868,415 3,868,415 3,611,865 2,721,023 (1,147,392) -42.2% Detail - Water Fund
Budget Expenditures
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 182
Water Fund
Object Details
Object
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
Grand Total 451720 23 $ 632,370
4210 - Professional Contract Services
4210 - Professional Contract Services Asset Management Softwear Maintenance Contract 3,050 1 $ 3,050 4210 - Professional Contract Services
Groundwater Sustainability Agency Participation Annual Fees (GSA) 57,330 1 $ 57,330
4210 - Professional Contract Services LSL Field Inventory Audit Compliance Reporting 35,000 1 $ 35,000 4210 - Professional Contract Services Portable Generator Service and Testing 2,520 1 $ 2,520 4210 - Professional Contract Services Reservoir Cathotic Protection Inspections 5,600 1 $ 5,600 4210 - Professional Contract Services Reservoir Cathotic Protection Repairs 4,500 1 $ 4,500 4210 - Professional Contract Services Reservoir Tree Maintenance and Replacement 8,000 1 $ 8,000 4210 - Professional Contract Services Solar Array Inspections, Maintenance and Replacement 3,500 1 $ 3,500 4210 - Professional Contract Services Water Facilities Repairs and Maintenance 15,500 1 $ 15,500 4210 - Professional Contract Services Water System Engineering Services 10,000 1 $ 10,000 4210 - Professional Contract Services Water System Leak Detection Surveys 4,500 1 $ 4,500 4210 - Professional Contract Services Water Well Level Monitoring 8,820 1 $ 8,820 4210 - Professional Contract Services Well 7 Filter Media Replacement 85,000 1 $ 85,000 Total 4210 - Professional Contract Services 243,320 13 $ 243,320 4330 - Misc Supplies & Services
4330 - Misc Supplies & Services California Environmental Reporting System (CERS) Fees 1,300 1 $ 1,300 4330 - Misc Supplies & Services Certified Unified Program Agencies (CUPS) Reporting Fees 1,300 1 $ 1,300 4330 - Misc Supplies & Services Consumer Confidence Annual Report Printing 750 1 $ 750 4330 - Misc Supplies & Services OSHA Safety Compliance Supplies 4,200 1 $ 4,200 4330 - Misc Supplies & Services State Water Resources Control Board Regulation Oversight 19,900 1 $ 19,900 4330 - Misc Supplies & Services Water System Infrastructure Maintenance and Repairs 42,900 1 $ 42,900 4330 - Misc Supplies & Services Water System Regulatory Water Quality Testing 96,800 1 $ 96,800 4330 - Misc Supplies & Services Utility Billing Mailout 13,500 1 $ 13,500 Total 4330 - Misc Supplies & Services 180,650 8 $ 180,650 5100 - Capital Outlay
5100 - Capital Outlay Well 4 Pump Motor Variable Speed Drive Replacement 18,500 1 $ 18,500 5100 - Capital Outlay Well 7 CO2 Injection System Replacement 9,250 1 $ 9,250 Total 5100 - Capital Outlay 27,750 2 $ 27,750
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 183
Account Number
2023-24
Adjusted
Budget
2024-25
Proposed
Budget $ Inc/(Dec) *
Type
On-Going
One Time Explanation and Impacts
Salaries & Wages 290,287 306,893 16,606 On-Going
This increase $16,606 is based on a redistribution of staff time assigned to sewer system maintenance. Including an increase of $28,574 caused by moving 1/2 of 1 FTE Laborer position to sewer maintenance.
Benefits 131,241 194,998 63,757 On-Going This increase is due to changes in staff assigned to sewer maintenance Contracted Services 248,475 105,550 (142,925) On-Going
Reduction is Contract Services include the elimination of Morris Street Pump Station Dry Rot Repairs costs ($40,100) and Sewer Maintenance Hole rehabilitation ($27,000) as this work was completed by Public Works Staff. The Wastewater Facilities Energy Efficiency Project Contingency was eliminated due to the project being completed with no change orders ($28,500) and the Water Rate Study carryover ($37,075) was eliminated as the project was completed. Other miscellaneous contract cost reductions were included totaling ($10,250) Subregional Cost 1,952,850 2,118,435 165,585 On-Going This is the cost of treatment of the wastewater that is pumped from Sebastopol to the Laguna Treatment Plant, City of Santa Rosa Services & Supplies 135,000 97,200 (37,800) On-Going
Reduction in Supplies and Services include reductions in the cleaning and televising of sewer mains ($39,500) and other minor incremental increases in the costs of supplies.
Special Programs 1,000 1,000 - On-Going Water Conservation Toilet Replacement Reimbursement Program Vehicle Expense 3,000 10,000 7,000 On-Going Vehicle Maintenance Funding was adjusted to accurately fund vehicle costs directly associated with water system maintenance Conference & Training Expense 10,500 8,000 (2,500) On-Going Savings accomplished by utilizing online training opportunities Utilities 65,250 78,852 13,602 On-Going Increase in PG&E costs Telecommunications 3,500 2,500 (1,000) On-Going Reductions based on historical use Bad Debt Expense - 10,000 10,000 One-Time Uncollected utility bills Allocated Insurance 66,176 55,735 (10,441) On-Going
This item reflects the costs allocation to each Department of premiums for insurance coverage such as Workers Compensation and liability.
The allocation ensures that each department contributes its fair share to the insurance expenses based on an established method. For more information on the City’s insurance allocations, see the Glossary of Budget terms.
Capital Outlay 46,500 - (46,500) One-Time In FY 23/24 ($46,500) was budgeted for 1/2 the purchase of a Flatbed Dump Truck. *This purchase was canceled due to the fiscal emergency.
Debt Service Payments 203,434 178,656 (24,778) On-Going The decrease in debt service obligations can be attributed to the retirement of the clean renewable energy bond.
Cost Allocation Plan 1,113,046 908,934 (204,112) One-Time Sewer funds a portion of City administrative costs that are funded through the General Fund. These costs include Finance, City Manager, City Clerk, HR, and others. The City recently reviewed the method for calculating that payment which reduced the outgoing costs ($204,112) Transfers Out to Capital Improvement Plan 606,000 32,000 (574,000) On-Going $32,000 identified for the construction of Covert Sewer main connection. $574k less in Transfers Out is because there is less CIP projects proposed in FY 2024-25 compared with this fiscal year. This is consistent with what is shown in the final Water Rate Study dated June 12, 2024 Total Expense 4,876,260 4,108,753 (767,507)
MATRIX SUMMARIZING BUDGET CHANGES - SUMMARY - WASTEWATER DESCRIPTION OF CHANGES DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 184
Description
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs
Adjusted
Budget
% Change
Proposed vs
Adjusted
Budget
OPERATING REVENUE
3610 - Wastewater Service Charge 2,915,853 3,100,000 3,100,000 3,100,000 4,647,523 1,547,523 49.9% 3300 - Interest Income 45,617 5,500 5,500 7,500 -0 (5,500) -100.0% 3606 - Penalties 8,545 2,500 2,500 15,000 2,500 - 0.0%
3804 - Insurance Claims 47,136 -0 -0 -0 8,729 8,729 0.0% 3805 - Miscellaneous Income 899 1,000 1,000 100 1,000 - 0.0% 3999 - Transfers In -0 -0 -0 1,100,000 -0 - 0.0%
TOTAL REVENUE 3,018,050 3,109,000 3,109,000 4,222,600 4,659,752 1,550,752 49.9%
OPERATING EXPENDITURE
Salaries & Wages 259,143 290,287 290,287 287,727 306,893 16,606 -5.7% Benefits 138,882 131,241 131,241 130,312 194,998 63,757 -48.6% Contracted Services 121,014 248,475 248,475 137,500 105,550 (142,925) 57.5% Subregional Cost 1,737,404 1,952,850 1,952,850 1,952,850 2,118,435 165,585 -8.5% Services & Supplies 72,775 135,000 135,000 76,000 97,200 (37,800) 28.0% Special Programs 419 1,000 1,000 - 1,000 - 0.0%
Equipment (under $10K) 1,938 - - - - - 0.0%
Vehicle Expense - 3,000 3,000 9,000 10,000 7,000 -233.3% Conference & Training Expense 4,658 10,500 10,500 10,200 8,000 (2,500) 23.8% Utilities 58,723 65,250 65,250 55,000 78,852 13,602 -20.8% Telecommunications 1,954 3,500 3,500 2,400 2,500 (1,000) 28.6% Bad Debt Expense 11,778 - - 10,000 10,000 10,000 0.0%
Allocated Insurance 61,761 66,176 66,176 66,176 55,735 (10,441) 15.8% Capital Outlay 32,205 46,500 46,500 46,500 - (46,500) 100.0% Debt Service Payments 179,117 203,434 203,434 178,655 178,656 (24,778) 12.2% Cost Allocation Plan 990,306 1,113,046 1,113,046 1,063,767 908,934 (204,112) 18.3% Transfers Out 112,641 606,000 606,000 542,000 32,000 (574,000) 94.7% TOTAL EXPENDITURES 3,784,720 4,876,260 4,876,260 4,568,087 4,108,753 (767,507) -15.7% Net Surplus/(Deficit) (766,670) (1,767,260) (1,767,260) (345,487) 550,999 Beginning Working Capital Balance 1,159,338 392,668 392,668 392,668 47,181 Ending Working Capital Balance 392,668 (1,374,592) (1,374,592) 47,181 598,180
RESERVE
Policy Reserve Level (25%) 946,180 1,219,065 1,219,065 1,142,022 1,027,188 Actual Reserve Level 10.4% -28.2% -28.2% 1.0% 14.6%
WASTEWATER OPERATING FUND
FINANCIAL REPORTING
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 185
Description
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Proposed
Budget
$ Inc/(Dec)
Proposed vs
Adjusted
Budget
% Change
Proposed vs
Adjusted
Budget
Salaries & Wages
4010 - Salaries - Full Time 223,188 256,362 256,362 256,362 280,793 24,431 9.5% 4012 - Overtime 13,548 16,800 16,800 15,540 16,300 (500) -3.0% 4013 - Standby/Shift 8,758 10,800 10,800 9,500 9,800 (1,000) -9.3% 4017 - Salaries - COVID-19 1,999 - - - - - 0.0%
4023 - One Time Payment 11,650 6,325 6,325 6,325 - (6,325) -100.0% Total Salaries & Wages 259,143 290,287 290,287 287,727 306,893 16,606 5.7% Benefits
4100 - Employee Benefits 439 - - - - - 0.0%
4101 - Health in Lieu 2,846 3,204 3,204 2,276 - (3,204) -100.0% 4102 - Uniform Allowance 2,030 2,280 2,280 2,280 3,050 770 33.8% 4105 - Medicare & Fica 3,824 3,717 3,717 3,717 4,071 354 9.5% 4110 - CalPERS Employer Rate 77,061 62,675 62,675 62,675 28,289 (34,386) -54.9% 4111 - CalPERS UAL Cost - - - - 53,400 53,400 0.0%
4130 - Health Insurance 44,094 49,079 49,079 49,079 91,736 42,657 86.9% 4150 - Dental Insurance 6,663 6,908 6,908 6,908 9,373 2,465 35.7% 4151 - Vision Insurance 727 761 761 761 977 216 28.4%
4181 - Long Term Disability Insurance 672 1,228 1,228 1,228 2,684 1,456 118.6% 4182 - Short Term Disability Insurance 268 344 344 344 374 30 8.8% 4183 - EAP (Employee Asst Prog) 76 315 315 315 315 - 0.0% 4184 - Life Insurance 182 729 729 729 729 - 0.0%
Total Benefits 138,882 131,241 131,241 130,312 194,998 63,757 48.6% Contracted Services
4210 - Professional Contract Services 109,141 248,475 248,475 125,000 105,550 (142,925) -57.5% 4210 - Subregional Cost 1,737,404 1,952,850 1,952,850 1,952,850 2,118,435 165,585 8.5% 4211 - Banking Fees 11,873 - - 12,500 12,500 12,500 0.0% Total Contracted Services 1,858,418 2,201,325 2,201,325 2,090,350 2,236,485 35,160 1.6% Services & Supplies
4301 - Bad Debt Expense 11,778 - - 10,000 10,000 10,000 0.0% 4330 - Misc Supplies & Services 70,780 132,200 132,200 74,500 83,200 (49,000) -37.1% 4332 - Janitorial & Safety Supplies 1,995 2,800 2,800 1,500 1,500 (1,300) -46.4% 4360 - Conservation Rebate Program 419 1,000 1,000 - 1,000 - 0.0% 4370 - Equipment(under $10K) 1,938 - - - - - 0.0%
4380 - Vehicle Maintenance - 3,000 3,000 9,000 10,000 7,000 233.3% Total Services & Supplies 86,910 139,000 139,000 95,000 105,700 (33,300) -24.0% Conference & Training Expense
4510 - Conference & Training 3,630 4,000 4,000 6,200 5,000 1,000 25.0% 4515 - Meetings & Travel 1,028 6,500 6,500 4,000 3,000 (3,500) -53.8% Total Conference & Training Expense 4,658 10,500 10,500 10,200 8,000 (2,500) -23.8% Utilities
4710 - Utilities - Gas & Electric 51,583 57,750 57,750 47,500 66,412 8,662 15.0% 4711 - Utilities - City Bill 7,140 7,500 7,500 7,500 12,440 4,940 65.9% 4750 - Telecommunications 1,954 3,500 3,500 2,400 2,500 (1,000) -28.6% Total Utilities 60,678 68,750 68,750 57,400 81,352 12,602 18.3% Allocated Insurance | Otheres
4996 - Allocated Liability Insurance 42,391 41,230 41,230 41,230 29,200 (12,030) -29.2% 4997 - Allocated Wrkrs Comp Insurance 19,370 24,946 24,946 24,946 26,535 1,589 6.4% 4998 - Cost Allocation Plan 430,734 1,113,046 1,113,046 1,063,767 908,934 (204,112) -18.3% 4999 - Transfers Out 672,213 606,000 606,000 542,000 32,000 (574,000) -94.7% 5100 - Capital Outlay 32,205 46,500 46,500 46,500 - (46,500) -100.0% Total Allocated Insurance | Others 1,196,914 1,831,722 1,831,722 1,718,443 996,669 (835,053) -45.6% Debt Service
6100 - Principal 162,127 165,068 165,068 150,800 153,089 (11,979) -7.3% 6200 - Interest 16,990 38,366 38,366 27,855 25,567 (12,799) -33.4% Total Debt Service 179,117 203,434 203,434 178,655 178,656 (24,778) -12.2% TOTAL DEPARTMENT 3,784,720 4,876,260 4,876,260 4,568,087 4,108,753 (767,507) -15.7% Detail - Wastewater Fund
Budget Expenditures
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 186
Wastewater Fund
Object Details
Object
Worksheet
Description
Worksheet
Unit
Price
Worksheet
Quantity
Worksheet
Total
Grand Total 188,750 22 $ 188,750
4210 - Professional Contract Services
4210 - Professional Contract Services Asset Management Software Maintenance Contract 3,050 1 $ 3,050 4210 - Professional Contract Services Electrical Performance Annual Testing 9,100 1 $ 9,100 4210 - Professional Contract Services Emergency Generator Maintenance and Repairs 5,900 1 $ 5,900 4210 - Professional Contract Services Emergency Generator Service and Testing Contract 6,300 1 $ 6,300 4210 - Professional Contract Services Sanitary Sewer System Engineering Services 10,000 1 $ 10,000 4210 - Professional Contract Services Sewer Facility Repairs and Maintenance 12,800 1 $ 12,800 4210 - Professional Contract Services Sewer Pump Annual Performance Testing 3,900 1 $ 3,900 4210 - Professional Contract Services Sewer Pump Maintenance and Repairs 10,500 1 $ 10,500 4210 - Professional Contract Services Sewer Pump station Inlet Gate Service and Repairs 6,000 1 $ 6,000 4210 - Professional Contract Services Sewer Solids Grinder Service and Repairs 6,000 1 $ 6,000 4210 - Professional Contract Services Sewer System Infrastructure Repairs 20,000 1 $ 20,000 4210 - Professional Contract Services Solar Array Maintenance Repairs and Testing 4,800 1 $ 4,800 4210 - Professional Contract Services
Supervisory Control and Data Acquisition Annual Alarm
Testing 7,200 1 $ 7,200
Total 4210 - Professional Contract Services 105,550 13 $ 105,550 4330 - Misc Supplies & Services
4330 - Misc Supplies & Services Bay Area Air Quality Facility Permitting 3,700 1 $ 3,700 4330 - Misc Supplies & Services
California Environmental Reporting System (CERS)
Fees 1,400 1 $ 1,400
4330 - Misc Supplies & Services
Certified Unified Program Agencies (CUPS) Reporting
Fees 1,300 1 $ 1,300
4330 - Misc Supplies & Services Clean and Televise Sewer System 23,500 1 $ 23,500 4330 - Misc Supplies & Services OSHA Safety Compliance Equpment 4,100 1 $ 4,100 4330 - Misc Supplies & Services Sewer Main Infrastructure Replacement and Repairs 15,500 1 $ 15,500 4330 - Misc Supplies & Services Sewer Pump Station Maintenance and Repairs 15,500 1 $ 15,500 4330 - Misc Supplies & Services
Sewer Utility Maintenance Hole Remote Alarm
monitoring 4,700 1 $ 4,700
4330 - Misc Supplies & Services Utility Billing Printing 13,500 1 $ 13,500 Total 4330 - Misc Supplies & Services 83,200 9 $ 83,200 5100 - Capital Outlay
5100 - Capital Outlay 0 0 0
Total 5100 - Capital Outlay 0 0 0
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 187
DESCRIPTION
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Adjusted
Budget
2023-24
Estimated
Actual
2024-25
Adopted
Budget
$ Inc/(Dec)
Adopted vs.
Adjusted
Budget
% Change
Adopted vs.
Adjusted
Budget
OPERATING REVENUE
Property Tax 126,170 128,336 128,336 128,336 128,144 -192 -0.1% Interest & Rents -13 500 500 500 350 -150 -30.0%
TOTAL REVENUE 126,157 128,836 128,836 128,836 128,494 -342 -0.3%
OPERATING EXPENSES
Salaries & Wages 22,289 22,525 22,525 22,150 22,150 -375 -1.7% Benefits 8,431 11,158 11,158 11,130 14,830 3,672 32.9%
Contracted Services 4,233 7,500 7,500 7,700 8,000 500 6.7% Utilities 84,848 90,000 90,000 91,500 96,100 6,100 6.8% TOTAL OPERATING EXPENSE 119,801 131,183 131,183 132,480 141,080 9,897 7.5% NET BUDGETARY RESULT 6,356 (2,347) (2,347) (3,644) (12,586) Addition/(Use) of Reserves 6,356 (2,347) (2,347) (3,644) (12,586) Beginning Fund Balance (Estimated) 23,480 (29,836) (29,836) (29,836) (26,192) Ending Fund Balance (Estimated) 29,836 27,489 27,489 26,192 13,606 Actual Reserve Level 24.9% 21.0% 21.0% 19.8% 9.6%
LIGHTING ASSESSMENT DISTRICT
FINANCIAL REPORT
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 188
City of Sebastopol
5-Year Capital Improvement Program
FY 2024-25 to FY 2028-29 DRAFT 6/24/24
All costs shown are in 2024 dollars.
Table of Contents
Table Of Contents 1
Global Summary: Total Category Expenditures / Total Funding Sources 3 1 - Bikes, Pedestrians & Safety 4
Project # Project Page #
0113-16.00 NEW: Bodega Ave. Bicycle Connection Ragle Rd. to Atascadero 5 Creek
0125-20.01 Ragle Road West Side Bicycles and Pedestrian Access 6 0130-22.08 Undergrounding Overhead Utilities 7
0131-23.01 Bodega Avenue Guardrails at City Limits 8
0132-23.02 SR 116 Enhanced Crossings at Burnett, Keating, Hutchins, Walker 9 0133-23.10 Sunset Ave./Taft St. Pedestrian Crossing Enhancements 10 0134-24.01 NEW: Covert Lane/Zimpher Drive Crossing Improvements 11 0135-24.02 NEW: Sunset/Johnson Street Pedestrian Crossing Enhancements 12 0136-24.03 Johnson, Morris, Eddie Lane Crosswalk and Sidewalk Improvements 13 0137-24.04 Signal at Ragle Rd and Bodega Ave 14
1000-19.01 SR 116 Curb Ramps and Crosswalk Safety Improvements at 15 Bodega/Florence and Bodega/Robinson
137-24.05 Covert Lane and Norlee Street Crosswalk ADA Ramps and Pedestrian 16 Crossing Improvements
2 - Transition Plan ADA Projects 17
Project # Project Page #
0213-20.05 Youth Annex ADA Upgrades 18
0214-20.07 City Hall ADA Upgrades 19
0215-22.04 ADA Transition Plan Building Improvements Environmental 20 Assessment
3 - Housing Projects 21
Project # Project Page #
0300-22.07 Purchase of Market Rate Units 22
4 - Parks Projects 23
Project # Project Page #
0411-73.00 AmeriCorps Trail Extension Project 24
0413-78.00 Burbank Farm: ADA path and Public Restroom Facility 25 0416-95.00 Ives Park Pathway Replacement and ADA Upgrade (Segment 1) 26 0420-22.05 Ives Park Master Plan Implementation Phase 2 27 0423-20.10 Trail connection from Tomodachi Park to the west property line 28 0425-23.07 Ives Park Pathway Replacement and ADA Upgrade (Segment 2) 29 1 5 - Paving Projects 30
Project # Project Page #
0513-74.09 Bodega Avenue Bike Lanes and Pavement Rehabilitation Phase 1 31 0514-22.06 Bodega Avenue Bike Lanes and Pavement Rehabilitation Phase 2 32 0520-22.09 Citywide Pavement Repairs and Repaving Program 33 6 - Sewer/Wastewater Projects 34
Project # Project Page #
0604-37.00 Zimpher Creek Sewer Relocation Part 1 - Covert Lane Rerouting 35 0610-70.00 Zimpher Creek Sewer Relocation Part 2 - West End 36 0611-80.00 Zimpher Creek Sewer Relocation Part 3 - Repairs at East End 37 0615-21.01 Parquet Street Sewer Line Replacement (combined City project #1000 38 -19.01)
0615-23.04 Sewer System Master Plan Update 39
0616-24.08 Wastewater System Replacement Program 40
7 - Stormwater Projects 41
Project # Project Page #
0701-34.00 Calder Creek Storm Drain and Outfall Maintenance 42 0702-51.00 Zimpher Creek Storm Drain and Outfall Maintenance 43 0710-64.00 Morris Street Outfall Maintenance 44
0711-23.05 NEW: Flood Resiliency Master Plan 45
0712-23.06 NEW: Community Cultural Center Master Plan 46 8 - Water Projects 47
Project # Project Page #
0819-21.01 Parquet Street Water Line Replacement (combined City project #1000 48 -21.01)
0821-23.09 NEW: Water System Master Plan Update 49
0822-24.06 Well 4 Replacement 50
0823-24.07 Water System Replacement Program 51
9 - Arts Projects 52
Project # Project Page #
0901- Ned Kahn: "Sebastopol Spire" 53
0903- City Sponsorship of New Art Project 54
2 City of Sebastopol
Global Summary Report
2024-25 2025-26 2026-27 2027-28 2028-29 TOTALS
FY23-24
Estimated
PROJECT CATEGORY EXPENDITURES
1 Bikes, Pedestrians & Safety 783,097 902,610 908,800 1,648,000 455,000 2,250,000 6,164,410 2 Transition Plan ADA Projects 215,000 75,000 75,000
3 Housing Projects 410,500 410,500
4 Parks Projects 232,445 424,455 732,000 60,000 1,216,455 5 Paving Projects 1,464,009 55,000 2,576,000 100,000 500,000 500,000 3,731,000 6 Sewer/Wastewater Projects 530,000 32,000 133,000 637,200 332,000 935,500 2,069,700 7 Stormwater Projects 255,000 165,000 665,000 1,125,000 2,210,000 8 Water Projects 530,000 120,000 700,000 2,900,000 300,000 600,000 4,620,000 9 Arts Projects 3,000 27,000 28,000 55,000
TOTALS 3,757,551 2,301,565 5,242,800 6,010,200 2,712,000 4,285,500 20,552,065
PROJECT FUNDING SOURCES
000 Unfunded 410,500 859,100 3,818,000 1,775,000 2,500,000 9,362,600 001 Grant - Unsecured 595,700 1,095,000 250,000 1,940,700 103 Bldg./Fac./Infr. Reserve 61,785 30,000 30,000
103 B/F/IR - Donations 20,000
123 Pavement Reserve Fund 109,721 55,000 55,000
127 2019 Flood Mitig Earmark 255,000 255,000
201 Measure M Transportation 275,934 136,000 136,000
202 Measure M Parks 137,674 90,000 130,000 220,000
203 Art-In-Lieu Fund 3,000 27,000 28,000 55,000
211 Transp Grant - TDA3 60,380
Transp Grant - Quick Strike
(MTC)
211 476,000
211 Transp Grant - HSIP 528,120 528,120
211 Transp Grant - OBAG2 1,078,354
Transp Grant - District 5 Infra 102,960 102,960
Funding
211 97,040
Transp Grant - Go Sonoma 2,240,000 50,000 2,290,000
(SCTA)
211
212 Park Improvement Fund 207,512 236,800 60,000 504,312 212 Park Improvement (Sonoma Co.) 126,943 126,943
212 Park Improve Fund (Prop 68) 82,771
213 Traffic Impact Fee Fund (TIF) 98,256 209,830 246,000 55,000 510,830 214 Underground Utilities Fee Fund 855
216 Community Dev. Grant (CDBG) 153,215 45,000 138,200 183,200 SB 1 Road Maintenance & 61,700 200,000 100,000 200,000 561,700 Rehab
217 30,566
501 Water Capital Fund 530,000 120,000 300,000 300,000 300,000 600,000 1,620,000 511 Sewer Capital Fund 542,000 32,000 133,000 637,200 332,000 935,500 2,069,700 TOTALS 3,757,551 2,301,565 5,242,800 6,010,200 2,712,000 4,285,500 20,552,065 3 PROJECT TITLE
0113-16.00 NEW: Bodega Ave. Bicycle
Connection Ragle Rd. to
Atascadero Creek
50,000 350,000 400,000
0125-20.01 Ragle Road West Side Bicycles
and Pedestrian Access
400,000 2,000,000 2,400,000
0130-22.08 Undergrounding Overhead Utilities 855
0131-23.01 Bodega Avenue Guardrails at City
Limits
1,900 369,000 369,000
0132-23.02 SR 116 Enhanced Crossings at
Burnett, Keating, Hutchins, Walker
20,500 318,950 318,950
0133-23.10 Sunset Ave./Taft St. Pedestrian
Crossing Enhancements
117,040 102,960 102,960
0134-24.01 NEW: Covert Lane/Zimpher Drive
Crossing Improvements
10,000 51,000 245,000 306,000
0135-24.02 NEW: Sunset/Johnson Street
Pedestrian Crossing
Enhancements
46,700 250,700 297,400
0136-24.03 Johnson, Morris, Eddie Lane
Crosswalk and Sidewalk
Improvements
67,100 553,000 620,100
0137-24.04 Signal at Ragle Rd and Bodega
Ave
190,000 850,000 1,040,000
1000-19.01 SR 116 Curb Ramps and
Crosswalk Safety Improvements at
Bodega/Florence and
Bodega/Robinson
642,802 5,000 5,000
137-24.05 Covert Lane and Norlee Street
Crosswalk ADA Ramps and
Pedestrian Crossing
Improvements
55,000 250,000 305,000
783,097 902,610 908,800 1,648,000 455,000 2,250,000 6,164,410 PROJECT FUNDING SOURCES
000 Unfunded 67,100 553,000 350,000 2,000,000 2,970,100 001 Grant - Unsecured 595,700 1,095,000 250,000 1,940,700 103 B/F/IR - Donations 20,000
211 Transp Grant - District 5 Infra
Funding
97,040 102,960 102,960
211 Transp Grant - HSIP 528,120 528,120
211 Transp Grant - Quick Strike (MTC) 476,000
211 Transp Grant - TDA3 60,380
211 Transp Grant - Go Sonoma
(SCTA)
50,000 50,000
213 Traffic Impact Fee Fund (TIF) 98,256 209,830 246,000 55,000 510,830 214 Underground Utilities Fee Fund 855
217 SB 1 Road Maintenance & Rehab 30,566 61,700 61,700
783,097 902,610 908,800 1,648,000 455,000 2,250,000 6,164,410 Category Summary Report
1 - Bikes, Pedestrians & Safety
2024-25 2025-26 2026-27 2027-28 2028-29 TOTALS
FY23-24
Estimated
4 Category
Project Bodega Ave. from Ragle to Atascadero
Creek
Bikes, Pedestrians & Safety
Project No: 0113-16.00
Location:
NEW: Bodega Ave. Bicycle Connection Ragle Rd. to Atascadero Creek 2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 50,000 50,000
9200 - Construction 350,000 350,000
EXPENDITURE TOTALS 50,000 350,000 400,000
FUNDING SOURCES
001-Grant - Unsecured 345,000 345,000
213-Traffic Impact Fee Fund (TIF) 50,000 5,000 55,000
FUNDING TOTALS 50,000 350,000 400,000
DESCRIPTION: Bodega Avenue Class I Multi-Use Trail (from Ragle Road to Valley View Drive on existing City planter strip right-of-way), marked two-way bike/ped crossing at intersection with Valley View Drive, and Class IV striped two-way bike facility on south shoulder of Bodega Avenue with raised separator (between Valley View Drive and existing terminus of County trail). The City will be applying for transportation grant funding in year 1.
