DISCUSSION:
The following fifteen (15) applications were received by the City during the solicitation period (in alphabetical order):
Applicant Amount Requested
Assistance League Rancho San Dieguito $6,000
BikeWalkSolana $700
Boys and Girls Club of San Dieguito $6,000
California Western School of Law Community Law Project (CLP) $6,000 Casa De Amistad $6,000
Community Resource Center $6,000
Disconnect Collective, Inc. $6,000
Jaliscience Folkloric Academy $5,000
La Colonia Community Foundation $6,000
North Coast Repertory Theatre $6,000
Pathways to Citizenship $6,000
Rancho Sante Fe Youth Soccer $1,500
Sandpipers Square Dance Club $6,000
Solana Beach Civic & Historical Society $6,000
Solana Beach Community Theater $6,000
Total $79,200
The City’s FY 2024/25 Budget contains an appropriation in the amount of $50,000 to be used to fund community grants. Last year, the Council authorized additional funding in the amount of $11,000 from the Reserve Public Arts Account to be used to fund the North Coast Repertory Theatre (NCRT) and the Jaliscience Folkloric Academy grant applications.
At the June 12, 2024 City Council meeting, Council raised a question about whether those applicants who had received FY 2023/24 Community Grant awards had fully expended all their award funds. At the time of this report, Staff has received final reports from all FY 2023/24 recipients. As will be detailed in the FY2023/24 Community Grant Final Report (Attachment 2), all but two (2) recipients had expended the entire amount of their funding. The two (2) recipients who had not yet expend all of their funding are the La Colonia Foundation, who has $63.03 remaining from the $6,000 award, and BikeWalkSolana, who has $1,537.75 remaining from the $3,650 award.
Staff spoke with BikeWalkSolana after the June 12, 2024 City Council meeting regarding the unused funds as well as this years grant application. BikeWalkSolana is now seeking for Council to grant an extension for the use of the $1,537.75, of which $700 would be used towards the purposes outlined in their FY 2024/25 Community Grant application. The remaining unspent amount is proposed to be used by BikeWalkSolana to reduce the cost for City Cycling classes (for Solana Beach residents) that the City is now directly contracting through the Bike Coalition. Should Council allow BikeWalkSolana this extension, the total combined funding request for FY2024/25 Community Grant applications would be reduced to $78,500.
June 26, 2024
FY 2024/25 Community Grants Program Requests
CEQA COMPLIANCE STATEMENT:
Not a project as defined by CEQA.
FISCAL IMPACT:
The FY 2024/25 Adopted Budget contains an appropriation in the amount of $50,000 to be used to fund community grants, subject to the City Council’s discretion. All fiscal appropriations are budgeted under the City Council budget unit Contribution to Other Agencies.
Last year, the Council authorized additional funding from the Public Arts Reserve Account to be used to fund the North Coast Repertory Theatre (NCRT) and the Jaliscience Folkloric Academy grant applications. Since the NCRT has requested $6,000 this cycle and the Jaliscience Folkloric Academy has requested $5,000 this cycle, as noted above, the Council could choose to utilize the Public Arts Reserve allocation. If Council approves the use of the Public Arts Reserve Account, that amount would be added to the current appropriation of $50,000.
The total funding request for the FY 2024/25 Community Grant cycle is $79,200 ($78,500 if the Council chooses to fund BikeWalkSolana with unspent funds), which is $18,200 (or $17,500 with BikeWalkSolana) more than the potential available funds listed above.
WORK PLAN:
N/A
OPTIONS:
• Approve Staff Recommendation
• Do not approve Staff Recommendation and provide direction.
DEPARTMENT RECOMMENDATION:
Staff recommends that the City Council:
1. Select the FY 2024/25 Community Grant Program recipients and identify an award amount to each recipient.
2. Adopt Resolution No. 2024-077 (Attachment 1) authorizing the funding for the selected community grant applicants for financial assistance under the FY 2024/25 Community Grant Program.
CITY MANAGER’S RECOMMENDATION:
Approve Department Recommendation.
________________________
Alyssa Muto, City Manager
Attachments:
1. Resolution No. 2024-077
2. FY 2023/24 Community Grant Final Report
RESOLUTION NO. 2024-077
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOLANA BEACH, CALIFORNIA, AUTHORIZING CITY COUNCIL
FUNDING OF SELECTED COMMUNITY GRANT RECIPIENTS FOR
FINANCIAL ASSISTANCE UNDER THE FISCAL YEAR (FY)
2024/25 COMMUNITY GRANT PROGRAM
WHEREAS, at the March 13, 2024 City Council (Council) meeting, the Council approved the offering of the FY 2024/25 Community Grant Program for community service organizations who seek program financial assistance; and WHEREAS, at the March 13, 2024 Council Meeting, the Council approved the allocation of $35,000 from the General Fund, for a combined total funding of $50,000, for the purpose of funding the FY 2024/25 Community Grant Program in the FY 2024/25 Proposed Budget; and
WHEREAS, the Council has received Requests for Financial Assistance for the FY 2024/25 Community Grant Program, reviewed all applications, and has determined the selection of the FY 2024/25 grant recipients and award amounts pursuant to Council Policy No. 14 (Policy).
