336 Pacific Avenue, Shafter, CA 93263
Meeting Held In-Person and Via Zoom and Livestream on YouTube.
AGENDA
SPECIAL MEETING
SHAFTER CITY COUNCIL
TUESDAY, MAY 16, 2023
NOTICE TO THE PUBLIC:
Any documents produced by the City and distributed to a majority of the City Council regarding any item on this agenda will be made available in the City Clerk’s Office during normal business hours at City Hall located at 336 Pacific Avenue, Shafter CA. In addition, such documents will be posted on the City’s website at www.shafter.com.
TELECONFERENCE NOTICE:
As emergency conditions persist in the City, specifically, a state of emergency remains in effect related to COVID-19, community transmission of COVID-19 in Kern County has rapidly increased from Low to High due to the highly contagious variants of COVID-19, which has emerged, Kern County officials are imposing and recommending measures to promote social distancing, requires masking by all, regardless of vaccination status, in an effort to slow the continuously high trends in and level of transmission of COVID-19 throughout the State and Kern County. The City Council determine that the presence of COVID-19 and the increase of cases due to the COVID variants will continue to cause conditions of peril to the safety of persons within the City that are likely to be beyond the control of services, personnel, equipment, and facilities of the City, and has affirmed a local emergency exists and re-ratified the proclamation of state of emergency by the Governor of the State of California. In compliance with AB 361, Brown Act public meetings will be conducted utilizing Zoom Video Communications.
Remote public participation is allowed in the following ways, please see attached supplement for instructions.
CALL TO ORDER: 4:00 PM
ROLL CALL: Mayor Givens
Mayor Pro Tem Prout
Council Member Alvarado
Council Member Espinoza
Council Member Olvera
APPROVAL OF AGENDA:
PUBLIC COMMENT:
Shafter City Council Agenda
May 16, 2023
Those persons wishing to speak on any item included on the agenda, or on any matter within the subject matter jurisdiction of the City Council, are invited to speak from the podium and address the City Council. Speakers are limited to five minutes unless additional time is needed for translation. Please state your name and address for the record before making your presentation.
MANAGEMENT REPORT:
1. FISCAL YEAR 2022/2023 OPERATING BUDGET - PROPOSED DEPARTMENT ADDITONAL REQUESTS APPROVALS (BUDGET WORKSHOP #4): Council determine the action is exempt from the California Environmental Quality Act (CEQA) because it is not defined as a "project" per Section 15378(b)(4) of the CEQA Guidelines; and receive the staff report related to requests for the proposed 2023/2024 budget and approve all or specific departmental budget requests, as desired. (City Manager Gabriel A. Gonzalez)
ROLL CALL
ADJOURNMENT:
Pursuant to the Americans with Disabilities Act, if you need special assistance to participate in a City Council Meeting, please contact the City Clerk at (661) 746-5000 at least three (3) days prior to the meeting or time the special services are needed to allow City staff in making reasonable arrangements to provide you with access to the meeting. Any public record, relating to an open session agenda item, that is distributed within 72 hours prior to the meeting is available for public inspection in the City Clerk’s Office at Shafter City Hall, 336 Pacific Ave., Shafter, CA 93263. This is to certify that this Agenda notice was posted at City Hall and Police Dept. by 5:00 p.m., May 11, 2023. Yazmina Pallares, S/S, City Clerk
Shafter City Council Agenda
May 16, 2023
336 Pacific Avenue, Shafter, CA 93263
Meeting Held In-Person and Via Zoom and Livestream on YouTube AGENDA
SUPPLEMENT
Special Meeting
Shafter City Council
May 16, 2023
THE May 16, 2023 MEETING WILL BE CONDUCTED IN COMPLIANCE WITH AB 361
In order to minimize the spread of the COVID 19 virus, please do the following:
1. You are strongly encouraged to observe the City Council meetings live via YouTube https://www.youtube.com/user/CityofShafter/
2. If you wish to make a comment on a specific agenda item or public comment, please submit your comment via email by 4:00 PM on May 16, 2023 to the City Clerk at [email protected]
3. If you wish to make a written comment to the City Clerk, 336 Pacific Avenue, Shafter, CA 93263.
4. If you wish to make a comment during the live meeting, callers must first register with the City Clerk at 661-746-5012 before the meeting begins to receive instructions and the call- in number and code. Please call by 5:00pm on the Monday prior to the City Council meeting to allow ample time for sign up. You will need to provide your name, phone number and the item number you wish to address.
5. All public comments are provided to the City Council and applicable Staff, for review and consideration by the Board prior to taking action on any matters listed on the agenda and are incorporated into the official record of the City Council meeting.
The City of Shafter thanks you in advance for taking all precautions to prevent spreading the COVID 19 virus.
Shafter City Council Agenda
May 16, 2023
336 Pacific Avenue, Shafter, CA 93263
Meeting Held In-Person and Via Zoom and Livstream on YouTube.
NOTICE OF
SPECIAL MEETING OF THE SHAFTER CITY COUNCIL
NOTICE IS HEREBY GIVEN that a special meeting of the City Council of the City of Shafter will be held on May 16, 2023. The meeting will convene at 4:00 PM, in the Council Chamber at Shafter City Hall, 336 Pacific Avenue, Shafter, California, and via teleconference and Livestream on YouTube. Said special meeting shall be for the following purpose:
MANAGEMENT REPORT:
1. FISCAL YEAR 2022/2023 OPERATING BUDGET - PROPOSED DEPARTMENT ADDITONAL REQUESTS APPROVALS (BUDGET WORKSHOP #4): Council determine the action is exempt from the California Environmental Quality Act (CEQA) because it is not defined as a "project" per Section 15378(b)(4) of the CEQA Guidelines; and receive the staff report related to requests for the proposed 2023/2024 budget and approve all or specific departmental budget requests, as desired.