JUSTIFICATION: Provides bicycle path connection on Bodega Avenue from Ragle Road to the County bike trail. This bike path is identified in the City's bicycle and pedestrian master plan. Note: Segment between Pleasant Hill Road and Ragle Road will only require new striping and will be done as part of street maintenance striping.
GENERAL PLAN Goals and Policies: Circulation CIR 2: Maintain and Expand a Safe and Efficient Pedestrian, Bicycle, and Transit Network that Connects Neighborhoods with Key Destinations to Encourage Travel by Non-Automobile Modes while also Improving Public Health. 5 Category
Project Bodega Ave., Ragle Road, Mill Station
Rd.
Bikes, Pedestrians & Safety
Project No: 0125-20.01
Location:
Ragle Road West Side Bicycles and Pedestrian Access
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 400,000 400,000
9200 - Construction 2,000,000 2,000,000
EXPENDITURE TOTALS 400,000 2,000,000 2,400,000
FUNDING SOURCES
000-Unfunded 350,000 2,000,000 2,350,000
211-Transp Grant - Go Sonoma (SCTA) 50,000 50,000
FUNDING TOTALS 400,000 2,000,000 2,400,000
DESCRIPTION:
Provide bicycle lanes and sidewalks/pedestrian paths on Ragle Rd - from Bodega Ave to Mill Station Rd; Mill Station Rd - from Ragle Rd to SR 116. This is a joint City/County endeavor. City applied for ATP grant in 2018 and again in 2022 but was not awarded. This project is updated to exclude the bike lanes on Bodega Ave since the City has already completed the segment from High Street to Nelson Way and has secured a grant for the section up to Pleasant Hill Rd. This project is mostly on County right of way (approximately 75%) and the County will take the lead on applying for a grant for this project.
JUSTIFICATION: Listed as a regional project with SCTA/Measure M Plan, MTC, and CTC. Sonoma County BPAC has programmed $50,000 in their FY 2024-25 TDA Article 3 grant funding towards this project.
GENERAL PLAN Goals and Policies: Circulation CIR 2: Maintain and Expand a Safe and Efficient Pedestrian, Bicycle, and Transit Network that Connects Neighborhoods with Key Destinations to Encourage Travel by Non-Automobile Modes while also Improving Public Health 6 Category
Project Bodega Avenue
Bikes, Pedestrians & Safety
Project No: 0130-22.08
Location:
Undergrounding Overhead Utilities
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9000 - Estimated Actual 855 0
EXPENDITURE TOTALS 855 0
FUNDING SOURCES
100-General Fund 0
104-Rule 20A Monies PG&E 0
214-Underground Utilities Fee Fund 855 0
FUNDING TOTALS 855 0
DESCRIPTION: The project is for undergrounding overhead utilities on Petaluma Avenue using Rule 20A work credits.
JUSTIFICATION: Due to the high cost of undergrounding and City commitment of local funds to implement the project, the undergrounding project was cancelled by Council at their 9/19/23 meeting. The Rule 20A work credits were transferred to the County of Sonoma for their undergrounding projects.
GENERAL PLAN Goals and Policies: Community Development CD-14: Continue to require the undergrounding of utility lines wherever feasible.
7 Category
Project Bodega Avenue from West End City
Limits to Valley View Dr.
Bikes, Pedestrians & Safety
Project No: 0131-23.01
Location:
Bodega Avenue Guardrails at City Limits
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9000 - Estimated Actual 1,900 0
9100 - Pre-construction 69,500 69,500
9200 - Construction 299,500 299,500
EXPENDITURE TOTALS 1,900 369,000 369,000
FUNDING SOURCES
211-Transp Grant - HSIP 312,300 312,300
217-SB 1 Road Maintenance & Rehab 1,900 56,700 56,700
FUNDING TOTALS 1,900 369,000 369,000
DESCRIPTION: Remove existing bridge guardrail and replace approximately 765 lineal feet of guard rail. Work includes replacing signage and related appurtenances. This project is primarily funded with a Highway Safety Improvement Program (HSIP Cycle 11) grant from the State.
JUSTIFICATION: This segment of guardrail was identified as deficient (e.g. railing too low, outdated guardrail and end treatment systems) and in need of upgrades. This location was identified in the City's Local Road Safety Plan as an area with an increased number of lane departure collisions due to the narrow shoulder. Many vehicles drop off into the creek bed as the existing conditions do not provide adequate conditions for vehicles to recover. There is a significant drop off (around 1 foot) from the pavement to existing grade and unrecoverable side slopes of 2:1.
GENERAL PLAN Goals and Policies: Circulation CIR 1-9: Consider all transportation improvements as opportunities to improve safety, access, and mobility for all roadway users and avoid dead-end streets and culde-sacs. 8 Category
Project S Main/Burnett St; N Main/Keating Ave;
Gravenstein Hwy/Hutchins Ave;
Petaluma Ave/Walker Ave
Bikes, Pedestrians & Safety
Project No: 0132-23.02
Location:
SR 116 Enhanced Crossings at Burnett, Keating, Hutchins, Walker 2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9000 - Estimated Actual 20,500 0
9100 - Pre-construction 14,200 14,200
9200 - Construction 304,750 304,750
EXPENDITURE TOTALS 20,500 318,950 318,950
FUNDING SOURCES
211-Transp Grant - HSIP 215,820 215,820
213-Traffic Impact Fee Fund (TIF) 103,130 103,130
217-SB 1 Road Maintenance & Rehab 20,500 0
FUNDING TOTALS 20,500 318,950 318,950
DESCRIPTION: Install pedestrian-activated circular LED rapid flashing beacons replacing existing standard flashing beacons; install perimeter lighted pedestrian crossing signs; install pedestrian push buttons; remove existing in-roadway warning lights. This project is primarily funded with a Highway Safety Improvement Program (HSIP Cycle 11) grant from the State.
JUSTIFICATION: SR 116 Traffic Corridor Safety Study shows these intersections meet warrant threshold for RRFBs.
GENERAL PLAN Goals and Policies: Circulation CIR 2-2: Routinely incorporate sidewalks and enhanced pedestrian crossing facilities as part of new street construction or enhancements to existing streets. 9 Category
Project Sunset Avenue at Taft Street, Analy
High School
Bikes, Pedestrians & Safety
Project No: 0133-23.10
Location:
Sunset Ave./Taft St. Pedestrian Crossing Enhancements
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9000 - Estimated Actual 117,040 0
9100 - Pre-construction 0
9200 - Construction 102,960 102,960
EXPENDITURE TOTALS 117,040 102,960 102,960
FUNDING SOURCES
103-B/F/IR - Donations 20,000 0
103-Bldg./Fac./Infr. Reserve 0
211-Transp Grant - District 5 Infra Funding 97,040 102,960 102,960 FUNDING TOTALS 117,040 102,960 102,960
DESCRIPTION: Taft Street/Sunset Avenue – upgrade crosswalk markings including advanced yield markings and install double-sided flashing pedestrian crossing signs with circular LED beacons in similar style to other Sebastopol crossings. Install advanced pedestrian crossing signage. Upgrade curb ramps to comply with current ADA standards. Install edge line striping for traffic calming on Sunset Avenue between Taft Street and Johnson Street
JUSTIFICATION: The school district requested pedestrian crossing improvements at the two locations to make the crossing safer for students and other pedestrians. The City received infrastructure grant funding from County Supervisor Lynda Hopkins District 5 and the School District is making a $20,000 contribution towards this project.
GENERAL PLAN Goals and Policies: Circulation CIR 2-2: Routinely incorporate sidewalks and enhanced pedestrian crossing facilities as part of new street construction or enhancements to existing streets. 10 Category
Project Covert Lane/Zimpher Drive
Bikes, Pedestrians & Safety
Project No: 0134-24.01
Location:
NEW: Covert Lane/Zimpher Drive Crossing Improvements
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 10,000 51,000 61,000
9200 - Construction 245,000 245,000
EXPENDITURE TOTALS 10,000 51,000 245,000 306,000
FUNDING SOURCES
001-Grant - Unsecured 245,000 245,000
213-Traffic Impact Fee Fund (TIF) 10,000 51,000 61,000
FUNDING TOTALS 10,000 51,000 245,000 306,000
DESCRIPTION: Install Rapid rectangular flashing beacons (RRFB) at this intersection including minor lane configuration. The City will apply for HSIP cycle 12 grant from the State due Sept 2024. The application will include a concept plan and preliminary estimate.
JUSTIFICATION: This is needed for pedestrian safety.
GENERAL PLAN Goals and Policies: Circulation CIR 2-2: Routinely incorporate sidewalks and enhanced pedestrian crossing facilities as part of new street construction or enhancements to existing streets. 11 Category
Project Sunset Avenue/Johnson Street
Bikes, Pedestrians & Safety
Project No: 0135-24.02
Location:
NEW: Sunset/Johnson Street Pedestrian Crossing Enhancements 2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 46,700 46,700
9200 - Construction 250,700 250,700
EXPENDITURE TOTALS 46,700 250,700 297,400
FUNDING SOURCES
001-Grant - Unsecured 250,700 250,700
201-Measure M Transportation 0
213-Traffic Impact Fee Fund (TIF) 46,700 46,700
FUNDING TOTALS 46,700 250,700 297,400
DESCRIPTION: Install a new crosswalk on the west leg of Sunset Drive at the intersection with Johnson Street including ADA curb ramps which may require modification of the sidewalk on the southwest corner due to slipe issues. Pedestrian yield markings approaching the crosswalk should also be added.
JUSTIFICATION: This project is needed for pedestrian safety and will make the crossing safer for Analy HS students and other pedestrians. Staff is researching grant opportunities for this project.
GENERAL PLAN Goals and Policies: Circulation CIR: Routinely incorporate sidewalks and enhanced pedestrian crossing facilities as part of new street construction or enhancements to existing streets. 12 Category
Project Johnson St/Morris St/Edie Ln
Bikes, Pedestrians & Safety
Project No: 0136-24.03
Location:
Johnson, Morris, Eddie Lane Crosswalk and Sidewalk Improvements 2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 67,100 67,100
9200 - Construction 553,000 553,000
EXPENDITURE TOTALS 67,100 553,000 620,100
FUNDING SOURCES
000-Unfunded 67,100 553,000 620,100
201-Measure M Transportation 0
FUNDING TOTALS 67,100 553,000 620,100
DESCRIPTION: Install a new crosswalk on the Johnson St leg of intersection, southwest of Eddie Ln including pedestrian crossing signs, ADA curb ramps, and pedestrian yield markings, new curb extension on the western corner for placement of the ramps and for potentially serving as an entry/exit point for cyclists separate from vehicle traffic; new sidewalks on west side of Johnson St between the intersection with Eddie Ln to the southerly point where concrete sidewalk begin near the intersection with Sunset Ave.
JUSTIFICATION: This project is needed for pedestrian safety and to make the intersection safer for students at Analy HS and other pedestrians.
GENERAL PLAN Goals and Policies: Circulation CIR 2-2: Routinely incorporate sidewalks and enhanced pedestrian crossing facilities as part of new street construction or enhancements to existing streets. 13 Category
Project Ragle Rd/Bodega Ave
Bikes, Pedestrians & Safety
Project No: 0137-24.04
Location:
Signal at Ragle Rd and Bodega Ave
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 190,000 190,000
9200 - Construction 850,000 850,000
EXPENDITURE TOTALS 190,000 850,000 1,040,000
FUNDING SOURCES
001-Grant - Unsecured 850,000 850,000
201-Measure M Transportation 0
213-Traffic Impact Fee Fund (TIF) 190,000 190,000
FUNDING TOTALS 190,000 850,000 1,040,000
DESCRIPTION: New traffic signal at Ragle Road and Bodega Avenue. Staff will be researching HSIP and other grant opportunities to fund this project.
JUSTIFICATION: This intersection meets traffic warrants for a traffic signal.
GENERAL PLAN Goals and Policies: Circulation CIR 1-1: Ensure that the City’s circulation network is maintained and improved over time to support buildout of the General Plan in a manner that is consistent with the General Plan Circulation Map
14 Category
Project SR 116, Bodega/Florence,
Bodega/Robinson
Bikes, Pedestrians & Safety
Project No: 1000-19.01
Location:
SR 116 Curb Ramps and Crosswalk Safety Improvements at Bodega/Florence and Bodega/Robinson
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9000 - Estimated Actual 642,802 0
9001 - Construction/Inspection 5,000 5,000
EXPENDITURE TOTALS 642,802 5,000 5,000
FUNDING SOURCES
201-Measure M Transportation 0
211-Transp Grant - Quick Strike (MTC) 476,000 0
211-Transp Grant - TDA3 60,380 0
213-Traffic Impact Fee Fund (TIF) 98,256 0
217-SB 1 Road Maintenance & Rehab 8,166 5,000 5,000
FUNDING TOTALS 642,802 5,000 5,000
DESCRIPTION: This project was previously listed as 3 separate projects in prior years but has been combined into one project. The work is for ADA-compliant ramps at seven (7) intersections along SR 116 (old CIP#0105-
4.00), crosswalk and safety improvements at Bodega Ave/Florence Ave (old CIP#0117-74.04), and at Bodega Ave/Robinson Rd (old CIP#0119-74.06). Crosswalk and safety improvements include pedestrian-activated beacons, signage, markings and modifcations to the crosswalks. The project is completed but report to Caltrans and grant reimbursement request will occur in July/August 2024.
JUSTIFICATION: Provide ADA ramps along SR 1116 in accordance with Americans with Disabilities Act (ADA) guidelines. As part of the "Pedestrian Crossing Safety Study for Bodega Avenue" completed in 2017, pedestrian safety improvements were recommended at the intersections on Bodega Avenue at Florence Ave and Robinson Rd.
GENERAL PLAN Goals and Policies: Circulation CIR 2-7: Create an accessible circulation network that is consistent with guidelines established by ADA, allowing mobility-impaire users such as the disabled and elderly to safely and effectively travel with and beyond the city.
Circulation CIR 2-2: Routinely incorporate sidewalks and enhanced pedestrian crossing facilities as part of new street construction or enhancements to existing streets. 15 Category
Project Covert Ln/Norlee St
Bikes, Pedestrians & Safety
Project No: 137-24.05
Location:
Covert Lane and Norlee Street Crosswalk ADA Ramps and Pedestrian Crossing Improvements
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 55,000 55,000
9200 - Construction 250,000 250,000
EXPENDITURE TOTALS 55,000 250,000 305,000
FUNDING SOURCES
001-Grant - Unsecured 250,000 250,000
213-Traffic Impact Fee Fund (TIF) 55,000 55,000
FUNDING TOTALS 55,000 250,000 305,000
DESCRIPTION: Install pedestrian crossing signs with Rapid Rectangular Flashing Beacons (RRFB), ADA curb ramps and pedestrian yield markings approaching the crosswalk. Staff will be reasearching grant opportunities for this project.
JUSTIFICATION: This is a pedestrian safety project.
GENERAL PLAN Goals and Policies: Circulation CIR 2-2: Routinely incorporate sidewalks and enhanced pedestrian crossing facilities as part of new street construction or enhancements to existing streets. 16 PROJECT TITLE
0213-20.05 Youth Annex ADA Upgrades 181,000 5,000 5,000 0214-20.07 City Hall ADA Upgrades 7,500 65,000 65,000
0215-22.04 ADA Transition Plan Building
Improvements Environmental
Assessment
26,500 5,000 5,000
215,000 75,000 75,000
PROJECT FUNDING SOURCES
103 Bldg./Fac./Infr. Reserve 61,785 30,000 30,000
216 Community Dev. Grant (CDBG) 153,215 45,000 45,000
215,000 75,000 75,000
Category Summary Report
2 - Transition Plan ADA Projects
2024-25 2025-26 2026-27 2027-28 2028-29 TOTALS
FY23-24
Estimated
17 Category
Project Youth Annex ADA Upgrades
Transition Plan ADA Projects
Project No: 0213-20.05
Location:
Youth Annex ADA Upgrades
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9000 - Estimated Actual 181,000 0
9001 - Construction/Inspection 5,000 5,000
EXPENDITURE TOTALS 181,000 5,000 5,000
FUNDING SOURCES
103-Bldg./Fac./Infr. Reserve 27,785 5,000 5,000
216-Community Dev. Grant (CDBG) 153,215 0
FUNDING TOTALS 181,000 5,000 5,000
DESCRIPTION: ADA upgrades to the Youth Annex Building. The original work was to include signing, striping, interior door modifications, public fountain upgrade, and bathroom upgrades. Due to the high cost of the project, the work was down scoped to match available funding and the priority of work that will be completed are the exterior ADA site work, signing, striping, and accessibilty to the front door.
JUSTIFICATION: Continue to construct improvements in accordance with the City's ADA Transition Plan. The City was awarded a CDBG grant in FY 2020-21. The NEPA review has been completed by the Sonoma County CDC and design and construction will occur in FY 2022-23.
GENERAL PLAN Goals and Policies: Circulation CIR 2-7: Create an accessible circulation network that is consistent with guidelines established by the Americans with Disabilities Act (ADA), allowing mobility-impaired users such as the disabled and elderly to safely and effectively travel within and beyond the city.
Community Services and Facilities CSF 6-19: Recognize and appreciate the value that teens and the local youth provide to the character and vibrancy of the community, and strive to improve services, facilities, and activities available to serve teens and local youth.
18 Category
Project City Hall
Transition Plan ADA Projects
Project No: 0214-20.07
Location:
City Hall ADA Upgrades
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9000 - Estimated Actual 7,500 0
9100 - Pre-construction 0
9200 - Construction 65,000 65,000
EXPENDITURE TOTALS 7,500 65,000 65,000
FUNDING SOURCES
103-Bldg./Fac./Infr. Reserve 7,500 20,000 20,000
216-Community Dev. Grant (CDBG) 45,000 45,000
FUNDING TOTALS 7,500 65,000 65,000
DESCRIPTION: ADA Upgrades to interior of City Hall. Exterior ADA site improvements have been completed by Public Works and this project will include additional signage. To save costs, Public Works staff will perform the accessibility improvements to the interior of City Hall which includes replacing existing doors, hardware, information board; remove/replace and/or relocate existing wall-hung information stand, existing electrical switches and receptacles, bathroom plumbing modifications, and post access and path of travel signs.
JUSTIFICATION: Continue to construct improvements in accordance with the City's ADA transition plan.
GENERAL PLAN Goals and Policies: Circulation CIR 2-7: Create an accessible circulation network that is consistent with guidelines established by the Americans with Disabilities Act (ADA), allowing mobility-impaired users such as the disabled and elderly to safely and effectively travel within and beyond the city.
Community Services and Facilities CSF 1: Provide High Quality Community Services, Facilities, and Infrastructure to All Residents, Businesses, and Visitors in Sebastopol. 19 Category
Project Various City Facilities
Transition Plan ADA Projects
Project No: 0215-22.04
Location:
ADA Transition Plan Building Improvements Environmental Assessment 2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9000 - Estimated Actual 26,500 0
9100 - Pre-construction 5,000 5,000
EXPENDITURE TOTALS 26,500 5,000 5,000
FUNDING SOURCES
103-Bldg./Fac./Infr. Reserve 26,500 5,000 5,000
FUNDING TOTALS 26,500 5,000 5,000
DESCRIPTION: Implementation of the balance of the 2014 ADA Transition Plan. This Environmental Assessment (EA) has since expired and is in need of an update. This first order of work is needed before future CDBG funding agreement is executed for ADA improvements to City Hall and Burbank Farm Restroom Facility.