NOW, THEREFORE, the City Council of the City of Solana Beach, California, does resolve as follows:
1. That the above recitations are true and correct.
2. That the Council has reviewed all FY 2024/25 Community Grant requests and has determined the selection of the FY 2024/25 grant recipients and award amounts pursuant to Council Policy No. 14, which shall not exceed a total of_______, from all funding sources.
3. That the grant recipients, award amounts and funding sources for the FY 2024/25 Community Grant program shall be as indicated on Attachment 1 hereto, which is fully incorporated herein by this reference.
ATTACHMENT 1
Resolution No. 2024-077
FY 2024/25 Grant Recipients
PASSED AND ADOPTED this 26th day of June, 2024, at a regularly scheduled meeting of the City Council of the City of Solana Beach, California by the following vote:
AYES: Councilmembers –
NOES: Councilmembers –
ABSENT: Councilmembers –
ABSTAIN: Councilmembers –
______________________________
LESA HEEBNER, Mayor
APPROVED AS TO FORM: ATTEST:
______________________________ _______________________________ JOHANNA N. CANLAS, City Attorney ANGELA IVEY, City Clerk CITY COUNCIL ACTION: ____________________________________________________ _________________________________________________________________________ FY 2023/24 Community Grant Final Report
In FY 2023/24, the City Council authorized $66,000 of funding for fourteen (14) applicants.
Similar to the last few years, the partnership between the City and Santa Fe Christian Schools (SFC) continued in an effort to maximize the amount of assistance and coordination of the community grant recipients. SFC contributed $15,000 to the Community Grant Program for a total Budget of $66,000. The following applicants received funding from the program in FY 2023/24:
Fiscal Year 2023/24 Grant Recipients
1. Assistance League Rancho San Dieguito $ 4,000
2. BikeWalkSolana $ 3,650
3. Boys and Girls Clubs of San Dieguito $ 6,000
4. California Western School of Law
Community Law Project $ 5,000
5. Casa de Amistad $ 5,000
6. Community Resource Center $ 5,000
7. Disconnect Collective $ 3,000
8. Jaliscience Folkloric Academy* $ 5,000
9. La Colonia Community Foundation $ 6,000
10.North Coast Repertory Theatre* $ 6,000
11.Pathways to Citizenship $ 4,350
12.Rancho Sante Fe Youth Soccer $ 1,000
13.Solana Beach Civic & Historical Society $ 6,000
14.Solana Beach Community Connection $ 6,000
*funded from the Reserve Public Arts Account Total: $66,000 One of the requirements of receiving a grant award is the submittal of a financial report and receipts for the expenditures of grant funds expended by each of the recipients. Each recipient has submitted a report detailing their expenditures and the reports were submitted with varying degrees of detail. Below is a summary of the reports received from the grant recipients.
1. Assistance League Rancho San Dieguito: The Assistance League Rancho San Dieguito was awarded $4,000 for their “Operation School Bell” at Marshall’s Solana Beach program that assists children of need in local schools. Fifty-eight (58) students from Solana Beach’s Head Start program including twenty-five (25) children from the PREP program were chosen to participate in two shopping events (March 12th and March 14th) at Marshalls in Solana Beach. The students attended with a family member and received $90 to purchase on school clothes. The amount spent at Marshalls for the purchase of school clothes was $5,220 and the additional $1,220 was contributed by the chapter.
ATTACHMENT 2
June 24, 2024
FY 2023/24 Community Grants Program final Reports
Specifically, the grant funds were spent on the following:
• Marshalls – March 12th: $ 2,610
• Marshalls – March 14th: $ 2,610
Total: $ 5,220
2. BikeWalkSolana: BikeWalkSolana was awarded $3,650 for several events to promote active transportation in the City of Solana Beach. The funds were used to cover the costs associated with a Solana Beach Walking Scavenger Hunt, a Safe Cycling class, a Tour of Solana Beach Community Ride, and a shorter Family Fun Ride. Outreach for the events was accomplished using City of Solana Beach e-Blasts, articles in the Solana Beach Sun and Del Mar Times, posting flyers in local businesses, social media, and websites for BikeWalkSolana and the San Diego County Bicycle Coalition (SDCBC).
For event encouragement, local businesses also contributed prizes, either in-kind or purchased with discount, for participation and raffles.
The Walking Scavenger Hunt had 230 participants registered for the event of which 80% were Solana Beach residents. 74 participants completed the hunt and were eligible for a chance to win one of the 16 raffle prizes. 12 participants were able to complete the Tour of Solana Beach Ride held on May 25th, while others participants with a small child were shown a more kid-appropriate route. The Family Fun Ride held on May 26th was attended by about 45 kids and parents. Finally, 6 students attended the Safe Cycling classes. This is a total of almost 300 participants across BikeWalkSolana’s various events.