Yazmina Pallares, City Clerk
Affidavit of Posting Special Meeting Notice
This is to certify that this Special Meeting Notice was posted at City Hall and the Police Department by 5:00 p.m., May 11, 2023. Further information regarding this Agenda Notice is available at City Hall, 336 Pacific Ave., Shafter, CA.
Yazmina Pallares, S/S, City Clerk Dated: May 11, 2023
MANAGEMENT REPORT
CITY OF SHAFTER
CITY COUNCIL REPORT
MEETING DATE: May 16, 2023
FROM: Gabriel A. Gonzalez, City Manager
PREPARED BY: Rogelio Sanchez, Finance Director
SUBJECT: FISCAL YEAR 2022/2023 OPERATING BUDGET - PROPOSED
DEPARTMENT ADDITONAL REQUESTS APPROVALS (BUDGET
WORKSHOP #4)
RECOMMENDATION
Council determine the action is exempt from the California Environmental Quality Act (CEQA) because it is not defined as a "project" per Section 15378(b)(4) of the CEQA Guidelines; and receive the staff report related to requests for the proposed 2023/2024 budget and approve all or specific departmental budget requests, as desired.
BACKGROUND
On May 2, 2023, the Department directors presented their accomplishments, goals, and proposed additional requests for the upcoming fiscal year. The information provided by the departments has been taken into consideration for the proposed budget.
The projected general fund revenues for the upcoming fiscal year are $36.26 million, with estimated general fund expenses at $34.39 million. This estimate leaves us with an estimated general fund surplus of $1.12 million.
As our city continues to grow, the demand for services keeps increasing. With the estimated surplus, we recommend approving additional requests that include $0.60 million in ongoing operating expenses and $0.94 million in one-time capital assets.
The additional funding for ongoing operating expenses will help us to continue providing high-quality services to our citizens, while incrementally increasing operational service levels to keep up with the City's service demand. The capital assets funding will help us to improve our city's infrastructure. These recommendations will ensure that our city remains competitive and continues to provide excellent services for our citizens. There are a few other requests which will not impact the general fund.
ANALYSIS
The following table provides a breakdown of the general fund surplus at $1.12 million or
3.3% of total projected revenues.
FISCAL YEAR 2022/2023 OPERATING BUDGET - PROPOSED DEPARTMENT ADDITONAL REQUESTS APPROVALS (BUDGET WORKSHOP #4)
- 2 -
Account 23/24 Proposed Pct of Revenues
70 - Taxes 32,151,770 88.7%
71 - Fees for Service 850,220 2.3%
73 - License & Permits 1,294,540 3.6%
74 - Fines, Forfeitures 31,410 0.1%
75 - Rents & Concessions 345,460 1.0%
76 - Investment Earnings 892,220 2.5%
77 - Grants & Donations 28,830 0.1%
78 - Other Revenue 25,500 0.1%
79 - Transfers-In 15,000 0.0%
80 - Operations-Interanal 622,850 1.7%
Total Revenues 36,257,800 100.0%
82 - Wages & Benefits 13,217,092 36.5%
83 - Planned Operations 4,346,810 12.0%
85 - Required Operations 505,854 1.4%
88 - Operations-Internal 2,813,464 7.8%
91 - Other Non-Operational 13,500,000 37.2%
Total Expenditures 34,383,220 94.8%
CIP 675,000 1.9%
Estimated General Fund Surplus 1,119,580 3.3%
CITY MANAGER RECOMMENDED PROPOSED OPERATING BUDGET
REQUESTS
After evaluation, the City Manager and Department Directors have pared down the list of requests to those most essential to increase operational capacity (service levels) to meet the City's growing service demand. The items in the following tables is what the City Manager is recommending to Council for approval; of course, Council can deliberate will make final approval.
The additional requests include $602,200 for permanent ongoing costs, $675,000 for CIP, and $268,500 for the one-time purchase of vehicles, equipment and vendor services. A summary table is provided with each line-item detail. It is worth noting that the $16,000 related to animal control veterinary services is based on items which are mandated.
CAPTIAL IMPROVEMENT PROJECTS
The CIP was previously approved by the council and is mostly to cover the local match as required by grants. A table listing the CIP is also provided. The IT specialist is a newly requested position, but the cost is not displayed in the current summary because it is already included in the police labor cost. Historical information demonstrates that over $200,000 annually is unspent due to unfilled vacancies. Therefore, the assumption is to use the unspent police labor cost to cover the newly created IT position, which is estimated at $135,000 once we include all taxes and benefits.
FISCAL YEAR 2022/2023 OPERATING BUDGET - PROPOSED DEPARTMENT ADDITONAL REQUESTS APPROVALS (BUDGET WORKSHOP #4)
- 3 -
The following table has a list of proposed CIP Projects:
CIP Description 22-23 Estimate 23-24 Proposed
GE00006 - City Hall Improvements 250,000 -
GE00007 - PW Yard Improvements - 50,000
PF00001 - ADA Upgrades at Public Facilities - 100,000
PF00002 - Aquatic Center 31,250 312,500
ST00034 - 2023 James St. Streetlight Project 6,250 25,000 PK00005 - 2022 Park Lighting Improvements 43,750 -
PK00007 - Stringham Park Transit Improvements - 93,750
PK00009 - Skate Park Improvements 3,750 93,750
Total CIP 335,000 675,000
PROPOSED BUDGET ONE-TIME AND ONGOING REQUESTS
The following table provides in detail all requests related to the general fund and its impact on the estimated surplus. All personnel requests include taxes and benefits.
Operational Budget Requests
One-Time Requests
Request Description Request Amount
Finance Model 50,000
Police - Radio Replacement 68,500
Police - Vehicle Replacement 150,000
Economic Development Consulting 40,000
Economic Development Branding 60,000
Sub-Total One Time Request $368,500
Ongoing Requests
Police - New Records Tech 105,000
Police - New Dispatch Supervisor 121,200
Police - New IT Specialist -
Police - Animal Control Veterinary Services 16,000
PW - New Engineer 80,000
CM - New Analyst 140,000
New Planner 140,000
Sub-Total Ongoing Costs $602,200
FISCAL YEAR 2022/2023 OPERATING BUDGET - PROPOSED DEPARTMENT ADDITONAL REQUESTS APPROVALS (BUDGET WORKSHOP #4)
- 4 -
FY 2023-2024 PROPOSED OPERATING BUDGET ESTIMATED SURPLUS The following table provides the estimated net general fund surplus after the one-time requests and ongoing costs are subtracted from the initial surplus.