The environmental work is nearly complete awaiting approval from SHPO which will extend this project completion to August/September 2024.
JUSTIFICATION: Continued implementation of the 2014 ADA Transition Plan.
GENERAL PLAN Goals and Policies: Community Services and Facilities CSF 1: Provide high quality community services, facilities, and infrastructure to all residents, businesses, and visitors in Sebastopol. 20 PROJECT TITLE
0300-22.07 Purchase of Market Rate Units 410,500 410,500 410,500 410,500
PROJECT FUNDING SOURCES
000 Unfunded 410,500 410,500
410,500 410,500
Category Summary Report
3 - Housing Projects
2024-25 2025-26 2026-27 2027-28 2028-29 TOTALS
FY23-24
Estimated
21 Category
Project Various locations in the city
Housing Projects
Project No: 0300-22.07
Location:
Purchase of Market Rate Units
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9002 - Project Management 10,500 10,500
9004 - Property Purchases 400,000 400,000
EXPENDITURE TOTALS 410,500 410,500
FUNDING SOURCES
000-Unfunded 410,500 410,500
001-Grant - Unsecured 0
100-General Fund 0
204-Housing Linkage Fee 0
FUNDING TOTALS 410,500 410,500
DESCRIPTION: This program is a joint venture with the Sonoma County Housing Land Trust (HLT) to buy market rate units for sale on open market, deed restricting them through the HLT model to ensure affordability at a certain income level in perpetuity, and reselling to a qualifying household. The program would be funded through a Community Development Block Grant program application for a grant award.
JUSTIFICATION: This will support the City’s Sixth Cycle Housing Element as well as the current Element’s policy of preserving existing housing stock.
GENERAL PLAN Goals and Policies: Housing Element Goal B-2 Preserve Housing Resources -Sebastopol will strive to maintain and preserve existing housing resources, including both affordable and market rate units.
HE Goal B-3 Expand Affordability Housing Opportunities Through the Use of Existing Housing– Sebastopol will consider the feasibility of converting market rate housing units to affordable housing.
HE Policy B-5 Work with nonprofits to determine whether there are opportunities to expand the affordable housing supply by using formerly market rate properties. 22 PROJECT TITLE
0411-73.00 AmeriCorps Trail Extension Project 82,745 414,455 414,455 0413-78.00 Burbank Farm: ADA path and
Public Restroom Facility
18,700 10,000 480,000 490,000
0416-95.00 Ives Park Pathway Replacement
and ADA Upgrade (Segment 1)
131,000
0420-22.05 Ives Park Master Plan
Implementation Phase 2
62,000 62,000
0423-20.10 Trail connection from Tomodachi
Park to the west property line
25,000 60,000 85,000
0425-23.07 Ives Park Pathway Replacement
and ADA Upgrade (Segment 2)
165,000 165,000
232,445 424,455 732,000 60,000 1,216,455
PROJECT FUNDING SOURCES
000 Unfunded 227,000 227,000
202 Measure M Parks 137,674 90,000 130,000 220,000
212 Park Improvement Fund 207,512 236,800 60,000 504,312 212 Park Improvement (Sonoma Co.) 126,943 126,943
212 Park Improve Fund (Prop 68) 82,771
216 Community Dev. Grant (CDBG) 138,200 138,200
511 Sewer Capital Fund 12,000
232,445 424,455 732,000 60,000 1,216,455
Category Summary Report
4 - Parks Projects
2024-25 2025-26 2026-27 2027-28 2028-29 TOTALS
FY23-24
Estimated
23 Category
Project Laguna Wetlands Preserve
Parks Projects
Project No: 0411-73.00
Location:
AmeriCorps Trail Extension Project
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9000 - Estimated Actual 82,745 0
9200 - Construction 414,455 414,455
EXPENDITURE TOTALS 82,745 414,455 414,455
FUNDING SOURCES
202-Measure M Parks 82,745 80,000 80,000
212-Park Improvement (Sonoma Co.) 126,943 126,943
212-Park Improvement Fund 207,512 207,512
FUNDING TOTALS 82,745 414,455 414,455
DESCRIPTION: This trail extension project located in the Laguna Wetlands Preserve from the Sebastopol Lift Station to Sebastopol Avenue. Design and CEQA review are complete and the construction bid documents are being prepared. The project consists of constructing a trail extension, a pedestrian bridge at Zimpher Creek, improvements to the current trail segments, addition of some benches, addition of trail signs, and a rail entry south of the Community Center parking lot.
JUSTIFICATION: The project closes a "critical" missing link in the Laguna Preserve trails system. This project would implement several components of the Laguna Preserve Management Plan. A Grant application from the Sonoma County Open Space District was submitted and awarded in late 2019 for this project, and there is a matching grant from the Laguna Foundation as part of the City's required match. The remaining funding will come from the City's parks budget.
GENERAL PLAN Goals and Policies: Circulation CIR 2: Maintain and Expand a Safe and Efficient Pedestrian, Bicycle, and Transit Network that Connects Neighborhoods with Key Destinations to Encourage Travel by Non-Automobile Modes while also Improving Public Health. 24 Category
Project Burbank Farm
Parks Projects
Project No: 0413-78.00
Location:
Burbank Farm: ADA path and Public Restroom Facility
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9000 - Estimated Actual 18,700 0
9100 - Pre-construction 10,000 10,000
9200 - Construction 480,000 480,000
EXPENDITURE TOTALS 18,700 10,000 480,000 490,000
FUNDING SOURCES
103-Bldg./Fac./Infr. Reserve 0
202-Measure M Parks 18,700 10,000 130,000 140,000
212-Park Improvement Fund 211,800 211,800
216-Community Dev. Grant (CDBG) 138,200 138,200
FUNDING TOTALS 18,700 10,000 480,000 490,000
DESCRIPTION: This project consists of a new ADA-compliant public restroom facility at the Luther Burbank Experiment Farm and ADA path to the restroom facility from the existing parking lot. The work includes installation of a new sewer, water and electrical services to support the restroom facility. The City was awarded a FY 2022-23 CDBG grant for construction of the new restroom but is not sufficient to cover all the construction costs. Staff will continue to research additional grant funding for this project (such as T-mobile community grant). However, funding source has been identified in order to secure the awarded FY 2022-23 CDBG grant in case additional grant funding does not happen.
JUSTIFICATION: The existing bathroom in Burbank Farm does not comply with ADA accessibility and needs to be replaced with an ADA-compliant bathroom.
GENERAL PLAN Goals and Policies: Community Services and Facilities CSF 6-17: Continue to support the West County Museum and the Luther Burbank Experiment Farm.
Community Services and Facilities CSF 2-21: Continue to provide support to local non-profits providing community recreational services on City-owned land operated by the non-profits, including Ives Pool, the Sebastopol Community Cultural Center, and the Burbank Experiment Farm. 25 Category
Project Ives Park
Parks Projects
Project No: 0416-95.00
Location:
Ives Park Pathway Replacement and ADA Upgrade (Segment 1) 2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9000 - Estimated Actual 131,000 0
EXPENDITURE TOTALS 131,000 0
FUNDING SOURCES
202-Measure M Parks 36,229 0
212-Park Improve Fund (Prop 68) 82,771 0
511-Sewer Capital Fund 12,000 0
FUNDING TOTALS 131,000 0
DESCRIPTION: This project is removing and/or replacing the pathway that runs from the southwest picnic area, along Calder Creek, to the restroom facility in the park. A large section of the replaced pathway will be designed to accommodate Public Works service vehicles to access the existing sewer line in the park. Tree removal and replacement work will occur in FY 2021-22 before the pathway construction occurs.
JUSTIFICATION: Several paved sections are in need of replacement due to potholes, unevenness, and lack of appropriate ADA access. The pathway is used for access to picnic areas and along the length of the trail, access for music events, playground access, pedestrian travel throughout the park, and for access near High Street where the new sculpture garden is being installed. This project has been modified from original plans to be consistent with the Ives Park Master Plan (Option B).
GENERAL PLAN Goals and Policies: Community Services and Facilities CSF 2-2: Ensure park and trail facilities are accessible to various segments of the population including: specific age groups, persons with special physical requirements, and groups interested in particular activities. 26 Category
Project Ives Park
Parks Projects
Project No: 0420-22.05
Location:
Ives Park Master Plan Implementation Phase 2
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 62,000 62,000
9200 - Construction 0
EXPENDITURE TOTALS 62,000 62,000
FUNDING SOURCES
000-Unfunded 62,000 62,000
FUNDING TOTALS 62,000 62,000
DESCRIPTION: Phase 2 is the preliminary engineering and cost estimating for the implementation of the Ives Park Master Plan. Preliminary engineering and planning work for the Calder Creek re-naturalization includes channel geometry analysis and creek hydraulic modeling, as well as a desktop environmental constraints analysis. An intersection modification plan may be prepared by the City's traffic engineering consultant if Council chooses to modify the intersection at Jewell Ave. and Willow St. This work will provide information for the Phase 3 design work (future) and competitively apply for a grant for the construction.
JUSTIFICATION: Phase 1 work is a study of the Calder Creek Streambed Re-naturalization at Ives Park (CIP project #0420-20.08) and completed in FY 2021-22. Phase 1 included a hydrology study. Concept plan options were completed and Council selected Ives Park Master Plan (Option B) and included realignment of Calder Creek.
GENERAL PLAN Goals and Policies: Conservation and Open Space COS 3-3: Support rehabilitation of any culverted or open existing channelized waterways, as feasible, to remove concrete linings and allow for a connection between the stream channel and the natural water table. Avoid creating additional culverted or open channelized waterways, unless no other alternative is available to protect human health, safety, and welfare. 27 Category
Project Tomodachi Park next to Park Village
Parks Projects
Project No: 0423-20.10
Location:
Trail connection from Tomodachi Park to the west property line 2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 25,000 25,000
9200 - Construction 60,000 60,000
EXPENDITURE TOTALS 25,000 60,000 85,000
FUNDING SOURCES
212-Park Improvement Fund 25,000 60,000 85,000
FUNDING TOTALS 25,000 60,000 85,000
DESCRIPTION:
Provide a trail connecting Tomodachi Park and the Laguna Preserve to the Rodota Trail extension and downtown areas. This first phase is to prepare a concept design to seek future funding for this project. A new sidewalk has been constructed by the Barlow Townhomes developer that runs from the connector trail across the new 6736 Sebastopol Ave townhome development to the western edge of Park Village. This extension would continue from that point northeast to Tomadachi Park.
JUSTIFICATION: This trail connection will provide an pedestrian and bicycle access alternative to the sidewalk along Highway 12 from downtown to Tomodachi Park and Park Village.
GENERAL PLAN Goals and Policies: Circulation CIR 1-2: Ensure that the City’s circulation network is a wellconnected system of streets, roads, sidewalks, multi-use trails, routes, and paths that effectively accommodates vehicular and non-vehicular traffic in a manner that considers the context of surrounding land uses and the needs of all roadway users.
28 Category
Project Ives Park
Parks Projects
Project No: 0425-23.07
Location:
Ives Park Pathway Replacement and ADA Upgrade (Segment 2) 2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 25,000 25,000
9200 - Construction 140,000 140,000
EXPENDITURE TOTALS 165,000 165,000
FUNDING SOURCES
000-Unfunded 165,000 165,000
202-Measure M Parks 0
FUNDING TOTALS 165,000 165,000
DESCRIPTION: This project is removing and/or replacing the pathway that runs from the restroom facility along Calder Creek to High Street. Staff will be researching grant opportunities to implement this project.
JUSTIFICATION: This work will continue the pathway replacement that will be completed under the Segment 1 work which runs from the southwest picnic area to the restroom facility. The design will not commence until after the Ives Park Master Plan Phase 2 is completed to ensure consistency with the plan.
GENERAL PLAN Goals and Policies: Community Services and facilities CSF 2-2: Ensure park and trail facilities are accessible to various segments of the population including: specific age groups, persons with special physical requirements, and groups interested in particular activities. 29 PROJECT TITLE
0513-74.09 Bodega Avenue Bike Lanes and
Pavement Rehabilitation Phase 1
1,441,509 5,000 5,000
0514-22.06 Bodega Avenue Bike Lanes and
Pavement Rehabilitation Phase 2
22,500 50,000 2,576,000 2,626,000
0520-22.09 Citywide Pavement Repairs and
Repaving Program
100,000 500,000 500,000 1,100,000
1,464,009 55,000 2,576,000 100,000 500,000 500,000 3,731,000 PROJECT FUNDING SOURCES
000 Unfunded 300,000 500,000 800,000
123 Pavement Reserve Fund 109,721 55,000 55,000
201 Measure M Transportation 275,934 136,000 136,000
211 Transp Grant - OBAG2 1,078,354
211 Transp Grant - Go Sonoma
(SCTA)
2,240,000 2,240,000
217 SB 1 Road Maintenance & Rehab 200,000 100,000 200,000 500,000 1,464,009 55,000 2,576,000 100,000 500,000 500,000 3,731,000 Category Summary Report
5 - Paving Projects
2024-25 2025-26 2026-27 2027-28 2028-29 TOTALS
FY23-24
Estimated
30 Category
Project Bodega Avenue from High Street to
Robinson Rd/Nelson Way
Paving Projects
Project No: 0513-74.09
Location:
Bodega Avenue Bike Lanes and Pavement Rehabilitation Phase 1 2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9000 - Estimated Actual 1,441,509 0
9001 - Construction/Inspection 5,000 5,000
EXPENDITURE TOTALS 1,441,509 5,000 5,000
FUNDING SOURCES
123-Pavement Reserve Fund 87,221 5,000 5,000
201-Measure M Transportation 275,934 0
211-Transp Grant - OBAG2 1,078,354 0
FUNDING TOTALS 1,441,509 5,000 5,000
DESCRIPTION: Phase1 is for adding bicycle lanes and repaving Bodega Avenue from High Street to Robinson Road/Nelson Way. Due to funding constraints, this project was split into two phases (High Street to Nelson; Nelson Way to Pleasant Hill). This Phase 1 project includes the installation of bike lanes and pavement resurfacing.The project is complete but there will need to be a final report to Caltrans as well as reimbursement request that will occur July/August 2024.
JUSTIFICATION: Bodega Avenue paving is deteriorated and needs resurfacing. The City was awarded an OBAG2 grant of up to $1,195,000 for construction with a 11.47% match.
GENERAL PLAN Goals and Policies: Circulation CIR 1-11: Provide high quality regular maintenance for existing and future transportation facilities including streets, sidewalks, and paths. 31 Category
Project Bodega Ave. Nelson/Robinson Rd. to
Pleasant Hill Rd.
Paving Projects
Project No: 0514-22.06
Location:
Bodega Avenue Bike Lanes and Pavement Rehabilitation Phase 2 2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9000 - Estimated Actual 22,500 0
9100 - Pre-construction 50,000 50,000
9200 - Construction 2,576,000 2,576,000
EXPENDITURE TOTALS 22,500 50,000 2,576,000 2,626,000
FUNDING SOURCES
000-Unfunded 0
123-Pavement Reserve Fund 22,500 50,000 50,000
201-Measure M Transportation 136,000 136,000
211-Transp Grant - Go Sonoma (SCTA) 2,240,000 2,240,000 213-Traffic Impact Fee Fund (TIF) 0
217-SB 1 Road Maintenance & Rehab 200,000 200,000
FUNDING TOTALS 22,500 50,000 2,576,000 2,626,000
DESCRIPTION: Phase 2 is for installing bike lanes and repaving Bodega Avenue from Robinson Rd./Nelson Way to Pleasant Hill Road. Due to funding constraints, this project was split into two phases with Phase 1 being High Street to Robinson/Nelson and Phase 2 continuing on to Pleasant Hill Road. Due to the extremely poor condition of the road in this Phase 2 section, the roadbed will need to be reconstructed rather than overlayed.
Because of the size of the project, a constructibility review and a review of the Engineer's Estimate and necessary modficiations to the Plans are planned for FY 24/25.
JUSTIFICATION: Bodega Avenue paving is deteriorated and needs resurfacing. The work also includes addition of bicycle lanes along Bodega Avenue. Due to environmental constraints, there may be a short section in front of Burbank Experimental Farm where bicycle sharrows will be painted in lieu of a bike lane. City applied for and awarded a Go Sonoma transportation grant for a maximum amount of $2.24 million for the construction and inspection. The City's minimum local match is 15% of the grant.
GENERAL PLAN Goals and Policies: Circulation CIR 1-11: Provide high quality regular maintenance for existing and future transportation facilities including streets, sidewalks, and paths. 32 Category
Project Various city streets
Paving Projects
Project No: 0520-22.09
Location:
Citywide Pavement Repairs and Repaving Program
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 100,000 100,000
9200 - Construction 500,000 500,000 1,000,000
EXPENDITURE TOTALS 100,000 500,000 500,000 1,100,000
FUNDING SOURCES
000-Unfunded 300,000 500,000 800,000
123-Pavement Reserve Fund 0
217-SB 1 Road Maintenance & Rehab 100,000 200,000 300,000 FUNDING TOTALS 100,000 500,000 500,000 1,100,000
DESCRIPTION: Repairs, repaving and rehabilitation of various streets. The preliminary list of streets are: Palm Ave., Western Ave., Jewell Ave., Live Oak Ave., South Ave. Strout St., Washington Ave. Other streets may be added based on the City's Pavement Management Program report and Council direction. The final streets to be selected will be prioritized given final funding availability. Staff is continuing to pursue grant funding for this project.
JUSTIFICATION: The listed streets are based on the City’s 2023 Pavement Management Program and focuses on streets with a very low pavement condition index. The project is the rehabilitaƟon of various streets in the City with the goal to maintain the City's exisƟng PCI at 55. No planned replacement projects in years 1 and 2 due to Bodega Avenue paving project (phase 1 and 2) in those years.
GENERAL PLAN Goals and Policies: Circulation CIR 1-11: Provide high quality regular maintenance for existing and future transportation facilities including streets, sidewalks, and paths. 33 PROJECT TITLE
0604-37.00 Zimpher Creek Sewer Relocation
Part 1 - Covert Lane Rerouting
32,000 1,000 222,000 255,000
0610-70.00 Zimpher Creek Sewer Relocation
Part 2 - West End
115,200 1,000 604,500 720,700
0611-80.00 Zimpher Creek Sewer Relocation
Part 3 - Repairs at East End
31,000 31,000 62,000
0615-21.01 Parquet Street Sewer Line
Replacement (combined City
project #1000-19.01)
530,000
0615-23.04 Sewer System Master Plan
Update
132,000 132,000
0616-24.08 Wastewater System Replacement
Program
300,000 300,000 300,000 900,000
530,000 32,000 133,000 637,200 332,000 935,500 2,069,700 PROJECT FUNDING SOURCES
511 Sewer Capital Fund 530,000 32,000 133,000 637,200 332,000 935,500 2,069,700 530,000 32,000 133,000 637,200 332,000 935,500 2,069,700 Category Summary Report
6 - Sewer/Wastewater Projects
2024-25 2025-26 2026-27 2027-28 2028-29 TOTALS
FY23-24
Estimated
34 Category
Project Zimpher Creek Sewer Line, Covert Lane
to Healdsburg Ave
Sewer/Wastewater Projects
Project No: 0604-37.00
Location:
Zimpher Creek Sewer Relocation Part 1 - Covert Lane Rerouting 2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 32,000 1,000 33,000
9200 - Construction 222,000 222,000
EXPENDITURE TOTALS 32,000 1,000 222,000 255,000
FUNDING SOURCES
511-Sewer Capital Fund 32,000 1,000 222,000 255,000
FUNDING TOTALS 32,000 1,000 222,000 255,000
DESCRIPTION: Reduce flows to the Zimpher Creek sewer main by rerouting the flows from Covert Lane to Healdsburg Avenue. The project consists of a new 8-inch sewer, approximately 250 LF, which allows for gravity flow.
JUSTIFICATION: The Zimpher Creek sewer line is due for replacement and should be relocated away from the Creek bed. The rerouting to Covert Lane sewer utility will allow for reduced flows to the Zimpher Creek sewer main.
GENERAL PLAN Goals and Policies: Community Services and Facilities CSF 4-8: Prioritize sewer service improvements to areas within the City that pose a threat to public health and the environment as a result of deficiencies in existing sewer or septic systems.
35 Category
Project Zimpher Creek from Zimpher Road to
Murphy Avenue
Sewer/Wastewater Projects
Project No: 0610-70.00
Location:
Zimpher Creek Sewer Relocation Part 2 - West End
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 115,200 1,000 116,200
9200 - Construction 604,500 604,500
EXPENDITURE TOTALS 115,200 1,000 604,500 720,700
FUNDING SOURCES
511-Sewer Capital Fund 115,200 1,000 604,500 720,700
FUNDING TOTALS 115,200 1,000 604,500 720,700
DESCRIPTION: This project consists of the Zimpher Creek sewer main relocation and/or replacement. Year 1 is to finalize the pre-design and select a project alternative such as cast-in-place (CIPP) or open-cut trenching.
Year 1 budget also includes CCTV reconnaissance. Once an alternative is selected, the design can be performed, with construction commencing in Year 2 and continuing in Year 3. For purposes of this estimate, it is assumed that the CIPP alternative is selected.
JUSTIFICATION: The Zimpher Creek sewer line is due for replacement and should be relocated away from the Creek bed.
GENERAL PLAN Goals and Policies: Community Services and Facilities CSF 4-8: Prioritize sewer service improvements to areas within the City that pose a threat to public health and the environment as a result of deficiencies in existing sewer or septic systems.
36 Category
Project Zimpher Creek Sewer from Murphy
Avenue to Huntly Street
Sewer/Wastewater Projects
Project No: 0611-80.00
Location:
Zimpher Creek Sewer Relocation Part 3 - Repairs at East End 2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 31,000 31,000 62,000
9200 - Construction 0
EXPENDITURE TOTALS 31,000 31,000 62,000
FUNDING SOURCES
511-Sewer Capital Fund 31,000 31,000 62,000
FUNDING TOTALS 31,000 31,000 62,000
DESCRIPTION: This project consists of repairs to the sewer system along Zimpher Creek east of Murphy Avenue. Repairs include waterproofing of manholes and sewer mains, and replacement of sewer sections of pipe. The first phase is for the pre-design to determine level of repairs and develop preliminary cost estimate.
JUSTIFICATION: The Zimpher Creek sewer line is due for replacement and should be relocated away from the Creek bed.
GENERAL PLAN Goals and Policies: Community Services and Facilities CSF 4-8: Prioritize sewer service improvements to areas within the City that pose a threat to public health and the environment as a result of deficiencies in existing sewer or septic systems.
37 Category
Project Parquet Street
Sewer/Wastewater Projects
Project No: 0615-21.01
Location:
Parquet Street Sewer Line Replacement (combined City project #1000-19.01) 2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9000 - Estimated Actual 530,000 0
EXPENDITURE TOTALS 530,000 0
FUNDING SOURCES
511-Sewer Capital Fund 530,000 0
FUNDING TOTALS 530,000 0
DESCRIPTION: Replacement of approximately 850 lineal feet of 6-inch sewer main on Parquet Street. This work includes slurry seal of Parquet Street that is affected by the sewer line replacement work. The work is being completed with the Parquet Street Water Main Replacement project #0818-20.09 JUSTIFICATION: Replacement of leaking and aged sewer line.
GENERAL PLAN Goals and Policies: Community Services and Facilities CSF 4-8: Prioritize sewer service improvements to areas within the City that pose a threat to public health and the environment as a result of deficiencies in existing sewer or septic systems.
38 Category
Project Citywide
Sewer/Wastewater Projects
Project No: 0615-23.04
Location:
Sewer System Master Plan Update
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 132,000 132,000
EXPENDITURE TOTALS 132,000 132,000
FUNDING SOURCES
511-Sewer Capital Fund 132,000 132,000
FUNDING TOTALS 132,000 132,000
DESCRIPTION: This project will update the 2005 Sewer System Master Plan. The plan will include system capacity analysis and identify deficiencies in sewer system that could result in sewer overflows. The master plan will identify a Capital Improvement Program to upgrade system deficiencies and will include maintenance repair and replacement projects identified in Public Works' ongoing CCTV investigations.
JUSTIFICATION: Master plans should be updated every 5 years and the sewer master plan was last updated in 2005.