Specifically, the grant funds were spent on the following:
• La Colonia Smart Cycling rental + insurance: $ 143.54 • Community rides permit fee: $ 50.00
• SDCBC student & Instructor fees for Smart Cycling $ 1,050.00 • Raffle prize supplement to Revolution $ 50.00
• Raffle prize supplement to CalCoast Adventures $ 100.00 • Raffle prize supplement to Gelato 101 $ 50.00
• Smart Cycling taillights $ 135.59
• Smart Cycling lunch $ 99.88
• Stickers for Family Fun Ride $ 107.24
• VGs donuts for community rides $ 126.00
• LCI fees for community ride marshals $ 200.00
Total: $ 2,112.25
BikeWalkSolana has requested that the Council grant an extension to expend the 2023- 24 grant funds. BikeWalkSolana was not able to fully expend its award due to difficulty obtaining adequate liability insurance for the multiple City Cycling educational classes targeted for teens that would meet the City’s standards. BikeWalkSolana was able to work with the City to work out this insurance requirement, however not in enough time for BikeWalkSolana to put on the classes before May 30th. BikeWalkSolana is seeking June 24, 2024
FY 2023/24 Community Grants Program final Reports
to use the remaining $1537.75 to both fund the City Cycling classes previously requested under the FY 2023/24 Community Grant ($837.75) and to fund their community grant application request for the FY 2024/25 Community Grant cycle ($700).
3. Boys and Girls Club of San Dieguito: The Boys and Girls Club of San Dieguito (Club) requested $6,000 for their Financial Aid for Youth in After-School Programs. The Financial Aid Program for Youth in After-School Programs at La Colonia Clubhouse and Harper Teen Youth Center made it possible to cover 39 Solana Beach children and teens, with discounts ranging from 33-100%. The Club is currently on track to give away $164,460 between the two clubs by end of fiscal year (June 30). This past year, the Club received more requests for discounts at a higher rate: 44% of youth attended with fees completely waived through the Financial Aid Program.
Specifically, the grant funds were used as the following financial aid:
• La Colonia Club House 21 Youth: $ 4,071.84
• Harper Teen Program 18 Youth: $ 2,109.45
Total: $ 6,181.29
4. California Western School of Law Community Law Program: California Western School of Law Community Law Program (CLP) was awarded $5,000 for their monthly legal clinics and community legal education program in Solana Beach. CLP provided dozens of low-income individuals and families with critical individualized information about their legal rights and educate marginalized community groups on recently passed laws in legal areas that most affect these groups. During these clinics, 66 individuals were served with some individuals returning for services on multiple occasions. Over 80% of the individuals served identified as people of color, 60% indicated a primary language other than English and close to 70% of individuals reported a family income of below $30,000. In addition to those that were served in our clinics, we were pleased to provide approximately 50 individuals with opportunities to learn more about legal issues that affect their communities during our community education presentations.
Specifically, the grant funds were spent on the following:
• Personnel costs: $ 5,000.00
Total: $ 5,000.00
5. Casa de Amistad: Casa de Amistad was awarded $5,000 for their “Kinder to College Study Companions Program.” The Program serves underserved children in kindergarten through 12th grade to improve their academic achievements. The Program provides all students access to one-on-one tutoring, mentoring, STEAM activities, educational enrichment, technology access, college and career readiness support, academic scholarships, and family engagement activities. The City’s Community Grant funds were was used to purchase supplies, books, nutritious snacks, and provide academic and social-emotional support. During 2023/24 grant cycle, student participation remained steady at 240 students, of which 144 were Solana Beach residents participating in programming. Casa de Amistad had the help of 225 local volunteers. Specifically, the grant funds were spent on the following:
June 24, 2024
FY 2023/24 Community Grants Program final Reports
• Kinder Program to College Curriculum $ 4,595.99
• Supplies & Books: $ 1,745.04
• Nutritious Snacks: $ 732.55
Total: $ 7,073.58
6. Community Resource Center: The Community Resource Center was awarded $5,000 for their Holiday Basket Program. The organization expended their funding in accordance with their grant to provide holiday baskets that provided assorted food items for participating households. This program served 1,084 participants, including 15 from Solana Beach, who received food, blankets and gifts during our Holiday Baskets program. Participants shopped for themselves and their families at Target in Encinitas, received food and gifts, and visited the adjacent resource fair. Specifically, the $5,000 grant awarded was spent as follows:
• Holiday Basket Target purchase 11.07 $ 2,931.32
• Holiday Basket Target purchase 11.14 $ 2,068.68
Total: $ 5,000.00
7. Disconnect Collective: Disconnect Collective was awarded $3,000 for its adult swim program. During this grant period, Disconnect Collective was able to work with Boys & Girls Club to teach 15 adults from disadvantaged communities to swim over two 4-week periods. Specifically, grant funds were spent on the following:
• Adult swim lessons 10/1, 10/8, 10/14, 10/22 $ 1,500.00 • Adult swim lessons 11/26, 12/3, 12/10, 12/17 $ 1,500.00 Total: $ 3,000.00
8. La Colonia Community Foundation: La Colonia Community Foundation was awarded $6,000 for its Adelante Mujer and La Colonia Nature’s Unplugged Programs as well as a Fentanyl Talk Conference. The Adelante Mujer held on April 6, 2024, was attended by 15 youth and 27 adults for a total of 42 citizens served. The program provided an empowering platform for young women and adults to engage in leadership development, educational workshops, and networking opportunities. Natures Unplugged Program held on April 13, 2024 offered an immersive outdoor experience, focusing on environmental education and wellness activities for 17 citizen participants. Participants engaged in guided nature walks, mindfulness exercises, and connecting through fun outdoor games. The event successfully promoted environmental stewardship and mental well-being. The Fentanyl Awareness Conference held on April 24, 2024 had 115 participants and raised awareness about the dangers of fentanyl and educate the community on prevention and intervention strategies. In total, the funds awarded La Colonia Community Foundation for the FY2023/24 grant cycle supported activities that benefitted 174 citizens.