Amount
Estimated GF Surplus $1,199,580
Sub-Total One Time Request ($368,500)
Sub-Total Ongoing Costs ($602,200)
Net Estimated General Fund Surplus $228,880
Non-General Fund Budget Requests
There are a few other requested items that do not have an impact on the general fund.
The San Joaquin Valley Air Pollution Control District (SJVAPCD) has approved a $400,000 grant to help fund the EV bus replacement and a hybrid van. The conversion of a part-time driver into a full-time job will be covered by transit operations grants.
The last rate study was completed about seven years ago. A new rate study is necessary to accommodate growth, wastewater expansion, new meters, inflation, etc. A part-time temporary UB clerk is recommended to handle data entry for manual reads, hundreds of payment arrangements (by-product of COVID restrictions), low-income assistance, and other duties.
FISCAL IMPACT
The general fund impact will depend on which items the City Council decides to approve. The upcoming 2023/2024 budget will be modified if the council approves the additional requests. The total request for ongoing operations is $602,200, $675,000 for CIP, $150,000 for vehicle replacements, $68,500 for equipment, and $50,000 for financial model. The transit requests will be covered by grants. The water and sewer fund would cover $100,000 on a rate study and $45,000 for a temporary part-time UB clerk. Thte total cost for the proposed engineer is estimated at $160, with taxes and benefits, but 50% would be covered by the general fund and the other 50% by enterprise funds.
CEQA ANALYSIS
The action is exempt from the California Environmental Quality Act (CEQA) because it is not defined as a "project" per Section 15378(b)(4) of the CEQA Guidelines. The action is a government fiscal activity that does not involve any commitment to any specific project that may result in a potentially significant impact on the environment.
APPROVED BY THE CITY ATTORNEY
No
ALTERNATIVES
Provide specific direction to the management team.
FISCAL YEAR 2022/2023 OPERATING BUDGET - PROPOSED DEPARTMENT ADDITONAL REQUESTS APPROVALS (BUDGET WORKSHOP #4)
- 5 -
NEXT STEPS
Any approved items will be incorporated into the proposed FY 2023-2024 Operating Budget.
ATTACHMENTS
1. General Fund Additional Needs Requests
2. Non General Fund Additional Needs Requests
Budget FY 2023-2024
Additional Needs Request Form
Please complete this form for each additional need requiring additional appropriations.
Department: Ad ministrative Services
Division (if applicable): Finance
Budget Line-ltem: 0100-10-140- 10-00-5 10400-
Requested Additional Amount: s50,oo0
Request Type:
(New, replacement,
restoration of former service)
New
Consulting for Services to create a Long-Term Financial Model Capital or personnel request: Operational
Purpose of Request: Operational - Consulting Services for Long-Term Financial Model One-time or ongoing?
lf ongoing, how will the new
service/position be funded?
One-time
Type of Service:
Mandated (regulatory or
statutory), core or
discretionary
Discretionary
Level of service:
Basic, enhanced, or optimal
Enhanced
Quantity: One (1)
Justification: The city of Shafter is the fastest growing city within Kern County and one of the fastest within the State. The city will build a PD substation and Gossamer Grove and the industrial park will continue to grow. We also expect new housing to continue at various locations. All related growth will provide additionaltaxes, utility revenues, permit fees, and impact fees.
A long-term financial model is a management toolthat will allow the City Council to make present day policy decisions with longterm financialoutlook. The modelwill provide insight on annual sustainable growth related to M&O, ClP, and related increases in revenues.
Alternative service model: Although the model isn't a proprietary software application it is a highly complex Excel workbook. While staff has Excel knowledge, the creation of financial forecast model is not feasible within the foreseeable future to do workload and capacity.
Attachments N/A
Budget FY 2023-2024
Additional Needs Request Form
Please complete this form for each additional need requiring additional appropriations Department: POLICE DEPARTMENT
Division {if applicable): PATROL
Budget Line-ltem: 0100-60-200- 14-00-570200
Requested Additional Amount: s58,s00.00
Request Type:
(New, replacement,
restoratlon of former service)
Replacement
Capital or personnel request: Ca pita I
Purpose of Request: Handheld radio replacement
One-time or ongoing?
lf ongoing, how will the new
service/position be funded?
One-time
Type of Service:
Mandated (regulatory or
statutory), core or
discretionary
Core
Level of service:
Basic, enhanced, or optimal
Basic
Quantity: 15
Justification: Each officer is assigned a handheld radio The additional requested amount will cover the purchase of 15 Motorola APX5000 radios. Currently the police departments XTS 1500 Motorola radios have been in service for 20 years and are beginning to fail. The XTS 1500 radios are no longer supported, and parts are no longer available.
The new purchase will cover L5 Motorola APX6000 radios.
Alternative service model No Alternative
Attachments Yes
Budget FY 2023-2024
Additional Needs Request Form
Please complete this form for each additional need requiring additional appropriations.
Department: POLICE DEPARTMENT
Division (if applicable): PATROL
Budget Line-ltem: 0L00-60-200-14-00-570100 (Automotive Equip) Requested Additional Amount: s150,000
Request Type:
(New, replacement,
restoration of former service)
Replacement
Capital or personnel request: Capital
Purpose of Request: Purchase of 2 patrol vehicles
One-time or ongoing?
lf ongoing, how will the new
service/position be funded?