GENERAL PLAN Goals and Policies: Community Services and Facilities CSF 1-5: Require development, infrastructure, and long-term planning projects to be consistent with all applicable City infrastructure plans, including the Water Master Plan, the Sabtary Sewer System Utility Master Plan, Stormwater Management Plan and the Capital Improvement Program.
39 Category
Project Citywide
Sewer/Wastewater Projects
Project No: 0616-24.08
Location:
Wastewater System Replacement Program
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 45,000 45,000 45,000 135,000
9200 - Construction 255,000 255,000 255,000 765,000
EXPENDITURE TOTALS 300,000 300,000 300,000 900,000
FUNDING SOURCES
511-Sewer Capital Fund 300,000 300,000 300,000 900,000
FUNDING TOTALS 300,000 300,000 300,000 900,000
DESCRIPTION: This program is the ongoing replacement of sewer lines and related appurtenances.
JUSTIFICATION: The City's wastewater system is severely aged and needs to be systematically replaced in order to minimize leaks, ruptures and emergency repairs of failing lines.
GENERAL PLAN Goals and Policies: Community Services and Facilities CSF 1-5: Require development, infrastructure, and long-term planning projects to be consistent with all applicable City infrastructure plans, including the Water Master Plan, the Sanitary Sewer System Utility Master Plan, Stormwater Management Plan, and the Capital Improvement Program.
40 PROJECT TITLE
0701-34.00 Calder Creek Storm Drain and
Outfall Maintenance
260,000 1,125,000 1,385,000
0702-51.00 Zimpher Creek Storm Drain and
Outfall Maintenance
75,000 405,000 480,000
0710-64.00 Morris Street Outfall Maintenance 90,000 90,000 0711-23.05 NEW: Flood Resiliency Master
Plan
170,000 170,000
0712-23.06 NEW: Community Cultural Center
Master Plan
85,000 85,000
255,000 165,000 665,000 1,125,000 2,210,000
PROJECT FUNDING SOURCES
000 Unfunded 165,000 665,000 1,125,000 1,955,000
127 2019 Flood Mitig Earmark 255,000 255,000
255,000 165,000 665,000 1,125,000 2,210,000
Category Summary Report
7 - Stormwater Projects
2024-25 2025-26 2026-27 2027-28 2028-29 TOTALS
FY23-24
Estimated
41 Category
Project Calder Creek Storm Drain - Ives Park to
Joe Rodota trail
Stormwater Projects
Project No: 0701-34.00
Location:
Calder Creek Storm Drain and Outfall Maintenance
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 260,000 260,000
9200 - Construction 1,125,000 1,125,000
EXPENDITURE TOTALS 260,000 1,125,000 1,385,000
FUNDING SOURCES
000-Unfunded 260,000 1,125,000 1,385,000
100-General Fund 0
127-2019 Flood Mitig Earmark 0
FUNDING TOTALS 260,000 1,125,000 1,385,000
DESCRIPTION: This project is a multi-year effort including a Maintenance Study to identify the maintenance activities for the storm drain and outfall, priorities, and estimated costs. A "desktop" environmental analysis is being conducted in FY 22/23 to help inform the environmental constraints. FY 23/24 is the commencement of the CEQA documentation and preparation of the cost estimate that will be needed to research grant funding.
The permitting and construction will be started in FY 24/25, assuming the grant funding is secured.
JUSTIFICATION: The City maintains a storm drain system on Calder Creek between Ives Memorial Park and a storm drain outfall just past Petaluma Avenue near the Joe Rodota Trail. The Calder Creek drainage system conveys stormwater to the Laguna and is nearly silted up. Multiple permits are required in order to do any work in the waterway. The City has stormwater outfalls and Calder Creek is the highest priority for maintenance.
GENERAL PLAN Goals and Policies: Safety SA 2-6: Maintain unobstructed water flow in the storm drainage system.
42 Category
Project Brookhaven and Zimpher Creek
Stormwater Projects
Project No: 0702-51.00
Location:
Zimpher Creek Storm Drain and Outfall Maintenance
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 75,000 80,000 155,000
9200 - Construction 325,000 325,000
EXPENDITURE TOTALS 75,000 405,000 480,000
FUNDING SOURCES
000-Unfunded 75,000 405,000 480,000
100-General Fund 0
127-2019 Flood Mitig Earmark 0
FUNDING TOTALS 75,000 405,000 480,000
DESCRIPTION: This project is a multi-year effort including a Maintenance Study to identify the maintenance activities for the storm drain and outfall, priorities, and estimated costs. A "desktop" environmental analysis is being conducted in FY 22/23 to help inform the environmental constraints. FY 23/24 is the commencement of the CEQA documentation. The preparation of the cost estimate that will be needed to research grant funding will be conducted in FY 24/25. The permitting and construction will be started in FY 25/26, assuming the grant funding is secured.
JUSTIFICATION: Zimpher Creek outfall is silted in and needs maintenance. Upstream of the outfall is the Valentine Avenue storm drain and that section of pipe is also silted in and some sections may need repair or replacement.
GENERAL PLAN Goals and Policies: Safety SA 2-6: Maintain unobstructed water flow in the storm drainage system.
43 Category
Project Morris Street near the Laguna
Stormwater Projects
Project No: 0710-64.00
Location:
Morris Street Outfall Maintenance
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 90,000 90,000
9200 - Construction 0
EXPENDITURE TOTALS 90,000 90,000
FUNDING SOURCES
000-Unfunded 90,000 90,000
100-General Fund 0
127-2019 Flood Mitig Earmark 0
FUNDING TOTALS 90,000 90,000
DESCRIPTION: This project is a multi-year effort starting with a Maintenance Study to identify the maintenance for the storm drain and outfall, priorities, and estimated costs. Future permit and maintenance costs will be identified when the Maintenance Study is completed.
JUSTIFICATION: The Morris Street outfall is obstructed by silt and vegetation which require cleaning and possible rehabilitation.
GENERAL PLAN Goals and Policies: Safety SA 2-6: Maintain unobstructed water flow in the storm drainage system.
44 Category
Project Citywide
Stormwater Projects
Project No: 0711-23.05
Location:
NEW: Flood Resiliency Master Plan
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 170,000 170,000
EXPENDITURE TOTALS 170,000 170,000
FUNDING SOURCES
127-2019 Flood Mitig Earmark 170,000 170,000
FUNDING TOTALS 170,000 170,000
DESCRIPTION: This master plan document is a flood control management plan that will identify flood areas and develop a Capital Improvement Program (CIP) for managing and mitigating flooding that occurs in the Calder Creek and the Laguna area. This plan would expand the 2D hydraulic and hydroloy model developed for Calder Creek to other parts of the City using the existing storm drain mapping. The plan would need to apply the new Sonoma Water Hydrology standards.
JUSTIFICATION: Various areas routinely flood, particularly along Calder Creek and the Laguna area. This work will help support future grant funding applications for flood control and mitigation projects.
GENERAL PLAN Goals and Policies: Safety SA-2: Reduce risks to human life, property and public services associated with flood hazards.
45 Category
Project 390 Morris St.
Stormwater Projects
Project No: 0712-23.06
Location:
NEW: Community Cultural Center Master Plan
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 85,000 85,000
EXPENDITURE TOTALS 85,000 85,000
FUNDING SOURCES
127-2019 Flood Mitig Earmark 85,000 85,000
FUNDING TOTALS 85,000 85,000
DESCRIPTION: The master plan will consider flood mitigation and flood proofing alternatives and costs for long range flood mitigation projects. The plan will also include a list of short term flood repairs from previous flood damages to continue to keep the existing building operational.
JUSTIFICATION: The Sebastopol Community Cultural Center Master Plan (SCCC) is located in a floodplain and routinely floods. The plan will serve as a long range master plan to determine alternatives such as long term flood mitigation improvements or relocating to a different location not in a floodplain.
GENERAL PLAN Goals and Policies: Community Services and Facilities CSF 6-16: Support improvements to, expansion of, or replacement of the Sebastopol Community Cultural Center to address floodissues, and to improve services and facilities available to the community in order to enhance the quality of life for all Cityresidents through the provision of quality community services and facilities. 46 PROJECT TITLE
0819-21.01 Parquet Street Water Line
Replacement (combined City
project #1000-21.01)
530,000
0821-23.09 NEW: Water System Master Plan
Update
120,000 120,000
0822-24.06 Well 4 Replacement 400,000 2,600,000 3,000,000 0823-24.07 Water System Replacement
Program
300,000 300,000 300,000 600,000 1,500,000
530,000 120,000 700,000 2,900,000 300,000 600,000 4,620,000 PROJECT FUNDING SOURCES
000 Unfunded 400,000 2,600,000 3,000,000
501 Water Capital Fund 530,000 120,000 300,000 300,000 300,000 600,000 1,620,000 530,000 120,000 700,000 2,900,000 300,000 600,000 4,620,000 Category Summary Report
8 - Water Projects
2024-25 2025-26 2026-27 2027-28 2028-29 TOTALS
FY23-24
Estimated
47 Category
Project Parquet Street
Water Projects
Project No: 0819-21.01
Location:
Parquet Street Water Line Replacement (combined City project #1000-21.01) 2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9000 - Estimated Actual 530,000 0
EXPENDITURE TOTALS 530,000 0
FUNDING SOURCES
501-Water Capital Fund 530,000 0
FUNDING TOTALS 530,000 0
DESCRIPTION: Replace approximately 800 lineal feet of 6-inch water line on Parquet Street. This work includes slurry seal of Parquet Street that is affected by the water line replacement work. The work is being completed with the Parquet Street Sewer Line Replacement project #0615-21.01).
JUSTIFICATION: Replace leaking water lines and lead services.
GENERAL PLAN Goals and Policies: Community Services and Facilities CSF 1-5: Require development, infrastructure, and long-term planning projects to be consistent with all applicable City infrastructure plans, including the Water Master Plan, the Sanitary Sewer System Utility Master Plan, Stormwater Management Plan, and the Capital Improvement Program.
48 Category
Project Citywide
Water Projects
Project No: 0821-23.09
Location:
NEW: Water System Master Plan Update
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 120,000 120,000
EXPENDITURE TOTALS 120,000 120,000
FUNDING SOURCES
501-Water Capital Fund 120,000 120,000
FUNDING TOTALS 120,000 120,000
DESCRIPTION: This project will update the 2005 Water System Master Plan. The plan will include a hydraulic modeling and system capacity analysis for the entire city and identify a Capital Improvement Program to upgrade system deficiencies.
JUSTIFICATION: Master plans should be updated every 5 years and the water master plan was last conducted in 2005.
GENERAL PLAN Goals and Policies: Community Services and Facilities CSF 1-5: Require development, infrastructure, and long-term planning projects to be consistent with all applicable City infrastructure plans, including the Water Master Plan, the Sanitary Sewer System Utility Master Plan, Stormwater Management Plan and the Capital Improvement Program.
49 Category
Project Petaluma Avenue at Palm Avenue
Water Projects
Project No: 0822-24.06
Location:
Well 4 Replacement
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 400,000 400,000
9200 - Construction 2,600,000 2,600,000
EXPENDITURE TOTALS 400,000 2,600,000 3,000,000
FUNDING SOURCES
000-Unfunded 400,000 2,600,000 3,000,000
501-Water Capital Fund 0
FUNDING TOTALS 400,000 2,600,000 3,000,000
DESCRIPTION: Replacement of the City's municipal Well #4 that has groundwater that has been contaminated and is required to be replaced. The City will be looking for outside financing (such as a revenue bond) for this project.
JUSTIFICATION: The well is currently being treated using a carbon filter system but this is only a temporary solution and the well will need to be replaced. The well currently provide drinking water to approximately half the city's population.
GENERAL PLAN Goals and Policies: Community Services and Facilities CSF 1-5: Require development, infrastructure, and long-term planning projects to be consistent with all applicable City infrastructure plans, including the Water Master Plan, and the Capital Improvement Program. 50 Category
Project Citywide
Water Projects
Project No: 0823-24.07
Location:
Water System Replacement Program
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9100 - Pre-construction 40,000 40,000 40,000 90,000 210,000 9200 - Construction 260,000 260,000 260,000 510,000 1,290,000 EXPENDITURE TOTALS 300,000 300,000 300,000 600,000 1,500,000 FUNDING SOURCES
501-Water Capital Fund 300,000 300,000 300,000 600,000 1,500,000 FUNDING TOTALS 300,000 300,000 300,000 600,000 1,500,000 DESCRIPTION: This program is the ongoing replacement of water lines and related appurtenances.
JUSTIFICATION: The City's water system is severely aged and needs to be systematically replaced in order to minimize leaks, ruptures and emergency repairs of failing lines.
GENERAL PLAN Goals and Policies: Community Services and Facilities CSF 1-5: Require development, infrastructure, and long-term planning projects to be consistent with all applicable City infrastructure plans, including the Water Master Plan, the Sanitary Sewer System Utility Master Plan, Stormwater Management Plan, and the Capital Improvement Program.
51 PROJECT TITLE
0901- Ned Kahn: "Sebastopol Spire" 3,000 27,000 27,000
0903- City Sponsorship of New Art
Project
28,000 28,000
3,000 27,000 28,000 55,000
PROJECT FUNDING SOURCES
203 Art-In-Lieu Fund 3,000 27,000 28,000 55,000
3,000 27,000 28,000 55,000
Category Summary Report
9 - Arts Projects
2024-25 2025-26 2026-27 2027-28 2028-29 TOTALS
FY23-24
Estimated
52 Category
Project Laguna Preserve
Arts Projects
Project No: 0901-
Location:
Ned Kahn: "Sebastopol Spire"
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9000 - Estimated Actual 3,000 0
9200 - Construction 27,000 27,000
EXPENDITURE TOTALS 3,000 27,000 27,000
FUNDING SOURCES
203-Art-In-Lieu Fund 3,000 27,000 27,000
FUNDING TOTALS 3,000 27,000 27,000
DESCRIPTION: The Ned Kahn artwork "Sebastopol Spire" will be located along the Americorp Trail extension north of Sebastopol Avenue at the eastern entry to the City. In the prior year, Council authorized a budget of $52,000 for this artwork to include $45,000 for the Ned Kahn "Sebastopol Spire" art piece.
JUSTIFICATION: The funding for this project comes from the City's dedicated Art In-Lieu Fund, his public art piece will be paid for through dedicated Art In-Lieu Fund, and implements the City's Art in the community program.
GENERAL PLAN Goals and Policies: Community Design CD 4-6: Increase the presence of art in public spaces throughout the city.
53 Category
Project To be determined
Arts Projects
Project No: 0903-
Location:
City Sponsorship of New Art Project
2024-25 2025-26 2026-27 2028-29
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2027-28
FY23-24
Estimated
9200 - Construction 28,000 28,000
EXPENDITURE TOTALS 28,000 28,000
FUNDING SOURCES
000-Unfunded 0
203-Art-In-Lieu Fund 28,000 28,000
FUNDING TOTALS 28,000 28,000
DESCRIPTION:
This project's Year 1 funding would provide funds to support the Public Art Committee's development of a new "call for artists" for a new public art piece, including advertising/outreach, and honorariums for the finalists in the selection process. It is anticipated that the art project would be commissioned in Year 2. The cost is not yet known and therefore "TBD" is shown in FY 2023-24.
JUSTIFICATION: The funding for this project comes from the City's dedicated Art In-Lieu Fund and this public art piece will be paid for through dedicated Art In-Lieu Fund, and implements the City's Art in the community program.
GENERAL PLAN Goals and Policies: Community Design CD 4-6: Increase the presence of art in public spaces throughout the city.
54 CITY OF SEBASTOPOL
FULL-TIME / PART-TIME EQUIVALENT BY FUNCTION
LAST FIVE FISCAL YEARS
Function 2021 2022 2023 2024 2025
General Government
City Council 6.00 6.00 6.00 6.00 5.00
Administrative 2.00 1.75 2.00 2.00 2.00
Administrative Services (Finance) 4.00 4.00 4.00 4.00 4.00 Public Safety
Police Protection 20.75 21.00 22.00 21.00 22.00
Police Protection - Reserves 3.00 3.00 3.00 2.00 -
Fire Protection 2.50 2.50 3.50 3.50 3.50
Fire Protection - Volunteers 32.00 32.00 31.00 31.00 30.00 Community Development / Services
Planning 3.00 3.00 3.00 3.00 3.00
Building Inspection 1.50 1.50 1.50 1.50 1.50
Engineering 1.75 2.00 2.25 2.25 2.25
Public Works 12.75 13.00 14.00 13.75 13.75
Total 89.25 89.75 92.25 90.00 87.00
As of June 30,
General
Government, 11.00
, 13%
Public Safety -
Police, 22.00 , 25%
Public Safety - Fire,
33.50 , 38%
Community
Development /
Services, 20.50 ,
24%
FULL TIME / PART TIME EQUIVALENT BY FUNCTION
FY 2024-25
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 189
Allocated Staffing
FY 2023-24
Adjusted Add Delete Adjustment
FY 24-25
Proposed
City Council
Council Members 5 5
Video Recorder 1 -1 0
Total 6 0 -1 0 5
City Manager|Assistant City Manager|City Clerk
City Manager 1 1
Assistant City Manager |City Clerk 1 1
Total 2 0 0 0 2
City Attorney
City Attorney (Contracted) 0 0
Administrative Services (Finance)
Administrative Services Director 1 1
Accountant/Analyst (Conf) 1 1
Administrative Technician 1 1
Accountant 0 1 1
Junior Accountant 1 -1 0
Total 4 1 -1 0 4
Building Inspection
Building Official 1 1
Senior Administrative Assistant 1 0.5 0.5
Total 1.5 0 0 0 1.5
Planning
Planning Director 1 1 0
Community Development Director 0 1 1
Associate Planner 1 1
Planning Technician 1 1
Total 3 1 1 0 3
Fire Services
Fire Chief 1 1
Fire Engineer 2 2
Senior Administrative Assistant 1 0.5 0.5
Volunteers 31 -1 30
Total 34.5 0 -1 0 33.5
FULL TIME (FTE) STAFFING SUMMARY (AUTHORIZED)
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 190
Allocated Staffing
FY 2023-24
Adjusted Add Delete Adjustment
FY 24-25
Proposed
FULL TIME (FTE) STAFFING SUMMARY (AUTHORIZED)
Police Services
Police Chief 1 1
Lieutenant 0 0
Captain 1 1
Sergeants 4 4
Officers 9 0 9
Records Dispatcher Supervisor 1 1
Dispatchers 5 5
Technician 1 1
Reserves 2 2 0
Total 24 0 2 0 22
Public Works
Superintendent 1 1
Assistant Superintendent 1 1
Management Analyst 1 0.25 0.25
Permit Technician 1 0.5 0.5
Water System Treatment Operator 1 1
Sanitary Sewer System Operator 1 1
Senior Maintenance Worker 1 1
Senior Parks & Facilities/Maintenance Worker III 1 1
Maintenance Worker II 2 2
Maintenance Worker I 2 2
Laborer 3 3
Total 13.75 0 0 0 13.75
Engineering
Engineering Manager 1 1
Management Analyst 1 0.75 0.75
Permit Technician 1 0.5 0.5
Total 2.25 0 0 0 2.25
Grand Total 91 2 0 0 93 1
Designates employee sharing between department
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 191
City of Sebastopol
Membership Listing
Agency Description
Controlling
Department FY 19-20 FY 20-21 FY 21-22 FY 22-23 FY 23-24 1 Local Agency Formation Commission (LAFCO) Council 6,927 6,291 5,995 6,448 5,888 2 Sister Cities International Council 155 155 155 310 155 3 League of California Cities Council 5,111 5,111 5,614 5,049 5,190 4 Association of Bay Area Government (ABAG) Council 2,529 2,586 2,577 2,729 3,002 5 Sonoma County Go Local Cooperative Council 200 200 200 200 - 6 Cittaslow International Council 1,380 1,815 1,718 - - 7 SoCo Transportation Authority Technical Advisory Committee (SCTA) Council 4,879 4,931 5,162 5,402 5,600 8 Regional Climate Protection Authority (RCPA) Council 7,669 7,717 13,047 13,463 8,190 9 Sebastopol Chamber of Commerce Council 220 242 242 242 242 10 International Institute fo Municipal Clerks ACM/City Clerk 195 195 215 200 215 11 City Clerks Association of California ACM/City Clerk 209 219 125 200 250 12 ICMA ACM/City Clerk - 200 200 200 200
13 California Public Employers Labor Relations Association (CALPELRA) ACM/City Clerk 370 370 370 370 370 14 National Association Government Archives & Records Admin (NAGARA) ACM/City Clerk 225 - - - 15 CA City Management Foundation (CCMF) ACM/City Clerk 400 400 400 - 16 California Society of Municipal Finance Officers Finance 220 110 220 250 270 17 Government Finance Officers Association Finance 170 170 170 170 170 18 Municipal Management Association of Northern California (MMANC) Finance 75 150 75 75 95 19 California Public Employers Labor Relations Association (CALPELRA) Finance - - - - - 20 California Muncipal Treasurers Assocation Finance 95 - - - - 21 California Architects Board Planning 300 - 300 - 400 22 American Planning Association Planning 727 727 - 788 - 23 International Association of Plumbing & Mechanical Officials Building 200 - - - - 24 Sacramento Valley Association of Building Officials Building - - - - - 25 Yosemite Chapter of ICC Building - - - - -
26 California Building Officials Building 165 - - - -
27 County Building Officials Association of California Building - - - - - 28 International Association of Electrical Inspectors Building - - - - - 29 International Code Council Building - 145 145 145 160 30 Rusian River Watershed Association Technical Work Group Engineering 32,000 34,000 34,286 26,365 31,760 31 State Water Control Board Engineering - 5,994 7,067 7,067 7,067 32 MS4 Storm Water Permit Collaborative Effort Engineering - - - - - 33 Groundwater Management - GSA Engineering 52,977 39,177 - - - 34 Clears, Inc Police - - - - -
35 California Police Chief Association Police - 348 348 190 875 36 National Emergency Number Association Police 142 142 142 147 147 37 Sonoma County Law Enforcement Chief Association Police 200 200 200 200 200 38 CA Association for Property & Evidence Police - - - - 50 39 Sonoma County Fire Chief Association Fire 400 400 400 5,400 5,400 40 California State Firefighter Association Fire 2,681 2,763 2,550 2,338 2,847 41 Emergency Services Marketing Corp Fire 660 660 660 660 - 42 REDCOM (9-1-1 Dispatcher Services) Fire 42,317 44,339 52,223 58,838 65,131 43 SoCo Operational Area Emergency Services (County EOC) Fire 2,399 2,000 2,000 2,000 20,000 44 Bay Area Air Quality Management District Fire - - - - - 45 International Association of Fire Chiefs Fire 285 285 285 290 46 California Fire Chiefs Association (CFCA) Fire 412 412 285 400 Total 165,572 161,982 136,806 139,846 163,874
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 192
Percentage
Change over Prior
-0.27%
1.0362
0.9983
1.0344
$ 3,291,600
4,794,560
1,408,000
$ 9,494,160
$ 9,494,160
20,198,619
$ (10,704,459)
-53%
Over/(Under) Appropriations Limit
Percentage Over/(Under) Limit
State Law requires the annual calculation of the City's Appropriations (Gann) Limit, and the City's practice is to include the annual calculation and adoption as part of the annual reviews and approves of the Operating Budget. The City's appropriations subject to the Gann Limit totals $9,494,160 which is well below the authorized spending limit of $20,198,619 Department of Finance Budgeting Resource Price and Population Factors Used For Appropriations Limit at:
https://dof.ca.gov/wp-content/uploads/sites/352/2024/04/PriceandPopulation2024.pdf Property Tax
Sales Tax
Other Tax
Total Appropriations Subject to Limit
Appropriations Subject to Limit
Fiscal Year 2024-25 Appropriations Limit
Fiscal Year 2024-25 Appropriations Limit $ 20,198,619
It should be noted that Appropriations Limit applies only to proceeds of taxes, as defined by the law and statewide reporting guidelines.
Tax Appropriations Subject to the Tax Appropriations Limit Tax Appropriations Total Budget for 2024-25
Calculation Factor for FY 2024-25 1.0362 x 1.0017
Fiscal Year 2023-24 Appropriations Limit $ 19,526,168
Fiscal Year 2024-25 Factor 1.0344
Population Converted to Ratio -.17 + 100
100
APPROPRIATIONS LIMIT
What is it?