Specifically, grant funds were spent on the following:
• Adelante Mujer Program $ 2,968.01
• La Colonia Nature’s Unplugged Program $ 1,104.61
June 24, 2024
FY 2023/24 Community Grants Program final Reports
• Boys N’ Girls – Fentanyl Talk Conference $ 122.07
• System Supplies (PA, Translation, Canopy) $ 1,742.29
Total: $ 5,936.98
There is $63.02 remaining balance of La Colonia Foundations $6,000 grant award. This amount is in part due to the returning of some unused items.
9. Pathways to Citizenship: Pathways to Citizenship was awarded $4,350 for to fund four (4) additional hours/week for Pathways’ part-time volunteer coordinator, Alyssa Weeks.
The additional hours funded by the grant enabled Alyssa to assist with the Pro Bono Expansion Project by implanting a robust recruitment, screening, intake, training and mentorship program in Pathways’ Solana Beach office for legal volunteers with no experience or training in immigration law. During this grant period, the Project provided immigration law training and mentorship to volunteer attorneys and legal interns, which enabled Pathways to increase the number of qualified low-income immigrants impacted by Pathways’ legal services. This Pro Bono Expansion Project enabled Pathways to engage, cross-train and mentor more than 17 volunteer attorneys and legal interns in immigration law, including 6 Solana Beach residents. These legal volunteers enabled Pathways’ small legal staff to increase the number of qualified immigrant and refugee families Pathways advises and represents, including 21 immigrant families residing in Solana Beach.
Specifically, grant funds were spent on the following:
• Payroll expenses $ 4,350.00
Total: $ 4,350.00
10.Rancho Santa Fe Youth Soccer: The Rancho Sante Fe Youth Soccer was awarded $1,000 to assist in providing scholarships to youth in need. These funds were used to provide scholarships for two players in the competitive RSF Youth Soccer program who live in Solana Beach and met the requirements for receiving financial aid. Both recipients come from single family homes with 3+ siblings and one working parent. Each of the players received a $500 scholarship that was credited towards their registration fees for the 2023/2024 seasonal year.
Specifically, grant funds were spent on the following:
• 2 Scholarships @ $500 $ 1,000.00
Total: $ 1,000.00
11.Solana Beach Civic & Historical Society: The Solana Beach Civic and Historical Society was awarded $6,000 to assist in the digitization of historical archives, developing videographies on notable and long-time citizens and improving world-wide access to these digital assets. The goal of the project is to make over 100 years of Solana Beach’s collected history available online for future generations. During the grant period, the Solana Beach Civic & Historical Society expanded its website content, edited and published 72 historical testimonials on its YouTube Channel, and further digitized meetings, books, and other historical archives.
June 24, 2024
FY 2023/24 Community Grants Program final Reports
Specifically, grant funds were spent on the following:
• Alina Gonzalez Video Editor $ 5,000.00
• Website hosting/administrative fees $ 568.44
• 70th Anniversary Accomplishments Booklets $ 216.57
• Digitize “The Service Eternal” book $ 158.46
• Google Drive Storage Fee $ 119.88
• YouTube Premium subscription $ 15.99
Total: $ 6,079.34
12.Solana Beach Community Connections: The Solana Beach Community Connections was awarded $6,000 to provide rental assistance to vulnerable Solana Beach seniors.
During the grant period, the Solana Beach Community Connections supported seniors with rent subsidies ranging from $300 to $425 per month beginning November 2023.
The rental assistance went to five (5) vulnerable Solana Beach Seniors.
Specifically, grant funds were spent on the following:
• Senior Ross $300 x 8 months (Nov-Jun) $ 2,400.00
• Senior Leeper $300 x 5 months (Feb-Jun) $ 1,500.00
• Senior Gililland $425 x 3 months (Apr-Jun) $ 1,275.00 • Senior Leone $425 x 3 months (Apr-Jun) $ 1,275.00
• Senior Garret $425 x 3 months (Apr-Jun) $ 1,275.00
Total: $ 7,725.00
Finally, the Council authorized $11,000 of funding through the Public Arts Reserve Account for the Jaliscience Folkloric Academy grant proposal ($5,000) and North Coast Repertory Theatre (NCRT) grant proposal ($6,000). A brief summary of the program and costs is provided below:
1. Jaliscience Folkloric Academy: Jaliscience Folkloric Academy requested funding to assist in purchasing costumes and accessories related to new states of folklore:
Oaxaca, Tijuana, Nayarit, Guerrero, Sinaloa. The program included costumes for 115 youth and 6 adults who learned about culture and traditions as well as prepared for various events around the City that allowed students a chance to demonstrate what they learned.