One-time
Type of Service:
Mandated (regulatory or
statutory), core or
discretionary
Core:
Level of service:
Basic, enhanced, or optimal
Basic
Quantity: 2
Justification: The Police Department will facilitate the purchase and outfitting of 2 patrol vehicles to replace older vehicles
Alternative service model: No Alternative
Attachments None
Budget FY 2023-2024
Additional Needs Request Form
Please complete this form for each additional need requiring additional appropriations.
Department: Economic Development Department
Division (if applicable):
Budget Line-ltem: 0100-L0-1_25-06-00-510-400
Professional Services
Requested Additional Amount: S10O,OO0 Total: Estimated Distribution - 1) $40,000; 2) 560,000 Request Type:
(New, replacement,
restoration of former service)
New Request
Capital or personnel request: Personnel (by Contract for Services) Purpose of Request: 1) Provide ED Director level services until new Director is hired; 2) Hire a consultant as Phase 1of the branding process for the City of Shafter. Phase 2 of branding process, including future funding needs and ultimate implementation, TBD after due diligence performed during Phase L.
One-time or ongoing?
lf ongoing, how will the new
service/position be funded?
One-time for both requests
Type of Service:
Mandated (regulatory or
statutory), core or
discretionary
Core
Level of service:
Basic, enhanced, or optimal
Enhanced
Quantity: 2 contracted consultants,l,for each request listed above Justification: L) A new ED Director will be hired, but the process could take months. Kosmont Agency is experienced and can fill this professional role until that time, as they have for other cities. 2) Shafter needs to establish our own unique brand to identify and market the city properly and positively. A consultant can guide us through Phase 1 ofthe process.
NOTE: Request is being unanimously recommended by Economic Development Ad Hoc Committee. Requested amounts based on initial estimates from consultants.
Alternative service model: None
Attachments None
Budget FY 2023-2024
Additional Needs Request Form
Please complete this form for each additional need requiring additional appropriations.
Department: Police Department
Division (if applicable): Police Records Support Unit
Budget Line-ltem: o 100 -20 -200- 14-00-500000
Requested Additional Amount: S1o5,ooo
Request Type:
(New, replacement,
restoration of former service)
New Request
Capital or personnel request: Personnel
Purpose of Request: Add 1 Police Records Technician to enhance the proficiency of the existing unit by providing service at new PD substation One-time or ongoing?
lf ongoing, how will the new
service/position be funded?
Ongoing General Fund position
Type of Service:
Mandated (regulatory or
statutory), core or
discretionary
This position request is Mandated.
AB 953, Currently the law requires police agencies to collect information related toihe Racial & identity Profiling Act. For the thousands of police contacts (including all traffic and person stops) the law now requires the police department to collect 16 data points that must be reported to the California DOJ.
The Shafter Police Department Records Unit will be submitting our first mandated report to the DOJ in April of 2023. The Records Unit will be coordinating our information to be submitted to the DOJ.
PC 290 Registrations: SPD currently tracks 29 active sex registrants that require the records unit to update database changes.
NIBRS/CIBRS audit and submissions: SPD Records is responsible for updating and auditing case information into these informational databases. ln 2022, there were 3,317 such submissions to the National lncident Based Reporting system at the FBl.
CLETS (Ca I iforn ia Law E nfo rce ment Telecom m u nications System ) :
SPD Records Supervisor is responsible for training and monitoring each SPD employee with access to the system.
NCIC Validations: SPD Records Unit is responsible for validating records entered into the NCIC system every month.
Other duties include researching and completing public information requests; prepa ring outgoing correspondence; filing; assisting with dispatch when needed; assisting the public; data entry; coordinating subpoenas; and many more.
Budget FY 2023-2024
Additional Needs Request Form
The Records Technician under the direction of a records supervisor will:
o Assist with the coordination of our response to public information requests that are time sensitive.
o Assist with collecting, maintaining, and submitting vital information to the various databases.
o Assist with special studies and complex records cases. o Attend training and programs to ensure for legal
proficiency.
o Provide face-to-face service in the SPD Substation when open.
o Receive cross-training in the dispatch center for use during emergencies or other critical incidents.
Level of service:
Basic, enhanced, or optimal
The addition of the police records technician position will help provide a Basic level of service
Quantity: One (1) Police Records Technician
Justification: The addition of one records technician position will allow for a more efficient records unit given the existing regulatory demands.
Currently, dispatchers perform a series of records functions out of necessity so adding a records technician will offer a collateral improvement to our dispatch unit.
Alternative service model: There is currently no logical alternative Attachments TotalCompensation Breakdown Range 123 Step E
Budget FY 2023-2024
Additional Needs Request Form
Police Records Technicion - NR Ronge 723, Step E
Salary s
56,524
Salaries s
60,905
s
6,054
$
35,590
Worker's Compensation
Benefits
PEPRA
PEPRA
Family
Family
Family
Cell Phone Allowance
Vehicle Allowance
Bilingual Pay
Uniform Pay
Education Stipend
PEPRA Premium Safety
PEPRA Premium Misc. s
4,38L
Worker's Compensation s
6,054
FICA $
3t776
Medicare s
883
Unemployment s
2,497
Disability s
509
Life and AD&D $
18 Retirement (PERS) Safety
Retirement (PERS) Misc s
4,34L
Health s
23,616
Dental s
643
Vision s
307
Benefit Annual Amount
s
I 47,L24 I
s
to3,648
Budget FY 2023-2024
Additional Needs Request Form
Please complete this form for each additional need requiring additional appropriations Department: Police Department
Division (if applicable): Communication Center (Dispatch) Budget Line-ltem: oLo} -20-200- 14-00- 500000
Requested Additional Amount: 5121,2O0
Request Type:
(New, replacement,
restoration of former service)
New Dispatch Supervisor Position
Capital or personnel request: Personnel Request
Purpose of Request: Add a supervisorial position in the dispatch classification One-time or ongoing?
lf ongoing, how will the new
service/position be funded?
This will be an ongoing general fund position
Type of Service:
Mandated (regulatory or
statutory), core or
discretionary
This is a core position that has become necessary as the police department continues to grow in size and sophistication.