Proposition 4, approved by the voters in November 1979, added California Constitution, Article XIIIB. Article XIIIB limits the level of most appropriations from tax sources that the state and most local government entities are permitted to make in any given year. The limit for each year is equal to the limit for the prior year, adjusted for changes in the cost ‐
of
‐
living and
population plus other various adjustments as required. The first year in which appropriations limits applied to state and local governments in California was fiscal year (FY) 1980
‐
81. Calculation for City of Sebastopol
Per Capita Personal Income Population Change
County of Sonoma
Fiscal Year Percentage
Change over Prior Fiscal Year
2024-25 3.62% 2024-25
Per Capita Cost of Living Converted to Ratio:
3.62 + 100
100
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 193
OVERVIEW
This document establishes policies of overall financial management, budget development, and fiscal administration for the City of Sebastopol. Included herein are statements and principles designed to guide the City in maintaining its financial stability and delivering high-quality services to the public.
Formally adopted financial policies assist elected officials and city staff in the development of fiscal management practices, save time and provide structure for financial decisions, promote public confidence, enhance transparency and provide continuity over time. These policies will be updated periodically, but are designed with a long-term perspective and provide the basic framework and road map for addressing a wide variety of financial and economic conditions that the City will encounter. A fiscal policy supports long-term planning and enhances the City’s effectiveness in implementing long-term strategies to deliver efficient services to the public.
This document provides a structured, central repository for a variety of fiscal policies which are organized into the following categories
General Financial Principles
Annual Operating Budget Policy
Capital Improvement Program
Revenues
Expenditures
Cash Management
Debt Management
Fund Balances
Financial Reporting
Review and Update
GENERAL FINANCIAL PRINCIPAL
It is the overall policy of the City of Sebastopol to build upon a sound conceptual framework to:
Manage its financial resources in a responsible and prudent manner. Provide financial information in a relevant, thorough and timely manner, and in a format that effectively communicates financial status to the Council, citizens and City employees. Establish and maintain prudent fund balance levels.
Maintain financial reporting in compliance with current governmental accounting standards. Promote and implement a relevant and strong system of internal financial controls to manage significant risks and monitor the reliability and integrity of financial and operating reporting. Promote constructive and proactive financial decision making that includes, and is responsive to, citizens input and guidance.
Integrate long-term operating and capital resources planning into the annual budget process. Allow for uncertainties and maintain a posture of financial flexibility. Develop programs in a manner that supports the City’s long-term ability to cover costs and provide the level and quality of service required by its citizens.
Manage debt responsibly.
Establish and implement investment policies in accordance with the City code and State law.
ANNUAL OPERATING BUDGET POLICY
An annual operating budget will be adopted by the City Council no later than June 30th of each fiscal year. The budget will include appropriations that provide expenditure authority to public officials DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 194
responsible for operating their respective departments to fulfill obligations to provide public services as delegated by the City Council.
Funds may not be expended for a new fiscal year until the budget for that fiscal year has been adopted by the City Council.
The City Council appointed Budget Subcommittee will develop and present a draft operating budget for consideration by the full City Council and Public. The operating budget will be presented to the City Council for review and adoption.
Total projected expenditures shall not exceed total estimated revenues. Should this occur, City Council may approve a planned use of accumulated fund balances in prior years for inclusion in the budget. The City should maintain a multi-year financial forecast that is updated as part of the annual budget development process.
One-time revenue sources are not to be relied upon to fund on-going operations.
Controlling and Adjusting the Annual Budget:
The City structures and controls its budget by use of the following funds:
o The general fund is the primary operating fund of the City. It accounts for the receipt of property tax, general sales tax, and other general revenues available to finance city operations. The general fund accounts for revenues and expenditures that do not fit the criteria to be accounted for in other funds with external restrictions imposed by their respective financing sources. o Special funds account for resources externally restricted for use by their respective funding sources, such as grant programs financed by the State and Federal governments. o Enterprise funds account for water and wastewater systems, may be used for fee-based programs if the intention is to recoup almost all City costs through fees or other user charges. o Internal Service funds account for centralized service costs (such as technology and vehicle services made available to all operating departments). Charges from the internal service funds appear as an expenditures in the user department, and as revenue in the central service department. The City’s budget is controlled at the fund level by the City Council. o The City Council, as representatives of the public, is the sole authority for creating or increasing expenditure appropriations within a fund. The City Council is also the exclusive authority for approving changes in revenue estimates with funds.
Department Heads will be held directly responsible and accountable for their budgets as originally adopted by the City Council or as thereafter revised in accordance with this policy. The level of expenditure control for departments is the department level.
Departments that operate programs among different funds are limited to the appropriation levels within any one fund. This policy also describes the level of authority needed to amend the adopted budget.
Transfers and revisions to the adopted budget:
The City Council approves:
1. All increases in appropriations within a department or fund.
2. All transfers of appropriations between funds.
3. All decreases in appropriations, with the exception that the City Manager may direct Department Heads to suspend expenditures pending Council consideration of decreases in appropriations needed to respond to fiscal emergency.
The City Manager approves:
1. Transfers of appropriations between expenditure line items within departments, projects and program budgets, up to $100,000.
2. Transfers between operating divisions and program budgets within departments.
3. The City Manager may make budget transfers between departments or programs as long as those changes do not increase overall appropriations within any one given fund. Transfers between funds, overall increases in fund appropriations, and overall increases in project DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 195
budgets can only be made through City Council action. Transfers between departments should be reported to the City Council as part of the budget amendment process, either at mid-year or at the proposal of a new budget term.
Finance Department:
1. The Finance Department is responsible for providing forms and instructions for requesting appropriation adjustments, and for analyzing and recommending adjustments to the City Manager. The Finance Department will record approved budgets and adjustments into the City’s budget system.
2. The Finance Department will ensure that the City’s Comprehensive Annual Financial Report (CAFR) includes a comparison of actual expenditures against the final budget, as amended and adjusted under the authorities of this policy.
Operating expenditure appropriations not spent during the fiscal year lapse at year-end, except for:
o Encumbrances or commitments, as in the form of finalized purchase orders made during the fiscal year that have not been completed at year-end.
o Appropriations for capital improvement projects and ongoing grants with a life-cycle beyond one year.
Governmental funds use the modified accrual basis of accounting while proprietary and fiduciary fund types are budgeted on a full accrual basis of accounting. The Comprehensive Annual Financial Report (CAFR) presents City’s finances on a Generally Accepted Accounting Principles (GAAP) basis and the City’s budget is prepared in conformance with these standards. City budget must comply with the annual determination of the City’s appropriations limit calculated in accordance with Article XIIB of the Constitution of the State of California and adopt an annual resolution to this effect.
CAPITAL IMPROVEMENT PROGRAM
The City will develop and maintain a five-year capital improvement program (CIP) to be updated annually in conjunction with the operating budget. The CIP should reflect the current and changing needs of the community as well as enhance of the community’s quality of life. All projects within the CIP are to be tracked systematically and reported on a quarterly basis. CIP tracking reports should clearly display budget-to-actual performance by project, fund category and project status. Capital improvements that specifically benefit a select group of users and/or are fee-for-service based are to be financed through user fees, service charges, special assessments and taxes, or development impact fees.
Capital improvements that specifically benefit a fee-for-service enterprise operation (such as Water/Sewer) are to be financed through the service fees generated within that operation and fund. Such fees should be supported by periodic updates to the related utility master plan. Transfers of resources into the CIP fund will be evaluated on an annual basis dependent upon the existence of available surplus dollars.
The City should strive to maximize the use of capital grants and State assistance in funding capital improvements before tapping general revenue sources.
REVENUES
The City will strive to maintain a diversified and stable revenue base to minimize the impact of economic fluctuation.
The City will seek out, apply for, and effectively administer Federal, State, and other grants that address the City’s current operating and capital priorities.
The City will pursue revenue collection and auditing to assure that funds due to the City are accurately received in a timely manner.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 196
The City will seek reimbursements for State mandated costs whenever possible. The City will adopt user fees with appropriate levels of cost recovery. User fee studies should be performed and updated annually to ensure the proper balance of costs and service charges. The City should strive to cover the full cost of providing non-tax and discretionary fee-based service operations except to the extent that City Council approves defined subsidy levels by program area. Operating departments are to review public services to identify and determine those appropriate for fee collection. Recommendations for new fees are to be presented to the City Council as fees are annually updated to ensure they reflect all direct and reasonable indirect costs of providing such services. Enterprise operations will be self-supporting and shall reimburse the General Fund for any and all materials and services provided on their behalf.
EXPENDITURES
Expenditures are to be budgeted and controlled so as to not exceed estimated revenues plus the approved and planned use of fund balances accumulated in prior years. The City will conduct a mid-year financial status review to determine if projected revenues and expenditures meet target levels. If an operating deficit is projected at year-end, the City should evaluate the need for immediate corrective and/or mitigating actions, including operating or capital expenditure reductions and/or activate the use of established contingency balances. The deferral of essential and scheduled operational expenditures into the following fiscal year or the use of short-term loans and transfers to balance the budget should be avoided.
The City implements a formal purchasing system, principles, and guidelines to ensure that expenditure levels are kept in check in the course of any fiscal year.
CASH MANAGEMENT
The Budget Subcommittee will review the City’s investment policy periodically and make recommendations to the City Council when appropriate.
The responsibility of investing City funds rests with the Finance Director who is to exercise due diligence to adhere to the investment policy. The Finance Director will present to the City Council quarterly investment reports presenting a summary of the portfolio status and compliance with the conditions set forth in the investment policy.
DEBT MANAGEMENT
The City should plan the use of debt in a manner that sustains financing payments at manageable levels. The City will seek to maintain a high credit rating through sound financial practices as a basis for minimizing borrowing costs.
The City will make every effort to use pay-as-you-go financing for capital improvement projects. Debt financing for a project can be used if the overall project cost exceeds anticipated available resources and/or if the cost of financing is favorable as compared to the use of City investment holdings over the financing term.
The City will monitor all forms of debt annually in conjunction with the budget preparation process and report concerns and remedies, if necessary, to City Council. The City will diligently monitor its compliance with bond covenants.
The City will not issue long-term debt to finance current operations. Debt financing should only be used for long-term capital improvement projects with a useful life exceeding the term of the financing and for which the project revenues or specific identified revenue sources are sufficient to service the long-term debt. The City will use a lease-purchase method of financing for equipment if the lease rates are more favorable than the City’s expected overall investment rate of return.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 197
The City will not incur general obligation indebtedness for public improvements which exceed in aggregate 15% of the assessed value of all real and personal property of the City as specified in the California Government Code Section 43605.
FUND BALANCES
Governmental Fund Type Definitions
Governmental fund types include the general fund, special revenue funds, capital projects funds, debt service funds and permanent funds. GASB has clarified the definitions of these funds as follows:
General Fund
The General Fund should be used to account for and report all financial resources not accounted for and reported in another fund.
Special Revenue Funds
Special revenue funds are used to account for and report the proceeds of specific revenue sources that are restricted or committed to expenditure for specified purposes other than debt service or capital projects. The restricted or committed proceeds of specific revenue sources should be expected to continue to comprise a substantial portion of the inflows reported in the fund. Other resources (investment earnings and transfers from other funds, for example) also may be reported in the fund if those resources are restricted, committed, or assigned to the specified purpose of the fund. Governments should discontinue reporting a special revenue fund, and instead report the fund's remaining resources in the general fund, if the government no longer expects that a substantial portion of the inflows will derive from restricted or committed revenue sources.
Capital Projects Funds
Capital projects funds are used to account for and report financial resources that are restricted, committed or assigned to expenditure for capital outlays, including the acquisition or construction of capital facilities and other capital assets. Capital projects funds exclude those types of capital-related outflows financed by proprietary funds or for assets that will be held in trust for individuals, private organizations or other governments.
Debt Service Funds
Debt service funds are used to account for and report financial resources that are restricted, committed or assigned to expenditure for principal and interest, even if it is being accumulated for future years' payments. Debt service funds should be used to report resources if legally mandated.
Permanent Funds
Permanent funds should be used to account for and report resources that are restricted to the extent that only earnings, and not principal, may be used for purposes that support the reporting government's programs. Permanent funds do not include private-purpose trust funds, which should be used to report situations in which the government is required to use the principal or earnings for the benefit of individuals, private organizations, or other governments.
Fund Balance Classifications
Fund balance is defined as the difference between assets and liabilities. Governmental Accounting Standards Board Statement (GASB) No. 54 classified fund balances into the following categories:
Non-spendable: This is a portion of fund balance not available for appropriations by its nature or external restriction. Examples are inventories and donations that require intact principal values.
Spendable: Restricted: The restricted portion of fund balance is subject to externally enforceable legal restrictions.
Examples are Gas Tax revenues and grant proceeds.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 198
Committed: The committed portion of fund balance is constrained by the limitations imposed through formal City Council action. Only formal City Council action can remove or modify a previously committed amount.
Assigned: The Assigned portion of fund balance is established for intended use by either the City Council or its designee, such as the City Manager. No formal City Council action is needed to remove the intended use. GAAP required reserves, such as the Other Post-Employment Benefits (OPEB) reserve, belong to this category. The Fiscal Policy and State Revenue Stabilization policy balances belong to this category.
Unassigned: The Unassigned portion of fund balance is that remaining after the non-spendable, the restricted, the committed, and the assigned fund balances are identified and recorded.
The City of Sebastopol will use GASB's definitions of fund balance for the annual financial reports (audits) and for all other financial reporting. For all financial planning purposes, the term Budgetary Fund Balance will be used and will include any portion of the fund balance that is available for appropriation. Portions of the fund balance not available for appropriation will be identified as follows.
The City shall strive to use the most restricted fund balances prior to utilizing those that are less restricted. The following order of use reflects this guideline:
a. Non-spendable (if funds become spendable)
b. Restricted
c. Committed
d. Assigned
e. Unassigned
Fund Balance Policy Levels
Purpose
The City of Sebastopol (City) has enacted the Fund Balance policies in an effort to ensure financial security through the maintenance of a healthy fund contingency balance that guides the creation, maintenance, and use of resources for financial stabilization purposes. The City’s primary objective is to maintain a prudent level of financial resources to protect against reducing service levels or raising taxes and fees due to temporary revenue shortfalls or unpredicted one-time expenditures. The City also seeks to maintain the highest possible credit ratings which are dependent, in part, on the City’s maintenance of a healthy fund balance.
General Fund
The City’s fiscal goal is to maintain annual expenditure increases at a sustainable growth rate, and to limit expenditures to anticipated revenue in order to maintain a balanced budget. The Council’s directed target is to maintain an unassigned fund balance within the range of not less than 15% of annual operating expenditures for the fiscal year with a multi-year goal of achieving a 20% unassigned fund balance level for the reasons noted below. This level of coverage includes General Fund balance amounts specifically assigned for a specific purpose as discussed and defined further below:
To provide funding to cover approximately two (2) months of operating expenses with the goal of achieving three months coverage in the long term.
To provide the liquidity to respond to contingent liabilities. To adhere to Government Finance Officers Association (GFOA) recommendation that a minimum General Fund unassigned fund balance to be maintained of no less than either two (2) months of regular operating revenues or expenditures.
Buildings, Facilities & Infrastructure Reserve
Building, facilities and infrastructure replacement reserve should be established and maintained to provide for the timely replacement of City’s owned fixed assets. The balance is hereby defined as assigned by the City Council to DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 199
allow the City to maintain an infrastructure reserve with a target balance equivalent to the projected annual cost of the first year Capital Improvement Plan funding expenditures.
Equipment, Technology and Vehicle Replacement Reserve
The balance is hereby defined as assigned by the City Council to allow the City to set aside an appropriate amount of money to properly fund equipment, technology and vehicle replacement. The City shall set aside funding annually in this reserve based on the vehicle and equipment replacement schedule.
CalPERS Retirement & Other Post-Employment Benefits Reserve The City conducted an actuarial study to comply with GASB Statement No. 45, Accounting and Financial Reporting by Employers for Post-Employment Benefits and to determine the City’s obligation for the other postemployment benefits (OPEB). The study concluded that the City should set aside annual funding for this obligation and the City should maintain internal funding of OPEB obligations for this purpose. Additionally, the City will conduct an actuarial update every two to three years to maintain the current status of this valuation.
Unassigned Operating Reserve
These balances are hereby defined as unassigned by the City Council to allow the City to weather unpredicted cyclical and rapid downturns in the economy. These funds would be available for use in such conditions to mitigate negative economic fiscal impacts or State takeaways and can be activated within any one budget cycle through Council action. An economic downturn would entail a projected and/or sudden drop in core revenues (major tax and service revenue loss) of equal to or greater than 10% (including the impact of inflation) and/or a change in economic parameters (such as interest rates, debt service rates, pension and health rates) that cause a material change in expenditures of 10% or more, or the occurrence of a local natural disaster or unexpected financial claim requiring the immediate use of cash balances.
Water and Sewer Fund Balances
The City should maintain the balances in the Water Sewer Fund at a level sufficient to accommodate operating and capital needs. This reserve is recommended at 25% of annual expenditures, including estimated capital improvements. Multi-year fee studies for this fund should be updated periodically as a basis for defining the revenue sources necessary to maintain system infrastructure and required services levels. As a result of the periodic fee or master plan studies, adjustments to user charges may be necessary to maintain recommended fund balance levels.
Workers’ Compensation and Liability Insurance Funding
Periodic actuarial studies of self-insured workers’ compensation and general liabilities will be conducted to ensure that proper levels of liabilities are accrued for claims and that rates charged to operating departments are appropriate.
FINANCIAL REPORTING
The City’s accounting and financial reports are to be maintained in conformance with GAAP. An annual financial audit will be performed by an independent public accounting firm familiar with municipal government activities. The independent auditor will issue an audit opinion to be included in the City’s Comprehensive Annual Financial Report (CAFR). Additionally, the auditor will present the CAFR and discuss audit findings to the City Council. The City encourages the rotation of audit service providers every 5 year cycle.
The City is encouraged to submit the Annual CAFR to State and/or National Government Finance Professional organizations (Government Finance Officers’ Association’s Certification of Achievement for Excellence in Financial Reporting - California Society of Municipal Finance Officers CAFR Award) for independent review and evaluation.
Internal financial status reports are to be issued on a periodic and timely basis – no less than quarterly and be made readily available on the City website.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 200
The City is to record the depreciation of equipment, buildings and facilities, and infrastructure as follows and in line with internally established capitalization guidelines:
Capitalization Thresholds
Land purchases at any value
Equipment - $5,000
Buildings and facility improvements - $25,000
Infrastructure - $100,000
Depreciation
Depreciation will be recorded on a straight-line basis over the following estimated useful lives:
Equipment 3 - 10 years
Site Improvements other than buildings 30 - 50 years
Buildings 50 years
Infrastructure 30 - 100 years
REVIEW AND UPDATE
This financial policy will be reviewed periodically and updated, if necessary, to reflect any changing requirements.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 201
PURCHASING POLICY
Effective September 5, 2017
Revised: March 15, 2022
Council Policy # _89______
I. OVERVIEW
This policy is written to document the policies and procedures that shall be followed when purchasing goods or services. All purchases of materials, supplies, equipment, vehicle and services required by the City shall be made in accordance with the following, and pursuant to applicable provisions of the Government Code. This policy will be reviewed with new members of the City Council and new Department Heads/Managers as soon as possible after they assume office/responsibility. This policy shall also be reviewed as part of the annual budgeting process.
II. ETHICS AND RESPONSIBILITY
The City Manager (or designee) serves as the Purchasing Agent, and is charged with the responsibility and authority for coordinating and controlling the City’s purchasing function in accordance with Purchasing Policies.
The Purchasing Agent and all departments shall adhere to the Purchasing Policy when procuring materials, supplies, equipment, vehicles and services. All purchases shall be limited to the approved budget or as otherwise authorized by the City Manager. Purchasing dollar limits specified in the Purchasing Policy is “per order” unless otherwise indicated.
Applicable competitive bidding categories, authorization limits or contract award procedures will be based on unit cost, total purchase cost for consolidated bid items, or fiscal year aggregates in the case of standing purchase orders or similar ongoing purchasing arrangements. Staging of purchases to avoid competitive bidding procedures or authorization limits is prohibited.
All personnel engaged in the purchasing function shall exercise good judgment in the use and stewardship of City resources, and all purchasing functions shall be conducted with absolute integrity and objectivity. Purchases are subject to public scrutiny; employees shall follow a strict rule of personal conduct that will not compromise the City in the conduct of its business.
Any employee intentionally and/or repeatedly making purchases in a manner that circumvents, ignores or fails to comply with Purchasing Policies will be subject to disciplinary action, in accordance with City Personnel procedures.
Code Of Conduct – Employees are responsible for providing access to City procurement opportunities in a fair and impartial manner to all responsible suppliers, vendors, and contractors.
In addition, all employees shall behave in a manner that avoids improprieties or the appearance of improprieties to maintain the public’s confidence in the integrity of the City’s purchasing system.
Conflict Of Interest - If a city officer or employee has a real or apparent conflict of interest, said individual may not participate in the selection, award, or administration of any contract, including those supported by a federal award or funding, that implicates that conflict of interest. If a city DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 202
officer or employee participates in making a contract where said individual has a real or apparent conflict of interest, such conflict may nullify or void a contract. As nullification or voiding of a contract is a serious matter with potentially significant consequences for the City, every officer or employee is responsible for recognizing and reporting a potential conflict of interest in timely manner.
A conflict of interest may arise when the city officer or employee has a direct financial interest in, or would receive a direct or material benefit arising from a contract. City officers and employees shall not be financially interested in any contract made by them in their official capacity, as such terms are defined in California Government Code Sections 1090 et seq. and 87100 et seq., and relevant case law. Prohibited interests include interests of immediate family members, domestic partners, and their respective employers or prospective employers.
City officers and employees shall report any potential or actual conflict of interest to their respective Department Head or to the City Attorney as soon as a conflict is suspected or discovered. If city officers or employees are uncertain about whether they have a conflict of interest regarding a particular contract, the individual shall consult the City Attorney’s Office as soon as practicable.
It is important to note that consultants of a public entity are considered public officials under Government Code section 1090 and are subject to the requirements therein. City officers and employees should consult the City Attorney on potential conflict of interest issues with respect to the City’s third-party consultants and contractors.
III. PURCHASING AGENT RESPONSIBILITIES
The City Manager or his/her designee shall act as the City’s Purchasing Agent. The Purchasing Agent is responsible for procurement of materials, supplies, equipment, vehicles and services; administration of purchasing policies and procedures; and management of surplus City property. To perform these functions efficiently and assist departments, the Purchasing Agent shall:
a. Coordinate and manage procurement of the City’s materials, supplies, equipment, vehicles and services from the lowest responsive and responsible bidder when required by the Purchasing Policies.
b. Ensure full and open competition on all purchases as required by the Purchasing Policies, and make purchase award recommendations to the appropriate authority. c. Identify, evaluate and utilize purchasing methods that best meet the needs of the City (cooperative purchases, standing purchase orders, contractual agreements, etc.) d. Recommend revisions to purchasing policies and procedures when necessary, and keep informed of current developments in the field of Public Purchasing. e. Act as the City’s agent in the transfer and disposal of surplus equipment, vehicle and materials.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 203
IV. DEPARTMENT RESPONSIBILITIES
Each Department is responsible for facilitating prudent, efficient and cost-effective purchases.
To meet these responsibilities, Departments shall:
a. Ensure staff is trained on the terminology and requirements set forth in the Purchasing Policies.
b. Minimize urgent and sole source purchases, and provide written findings and documentation when such purchases may be necessary.
c. Refrain from “splitting” orders or projects for the purpose of avoiding procurement requirements or authorization limits.
d. Anticipate requirements sufficiently in advance to allow adequate time to obtain goods in accordance with best purchasing practices.
e. Maximize coordination of purchases into a lesser number of large transactions to take advantage of cost savings for bulk purchases of commonly used goods and services.
V. PURCHASING AUTHORITY
The City Council adopts an annual budget, which includes detail of all capital items, professional fees for services and all other expenditures. Items referred to hereafter as "budgeted" refer to expenditures that have been appropriated in the adopted budget or approved for expenditure by the Council after the budget is adopted for the current fiscal year.
Authority to approve expenditures shall be determined as shown in the diagrams below.
Expenditures shall not be broken down or divided into sub-groups for purposes of avoiding the guidelines.
Budgeted
Expenditures
Greater than
$50,001
City Council+
(see "Other+")
Up to $50,000** City Manager
Up to $5,000
Department
Directors/Managers*
(see 'Delegates*")
** Subject to competitive process herein.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 204
CONTRACT or CHECK SIGNING AUTHORITY
The City Manager and Administrative Services may designate their signature authority in their absence.