Specifically, grant funds were spent on the following:
• Costumes Designed: $ 4,343.35
• Shoes $ 509.89
• Costume Accessories: $ 1,680.83
Total: $ 6,534.07
2. North Coast Repertory Theatre: The North Coast Repertory Theatre requested funding to underwrite a portion of the expenses for the Theatre School student production of As You Like It and War of the Worlds. For this Community Grant Program June 24, 2024
FY 2023/24 Community Grants Program final Reports
cycle, the NCRT was awarded $6,000 for As You Like It and War of the Worlds. More than 500 members of the Solana Beach community saw the Theatre School’s productions. The Theatre School serves nearly 2,000 students each year.
Specifically, grant funds were spent on the following:
• As You Like It – Stage Manager Mentor: $ 750
• As You Like It – Assistant Director: $ 1,000
• As You Like It – Costume Designer: $ 750
• War of the Worlds – Stage Manager Mentor: $ 750
• War of the Worlds – Assistant Director: $ 1,000
• War of the Worlds – Actor / Mentor: $ 750
• War of the Worlds – Costume Designer: $ 750
• War of the Worlds – Royalties: $ 840
Total: $ 6,590
FISCAL IMPACT:
The FY 2023/24 Adopted Budget authorized $40,000 for the Community Grant Program ($15,000 from EDCO and $25,000 from the General Fund). The funding allocated to the North Coast Repertory Theatre ($6,000) and the Jaliscience Folkloric Acamedy ($5,000) was appropriated from the Reserve Public Arts Account to the Contribution to Agencies expenditure account in the Coastal Business/Visitors TOT fund. The SFC schools allocated $15,000 to the Community Grant Program to complete the applicant’s requests.
City’s FY 2023/24 Adopted Budget - $ 40,000
Public Arts Reserve Account - $ 11,000
Santa Fe Christian Schools - $ 15,000
Total: $ 66,000
CITY COUNCIL ACTION:
______________________________________________________________________ ______________________________________________________________________ AGENDA ITEM #
STAFF REPORT
CITY OF SOLANA BEACH
TO: Honorable Mayor and City Councilmembers
FROM: Alyssa Muto, City Manager
MEETING DATE: June 26, 2024
ORIGINATING DEPT: Finance – Rachel Jacobs, Finance Director SUBJECT: City Council Consideration of Resolution 2024-059 Adopting Adjustments to the Fiscal Year 2025 Adopted Budget.
BACKGROUND:
On June 28, 2023, the City Council (Council) approved the Fiscal Years (FYs) 2024 and 2025 Annual Budgets. During the course of any year, and at the end of each fiscal year as new budgetary information becomes available, Staff presents updates to the Council for consideration when adjustments are recommended to the Adopted Budget. This item is a mid-budget update for consideration of Resolution 2024-059 (Attachment 1) adopting amendments to the FY25 Adopted Budget.
DISCUSSION:
The City of Solana Beach’s (City) Operating Budget Policies state that total expenditures of a particular fund may not exceed that which is appropriated by the City Council without a budget amendment. In addition, Section 3.08.040 of the Solana Beach Municipal Code limits the purchases by departments within the total departmental budget appropriations.
Staff is recommending the City Council authorize the Finance Director/City Treasurer to amend the FY25 Adopted Budget for certain revenue and expenditure appropriations. Specific amendments to the FY25 Adopted Budget are discussed below in detail and categorized by General Fund and other funds.
C.3.
June 26, 2024
FY 2025 Budget Update Amendments
General Fund Amendments:
General Fund – Revenues
Staff has analyzed revenues received by the City through May 2024. A trend analysis was performed to compare actual receipts received versus the annual budget. Any significant variances were analyzed in detail and projected through the next fiscal year. In a few cases, budget adjustments are being recommended based on other separate analyses or projections.
General Fund Amendments – Revenues
• Property Tax
Collections for Property Tax continues to grow with the San Diego housing market.
Projections by HDL Coren & Cone, the City’s property tax consultant, show an estimated increase for FY 25 of 5.49% in Taxable Value in Solana Beach. Staff is recommending Property Tax revenue be increased by $300,000 from $9,996,980 to $10,296,980. • Short-Term Vacation Rentals
The City has experienced higher than originally projected TOT from short-term vacation rentals. Due to this, Staff is recommending short-term vacation rental TOT revenue be increased by $250,000 from $832,832 to $1,082,832.
• Building Permits Revenue
Due to a high volume of permit activity, Staff is proposing a budget increase to the Building Permits category of $150,000. This adjustment would increase Building Permit budgeted revenue from $240,000 to $390,000.
• Business Registration
Based on the trend analysis and certificate renewals received during the 2024 renewal period, Staff is proposing an increase of $45,000 to the Business Registration revenue category. This adjustment would increase the budgeted revenue from $255,000 to $300,000.
A summary of the recommended changes for General Fund revenues are listed in the following table:
June 26, 2024
FY 2025 Budget Update Amendments
General Fund Amendments – Expenditures
Staff has analyzed expenditure needs, trends, and contracts through May 2024 against currently adopted FY25 budgeted expenditures. Based on this analysis, Staff is recommending increases to General Fund expenditure accounts totaling $499,260 as discussed below.