Level of service:
Basic, enhanced, or optimal
This improvement will contribute to the basic level service and it will ultimately create an important avenue for staff development and promotional opportunity as we continue to grow.
Quantity: one (1)
Justification: There are currently 6 authorized dispatch positions at the Police Department to handle over 20,000 incidents/actions. The dispatchers all receive training that is specialized, and state approved according to the California Department Police Officer Standards and Training. Adding a dispatch supervisor will provide the communications center with a supervisor level subject matter expert that will oversee the quality of the communications center The addition of a dispatch supervisor will also provide an avenue for formal promotion and succession planning. Similar to police supervisors, the dispatch supervisor will attend an 80 hour POST approved dispatch supervision course designed specifically for communications leaders.
Alternative service model: The alternative service model requires the Administrative Sergeant to supervise the dispatch unit in conjunction with oversite of the Police Department Fleet; Property Room; Background
lnvestigations; School Resource Officer; Community Events; Recruiting; and the maintenance and repair of buildings and equipment. The time spent supervising the dispatch center is at the deficit of all of these other responsibilities.
Budget FY 2023-2024
Additional Needs Request Form Supplemental
Police Dispotch Supervisor - Rqnge 768, Step E
The Administrative Sergeant will also occupy an important role in the process to open the SPD Substation. The addition of the dispatch supervisor will afford the Administrative Sergeant more time to oversee those processes.
Attachments Total Compensation Breakdown for Range L68, Step E Benefit
Total Compensation
AnnualAmount
s 121,183 s 121,183
Salary s 70,096
Salaries
Worker's Compensation
Benefits
s
s
s
75,528
6,054
39,601
PEPRA
PEPRA
Family
Family
Family
Cell Phone Allowance
Vehicle Allowance
Bilingual Pay
Uniform Pay
Education Stipend
PEPRA Premium Safety
PEPRA Premium Misc. s 5,432
Worker's Compensation s 6,054
FICA s 4,683
Medicare s 1,095
Unemployment s 3,O97
Disability s 755
Life and AD&D s 22
Retirement (PERS) Safety
Retirement (PERS) Misc s 5,383
Health s 2?,516
Dental s 643
Vision s 307
2
Budget FY 2023-2024
Additional Needs Request Form
Please complete this form for each additional need requiring additional appropriations Department: I nformation Technology
Division (if applicable):
Budget Line-ltem: s 103-60-500-29-00-s00000
Requested Additional
Amount:
Total compensation SLZS,ZZq
Police Department to provide S108,179.20 from authorized unspent funds due to vacancies. Requesting suppleme nta|527,044.80 that makes up the total compensation towards an lT Specialist I Request Type:
(New, replacement,
restoration of former service)
New
Capital or personnel request: Personnel
Purpose of Request: lT Specialist I
One-time or ongoing?
lf ongoing, how willthe new
service/position be funded?
This request consists of an ongoing personnel cost. lf approved, this cost would be funded by the Salaries & Benefits fund.
Type of Service:
Mandated (regulatory or
statutory), core or
discretionary.
Core service required for general lT Support with a focus on Police Department services.
Level of service:
Basic, enhanced, or optimal
The level of service is considered enhanced as it will allow the lT Department to provide additional services and resources provided by this potential addition. This role will factor in 80% time at the Police Department and 20% at other City locations.
Quantity: I
Justification:
O
The lT lntern position has been beneficial in allowing us to focus on critical matters while maintaining a consistent level of support for end users. l'm of the opinion that to continue to be proactive and provide the necessary resources in a timely fashion, the lT lntern position should be converted into a full-time lT Specialist I position. The Police Department can benefit immensely by having an increased lT support presence at the Animal Control, Police Department, and future Police substation. Please consider the following:
The lT Dept. is averaging around ninety work orders per month or closer to twenty-three work orders per week. Of the 1116 work orders created in 2022,475 work orders
were linked to the Police Department. As the City
continues to grow and increase its technology footprint, we can anticipate a steady uprise in requests, training, and device deployments.
Budget FY 2023-2024
Additional Needs Request Form Supplemental
a
a
Authorized Positions
18 Unfilled/Vacancies
3 Police Department
lT Department
Total
52,753,766.00
Avg. Unspent Total
52oo,ooo+
srog,179.2O
527,O44.8O
The average time to close out a work order can vary from the severity or complexity of the work order. For example, a locked account can take minutes to resolve as the
technician needs to interact with the end user to make sure that the account was locked due to user error and not
suspicious activity. On the other hand, a piece of software or workstation that is rendered inoperable can take
substantially longer due to the issue. Although the staff is attentive to creating work orders and providing necessary notes on the issues, they are not 'closed' in a timely fashion which makes it difficult to attain an average time.
Operational inefficiency becomes evident when we are
unable to respond to PD work orders promptly. Examples
of this would be prolonged hardware issues that prevent Officers from being effective out in the field. Dispatchers require several DOJ/County resources to be online to
provide supplemental support to officers as well as
emergency services to city residents. lnadequate lT
Support can interrupt services and may pose a safety risk if not restored promptly.
Cost Analvsis
The Police Department has had on average three vacancies a year based on the data generated by HR within a five-year span. This provides an opportunity, as 80% of the salary can be provided by the approved unspent salaries until the Police Department properly fills all vacant positions. The lT Department petitions the City Councilfor the remaining 20%l.o supplement the total
compensation to the lT Specialist I addition. To be clear, this role will be stationed at the Police Department and will focus 80% of its time on PD-related work. The remaining 20%will be concentrated on general lT Tasks and projects throughout the City.
Fiscal Responsibility for lT Specialist I Addition
2
Budget FY 2023-2024
Additional Needs Request Form
Informotion Technology Specialist I - Range 799, Step E Benelit Annual Amount
Cell Phone Allowance
Vehicle Allowance
Uniform
Educatlon
PEPRA PIe]niU]n
PEPRA Premium Misc.