In the course of conducting City business, the City is required to make a variety of different types of purchases. The type of purchase dictates the policies and procedures for procuring and formalizing the purchase. Before employees make a purchase, they should identify the type of purchase and the proper method for completing that purchase. This category of purchases includes the purchase of tangible durable and non-durable goods by the City. Examples of these types of purchases include fuel, tools, office supplies, chemicals, machinery, food, and furniture. These types of purchases are distinct from the purchase of nontangible services.
Competitive Process – This policy is designed to promote full and open competition among potential vendors. Through full and open competition, the City is able to realize better pricing and more favorable terms. In interpreting this policy, staff should rely on interpretations that favor greater and more robust competition among vendors.
Exceptions
Delegates*
City Managers, Assistant City Manager, and
Department Heads, with sign off prior to payment,
can delegate authority to anyone within their
department up to $5,000
Others+
Charges over $100,000 do not need to go to the
Council if they are related to payroll, debt service
payments, regulatory fee to Santa Rosa
Subregional, insurance, utilities, retirement
payments
Non Budgeted
Expenditures
Greater than $10,000 City Council
Exceptions: Payroll Related Items
Up to $10,000
City Manager (or designee)
Exception: No increase to overall
approved budget appropriations
$0-$50,000.01 & up
City Manager
(Electronic Signature)
Administrative Director or Designee
(Live Signature)
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 205
Best Overall Value – This policy is designed to ensure that the City is getting the best value for its money when making purchaes. When not required by law to select the lowest bidder, the principle permits the City to consider factors other than just price in determining what constitues the best overall value to the City.
Fairness And Transparency – This policy is designed to promote fairness and transparency in the City’s purchasing system. Complying with this policy fosters equal opportunities for vendors wishing to do business with the City and ensures that public expenditures are made in an open and consistent manner.
Compliance With Law And Best Practices – This policy is informed by and incorporates applicable laws, regulations, and best practices applicable to public procurements. Compliance with this policy ensures that purchases are conducted in accordance with the City’s legal and ethical obligations and responsibilities.
Conduct With Vendors All employee interactions with vendors shall be conducted in a fair, open, and transparent manner. Employees shall:
i. Refrain from showing favoritism to vendors or being unduly influenced by external factors outside the criteria outlined in this policy.
ii. Select all vendors on the basis of meeting appropriate and fair criteria in accordance with the requirements of this policy.
No Gratuities - No City employee shall solicit, demand, accept, or agree to accept, and shall avoid the appearance of accepting, a gift of goods or services, payment, loan, advance, deposit of money, or employment offer presented, promised in return for, or in anticipation of favorable consideration in a City procurement.
VI. METHODS OF PROCUREMENT
The type of purchase and the amount of a purchase dictates the method of procurement. Smaller and less complex purchases involve less stringent competitive requirements. Conversely, more valuable and more complex purchases require stricter, more formalized competitive processes.
Informal Procurement
Micro purchases need not be awarded competitively, but the price must be determined to be fair and reasonable and should be distributed equitably among qualified suppliers. Micro Purchases do not require advertising or solicitation of quotes/bids. However, seeking multiple quotes/bids, even when not required, is a best practice and helps to ensure that the City receives better pricing for its purchases. Micro purchasing is defined as for purchases valued under $5,000.
Informal Solicitation
Informal solicitation involves seeking three (3) written quotes from potential vendors. These written quotes may be informally documented, such as through emails between City employees and potential vendors. Informal solicitation may be used for purchases of goods, non-public works construction projects, and consultant/professional services valued at $50,000 or less.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 206
Formal Competitive Proposals (RFP)
In a formal competitive proposal process, the City must: (i) prepare a request for proposal document identifying the project requirements, vendor qualifications, and evaluation factors; (ii) send the RFP to an adequate number of qualified sources as determined by the relevant department head or the City Manager; (iii) post the RFP on the City’s website at least ten (10) days prior to the deadline for receipt of proposals; and (iv) establish and implement procedures for evaluation of proposals. Formal competitive proposals shall be used for purchases valued at more than $50,000.
Cooperative Procurement
Cooperative purchasing allows the City to buy goods or services based on a competitively bid contract prepared by another public agency, when that other agency and the vendor(s) agreed in advance to a cooperative process. Use of purchasing cooperatives is encouraged as a way to obtain goods and services by aggregating volume, securing value pricing, and reducing administrative overhead. Measured use of purchasing cooperatives can significantly reduce the time and resources needed to competitively purchase goods and services.
Sole Source Procurement
Regardless of the estimated cost of a purchase, the City is not required to engage in a competitive procurement process, either formal or informal when a competitive procurement is infeasible for the reasons articulated in this section. In all cases, the City must verify and document that a particular procurement meets the criteria for a sole source identified below, and the use of sole source must be approved by the City Manager. Sole source procurement is authorized if one of the following conditions are met:
a. Unique or Innovative Concept - The vendor demonstrates a unique or innovative concept or capability not available from another source. “Unique or Innovative Concept” means a new, novel, or changed concept, approach, or method that is the product of original thinking, the details of which are kept confidential or are patented or copyrighted, and is available to the City only from one source and has not in the past been available to the City from another source;
b. Patents or Restricted Data Rights – Patent or data rights restrictions preclude competition; c. Substantial Duplication Costs – In the case of a subsequent contract for the continued development or production of highly specialized equipment or products and/or major components thereof, when it is likely that award to another contractor would result in substantial duplication of costs that are not expected to be recovered through competition; d. Unacceptable Delay – In the case of a subsequent contract for the continued development or production of highly specialized equipment or products and/or major components thereof, when it is likely that award to another contractor would result in unacceptable delays in fulfilling the City’s needs.
Emergency Procurement
Emergency procurements are those purchases necessary to avoid or mitigate a clear and imminent threat or danger where delay could result in loss of life or danger to health, welfare, or property or threaten the continued operation of the City or the provision of essential City services. (See Section XI Urgent and Emergency Purchases for more details)
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 207
Exempt Procurement
This Section outlines types of procurements that are exempt from the standard competitive requirements outlined in this policy and also includes special considerations related to those exempt procurements. Despite the fact that a procurement may be exempt, the City may still conduct negotiations as to price, delivery and terms in connection with the award of a contract that does not require a competitive process. Nothing in this section shall preclude the solicitation of competitive bids or proposals when possible. The following is a list of procurements that are exempt from the competitive requirements outlined in this Policy.
1. Emergency procurements as defined above;
2. Specified materials or equipment that can be obtained from only one source and there is no adequate substitute in accordance with the criteria outlined in sole source section above;
3. Legal or professional services that are highly specialized;
4. Procurements funded by grants, donations or gifts when any special conditions require the purchase of particular materials and/or services;
5. Purchase of surplus property owned by another public entity, or payment to other public entities or utilities;
6. Membership dues, conventions, training, travel arrangements, or advertisements in magazines, newspapers, or other media;
7. Works of art, entertainment or performance; and
8. Where competitive bids or proposals have been solicited and no bid or proposal has been received. In such situations the City Manager may proceed to have the goods procured or services performed without further competitive bidding.
VII. LOCAL VENDOR PREFERENCE:
Whenever possible, the City wishes to support, promote the use of local businesses, suppliers an services providers to help create a sustainable economy, preserve local businesses, and make a commitment to circulate tax dollars within city limits.
VIII. ENVIRONMENTALLY PREFERABLE PURCHASING (EPP) POLICY
1. STATEMENT OF POLICY
The Environmentally Preferable Purchasing Policy will commit the City to:
1.1. Protect and conserve natural resources, water, and energy
1.2. Minimize the contribution to climate change, pollution, and solid waste disposal;
1.3. Institute practices that reduce waste by increasing product efficiency and effectiveness;
1.4. Purchase products that minimize environmental impacts, toxics, pollution, and hazards to worker and community safety;
1.5. Purchase products that include recycled content, are durable and long-lasting, conserve energy and water, use agricultural fibers and residues, use unbleached or DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 208
chlorine free manufacturing processes, are lead-free and mercury-free, and use wood from sustainably harvested forests; and
1.6. Comply with State requirements as contained in the SB 1383 procurement regulations to procure a specified amount of Recovered Organic Waste Products to support Organic Waste disposal reduction targets and markets for products made from recycled and recovered Organic Waste materials.*
2. PURPOSE
The purpose of the policy is to incorporate considerations that include the following:
2.1. Conserve natural resources;
2.2. Minimize environmental impacts such as pollution and use of water and energy;
2.3. Eliminate or reduce toxics that create hazards to workers and our community;
2.4. Support a strong recycling market and circular economy;
2.5. Incorporate environmental considerations including recycled-content and recovered Organic Waste product use into purchasing practices and procurement;
2.6. Reduce materials that are landfilled;
2.7. Increase the use and availability of environmentally preferable products that protect the environment;
2.8. Identify environmentally preferable products and distribution systems;
2.9. Reward manufacturers and vendors that reduce environmental impacts in their production and distribution systems or services;
2.10. Align with the Zero Waste Sonoma's goal of Zero Waste by 2030 as adopted in the Zero Waste Resolution; and
2.11. Create a model for successfully purchasing environmentally preferable products that encourages the use of agricultural fibers, chlorine-free manufacturing processes, wood from sustainably harvested forests, and other environmentally friendly practices, and that encourages other purchasers in our community to adopt similar goals.
3. DEFINITIONS
3.1. “Annual Recovered Organic Waste Product Procurement Target” means the amount of Organic Waste in the form of a Recovered Organic Waste Product that the Jurisdiction is required to procure annually under 14 CCR Section 18993.1.
This target shall be calculated by multiplying the per capita procurement target, which shall be 0.08 tons of Organic Waste per California resident per year, times DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 209
the Jurisdiction’s residential population using the most recent annual data reported by the California Department of Finance. Annually, CalRecycle will provide notice to each Jurisdiction of its Annual Recovered Organic Waste Product Procurement Target by posting such information on CalRecycle’s website and providing written notice directly to the Jurisdiction
3.2. “American Society for Testing and Materials” means ASTM International, an open forum for the development of high quality, market relevant international standards use around the globe.
3.3. “Bay Area Green Business Program” is a partnership of governments and businesses that certifies the environmental performance of government agencies and businesses.
3.4. “Bio-Based Products” means commercial or industrial products (other than food or feed) that utilize agricultural crops or residues but does not include products made from forestry materials
3.5. “Biodegradable Products Institute” (BPI) is a multi-stakeholder association of key individuals and groups from government, industry and academia, which promotes the use, and recycling of biodegradable polymeric materials (via composting). BPI does not create standards but certifies products that demonstrate they meet the requirements in ASTM D6400 or 06868, based on testing in an approved laboratory.
3.6. “Buyer’’ means anyone authorized to purchase or contract for purchases on behalf of this jurisdiction or its subdivisions
3.7. “The Carpet and Rug Institute” (CRI) is the national trade association representing the carpet and rug industry. CRI has developed and administered the “Green Label” indoor air quality testing and labeling program for carpet, adhesives, cushion materials and vacuum cleaners. The “Green Label Plus” testing program incorporates additional requirements to meet California’s Collaborative for High Performance Schools low-emitting materials criteria
3.8. “Compost” means the product resulting from the controlled biological decomposition of organic solid wastes that are source separated from the municipal solid waste stream or which are separated at a centralized facility or as otherwise defined in 14 CCR Section 17896.2(a)(4 ).
3.9. Compost eligible for meeting the Annual Recovered Organic Waste Product Procurement Target must be produced at a compostable material handling operation or facility permitted or authorized under 14 CCR Chapter 3.1 of Division 7 or produced at a large volume in-vessel digestion facility that composts on-site as defined and permitted under 14 CCR Chapter 3.2 of Division 7.
Compost shall meet the State’s composting operations regulatory requirements.
3.10. "Compostable plastic" means a polymer that is made from plants such as corn or DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 210
soybeans, and breaks downduring composting to yield carbon dioxide, water and inorganic compounds and biomass, at a rate consistent with other known compostable materials and leaves no visually distinguishable or toxic residues
3.11. "Contractor" means any person, group of persons, business, consultant, designing architect, association, partnership, corporation, supplier, vendor or other entity that has a contract or serves in a subcontracting capacity with an entity having a contract for the provision of goods or services.
3.12. Direct Service Provider" means a person, company, agency, district, or other entity that provides a service or services to Jurisdiction pursuant to a contract or other written agreement or as otherwise defined in 14 CCR Section 18982(a)(17).
3.13. "Ecologo" is a third-party, multi-attribute eco-labeling program founded by the Canadian government in 1988 and part of UL Environment since 2010. The Program compares products / services with others in the same category, develops rigorous and scientifically relevant criteria, and awards the Ecologo to those that are environmentally preferable throughout their entire lifecycle.
3.14. "Electronic Product Environmental Assessment Tool" (EPEAT) is a procurement tool to help institutional purchasers in the public and private sectors evaluate, compare and select personal computers, displays, imaging equipment and televisions based on their environmental attributes.
3.15. "Electricity Procured from Biomass Conversion" means electricity generated from biomass facilities that convert recovered Organic Waste, such as wood and prunings from the municipal stream, into electricity. Electricity procured from a biomass conversion facility may only count toward the Jurisdiction's Annual Recovered Organic Waste Product Procurement Target if the facility receives feedstock directly from certain permitted or authorized compostable material handling operations or facilities, transfer/processing operations or facilities, or landfills, as described in 14 CCR Section 18993.1(i).
3.16. "Energy Star" means the U.S. EPA's energy efficiency product labeling program.
3.17. "Energy-Efficient Product" means a product that is in the upper 25% of energy efficiency for all similar products, or that is at least 10% more efficient than the minimum level that meets Federal standards.
3.18. "Environmentally Preferable Purchasing" means EPP is the procurement of goods and services that have a reduced impact on human health and the environment compared to competing products serving the same purpose. It is an essential part of our search for high quality products and services at competitive prices.
3.19. "Federal Energy Management Program" is a program of the Department of Energy that issues a series of Product Energy Efficiency Recommendations that identify recommended efficiency levels for energy-using products.
3.20. "Forest Stewardship Council" is a global organization that certifies responsible, DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 211
on-the ground forest management according to rigorous standards developed by a broad variety of stakeholder groups.
3.21. "Green Seal" is an independent, non-profit environmental labeling organization.
Green Seal standards for products and services meet the U.S. EPA's criteria for third-party certifiers. The Green Seal is a registered certification mark that may appear only on certified products.
3.22. "Integrated Pest Management" is an ecosystem-based strategy that focuses on long-term prevention of pests or their damage through a combination of techniques such as biological control, habitat manipulation, modification of cultural practices, and use of resistant varieties. Pesticides are used only after monitoring indicates they are needed according to established guidelines, and treatments are made with the goal of removing only the target organism. Pest control materials are selected and applied in a manner that minimizes risks to human health, beneficial and nontarget organisms, and the environment.
3.23. "Jurisdiction" means a city, county, a combined city and county, or a regional agency with the responsibility for meeting Integrated Waste Management Act requirements. Jurisdictions may utilize a Joint Powers Authority (JPA) to comply with the requirements of SB 1383, however, the jurisdiction shall remain ultimately responsible for compliance. For this EPP Policy, Jurisdiction is the City of Sebastopol.
3.24. "LEED Rating System" means the most recent version of the Leadership in Energy and Environmental Design (LEED) Rating System, approved by the U.S.
Green Building Council, and designed for rating new and existing commercial, institutional, and residential buildings.
3.25. "NSF/ANSI" means NSF International follows the American National Standards Institute (ANSI) standards development process. Standards are developed by joint committees (balanced stakeholder groups of public health, industry and user representatives).
3.26. "Organic Pest Management" prohibits the use and application of toxic chemical pesticides and strives to prevent pest problems through the application of natural, organic horticultural and maintenance practices. All pest control products shall be in keeping with, but not limited to, those products on the approved list of California Certified Organic Farmers (CCOF).
3.27. "Organic Waste" means solid wastes containing material originated from living organisms and their metabolic waste products including, but not limited to, food, yard trimmings, organic textiles and carpets, lumber, wood, Paper Products, Printing And Writing Paper, manure, biosolids, digestate, and sludges, or as otherwise defined in 14 CCR Section 18982(a)(46). Biosolids and digestate are as defined in 14 CCR Section 18982(a)(4) and 14 CCR Section 18982(a)(16.5), respectively.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 212
3.28. "Paper Products" include, but are not limited to, paper janitorial supplies, cartons, wrapping, packaging, file folders, hanging files, corrugated boxes, tissue, and toweling;
3.29. "Post-consumer Material" means a finished material which would normally be disposed of as a solid waste, having reached its intended end-use and completed its life cycle as a consumer item, and does not include manufacturing or converting wastes.
3.30. "Pre-consumer Material" means material or by-products generated after manufacture of a product is completed but before the product reaches the end-use consumer. Pre consumer material does not include mill and manufacturing trim, scrap, or broke which is generated at a manufacturing site and commonly reused on-site in the same or another manufacturing process.
3.31. "Printing and Writing Papers" include, but are not limited to, copy, xerographic, watermark, cotton fiber, offset, forms, computer printout paper, white wove envelopes, manila envelopes, book paper, note pads, writing tablets, newsprint, and other uncoated writing papers, posters, index cards, calendars, brochures, reports, magazines, and publications;
3.32. "Postconsumer Content" means any product which has served its intended use by a business or a consumer, which has been disposed and subsequently separated from solid waste for use as a constituent in a new product.
3.33. "Procurement of Recovered Organic Waste Products" shall mean purchase or acquisition (e.g., free delivery or free distribution from a hauler or other entity via a written agreement or contract), and end use by the Jurisdiction or others. The Jurisdiction's Annual Recovered Organic Waste Product Procurement Target can be fulfilled directly by the Jurisdiction or by Direct Service Providers through written contracts or agreements for Procurement of Recovered Organic Waste Products at the Jurisdiction's behest.
3.34. "Post-manufacture Content" means, waste that is created by a manufacturing process, and that is subsequently only used as a constituent in another manufacturing process.
3.35. "Recovered Material" means fragments of products or finished products of a manufacturing process, which has converted a resource into a commodity of real economic value, and includes pre-consumer and post-consumer material but does not include excess resources of the manufacturing process.
3.36. "Recovered Organic Waste Products" means products made from California, landfill diverted recovered Organic Waste processed at a permitted or otherwise authorized operation or facility, or as otherwise defined in 14 CCR Section 18982(a)(60). Products that can be used to meet the Annual Recovered Organic Waste Product Procurement Target shall include Compost, SB 1383 Eligible Mulch, Renewable Gas from an in-vessel digestion facility, and Electricity DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 213
Procured from Biomass Conversion as described herein and provided that such products meet requirements of 14 CCR, Division 7, Chapter 12, Article 12.
3.37. "Recordkeeping Designee" means the public employee appointed by the Jurisdiction Manager or their designee to track procurement and maintain records of Recovered Organic Waste Product procurement efforts both by the Jurisdiction and others, if applicable, as required by 14 CCR, Division 7, Chapter 12, Articles 12 and 13. In Sonoma County, Zero Waste Sonoma will be considered the Recordkeeping Designee.
3.38. "Recyclability" means that the Paper Products and Printing and Writing Paper offered or sold to the Jurisdiction are eligible to be labeled with an unqualified recyclable label as defined in 16 Code of Federal Regulations Section 260.12 (2013).
3.39. "Recycled-Content Paper Products and Recycled-Content Printing and Writing Paper" means such products that consist of at least thirty percent (30%), by fiber weight, postconsumer fiber, consistent with the requirements of Sections 22150 to 22154 and Sections 12200 and 12209 of the Public Contract Code, and as amended.
3.40. Recycled Content Standard" means the minimum level of recovered material and/or post consumer material necessary for products to qualify as "recycled products."
3.41. "Recycling" means using waste as material to manufacture a new product.
Recycling involves altering the physical form of an object or material and making a new object from the altered material.
3.42. "Renewable Gas" means gas derived from Organic Waste that has been diverted from a landfill and processed at an in-vessel digestion facility that is permitted or otherwise authorized by 14 CCR to recover Organic Waste.
3.43. "Reuse" means using an object or material again, either for its original purpose or for a similar purpose, without significantly altering the physical or chemical form of the object or material.
3.44. "Remanufactured Product" means any product diverted from the supply of discarded materials by refurbishing and marketing said product without substantial change to its original form.
3.45. "Reused Product" means any product designed to be used many times for the same or other purposes without additional processing except for specific requirements such as cleaning, painting or minor repairs.
3.46. "Russian River Friendly Landscaping" means working with the natural ecosystems of the Russian River region to foster soil health, to reduce runoff and pollution, prevent and reuse plant waste, and conserve water and other natural resources. The Russian River Friendly Landscape Guidelines are a revision of the DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 214
Bay-Friendly Landscape Guidelines by the Russian River Watershed Association (RRWA), originally published by StopWaste.Org.
3.47. "Source Reduction" Section 40196 of the California Public Resources Code defines source reduction as any action which causes a net reduction in the generation of solid waste. "Source Reduction" includes, but is not limited to, reducing the use of nonrecyclable materials, replacing disposable materials and products with reusable materials and products, reducing packaging, reducing the amount of yard wastes generated, establishing garbage rate structures with incentives to reduce the amount of wastes that generators produce, and increasing the efficiency of the use of paper, cardboard, glass, metal, plastic, and other materials.
3.48. "SB 1383" means Senate Bill 1383 of 2016 approved by the Governor on September 19, 2016, which added Sections 39730.5, 39730.6, 39730.7, and 39730.8 to the Health and Safety Code, and added Chapter 13.1 (commencing with Section 42652) to Part 3 of Division 30 of the Public Resources Code, establishing methane emissions reduction targets in a statewide effort to reduce emissions of short-lived climate pollutants, as amended, supplemented, superseded, and replaced from time to time.
3.49. "SB 1383 Regulations" or "SB 1383 Regulatory" means or refers to, for the purposes of this policy, the Short-Lived Climate Pollutants (SLCP): Organic Waste Reductions regulations developed by CalRecycle and adopted in 2020 that created Chapter 12 of 14 CCR, Division 7 and amended portions of regulations of 14 CCR and 27 CCR.
3.50. "State" means the State of California.
3.51. "Water-Saving Products" are those that are in the upper 25% of water conservation for all similar products, or at least 10% more water-conserving than the minimum level that meets the Federal standards.
3.52. "WaterSense" means a partnership program by the U.S. Environmental Protection Agency. Independent, third-party licensed certifying bodies certify that products meet EPA criteria for water efficiency and performance by following testing and certification protocols specific to each product category. Products that are certified to meet EPA specifications are allowed to bear the WaterSense label.
4. STRATEGIES FOR IMPLEMENTATION
4.1. Source Reduction
4.1.1. Institute practices that reduce waste, encourage reuse, and result in the purchase of fewer products.
4.1.2. Purchase remanufactured products such as toner cartridges, tires, furniture, equipment and automotive parts.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 215
4.1.3. Consider short-term and long-term costs in comparing product alternatives. This includes evaluation of total costs expected during the time a product is owned, including, but not limited to, acquisition, extended warranties, operation, supplies, maintenance and replacement parts, disposal costs and expected lifetime compared to other alternatives.
4.1.4. Purchase products that are durable, long lasting, reusable or refillable and avoid purchasing one-time use or disposable products.
4.1.5. Request vendors eliminate packaging or use the minimum amount necessary for product protection. Vendors shall be encouraged to take back packaging for reuse. A vendor's willingness to take back packaging will be used as part of the consideration in the procurement process.
4.1.6. Specify a preference for packaging that is reusable, recyclable, or compostable, when suitable uses and programs exist.
4.1.7. Encourage vendors to take back and reuse pallets and other shipping materials.
4.1.8. Encourage suppliers of electronic equipment, including but not limited to computers, monitors, printers, and copiers, to take back equipment for reuse or environmentally sound recycling when discarding or replacing such equipment, whenever possible. Suppliers will be required to state their take-back, reuse or recycling programs during the procurement process.
4.1.9. Consider provisions in contracts with suppliers of non-electronic equipment that require suppliers to take back equipment for reuse or environmentally sound recycling when discarding or displacing such equipment, whenever possible.
4.1.10. Suppliers will be required to state their take back, reuse or recycling programs during the procurement process.
4.1.11. Promote electronic distribution of documents rather than printing or copying.
4.1.12. When producing paper documents, print and copy all documents on both sides to reduce the use and purchase of paper. Printers and copiers shall be set to default to duplex.
4.1.13. Ensure all imaging equipment is installed with energy and resourceefficient settings set as default.
4.1.14. Reduce the number and type of equipment needed to perform office functions to save energy and reduce purchasing and maintenance costs.