Professional Services
• Staff is requesting an increase of $187,906 for professional services as follows:
o $150,000 for Buildings for increased services provided by EsGil, whose compensation is based on building permit and plan check revenue received o $15,000 for City Council - Resolution 2024-025 for increased community grant funding
o $10,000 for Community Services – Resolution 2023-113 for E-bike Training and Diversion Program
o $2,000 for Parks & Recreation for La Colonia Movie Night o $10,906 for Environmental Services & Public Facilities Maintenance for increased SEJPA contract and generator repairs
Salaries & Benefits
• Staff is requesting an increase of $174,954 for salaries & benefits as follows:
o $77,504 for a FT Assistant Engineer position (Reso 2023-118) o $8,560 for increased OT for Marine Safety due to increased beach/crowds/towers being staffed earlier this year
o $88,890 for the Recreation Programs Coordinator Position (Reso 2023-118) Equipment & Supplies
Property Tax $ 300,000
Short Term Vacation Rental TOT 250,000
Building Permit Revenue 150,000
Business Registration 45,000
Operational Revenues $ 745,000
Total General Fund Revenues $ 745,000
Account
Proposed Revenue Budget Adjustments
General Fund
Fiscal Year 2025
Additions/ (Deletions)
June 26, 2024
FY 2025 Budget Update Amendments
• Staff is requesting an increase of $6,400 for equipment & supplies as follows:
o $4,000 for Information Technology Department for increased costs related to antivirus protection
o $2,400 for Marine Safety Department for iPad upgrades, pressure washer, and Connect Teams, an online scheduling tool
Transfers
• Staff is requesting an increase of $130,000 for transfers to the CIP Fund from the Public Facilities Reserve as follows:
o $50,000 for City Hall repairs and improvements
o $80,000 for the Climate Action Plan implementation plan (EV Charging; Reach Code; )
A summary of the recommended changes for General Fund expenditures are listed in the following table:
Measure S Fund Amendments – Revenues
Additions/
(Deletions)
Salary and Benefits
Engineering 77,504
Marine Safety 8,560
Recreation 88,890
Professional Services
Buildings 150,000
Community Services 10,000
City Council 15,000
Environmental Services 2,482
Parks & Recreation 2,000
Public Facilities Maintenance 8,424
Equipment & Supplies
Information Technology 4,000
Marine Safety 400
Marine Safety 2,000
Transfers
Transfer to CIP Fund 130,000
Total Operational Expenditures $ 499,260
Account
General Fund
Fiscal Year 2025
Proposed Expenditure Budget Adjustments
June 26, 2024
FY 2025 Budget Update Amendments
• Transaction & Use Tax
Measure S was approved by the voters in November 2022. Collection of Transaction & Use Tax revenue associated with Measure S began on April 1, 2023. After meeting with HDL advisers, Staff is recommending Measure S Tax revenue be increased by $200,000 from $4,488,000 to $4,688,000.
Measure S Fund Amendments – Expenditures
• Staff is requesting an increase of $783,000 for transfer to Asset Replacement Fund as follows:
o $733,000 for Fire Asset Replacement Fund to move planned FY26 funding to FY25 to allow for Fire Department to prepay fire truck purchase to receive discount
o $50,000 for Parks & Recreation Asset Replacement Fund for purchase of a replacement vehicle which will be an EV model
• Staff is requesting an increase of $530,000 for transfer to CIP Fund for Work Plan projects as follows:
o $80,000 for Highland Drive Median Project
o $450,000 for Santa Helena Neighborhood Trail Project
Other Fund Amendments
The following amendments increasing expenditures to other funds are also recommended.
June 26, 2024
FY 2025 Budget Update Amendments
CEQA COMPLIANCE STATEMENT:
Not a project as defined by CEQA
FISCAL IMPACT:
The adopted FY25 Budget initially projected a General Fund surplus of $188,234. Since adoption on June 28, 2023, the budget has been adjusted by various resolutions to a projected surplus of $10,534. With the FY25 Budget Update adjustments to revenues and expenditures as discussed above, the General Fund Budget would realize an increase of revenues of $745,000 against expenditure increases of $499,260, thereby increasing the projected operating surplus by $245,740 to $256,274. These changes are shown on the following table:
Revenue Adjustments Description Amount
Asset Replacement Fund Measure S Fund transfer $ 783,000 CDBG Fund Increased Grant Revenue - Reso 23-114 $ 7,132 CIP Fund Measure S Fund transfer $ 530,000
CIP Fund General Fund - Public Facility Reserves transfer $ 130,000 Total Revenue Adjustments $ 1,450,132
Expenditure Adjustments
Asset Replacement - Codes Portable radio purchase 9,000 Asset Replacement - Comm Dev New conference table & chairs 5,000 Asset Replacement - Fire SCBA purchase - move FY25 to FY24 (152,000) Asset Replacement - Fire Fire Truck purchase - move FY26 funds to FY25 733,000 Asset Replacement Fund - IT Website project update & increased cost for computers 26,000 Asset Replacement Fund - MS Increased cost of rescue water craft & outfitting 3,000 Asset Replacement Fund - MS Increased cost of truck & outfitting (EV) 15,000 Asset Replacement Fund - Parks Replacement Vehicle for Parks & Recreation (EV) 50,000 CDBG Fund Updated to match increased award 7,132
CIP Fund Work plan/CIP Projects 580,000
Fire Mitigation Fund Class A uniform purchases & Plymovement update 35,600 Gas Tax RTIP Amendment - Reso 2023-122 (36,000)
Public Safety Special Revenue Fund Replacement Vehicle for Fire (EV) 60,000 RCTIP RTIP Amendment - Reso 2023-122 36,000
Sanitation Fund Increased SEJPA contract 123,638
Sanitation Fund FT Assistant Engineer - Reso 2023-118 31,049 Sanitation Fund Reduce CIP Budget for FY25 Pipeline Rehab (150,000) Self Insurance Fund Increased insurance premiums 100,000 Street Lighting Fund FT Assistant Engineer - Reso 2023-118 11,923 TOT 450 Fund Work plan/CIP Projects 210,000
Total Expenditure Adjustments $ 1,698,342
Total Other Funds $ (248,210)
June 26, 2024
FY 2025 Budget Update Amendments
The adopted FY25 Budget initially projected a Measure S surplus of $3,051,600 and there have been no budget adjustments by resolutions since its adoption on June 28, 2023. With the FY25 Budget Update adjustments to revenues and expenditures as discussed above, the Measure S Budget would realize an increase of revenues by $200,000 against expenditure increases of $1,313,000, thereby decreasing the projected operating surplus by $1,113,000 to $1,938,600.