FICA
M€dlcare
Llfe and AD&D
Retlrement Misc
Health
Dental
Vlsion
fotal compensation $ Lr5,224 I 17s,224
Police Officer - Ronge 775, Step f
Benefit Annual Amount
cell Phone Allowrnce
Allowance
Unllorm
Education
PEPRA Premium
PEPRA Premlum MIsc.
FICA
Medlcare
tife and AD&D
Retlrement
Mlsc
Health
Dentel
Virion
Totel Compensation $ 152,987 I 15z,c87
3 m.ged
s 6,275
$ 6,Ory1
$ 5,/$!l
3 1.265
I ?.877
$ 472
s 25
I 6,218
S 23,616
s il?
s iW
litor*er's aompenaatlon
$
$
I
Salaries
Beneflts
a7,219
6,054
41"932
PEPRA
PEPRA
Family
Family
Family
s 73.060'
3 r.osf
$ r,roo- $ ro.gst'
$ 9,498
$ o,otl
s 6,0e3
I t"425
$ 4,VX'
$ 983
$ 28
3 rr,soo
$ 13.016
3 6/tg
$ ,OT
$alarles $
Worker'*Compensetion $
Feneflts $
98,270
6,054
4E 664
PEPRA
PEPRA
Family
Famlly
Familv
Alternative service model: Yes, we can continue to operate with an lT lntern, however, the training time vested into an lntern becomes redundant when a
Budget FY 2023-2024
Additional Needs Request Form Supplemental
better opportunity presents itself. An lT lntern is also limited on contribution based on the part-time status.
Contracting from local Managed Service Providers has been beneficial in the past, however, staff retention has proved to be challenging for them as well. This requires additional training time on our part as we work with new members that are unfamiliar with our site.
Attachments
4
Budget FY 2023-2024
Additional Needs Request Form
Please complete this form for each additional need requiring additional appropriations Department: Police
Division (if applicable): AnimalControl
Budget Line-ltem: 0100-20-200-15-00-5 10106
Requested Additional Amount: $16,000
Request Type:
(New, replacement,
restoration of former service)
New Request
Capital or personnel request: Capital
Purpose of Request: Veterinary Premise License/Vet of Record/DEA License for Controlled Substances
One-time or ongoing?
lf ongoing, how will the new
service/position be funded?
Ongoing/Annual.
General Fund
Type of Service:
Mandated (regulatory or
statutory), core or
discretionary
Mandated, Regulatory
See B&P Code 4826 all sections re: California AnimalShelters General Fund
Level of service:
Basic, enhanced, or optimal
Basic
Quantity: 1
Justification: Cost will cover the payment to Licensed Veterinarian to get approval from California Veterinary Association to operate a Veterinary Premise Permit. The Shafter Animal Shelter operates without a precise permit as required by B&P Code 4826.
Shelter policy must also have protocols developed in conjunction with a California licensed veterinarian or "Vet of Record". This permit give the Shelter access to required DEA licensing and controlled substances at better pricing and availability. The partnership will also bring quarterly vaccinations clinics and animal wellness clinics to the public.
Current scrutiny from DEA to our veterinary vendors may cause future disruption in our ability to purchase controlled substances from them directly which will end the ability for Animal Control Staff to perform in house euthanasia and care to animals. The mean of alleuthanasia performed in the periods of 2020to2022is 29L animals.
Budget FY 2023-2024
Additional Needs Request Form Supplemental
lf needed to contract services for all euthanasia at a rate of 5150 dollars per animal from local vendors, that brings the outsourcing totalto 543650. This amount would be in addition to required care costs for animals in our care Pursuant to California Penal Code 597 .L. Approval of this request will ensure is a cost savings if vendor access to controlled substances is stopped.
Alternative service model : Continue to outsource controlled substance purchases and medications with local vendors while being out of compliance with state regulation
Attachments See Quote from Dr. Diedre Metzler DVM
2
Budget FY 2023-2024
Additional Needs Request Form
Please complete this form for each additional need requiring additional appropriations.
Department: Public Works
Division (if applicable): Engineering
Budget Line-Item: 0100-40-400-18-00-500000- Full Time Wages Requested Additional Amount: $160,000 ($80,000 General Fund, $80,000 Enterprise Fund) Request Type:
(New, replacement,
restoration of former service)
New
Capital or personnel request: Personnel
Purpose of Request: Hire a new Engineer II to perform design, resident engineer, and other services under the direction of the City Engineer.
One-time or ongoing?
If ongoing, how will the new
service/position be funded?
Ongoing
Type of Service:
Mandated (regulatory or
statutory), core or
discretionary
Core
Level of service:
Basic, enhanced, or optimal Basic
Quantity: 1
Justification: 1. Reduce plan checking of routine design items currently being performed by the City Engineer.
2. Reduce contracted engineering for capital improvement projects.
3. Develop new staff for succession planning and cross
training.
4. Allow the current Engineer II (Associate Engineer) to focus on more on administrative duties.
Alternative service model: The services provided by a new engineering position can be contracted through a contractor. Still, this type of outsourcing does not completely alleviate work by existing engineering staff and would not be as efficient and responsive to the City’s needs.
Attachments See below.
Budget FY 2023-2024
Additional Needs Request Form Supplemental
2 Engineer II - Range 243, Step E
Benefit Annual Amount
Salary $ 99,528
Cell Phone Allowance
Vehicle Allowance
Bilingual Pay
Uniform Pay
Education Stipend
PEPRA Premium Safety
PEPRA Premium Misc. $ 7,713 Salaries $ 107,241
Worker's Compensation $ 6,054 Worker's Compensation $ 6,054 FICA $ 6,649 Benefits $ 45,914
Medicare $ 1,555
Unemployment $ 4,397
Disability $ 1,072
Life and AD&D $ 31
Retirement (PERS) Safety PEPRA
Retirement (PERS) Misc $ 7,644 PEPRA
Health $ 23,616 Family
Dental $ 643 Family
Vision $ 307 Family
Total Compensation $ 159,209 $ 159,209
Budget FY 2023-2024
Additional Needs Request Form
• Service Assessment: this following is additional information to assist you with determining the type and level of service. Below are those categories:
Type of Service
o Mandated: a federal, state or county law or compliance requirement over which the City has no discretion to avoid or defer. o Core: a fundamental aspect of the department’s purpose. It is what we do as a City, vital but not mandated.
o Discretionary: the service is done by the City for the public good, and is usually Council and/or community driven
Level of Service
o Basic Service Levels: are those required to open the doors of City Hall and operate on a daily basis.
o Enhanced Service Levels: are those programs/amenities that the Department has funded based on community input and values.