Eliminate desktop printers, redundant network printers and reduce the number of fax machines leased or owned. Consider lease or purchase of DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 216
multi-function devices.
4.2. Recycled Content Products (SB 1383 Model Language for City Compliance)
4.2.1. Requirements for City Departments
4.2.1.1. Option 1: Comparable or more favorable pricing: If fitness and quality of Recycled-Content Paper Products and RecycledContent Printing and Writing Paper are equal to that of nonrecycled items, all departments and divisions of Jurisdiction shall purchase Recycled-Content Paper Products and RecycledContent Printing and Writing Paper that consists of at least thirty percent (30%), by fiber weight, postconsumer fiber, whenever available at the same or a lesser total cost than nonrecycled items.
4.2.1.2. Option 2: Price preference: If fitness and quality of RecycledContent Paper Products and Recycled-Content Printing and Writing Paper are equal to that of non-recycled items, all departments and divisions of Jurisdiction shall purchase Recycled-Content Paper Products and Recycled-Content
Printing and Writing Paper that consists of at least thirty percent (30%), by fiber weight, postconsumer fiber, whenever the total cost is the same or a lesser total cost than non-recycled items.
4.2.1.3. Option 3: No price preference: If fitness and quality of Recycled-Content Paper Products and Recycled-Content
Printing and Writing Paper are equal to that of non-recycled items, all departments and divisions of Jurisdiction shall purchase Recycled-Content Paper Products and RecycledContent Printing and Writing Paper (rather than non-recycled items) that consists of at least thirty percent (30%), by fiber weight, postconsumer fiber, consistent with the requirements of the Public Contract Code, Sections 22150 through 22154 and Sections 12200 and 12209, as amended.
4.2.1.4. All Paper Products and Printing and Writing Paper shall be eligible to be labeled with an unqualified recyclable label as defined.
4.2.1.5. Provide records to Zero Waste Sonoma of all Paper Products and Printing and Writing Paper purchases within thirty (30) days of the purchase (both recycled content and non-recycled content, if any is purchased) made by a division or department or employee of the Jurisdiction. Records shall include a copy of the invoice or other documentation of purchase, written certifications, vendor name, purchaser name, quantity
purchased, date purchased, and recycled content (including DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 217
products that contain none), and if non-Recycled-Content Paper Products and/or non-Recycled-Content Printing and Writing Paper are provided, include a description of why RecycledContent Paper Products and/or Recycled-Content Printing and Writing Paper were not provided.
4.3. Requirements for Vendors
4.3.1. All vendors that provide Paper Products (including janitorial Paper Products) and Printing and Writing Paper to Jurisdiction shall:
4.3.1.1. Provide Recycled-Content Paper Products and RecycledContent Printing and Writing Paper that consists of at least thirty percent (30%), by fiber weight, postconsumer fiber, if fitness and quality are equal to that of non-recycled item.
4.3.1.2. Only provide Paper Products and Printing and Writing Papers that meet Federal Trade Commission Recyclability standard as defined in Title 16 Code of Federal Regulations Section 260.12 (2013).
4.3.1.3. Certify in writing, under penalty of perjury, the minimum percentage of postconsumer material in the Paper Products and Printing and Writing Paper offered or sold to the Jurisdiction.
This certification requirement may be waived if the percentage of postconsumer material in the Paper Products, Printing and Writing Paper, or both can be verified by a product label, catalog, invoice, or a manufacturer or vendor internet website.
4.3.1.4. Certify in writing, under penalty of perjury, that the Paper Products and Printing and Writing Paper offered or sold to the Jurisdiction is eligible to be labeled with an unqualified recyclable label as defined
4.3.1.5. Provide records to Zero Waste Sonoma of all Paper Products and Printing and Writing Paper purchased from the vendor within thirty (30) days of the purchase (both recycled-content and non-recycled content, if any is purchased) made by a division or department or employee of the Jurisdiction. Records shall include a copy of the invoice or other documentation of purchase, written certifications as required in Section 4.2.A.3-4 for recycled-content purchases, purchaser name, quantity purchased, date purchased, and recycled content (including products that contain none), and if non-Recycled-Content Paper Products and/or non Recycled-Content Printing and Writing Paper are provided, include a description of why RecycledContent Paper Products and/or Recycled-Content Printing and Writing Paper were not provided.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 218
4.3.2. All vendors providing printing services to the Jurisdiction via a printing contract or written agreement, shall use Printing and Writing Paper that consists of at least thirty percent (30%), by fiber weight, postconsumer fiber.
4.4. Recovered Organic Waste Product Procurement (SB 1383 Model Language for Jurisdiction Compliance)
4.4.1. Procurement Target
4.4.1.1. Jurisdiction will annually procure for use or giveaway a quantity of Recovered Organic Waste Products that meets or exceeds its Annual Recovered Organic Waste Product
Procurement Target.
4.4.1.2. To be eligible to meet the Annual Recovered Organic Waste Product Procurement Target, products that may be procured include the following SB 1383 eligible Compost, SB 1383 eligible Mulch, Renewable Gas (in the form of transportation fuel, electricity, or heat), and Electricity Procured from Biomass Conversion.
4.4.2. Requirements for City Departments
4.4.2.1. Compost and SB 1383 Eligible Mulch procurement. Divisions and departments responsible for landscaping maintenance, renovation, or construction shall:
4.4.2.1.1. Use Compost and SB 1383 Eligible Mulch
produced from recovered Organic Waste, as
defined in Section 2.8 and 2.R of this Policy, for
landscaping maintenance, renovation, or
construction, as practicable, whenever available,
and capable of meeting quality standards and
criteria specified. SB 1383 Eligible Mulch used for
land application must meet or exceed the physical
contamination, maximum metal concentration and
pathogen density standards specified in 14 CCR
Section 17852(a)(24.5)(A)(1) through (3).
4.4.2.1.2. When the City uses Compost and SB 1383 Eligible Mulch and the applications are subject to the City's
Water Efficient Landscaping
4.4.2.1.3. Ordinance (WELO), pursuant to Sebastopol
Municipal Code Section 15.36.010, the City will
comply with one of the following, whichever is
more stringent, (i) the City’s WELO, Code Section
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 219
15.36.010, if more stringent than the State's Model
Water Efficient Landscape Ordinance (MWELO),
or (ii) Sections 492.6 (a)(3)(B), (C), (D), and (G)
of the State's Model Water Efficient Landscape
Ordinance, Title 23, Division 2, Chapter 2.7 of the
CCR, as amended September 15, 2015, which
requires the submittal of a landscape design plan
with a "Soil Preparation, Mulch, and Amendments
Section."
4.4.2.1.4. For landscape installations, Compost at a rate of a minimum of 4 cubic yards per 1,000 square feet of
permeable area shall be incorporated to a depth of
six (6) inches into the soil. Soils with greater than
six percent (6%) organic matter in the top six (6)
inches of soil are exempt from adding Compost
and tilling.
4.4.2.1.5. Apply a minimum three- (3-) inch layer of mulch on all exposed soil surfaces of planting areas
except in turf areas, creeping or rooting
groundcovers, or direct seeding applications where
mulch is contraindicated. To provide habitat for
beneficial insects and other wildlife, leave up to
five percent (5%) of the landscape area without
mulch. Designated insect habitat must be included
in the landscape design plan as such.
4.4.2.1.6. Procure mulch materials made from recycled or post-consumer materials rather than inorganic
materials or virgin forest products unless the
recycled post-consumer organic products are not
locally available. Organic mulches are not required
where prohibited by local Fuel Modification Plan
Guidelines or other applicable local ordinances.
4.4.2.1.7. For all mulch that is land applied, procure SB 1383 Eligible Mulch that meets or exceeds the physical
contamination, maximum metal concentration, and
pathogen density standards for land applications.
The mulch must also be produced at a permitted
composting facility, transfer station, or landfill.
The procured mulch cannot be from a chipping and
grinding operation, as specified in 12 CCR Section
18993.1 (f)(4).
4.4.2.1.8. Keep records, including invoices or proof of Recovered Organic Waste Product procurement
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 220
(either through purchase or acquisition), and
submit records to Zero Waste Sonoma, upon
completion of project. Records shall include
general procurement records, including:
4.4.2.1.9. General description of how and where the product was used and applied, if applicable;
4.4.2.1.10. Source of product, including name, physical location, and contact information for each entity,
operation, or facility from whom the Recovered
Organic Waste Products were procured;
4.4.2.1.11. Type of product;
4.4.2.1.12. Quantity of each product; and,
4.4.2.1.13. Invoice or other record demonstrating purchase or procurement.
4.4.2.2. For Compost and SB 1383 Eligible Mulch provided to residents through giveaway events or other types of distribution methods, keep records of the Compost and SB 1383 Eligible Mulch
provided to residents. Records shall be maintained and
submitted to Zero Waste Sonoma in accordance with the
requirements specified in Section 3.2.A.3.
4.4.2.3. For procurement of SB 1383 Eligible Mulch, maintain an updated copy of the ordinance or enforceable mechanism(s) requiring that the mulch procured by the City or Direct Service Provider meets the land application standards specified, as it may be amended from time to time, as currently reflected in Municipal Code Section
4.4.2.4. When Procurement of Recovered Organic Waste Products occurs through a Direct Service Provider, enter into a written contract or agreement or execute a purchase order with
enforceable provisions that includes: (i) definitions and specifications for SB 1383 Eligible Mulch, Compost,
Renewable Gas, and/or Electricity Procured from Biomass Conversion; and, (ii) an enforcement mechanism (e.g.,
termination, liquidated damages) in the event the Direct Service Provider is not compliant with the requirements.
4.4.2.5. Renewable Gas procurement (used for fuel for transportation, electricity, or heating applications). For Renewable Gas procurement, Jurisdiction shall:
4.4.2.5.1. Procure Renewable Gas made from recovered
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 221
Organic Waste for transportation fuel, electricity,
and heating applications to the degree that it is
appropriate and available for the Jurisdiction and
to help meet the Annual Recovered Organic Waste
Product Procurement Target.
4.4.2.5.2. Keep records in the same manner for the amount of Renewable Gas procured and used by the
Jurisdiction, including the general procurement
record information specified in Section 3.2.A.3.a,
and submit records to Zero Waste Sonoma on a
quarterly schedule. The quarterly schedule shall be
as follows: Renewable Gas records are to be
provided to Zero Waste Sonoma by April 15 for
January 1 through March 31, July 15 for April 1
through June 30, October 15 for July 1 through
September 30, and January 15 for October 1
through December 31. Jurisdiction shall
additionally obtain the documentation and submit
records specified.
4.4.3. Requirements for Direct Service Providers
4.4.3.1. Direct Service Providers of landscaping maintenance, renovation, and construction shall:
4.4.3.1.1. Use Compost and SB 1383 Eligible Mulch, as
practicable, produced from recovered Organic
Waste, as defined in Section 2.8 and 2.R of this
Policy, for all landscaping renovations,
construction, or maintenance performed for the
Jurisdiction, whenever available, and capable of
meeting quality standards and criteria specified.
SB 1383 Eligible Mulch used for land application
shall comply with 14 CCR, Division 7, Chapter 12,
Article 12 and must meet or exceed the physical
contamination, maximum metal concentration and
pathogen density standards specified in 14 CCR
Section 17852(a)(24.5)(A)(1) through (3).If Direct
Service Provider is subject to the City's WELO
4.4.3.1.2. pursuant to Jurisdiction Code Section 15.36.010 and Sections 492.6 (a)(3)(B), (C), (D), and (G) of
the State's MWELO, Title 23, Division 2, Chapter
2.7 of the CCR, as amended September 15, 2015,
which requires the submittal of a landscape design
plan with a "Soil Preparation, Mulch, and
Amendments Section.”
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 222
4.4.3.1.3. For landscape installations, Compost at a rate of a minimum of 4 cubic yards per 1,000 square feet of
permeable area shall be incorporated to a depth of
six (6) inches into the soil. Soils with greater than
six percent (6%) organic matter in the top six (6)
inches of soil are exempt from adding Compost
and tilling.
4.4.3.1.4. Apply a minimum three- (3-) inch layer of mulch on all exposed soil surfaces of planting areas
except in turf areas, creeping or rooting
groundcovers, or direct seeding applications where
mulch is contraindicated. To provide habitat for
beneficial insects and other wildlife, leave up to
five percent (5%) of the landscape area without
mulch. Designated insect habitat must be included
in the landscape design plan as such.
4.4.3.1.5. Procure organic mulch materials made from
recycled or post consumer materials rather than
inorganic materials or virgin forest products unless
the recycled post-consumer organic products are
not locally available. Organic mulches are not
required where prohibited by local Fuel
Modification Plan Guidelines or other applicable
local ordinances.
4.4.3.1.6. For all mulch that is land applied, procure SB 1383 Eligible Mulch that meets or exceeds the physical
contamination, maximum metal concentration, and
pathogen density standards for land applications
specified.
4.4.3.1.7. Keep and provide records of Procurement of
Recovered Organic Waste Products (either through
purchase or acquisition) to Recordkeeping
Designee, upon completion of projects.
Information to be provided shall include general
description of how and where the product was used
and if applicable, applied; source of product,
including name, physical location, and contact
information for each entity, operation, or facility
from whom the Recovered Organic Waste
Products wereprocured, type of product, quantity
of each product; and invoice or other record
demonstrating purchase or procurement.
4.4.3.2. Direct Service Provider of Organic Waste collection services DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 223
shall:
4.4.3.2.1. Provide a specified quantity of Compost or SB 1383 Eligible Mulch to Jurisdiction and its
customers via periodic "giveaways" as specified in
a franchise agreement or other agreement.
4.4.3.2.2. Keep and provide records to the City including the following dates provided, source of product
including name, physical location and contact
information for each entity, operation or facility
from whom the Recovered Organic Waste
Products were procured, type of product, quantity
provided; and invoice or other record or
documentation demonstrating purchase,
procurement, or transfer of material to giveaway
location.
4.5. Energy Efficient and Water Saving Products
4.5.1. Purchase energy-efficient equipment with the most up-to-date energy efficiency functions. This includes, but is not limited to, high efficiency space heating systems and high efficiency space cooling equipment.
4.5.2. Replace inefficient interior lighting with energy-efficient equipment.
Replace inefficient exterior lighting, street lighting and traffic signal lights with energy-efficient equipment. Minimize exterior lighting where possible to avoid unnecessary lighting of architectural and landscape features while providing adequate illumination for safety and accessibility.
4.5.3. Purchase U.S. EPA Energy Star certified products when available. When Energy Star labels are not available, choose energy-efficient products that are in the upper 25% of energy efficiency as designated by the Federal Energy Management Program.
4.5.4. Purchase U.S. EPA WaterSense labeled water-saving products when available and practicable. This includes, but is not limited to, highperformance fixtures like toilets, low-flow faucets and aerators, and upgraded irrigation systems.
4.6. Green Building Products and Practices
4.6.1. The City will comply with the adopted Green Building Code guidelines and green points system for the construction of all permanent municipal building and renovation projects which exceed 2,000 square feet in area.
4.6.2. In accordance with California Public Contract Code, Sec. 10409, purchase re refined lubricating and industrial oil for use in its vehicles DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 224
and other equipment, as long as it is certified by the American Petroleum Institute (API) as appropriate for use in such equipment. This section does not preclude the purchase of virgin-oil products for exclusive use in vehicles whose warranties expressly prohibit the use of products containing recycled oil.
4.6.3. When specifying asphalt, concrete, aggregate base or portland cement concrete for construction projects, use recycled, reusable or reground materials.
4.6.4. Specify and purchase recycled content traffic control products, including signs, cones, parking stops, delineators, channelizers and barricades.
4.7. Landscaping Products and Practices
4.7.1. Employ Russian River Friendly Landscaping or sustainable landscape management techniques for all landscape renovations, construction and maintenance, including workers and contractors providing landscaping services, including, but not limited to, integrated pest management, grasscycling, drip irrigation, computerized central irrigation linked with the local weather station, composting, and procurement and use of mulch and compost that give preference to those produced from regionally generated plant debris and/or food scrap programs.
4.7.2. Choose a Russian River-Friendly Qualified Landscape Professional for landscape design and maintenance services. Training and qualifications shall include landscaping locally, landscaping for less to the landfill, nurturing the soil, conserving water, conserving energy, protecting water and air quality, and creating wildlife habitat.
4.7.3. Select plants to minimize waste by choosing species for purchase that are appropriate to the microclimate, species that can grow to their natural size in the space allotted them, and perennials rather than annuals for color.
Native and drought-tolerant plants that require no or minimal watering once established are preferred.
4.7.4. Hardscapes and landscape structures constructed of recycled content materials are encouraged. Limit the amount of impervious surfaces in the landscape. Permeable substitutes, such as permeable asphalt or pavers, are encouraged for walkways, patios and driveways.
4.8. Household Hazardous Waste and Pollution Prevention Products and Practices
4.8.1. Manage pest problems through prevention and physical, mechanical and biological controls when contractors maintain buildings and landscapes.
Either adopt and implement an Organic Pest Management (OPM) policy and practices or adopt andimplement an Integrated Pest Management (1PM) policy and practices using the least toxic pest control as a last DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 225
resort. Anticoagulant rodenticides shall never be used.
4.8.2. Use products with the lowest amount of volatile organic compounds (VOCs), highest recycled or reused content, low or no formaldehyde and no halogenated organic flame retardants when purchasing building maintenance materials such as paint,. carpeting, adhesives, furniture and casework.
4.8.3. Purchase or require janitorial contractors to supply industrial and institutional cleaning products that meet Green Seal, EPA Safer Choice, or UL/Ecologo certification standards for environmental preferability and performance.
4.8.4. Purchase, or require janitorial contractors to supply, vacuum cleaners that meet the requirements of the Carpet and Rug Institute Green Label/Seal of Approval Program for soil removal, dust containment and carpet fiber retention for indoor air quality protection and performance cleaning standards. Other janitorial cleaning equipment should be capable of capturing fine particulates, removing sufficient moisture so as to dry within 24 hours, operate with a sound level less than 70dBA, and use high efficiency, low-emissions engines.
4.8.5. Purchase paper, paper products, and janitorial paper products that are unbleached or are processed without chlorine or chlorine derivatives.
4.8.6. Prohibit the purchase of products that use polyvinyl chloride (PVC) such as, but not limited to, furniture and flooring.
4.8.7. Prohibit the purchase of food service ware containing per- and polyfluoroalkyl substances (PFAS).
4.8.8. Purchase products and equipment with no lead or mercury whenever possible. For products that contain lead or mercury, preference should be given to those products with lower quantities of these metals and to vendors with established lead and mercury recovery programs. In addition, whenever lead- or mercury-containing products require disposal, products will be disposed in the most environmentally safe manner possible. All fluorescent lamps and batteries will be recycled.
4.8.9. Purchase or specify personal computers, displays, imaging equipment and televisions that meet, at a minimum, all Electronic Product Environmental Assessment Tool (EPEAT) environmental criteria designated as "required" as contained in the IEEE 1680 family of Environmental Assessment Standards.
4.8.10. Purchase or specify office furniture that meets the California Bureau of Household Goods and Services (BHGS) standard Technical Bulletin 117- 2013 for testing upholstered furniture flammability without the use of DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 226
flame retardant chemicals.
4.8.11. Purchase or specify commercial carpeting that meets NSF/ANSI 140 Standard for Sustainable Carpet Assessment and require old carpet that is removed be recycled.
4.8.12. Purchase or specify non-carpet floor coverings that meet NSF/ANSI 332 Standard for Resilient Flooring including vinyl, linoleum and rubber flooring.In conjunction with California State agency requirements, at least 50 percent of the quantity of paint used for architectural projects should contain reused or recycled paint with a recycled content consisting of at least 50 percent post-consumer paint. Reused paint can be acquired from the Sonoma HHW Facility by either visiting the reuse lockers or by prearranging remixed paint in 5-gallon containers in off-white, tan, light grey, or light green.
4.8.13. When replacing vehicles, consider less-polluting alternatives to diesel such as compressed natural gas, bio-based fuels, hybrids, electric batteries, and fuel cells, as available.
4.9. Fiber-only Products
4.9.1. Use paper, paper products and construction products made from nonwood, plant based contents such as agricultural crops and residues.
4.9.2. Priority should be given to reusable food service ware, however, if singleuse food service ware is purchased, it is to be fiber only and BPI certified
4.9.3. Ask vendors to provide proof of compliance with ASTM standards for compostable, biodegradable and degradable plastic products upon request. One acceptable proof of compliance for compostable plastic products will be certification by the Biodegradable Products Institute (BPI).
4.10. Forest Conservation Products
4.10.1. To the greatest extent practicable, do not procure wood products such as lumber and paper that originate from forests harvested in an environmentally unsustainable manner. When possible, give preference to wood products that are certified to be sustainably harvested by a comprehensive, performance-based certification system. The certification system shall include independent third-party audits, with standards equivalent to, or stricter than, those of the Forest Stewardship Council certification.
4.10.2. Encourage the purchase or use of previously used or salvaged wood and wood products whenever practicable
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 227
5. RECORDKEEPING RESPONSIBILITIES
5.1. The department will be the responsible department and will select an employee to act as the Recordkeeping Designee that will be responsible for organizing records pertaining to Procurement of Recovered Organic Waste Products and RecycledContent Paper Products and Recycled-Content Printing and Writing Paper. The Recordkeeping Designee shall communicate frequently with Zero Waste Sonoma to transfer all the required documentation for reporting to CalRecycle.
5.2. The Recordkeeping Designee will do the following to track Procurement of Recovered Organic Waste Products, Recycled-Content Paper Products, and Recycled-Content Printing and Writing Paper:
5.2.1. Collect and collate copies of invoices or receipts (paper or electronic) or other proof of purchase that describe the procurement of Printing and Writing Paper and Paper Products, including the volume and type of all paper purchases; and, copies of certifications and other required verifications from all departments and/or divisions procuring Paper Products and Printing and Writing Paper (whether or not they contain recycled content) and/or from the vendors providing Printing and Writing Paper and Paper Products. These records must be kept as part of Jurisdiction's documentation.
5.2.2. Collect and collate copies of invoices or receipts or documentation evidencing procurement from all departments and divisions procuring Recovered Organic Waste Products and invoices or similar records from vendors/contractors/others procuring Recovered Organic Waste Products on behalf of the Jurisdiction to develop evidence of Jurisdiction meeting its Annual Recovered Organic Waste Product Procurement Target. These records must be kept as part of the Jurisdiction's documentation.
5.2.3. Collect, collate, and maintain documentation submitted by the Jurisdiction, Direct Service Providers, and/or vendors, including the information reported to the Recordkeeping Designee.
5.2.4. Compile an annual report on the Jurisdiction's direct procurement, and vendor/other procurement on behalf of the Jurisdiction, of Recovered Organic Waste Products, Recycled-Content Paper Products, and Recycled-Content Printing and Writing Paper, consistent with the recordkeeping requirements contained in 14 CCR Section 18993.2 for the Annual Recovered Organic Waste Product Procurement Target and 14 CCR Section 18993.4 for Recycled-Content Paper Products and Recycled Content Printing and Writing Paper procurement. This report shall be made available to the Jurisdiction's responsible entity for compiling the annual report to be submitted to CalRecycle (which will include a description of compliance on many other SB 1383 regulatory requirements). The procurement report shall also be shared with Council, JPA or other regulating body annually as evidence of implementing this DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 228
Policy.
6. RESPONSIBILITIES
6.1. The health and safety of workers and citizens is of utmost importance and takes precedence over all other practices. Nevertheless, the duty to act in a fiscally responsible as well as a timely manner is recognized.
6.2. Nothing contained in this policy shall be construed as requiring a department, purchaser or contractor to procure products that do not perform adequately for their intended use, exclude adequate competition, risk the health or safety of workers and citizens, or are not available at a reasonable price in a reasonable period of time
6.3. Nothing contained in this policy shall be construed as requiring the jurisdiction, department, purchaser, or contractor to take any action that conflicts with local, state or federal requirements.
6.4. The jurisdiction has made significant investments in developing a successful recycling system and recognizes that recycled content products are essential to the continuingviability of that recycling system and for the foundation of an environmentally sound production system. Therefore, to the greatest extent practicable, recycled content shall be included in products that also meet other specifications, such as chlorine free or bio based.
7. IMPLEMENTATION
7.1. The City Manager shall implement this policy in coordination with other appropriate personnel.
7.2. Require successful vendors to certify in writing that the environmental attributes claimed in competitive proposals are accurate. In compliance with State law, vendors shall be required to specify the minimum or actual percentage of recovered and post-consumer material in their products, even when such percentages are zero.