These changes are shown on the following table:
WORK PLAN:
Fiscal Sustainability
OPTIONS:
• Approve Staff Recommendation
• Deny Staff Recommendation
DEPARTMENT RECOMMENDATION:
Staff recommends the City Council adopt Resolution 2024-059:
1. Approving revised appropriations to the Fiscal Year 2025 Adopted Budget.
Adopted General Fund Revenues $ 24,265,232
Budget Adjustments & Transfers -
FY25 Revenue Adjustments 745,000
Total General Fund Revenues $ 25,010,232
Adopted General Fund Expenditures & Transfers $ (24,076,998) Budget Adjustments & Transfers (177,700)
FY25 Expenditure Adjustments (499,260)
Total General Fund Expenditures $ (24,753,958)
Projected FY 2025 Surplus(Deficit) $ 256,274
Adopted Measure S Fund Revenues $ 4,488,000
Budget Adjustments & Transfers -
FY 25 Revenue Adjustments 200,000
Total General Fund Revenues $ 4,688,000
Adopted Measure S Fund Expenditures & Transfers $ (1,436,400) Budget Adjustments & Transfers -
FY25 Expenditure Adjustments (1,313,000)
Total General Fund Expenditures $ (2,749,400)
Projected FY 2025 Surplus(Deficit) $ 1,938,600
June 26, 2024
FY 2025 Budget Update Amendments
2. Authorize the City Treasurer to amend the FY25 Adopted Budget accordingly.
CITY MANAGER’S RECOMMENDATION:
Approve Department Recommendation.
_______________________________________
Alyssa Muto, City Manager
Attachments:
1. Resolution 2024-059
2. Revised FY 2025 CIP Plan
3. Five-Year CIP Plan
ATTACHMENT 1
RESOLUTION 2024-059
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOLANA BEACH, CALIFORNIA, REVISING FISCAL
YEAR 2025 BUDGET
WHEREAS, during the course of the fiscal year, new information becomes available to Staff which require adjustments to be made to the adopted budget; and WHEREAS, Section 3.08.040 of the Solana Beach Municipal Code limits the purchases by departments within the total departmental budget appropriations; and
WHEREAS, the City’s Operating Budget Policies state that total expenditures of a particular fund may not exceed that which is appropriated by the City Council, without a budget amendment; and
WHEREAS, the City Manager, in coordination with the Finance Director, reviewed and analyzed the revenues and expenditures of the Fiscal Year 2025 Adopted Budget and recommends certain amendments be made to the General Fund as well as other funds; and
NOW THEREFORE BE IT RESOLVED, by the City Council of the City of Solana Beach, California, does hereby resolve as follows:
1. That the above recitations are true and correct.
2. That the City Council does hereby adopt the budgeted revenue, appropriations, and transfers amendments by fund for the City of Solana Beach for the fiscal year beginning July 1, 2024 and ending June 30, 2025 as set forth in the attached Exhibit A.
3. That the City Treasurer is authorized to amend Fiscal Year 2025 Adopted budget as further set forth in the attached Exhibit A.