While important to Council and residents, enhanced services are those above and beyond basic levels and are not required o Optimum Service Levels: are those programs/amenities that the Department and community would like to have but for which funding may not available.
• Alternative Service Delivery Models: This includes identifying if the proposed request can be delivered by other means, for example can the service be outsourced. If the request is for one-time capital purchase is there an alternative, for example purchase use equipment or even rent at lower cost.
Budget FY 2023-2024
Additional Needs Request Form
Please complete this form for each additional need requiring additional appropriations.
Department: City Manager
Division (if applicable): N/A
Budget Line-ltem: 0 100-10-1 10-03-00-500000
Requested Additional Amount: s140,000
Request Type:
(New, replacement,
restoration of former service)
New Position Request (Administrative Analyst - City Manager Office)
Capital or personnel request: Personnel
Purpose of Request: Provide the City Manager's Office with assistance and administer various grants and programs to support various City Projects and programs, provide analytical support to the department, and assist the City Manager with general daily administrative tasks.
One-time or ongoing?
lf ongoing, how will the new
service/position be fu nded?
Ongoing
The General Fund willfund the position
Type of Service:
Mandated (regulatory or
statutory), core or
discretionary
Core
Level of service:
Basic, enhanced, or optimal
Basic
Quantitv: 1
Justification: The Administrative Analyst will provide the City Manager Office with Analytical and Administrative Support, alleviating the Community Engagement Manager from her Administrative duties and support to the City Manager. This allows the Community Engagement Manager to focus on enhancing our.Community
Engagement Platforms.
Alternative service model: None
Attachments None
Budget FY 2023-2024
Additional Needs Request Form
Please complete this form for each additional need requiring additional appropriations Department: Planning
Division (if applicable): NA
Budget Line-ltem: 0100-10-145-13-00-5000000 (Full-Time Wages); -500600 (Retirement); -500601 (Retirement - Supp Pmts); -500700 (OPEB - Health lnsurance); -500800 (Health lnsurance); -50080L (Dental lnsurance); -500802 (Vision lnsurance); -500803 (Life lnsurance); - 500880 (Work Comp lnsurance); -509000 (Payroll Taxes); -510103 (Advertising)
Requested Additional Amount: S140,000 total
Request Type:
(New, replacement,
restoration of former service)
New
Capital or personnel request: Personnel
Purpose of Request: Hire new entry-level planner for the Planning Department.
One-time or ongoing?
lf ongoing, how willthe new
service/position be fu nded?
Ongoing - General Fund
Type of Service:
Mandated (regulatory or
statutory), core or
discretionary
Core
Level of service:
Basic, enhanced, or optimal
Basic - without a new planner, level of service, time to process applications, and the ability to stay current with State law will diminish.
Quantitv: One full-time entry-level planner
Justification: Attached Associate Planner Cost Justification Alternative service model: Hire on-call planning services from outside consultant Attachments Associate Planner Cost Justification
Budget FY 2023-2024
Additional Needs Request Form
Please complete this form for each additional need requiring additional appropriations.
Department: Ad m inistrative Services
Division (if applicable): Transit
Budget Line-ltem: s003-60-140-12-00-570100-
Requested Additional Amount: s200,000
Request Type:
(New, replacement,
restoration of former service)
EV Replacement
Capital or personnel request: Public Transit Electric Vehicle (Van) Purpose of Request: Replace 2019 EV with grant SGR and LCTOP One-time or ongoing?
lf ongoing, how willthe new
service/position be funded?
One time Funded by new grant from San Joaquin Valley Air Pollution Control
Type of Service:
Mandated (regulatory or
statutory), core or
discretionary
Core
Electric Vehicles (EV) for public transit remain unreliable. lt may take at least a year to order an EV.
Level of service:
Basic, enhanced, or optimal
Basic
Quantity: One (1) EV Replacement
Justification: Previous electric vehicles (EV) currently have less than 40,000 miles each, but they are already out of service and part of the surplus list.
Similar to the older EV, our new 2019 electric buses have proven to be unreliable, and repairs and maintenance are not available within Kern County. This means that any major repairs would require sending the vehicles to Los Angeles, resulting in increased operating costs.
Moreover, the State and Federal grants are only available for EV, and the State has mandated that 35% of new 2026 car models be zero-emissions, with !OO%in 2035. While we acknowledge the importance of adopting clean energy, it is important to note that our transit agency is small, and we do not have extra EVs available to maintain basic services.
Based on historical data, EVs are likely to break down several times during the operating year. Therefore, management is
recommending starting the replacement process.
Alternative service model : Wait one more year
Attachments N/A
Budget FY 2023-2024
Additional Needs Request Form
Please complete this form for each additional need requiring additional appropriations Department: Ad m i nistrative Services
Division (if applicable): Tra nsit
Budget Line-ltem: s003-60-140-L2-00-570100-
Requested Additional Amount: Sgg,ooo
Request Type:
(New, replacement,
restoration of former service)
New Request
Capital or personnel request: Capital
Purpose of Request: Purchase new van to replace gas-powered van and use as backup for 2019 EV
One-time or ongoing?
lf ongoing, how will the new
service/position be funded?
One time Funded by new grant from San Joaquin Valley Air Pollution Control
Type of Service:
Mandated (regulatory or
statutory), core or
discretionary
Discretionary
Electric Vehicles (EV) for public transit remain unreliable. Gaspowered vans would guarantee basic services when EV become out of service which is multiple times per year.