7.3. Upon request, buyers making the selection from competitive procurement process shall be able to provide justification for product choices that do not meet the environmentally preferable purchasing criteria in this policy.
7.4. Include businesses certified by the Bay Area Green Business Program in purchasing requests for products and services.
7.5. Encourage vendors, contractors and grantees to comply with applicable sections of this policy for products and services provided.
8. PROGRAM EVALUATION
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 229
8.1. The City Manager shall periodically evaluate the success of this policy's implementation
9. EXCEPTIONS
Every effort will be made to adhere to the Environmentally Preferable Purchasing Policy to the extent possible, recognizing that certain procurement decisions such as for cleaning products, janitorial equipment, and electronics may be outside of the City's authority.
IX. PUBLIC PROJECTS
Accounting procedures were established by the California Uniform Public Construction Cost Accounting Commission, and are detailed in the Commission's Accounting Policies and Procedures Manual. Public Contract Code (PCC) §22000-22050 describe both the informal and formal bidding procedures, project dollar thresholds, bidding and noticing requirements, rejection of bids, the definition and procedure for emergency Public Projects, and other mandates related to California Uniform Public Construction Cost Accounting Act (CUPCCAA).
Rather than the City's Purchasing Policy, Public Projects are subject to definitions, terms and conditions specified in the CUPCCAA, PCC Section 2200, et seq., as may be amended from time to time. When PCC requirements contradict City requirements, the PCC will apply. PCC § 22002(c), as may be amended, defines a "Public Project" as:
(c) "Public project" means any of the following:
1) Construction, reconstruction, erection, alteration, renovation, improvement, demolition, and repair work involving any publicly owned, leased, or operated facility.
2) Painting or repainting of any publicly owned, leased, or operated facility. 3) In the case of a publicly owned utility system, "public project" shall include only the construction, erection, improvement, or repair of dams, reservoirs, power-plants, and electrical transmission lines of 230,000 volts and higher. (d) "Public project" does not include maintenance work. For purposes of this section, "maintenance work" includes all of the following:
1) Routine, recurring, and usual work for the preservation or protection of any publicly owned or publicly operated facility for its intended purposes. 2) Minor repainting.
3) Resurfacing of streets and highways at less than one inch. 4) Landscape maintenance, including mowing, watering, trimming, pruning, planting, replacement of plants, and servicing of irrigation and sprinkler systems.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 230
5) Work performed to keep, operate, and maintain publicly owned water, power, or waste disposal systems, including, but not limited to, dams, reservoirs, power-plants, and electrical transmission lines of 230,000 volts and higher. (e) For purposes of this chapter, "facility" means any plant, building, structure, ground facility, utility system, subject to the limitation found in paragraph (3) of subdivision (c), real property, streets and highways, or other public work improvement. (f) Every November of each year, Department of Public Works will send out a written notice to all constructions trade journals designated for the City under PCC §22036(c), inviting all licensed contractors to register on the City’s Bidders List for Notification of Informal Bids for the following calendar year. A qualified bidders’ list can be obtained at the Public Works Department.
(g) City Council adopted Resolution No. 5763 electing that the City be subject to the CUPPCCAA.
(g) Projects valued at less than $200,000, or as may be revised from time to time by the State of California, may be let by informal bidding, in accordance with the informal bidding procedures of the Uniform Public Construction Cost Accounting Act. Projects valued at less than $60,000, or as may be revised from time to time by the State of California, may be performed by City forces or be let by informal quotes and negotiated price.
The following diagram illustrates the steps to follow for construction contracts:
Construction Contracts for Public Projects
“No-Bid”
Less than $60,000*
“Informal”
Between $60,000 and
$200,000*
“Formal”
More than $200,000*
Staff may select
contractor and should
request quotes from
more than one
contractor. Staff are
encouraged to use
local business when
possible
Advertise and select
lowest responsible
bidder by “Informal”
process
City must adopt plans
and specifications,
and authorize
advertisement to bid.
Advertise and select
lowest responsible
bidder by “Formal”
process
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 231
* Dollar limits as may be revised, from time to time by the State of California, shall apply.
EXCEPTIONS TO COMPETITIVE BIDDING
Competitive bidding may be waived in the case of an emergency as defined above or when:
The items or services to be furnished are in such short supply that there is no competition.
Where the specifications or other restrictions limit the number of prospective suppliers.
Where the skill or knowledge of a particular individual is sought. “Piggy-backing” or consolidating its procurement with that of another agency or entity constituted for governmental purposes; provided that the commodities or contractual services to be procured have been subjected to competitive bidding by said other agency or entity and documentation of such competitive bidding exists.
CHANGE ORDERS, TASK ORDERS, AND CONTRACT AMENDMENTS
A substantial change to a Purchase Order or Contract (i.e., pricing, terms and conditions, specifications and/or scope of work) shall be documented as a Change Order, Task Order, or Contract Amendment.
a. Department Heads or their designees may sign Change Orders, Task Orders, and Contract Amendments for purchases and contracts up to $5,000.
b. When the initial purchase or contract exceeds $5,000, the signature authority for that purchase shall be the City Manager or his/her designee. c. Change Orders, Task Orders, and Contract Amendments generally should not exceed 10% of the original contract amount, unless authorized by the City Manager or his/her designee. A new scope of work and/or a new contract may be required when the change City Manager has the
authority to sign
contract on behalf of
the City. The City
Manager reports the
contract to the
Council
City Manager has the
authority to award
contract to lowest
responsible bidder.
The City Manager
reports the contract to
the Council
Council awards the
project to the lowest
responsible bidder
Contractor submits
invoice and payment
is processed
Contractor submits
invoice and payment
is processed
Contractor submits
invoice and payment
is processed in
accordance with
Contact terms
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 232
exceeds 10% of the original amount. The signature authority for this purchase shall be the City Manager or his/her designee
d. A Change Order, Task Order or Contract Amendment is not required when taxes, shipping and/or handling cause a purchase to exceed the authorized (Purchase Order) amount; the signatory limit may also be exceeded in that circumstance.
This section replaces and rescinds Council Policy #27 (Change Orders), Administrative Policy # 2 (Work Order Procedures), #3 (Small Purchase Order Procedures) and #17 (Processing Invoices) X. URGENT AND EMERGENCY PURCHASES
Sound judgment shall be used in keeping urgent and emergency purchases to an absolute minimum. Specific procedures for managing these purchases shall apply, as determined by the Purchasing Agent.
a. Urgent Purchases – Immediate purchases of material, supplies, equipment, vehicle and services may be made when an urgent circumstance (as defined in the Purchasing Policies) exists, and procurement should not be delayed by use of normal competitive and financial procedures. Urgent purchases of up to $5,000 shall be authorized by the Department Head or designee; the City Manager may authorize urgent purchases up to $50,000. Urgent purchases shall be followed, as soon as practical, with submission of a written justification for the purchase having been made outside normal procedures. b. Emergency Purchases – In an emergency (as defined in the Purchasing Policy), the City Manager or designee may authorize the immediate purchase of material, supplies, equipment, and services, including those in excess of his/her City Council-approved signature threshold. Such purchases shall be followed, as soon as practical, with submission of a written justification for the purchase having been made outside normal procedures. City Council shall be notified, at its next regular meeting, of any emergency purchases in excess of $50,000.
a. Poor and/or lack of planning does not constitute justification for an urgent and emergency condition. An urgent and/or emergency condition is defined as “a situation that creates a threat to public health, welfare, safety, or public property such as floods, epidemics, riots, fire, unexpected equipment failures, or such other reasons as may be determined by the City Manager or his/her designee.” An urgent and emergency purchase may be made when the existence of an urgent and/or emergency condition creates an immediate and serious need for goods or services that cannot be met through normal procurement methods.
c. In the case of a disaster or for civil defense, nothing contained in this document shall limit the authority of the City Manager to make purchases and take such other emergency steps as are, or may be, authorized by the City Council, including opening a line or lines of credit to accommodate necessary purchases.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 233
d. Emergency purchases related to Public Projects are authorized under jurisdiction of the Public Contract Code/UCCAP, and are subject to definitions, regulations and processes that vary from City policy. Emergency purchases to repair or replace public facilities may proceed prior to adoption of the working details, drawing, plans and specifications, only when in accordance with the UCAAP definition and requirements. Staff responsible for Public Projects shall be held accountable for compliance with these requirements. e. Should any urgent or emergency purchase cause any budget line item to exceed the approved budget, the Department shall request City Manager approval to exceed and amend the budget, subject to subsequent City Council approval of an additional budget appropriation or budget amendment to cover the purchase. This section runs concurrent with the Amended City Council Policy #69 (Financial Policies).
XI. DISPOSAL OF SURPLUS PROPERTY
The City Manager or designee is authorized to exchange, trade-in, sell and dispose of surplus property having salvage value in the open market, by public auction, by competitive sealed bids or by exchange or trade in for new goods. The sale or lease of surplus property to a governmental, public or quasi-public agency may be without advertisement for or receipt of bids. Employees are not eligible to receive or purchase surplus property, however, employees may receive personalized items, and receive or purchase at market value items considered to be memorial or commemorative in nature, subject to City Manager approval. This section replaces and rescinds Council Policy #3 (Disposal of Surplus City Property to Qualified Charitable Organizations) XII. PROPERTY WITH NO SALVAGE VALUE
Surplus property with no salvage value, as determined by the Department and recommended by the Administrative Services Director to the City Manager or designee, shall be disposed of in a manner that salvages recyclable components, if practical.
XIII. UNCLAIMED, SEIZED OR ABANDONED PROPERTY
The Department is hereby authorized to make recommendation to the City Manager to sell or dispose of all goods in the possession or custody of the Police Department which are unclaimed, seized and/or abandoned and may be legally disposed of by the City.
XIV. DONATIONS OF SURPLUS PROPERTY
Upon approval in advance in writing by the Administrative Services Director with the City Manager approval, surplus property may be donated to governmental, public or quasi-public agencies, charitable or non-profit organizations on a first-come first-served basis to be utilized for non-profit purposes.
XV. REPORTING
The Department shall provide regular reports to the City Manager indicating surplus property disposed of, the method of disposal, and the amounts received from disposal, and shall maintain DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 234
records for public inspection relative to the disposal of surplus property for a period of time in compliance with State law and the City’s records retention schedule. Annual reports shall be provided to City Council accordingly.
XVI. CAPITAL EQUIPMENT
Purchase of equipment or furniture at a unit cost of $10,000 or greater with a useful life greater than 5 years shall be capitalized. At the time of receipt, an asset number shall be issued and affixed to the asset.
XVII. INFORMATION TECHNOLOGY-RELATED PURCHASES
To keep costs under control and assure implemented technologies work together harmoniously and meet staff needs, the City shall work with our I.T consultant to standardize and control all purchases of equipment, including but not limited to desktops, laptops, and other electronic devices.
a. With limited exceptions, the department shall include in its annual budget funding to support technology purchases. While the Information Technology consultant may provide support for specific departmental technology needs, those needs shall be funded through department budgets.
b. The list of those authorized by the City Manager to request technology purchases shall be maintained by the Administrative Services (Finance) Department.
XVIII. CREDIT CARDS
The City Manager or designee may acquire credit cards in the name of the City for use by designated City Department Heads. The City shall maintain a written log of credit cards.
Department Heads assigned credit cards will sign an acknowledgement form (Exhibit A) agreeing to the limitations of the card use as described below.
May be used to charge necessary supplies and equipment, authorized travel, food and lodging for the person in possession of the credit card and any other City employee.
May be used for the purchase of gas, oil, supplies, and repairs for City vehicles.
May be used to purchase conference/seminar registration, airline, hotel, meals, car rental costs for the City Council, City Manager, or other City employee.
May be acquired for vendors (i.e. Office Depot, Sebastopol Hardware, etc.) May not be used for personal benefit or personal use.
May not be issued to members of the City Council. They will be reimbursed according to the City’s established Reimbursement Policy.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 235
Must be returned to the City upon termination or resignation prior to receiving their last paycheck.
Misuse of the credit card privilege can result in disciplinary action, including termination.
Receipts for all credit card expenditures must be promptly turned into the Administrative Services (Finance) Department along with appropriate documentation stating the purpose of the expenditure.
Credit card limits are as follows:
City Manager $10,000
Assistant City Manager/City Clerk $10,000
Administrative Services Director $10,000
Planning Director $5,000
Building Official $5,000
Engineering Manager $5,000
Police Chief $5,000
Fire Chief $5,000
Public Works Superintendent $5,000
This section replaces and rescinds Council Policy #71 (Credit Card Use Policy) XIX. PURCHASE ORDERS
A signed purchase order will be made for all expenditures in excess of $5,000 and a copy will be given to the Administrative Services (Finance) Department. Purchase orders should be approved (signed by the City Manager or his/her designee) prior to making the actual purchase or commitment of funds. It is the responsibility of each department directors/managers to verify that the funding amount of the requested purchase is available before authorizing the purchase order.
XX. PETTY CASH FUND
A Petty Cash fund of $200 will be established for each City department. Expenditures up to $20 may be made for postage, freight, permit fees, licenses and similar charges, and employee expenses. In each instance a written receipt for payment is required. The Administrative Services Director or designee will be responsible for the Petty Cash Fund.
XXI. PREVAILING WAGES
State Law requires that contractors pay their workers "prevailing wages" when a project is a "public work". The meaning of "public works" is defined in the California Labor Code Section 1720-1743. Therefore, the City will affirmatively state in all "public works" contracts over $1,000 that contractors are required to pay their workers "prevailing wages".
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 236
XXII. GRANT COMPLIANCE
Grant-required language will be incorporated in bid documents, professional services agreements, equipment supply contracts and construction contracts as needed. City contracts will provide language required to be in all subcontracts and disclosure of an audit requirement.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 237
EXHIBIT A
CITY OF SEBASTOPOL CREDIT CARD HOLDER AGREEMENT
Employee: _________________________ Department: ______________________ (Cardholder)
The Cardholder has been issued a City credit card and hereby agrees to comply with all terms and conditions set forth in the City’s Purchasing policy, including but not limited to:
1. Official Use Only. Charging personal expenses on City cards is a misuse of public funds even if the intent is to reimburse the City at a later time and may result in disciplinary action, including termination, at the City Manager’s discretion.
2. Timely, Accurate and Supported Payments. Credit card payments will be processed on a timely basis, and adequate supporting documentation (such as vendor order forms, receipts, invoices and credit card receipts) will be retained for all charges and submitted to the Administrative Services (Finance) Department.
3. Disputed Charges. It is the responsibility of the cardholder to immediately notify the vendor and issuing bank of any disputed charges.
4. Lost or Stolen Cards. The issuing bank and the Administrative Services (Finance) Department will be notified immediately of a lost or stolen card. Failure to do so could make the Cardholder responsible for any fraudulent use of the card.
5. Surrender Upon Request or Separation. The credit card will be immediately surrendered upon separation from the City or upon request of the City Manager or designee. Use of the credit card for any purpose after its surrender is prohibited. The bottom section of this form will be signed upon return of the credit card.
6. Credit Card Limit. The credit limit of this card is $___________. ____________________________________________
Cardholder Signature Date
RETURN OF CREDIT CARD UPON SEPARATION FROM CITY EMPLOYMENT I HEREBY SURRENDER the credit card issued to me by the City of Sebastopol to the Administrative Services Director. I declare that all outstanding charges on the credit card are for official City business and will be paid through established procedures. _____________________________ ______________________________ Cardholder Signature Date Administrative Services Director Date
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 238
Zero Waste Sonoma
Environmentally Preferable Purchasing (EPP) Model Policy
1. STATEMENT OF POLICY
The Environmentally Preferable Purchasing Policy will commit the Agency to:
1.1 Protect and conserve natural resources, water, and energy;
1.2 Minimize the contribution to climate change, pollution, and solid waste disposal;
1.3 Institute practices that reduce waste by increasing product efficiency and effectiveness;
1.4 Purchase products that minimize environmental impacts, toxics, pollution, and hazards to worker and community safety;
1.5 Purchase products that include recycled content, are durable and long-lasting, conserve energy and water, use agricultural fibers and residues, use unbleached or chlorine free manufacturing processes, are lead-free and mercury-free, and use wood from sustainably harvested forests; and
1.6 Comply with State requirements as contained in the SB 1383 procurement regulations to procure a specified amount of Recovered Organic Waste Products to support Organic Waste disposal reduction targets and markets for products made from recycled and recovered Organic Waste materials.*
2. PURPOSE
The purpose of the policy is to incorporate considerations that include the following:
2.1 Conserve natural resources;
2.2 Minimize environmental impacts such as pollution and use of water and energy;
2.3 Eliminate or reduce toxics that create hazards to workers and our community;
2.4 Support a strong recycling market and circular economy;
2.5 Incorporate environmental considerations including recycled-content and recovered Organic Waste product use into purchasing practices and procurement;
2.6 Reduce materials that are landfilled;
2.7 Increase the use and availability of environmentally preferable products that protect the environment;
2.8 Identify environmentally preferable products and distribution systems;
2.9 Reward manufacturers and vendors that reduce environmental impacts in their production and distribution systems or services;
2.10 Align with the Agency's goal of Zero Waste by 2030 as adopted in the Zero Waste Resolution; and
2.11 Create a model for successfully purchasing environmentally preferable products that encourages the use of agricultural fibers, chlorine-free manufacturing processes, wood from sustainably harvested forests, and other environmentally friendly practices, and that encourages other purchasers in our community to adopt similar goals.
DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 239
3 DEFINITIONS
3.1 "Annual Recovered Organic Waste Product Procurement Target" means the amount of Organic Waste in the form of a Recovered Organic Waste Product that the Jurisdiction is required to procure annually under 14 CCR Section 18993.1. This target shall be calculated by multiplying the per capita procurement target, which shall be 0.08 tons of Organic Waste per California resident per year, times the Jurisdiction's residential population using the most recent annual data reported by the California Department of Finance. Annually, CalRecycle will provide notice to each Jurisdiction of its Annual Recovered Organic Waste Product Procurement Target by posting such information on CalRecycle's website and providing written notice directly to the Jurisdiction
3.2 "American Society for Testing and Materials" means ASTM International, an open forum for the development of high quality, market relevant international standards use around the globe.
3.3 "Bay Area Green Business Program" is a partnership of governments and businesses that certifies the environmental performance of government agencies and businesses.
3.4 "Bio-Based Products" means commercial or industrial products (other than food or feed) that utilize agricultural crops or residues but does not include products made from forestry materials
3.5 "Biodegradable Products Institute" (BPI) is a multi-stakeholder association of key individuals and groups from government, industry and academia, which promotes the use, and recycling of biodegradable polymeric materials (via composting). BPI does not create standards but certifies products that demonstrate they meet the requirements in ASTM D6400 or 06868, based on testing in an approved laboratory.
3.6 "Buyer'' means anyone authorized to purchase or contract for purchases on behalf of this jurisdiction or its subdivisions
3.7 "The Carpet and Rug Institute" (CRI) is the national trade association representing the carpet and rug industry. CRI has developed and administered the "Green Label" indoor air quality testing and labeling program for carpet, adhesives, cushion materials and vacuum cleaners. The "Green Label Plus" testing program incorporates additional requirements to meet California's Collaborative for High Performance Schools low-emitting materials criteria
3.8 "Compost" means the product resulting from the controlled biological decomposition of organic solid wastes that are source separated from the municipal solid waste stream or which are separated at a centralized facility or as otherwise defined in 14 CCR Section 17896.2(a)(4).
3.9 Compost eligible for meeting the Annual Recovered Organic Waste Product Procurement Target must be produced at a compostable material handling operation or facility permitted or authorized under 14 CCR Chapter 3.1 of Division 7 or produced at a large volume in-vessel digestion facility that composts on-site as defined and permitted under 14 CCR Chapter 3.2 of Division 7. Compost shall meet the State's composting operations regulatory requirements
3.10 "Compostable plastic" means a polymer that is made from plants such as corn or DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 240
soybeans, and breaks downduring composting to yield carbon dioxide, water and inorganic compounds and biomass, at a rate consistent with other known compostable materials and leaves no visually distinguishable or toxic residues
3.11 "Contractor" means any person, group of persons, business, consultant, designing architect, association, partnership, corporation, supplier, vendor or other entity that has a contract or serves in a subcontracting capacity with an entity having a contract for the provision of goods or services.
3.12 Direct Service Provider" means a person, company, agency, district, or other entity that provides a service or services to Jurisdiction pursuant to a contract or other written agreement or as otherwise defined in 14 CCR Section 18982(a)(17).
3.13 "Ecologo" is a third-party, multi-attribute eco-labeling program founded by the Canadian government in 1988 and part of UL Environment since 2010. The Program compares products / services with others in the same category, develops rigorous and scientifically relevant criteria, and awards the Ecologo to those that are environmentally preferable throughout their entire lifecycle.
3.14 "Electronic Product Environmental Assessment Tool" (EPEAT) is a procurement tool to help institutional purchasers in the public and private sectors evaluate, compare and select personal computers, displays, imaging equipment and televisions based on their environmental attributes.
3.15 "Electricity Procured from Biomass Conversion" means electricity generated from biomass facilities that convert recovered Organic Waste, such as wood and prunings from the municipal stream, into electricity. Electricity procured from a biomass conversion facility may only count toward the Jurisdiction's Annual Recovered Organic Waste Product Procurement Target if the facility receives feedstock directly from certain permitted or authorized compostable material handling operations or facilities, transfer/processing operations or facilities, or landfills, as described in 14 CCR Section 18993.1(i).
3.16 "Energy Star" means the U.S. EPA's energy efficiency product labeling program.
3.17 "Energy-Efficient Product" means a product that is in the upper 25% of energy efficiency for all similar products, or that is at least 10% more efficient than the minimum level that meets Federal standards.
3.18 "Environmentally Preferable Purchasing" means EPP is the procurement of goods and services that have a reduced impact on human health and the environment compared to competing products serving the same purpose. It is an essential part of our search for high quality products and services at competitive prices.
3.19 "Federal Energy Management Program" is a program of the Department of Energy that issues a series of Product Energy Efficiency Recommendations that identify recommended efficiency levels for energy-using products.
3.20 "Forest Stewardship Council" is a global organization that certifies responsible, on-theground forest management according to rigorous standards developed by a broad variety of stakeholder groups.
3.21 "Green Seal" is an independent, non-profit environmental labeling organization. Green Seal standards for products and services meet the U.S. EPA's criteria for third-party certifiers. The Green Seal is a registered certification mark that may appear only on DRAFT PROPOSED BUDGET AS OF JULY 8, 2024 241
certified products.
3.22 "Integrated Pest Management" is an ecosystem-based strategy that focuses on long-term prevention of pests or their damage through a combination of techniques such as biological control, habitat manipulation, modification of cultural practices, and use of resistant varieties. Pesticides are used only after monitoring indicates they are needed according to established guidelines, and treatments are made with the goal of removing only the target organism. Pest control materials are selected and applied in a manner that minimizes risks to human health, beneficial and nontarget organisms, and the environment.
3.23 "Jurisdiction" means a city, county, a combined city and county, or a regional agency with the responsibility for meeting Integrated Waste Management Act requirements.
Jurisdictions may utilize a Joint Powers Authority (JPA) to comply with the requirements of SB 1383, however, the jurisdiction shall remain ultimately responsible for compliance. For this EPP Policy, Jurisdiction means the City of Sebastopol.
3.24 "LEED Rating System" means the most recent version of the Leadership in Energy and Environmental Design (LEED) Rating System, approved by the U.S. Green Building Council, and designed for rating new and existing commercial, institutional, and residential buildings.
3.25 "NSF/ANSI" means NSF International follows the American National Standards Institute (ANSI) standards development process. Standards are developed by joint committees (balanced stakeholder groups of public health, industry and user representatives).
3.26 "Organic Pest Management" prohibits the use and application of toxic chemical pesticides and strives to prevent pest problems through the application of natural, organic horticultural and maintenance practices. All pest control products shall be in keeping with, but not limited to, those products on the approved list of California Certified Organic Farmers (CCOF).
3.27 "Organic Waste" means solid wastes containing material originated from living organisms and their metabolic waste products including, but not limited to, food, yard trimmings, organic textiles and carpets, lumber, wood, Paper Products, Printing And Writing Paper, manure, biosolids, digestate, and sludges, or as otherwise defined in 14 CCR Section 18982(a)(46). Biosolids and digestate are as defined in 14 CCR Section 18982(a)(4) and 14 CCR Section 18982(a)(16.5), respectively.