Level of service:
Basic, enhanced, or optimal
Basic
Quantity: One (L) Gas-Powered Van
Justification: Our current 201-2 gas-powered vans are over 10 years old and have accumulated over 90,000 miles. These vehicles have exceeded their useful lives. Previous electric vehicles (EV) currently have less than 40,000 miles each, but they are already out of service and part of the surplus list. Similar to the older EV, our new 2019 electric buses have proven to be unreliable, and repairs and maintenance are not available within Kern County. This means that any major repairs would require sending the vehicles to Los Angeles, resulting in increased operating costs.
Moreover, the State and Federal grants are only available for EV, and the State has mandated that 35% of new 2026 car models be zero-emissions, with LO}%in 2035. While we acknowledge the importance of adopting clean energy, it is important to note that our transit agency is small, and we do not have extra EVs available to maintain basic services.
Based on historical data, EVs are likely to break down several times during the operating year. Therefore, management is
recommending the purchase of a new gas-powered van as a strategic initiative to ensure basic services are guaranteed. The gas van would serve as a backup for EVs and mitigate the unrealistic
Budget FY 2023-2024
Additional Needs Request Form
state mandates. The new gas van would have minimal usage, enabling it to last for many years.
Alternative service model: Purchase another electric bus with increased chance basic service failure.
Attachments N/A
Budget FY 2023-2024
Additional Needs Request Form
Please complete this form for each additional need requiring additional appropriations.
Department: Administrative Services
Division (if applicable): Transit
Budget Line-ltem: s003-60-140- 12-00-s00000-
Requested Additional Amount: S5o,ooo
Request Type:
(New, replacement,
restoration of former service)
New Request - Convert PT to FT Driver; and restoration of Saturday transit service
Capital or personnel request: Personnel
Purpose of Request: Convert one Part-Time Driver into a Full-Time Driver and Saturday Service.
One-time or ongoing?
lf ongoing, how will the new
service/position be funded?
Ongoing labor cost.
Ongoing grants, farebox, and TDA
Type of Service:
Mandated (regulatory or
statutory), core or
discretionary
Discretionary unless there is an "unmet need". Residents have suggested including a Saturday service like what it used to be prior to COVID.
Level of service:
Basic, enhanced, or optimal
Enhanced
Quantity: One (1) - Convert PT to FT driver
Justification: Enhanced service including Saturday service, succession planning, and public transit administration.
Dedicated grant funding related to COVID recovery including CARES and ARPA have increased grants to cover operating expenses for the next four fiscal years. Service can be reduced after 2028 if necessary. For now, COVID funding is available to cover the extra enhanced service. Converting from PT to FT driver will provide Saturday service which was available prior to COVID. lt will also allow the city to address temporary special needs due to recent population growth. For example, it would allow the city to serve Gossamer Grove or the Wonderful lndustrial Park on a temporary basis should a need arise.
Alternative service model: Continue current service.
Attachments N/A
Budget FY 2023-2024
Additional Needs Request Form
Please complete this form for each additional need requiring additional appropriations Department: Public Works
Division (if applicable): Water/Wastewater
Water
Budget Line-ltem: 5002-40-400-20-00-510400- Professio na I Services (Water) 5002-40-400-20-00-5 L0420- Lega I Se rvices (Wate r)
5000-40-400-20-00-510400- Professional Services (Wastewater) 5000-40-400-20-00-51042O- Legal Services (Wastewater)
Requested Additional Amount: s100,000
o $80,000 Contracted Consultant
e $20,000 City Attorney for Prop 218 and Other Legal
Services
Request Type:
(New, replacement,
restoration of former service)
New
Capital or personnel request: Capital
Purpose of Request: Fund professional and legal services to develop a multi-year utility service rate study for the City's water and wastewater enterprises.
One-time or ongoing?
lf ongoing, how will the new
service/position be fu nded ?
One-time
Type of Service:
Mandated (regulatory or
statutory), core or
discretionary
Regulatory/Core
Level of service:
Basic, enhanced, or optimal
Basic
Quantity: L
Justification: The last planned adjustment through the current rate plan was enacted on July 1-,2O2t. lncreasing regulations and inflationary factors warrant an updated study to ensure that the revenues collected through its utility service rates adequately fund the water a nd wastewater operations.
Alternative service model: City representatives are qualified to prepare financial plans for the City's utility enterprises that would be the bases for rate recommendations. However, they will likely be available to prepare the plans promptly. Secondly, these plans should be developed by a consultant to ensure better they are based on an objective interpretation and outlook of the utility enterprises.
Attachments
Budget FY 2023-2024
Additional Needs Request Form
Please complete this form for each additional need requiring additional appropriations Department: Administrative Services
Division (if applicable): Finance - UB (Water, WW, Refuse) Budget Line-ltem: 5000-40-400-2 1-00-500000-
500 1_-40-400-2 2 -00-500000-
5002 -40-400-20-00-500000-
Requested Additional Amount: s45,oo0
Request Type:
(New, replacement,
restoration of former service)
New
Capital or personnel request: Personnel
Purpose of Request: Hire temporary 1 Part time Utility Billing Clerk.
One-time or ongoing?
lf ongoing, how will the new
service/position be funded?
One-time Enterprise Funds
Type of Service:
Mandated (regulatory or
statutory), core or
discretionary
Core
Level of service:
Basic, enhanced, or optimal
Basic
Quantity: l Temporary Part Time Utility Billing Clerk.
Justification: The finance department used to have a PT employee and this request would restore the former service. UB administration requirements have increased with recent UB state rules.
Furthermore, Low lncome Assistance credits along with ARPA credits have created more work and related reporting. ln addition, there has not been water shut off for the last three years which has resulted in large delinquent amounts. UB team members are now managing many more special arraignments. Overtime savings could cover 50% of the cost.
Alternative service model: Continue with high Overtime which is affects family time Attachments NA