PASSED, APPROVED AND ADOPTED by the City Council of the City of Solana Beach, California, this 26th day of June 2024, by the following vote:
AYES: Councilmembers –
NOES: Councilmembers –
ABSENT: Councilmembers –
ABSTAIN: Councilmembers –
Resolution 2024-059
Budget Amendments FY 2025
______________________________
LESA HEEBNER, Mayor
APPROVED AS TO FORM: ATTEST:
_________________________________ ______________________________ JOHANNA N. CANLAS, City Attorney ANGELA IVEY, City Clerk
GENERAL FUND
Revenues
Property Tax 300,000 $
Short Term Vacation Rental TOT 250,000 $
Building Permit Revenue 150,000 $
Business Registration 45,000 $
Total General Fund Revenues 745,000 $
Expenditures Description
Engineering Salary & Benefits 77,504 $
Marine Safety Salary & Benefits 8,560 $
Recreation Salary & Benefits 88,890 $
Buildings Professional Services 150,000 $
City Council Professional Services 15,000 $
Community Services Professional Services 10,000 $
Environmental Services Professional Services 2,482 $
Parks & Recreation Professional Services 2,000 $
Public Facilities Maintenance Professional Services 8,424 $ Information Technology Equipment & Supplies 4,000 $
Marine Safety Equipment & Supplies 400 $
Marine Safety Equipment & Supplies 2,000 $
Transfer to CIP Fund Transfers 130,000 $
Total Operational Expenditures 499,260 $
Total General Fund Budget Change 245,740 $
MEASURE S
Revenues
Measure S Transaction & Use Tax $ 200,000
Total Revenue Adjustments $ 200,000
Expenditure Adjustments
Measure S to Asset Replacement Transfers 783,000 $
Measure S to CIP Fund Transfers 530,000 $
Total Expenditure Adjustments $ 1,313,000
Total Measure S Budget Impact $ (1,113,000)
OTHER FUNDS
Revenues Description
Asset Replacement Fund Measure S Fund transfer 783,000 $ Asset Replacement Fund Increased Grant Revenue - Reso 23-114 7,132 $ CIP Fund Measure S Fund transfer 530,000 $
CIP Fund General Fund - Public Facility Reserves transfer 130,000 $ Total Revenue Adjustments $ 1,450,132
Expenditure Adjustments
Asset Replacement - Codes Portable radio purchase 9,000 $ Asset Replacement - Comm Dev New conference table & chairs 5,000 $ Asset Replacement - Fire SCBA purchase - move FY25 to FY24 (152,000) $ Asset Replacement - Fire Fire Truck purchase - move FY26 funds to FY25 733,000 $ Asset Replacement Fund - IT Website project update & increased cost for computers 26,000 $ Asset Replacement Fund - MS Increased cost of rescue water craft & outfitting 3,000 $ Asset Replacement Fund - MS Increased cost of truck & outfitting (EV) 15,000 $ Asset Replacement Fund - Parks Replacement Vehicle for Parks & Recreation (EV) 50,000 $ CDBG Fund Updated to match increased award 7,132 $
CIP Fund Work plan/CIP Projects 580,000 $
Fire Mitigation Fund Class A uniform purchases & Plymovement update 35,600 $ Gas Tax RTIP Amendment - Reso 2023-122 (36,000) $
Public Safety Special Revenue Fund Replacement Vehicle for Fire (EV) 60,000 $ RCTIP RTIP Amendment - Reso 2023-122 36,000 $
Sanitation Fund Increased SEJPA contract 123,638 $
Sanitation Fund FT Assistant Engineer - Reso 2023-118 31,049 $ Sanitation Fund Reduce CIP Budget for FY25 Pipeline Rehab (150,000) $ Self Insurance Fund Increased insurance premiums 100,000 $ Street Lighting Fund FT Assistant Engineer - Reso 2023-118 11,923 $ TOT 450 Fund Work plan/CIP Projects 210,000 $
Total Expenditure Adjustments $ 1,698,342
Total Other Funds Budget Impact $ (248,210)
Additions/ (Deletions)
Exhibit A
Resolution 2024-059
Project Description
Total
Budget
General Fund
459
Measure S
Fund 110
Facilities
Replacement
Fund 140
Gas Tax
Fund 202
Transnet
Funds
225/228
Federal Grant
obj 46600
Funds
240/246/270
SB1 Fund
247
TOT Sand
Mitigation
Fund 450
Sanitation Fund
509
Street, Traffic, & Storm Drain Projects
ADA Pedestrian Ramps 45,000 45,000
Annual Pavement Management Program 1,100,000 390,000 200,000 210,000 300,000 North Highway 101 Pedestrian Crossing 45,000 45,000
Santa Helena Neighborhood Trail 450,000 450,000
Storm Drain Improvements - Major 450,000 450,000
Traffic Signal Upgrades Phase 2 230,000 230,000
Total $ 450,000 2,320,000 $ 840,000 $ - $ 430,000 $ 210,000 $ 45,000 $ 300,000 $ 45,000 $ - $ City Facilities Projects
City Hall Deferred Maint 75,000 50,000 25,000
Council Chambers Upgrades 50,000 50,000
Fire Station Deferred Maint (floor/cabinets) 10,000 10,000 Fletcher Cove Showers 60,000 60,000
LCCC/Museum 60,000 60,000Marine Safety Center Deferred Maint (roof) 5,000 5,000 Total $ 100,000 260,000 $ - $ 100,000 $ - $ - $ - $ - $ 60,000 $ - $ -
Other Projects -
City-Wide Tree planting project 10,000 10,000
Climate Action Plan Implementation 100,000 100,000
Highland Dr. Median Improvements 80,000 80,000Highway 101 Tree Grates 25,000 25,000 S. Acacia/S. Sierra Sidewalk Improvements 80,000 80,000 Total $ 110,000 295,000 $ 80,000 $ - $ - $ - $ - $ - $ 105,000 $ - $ Sanitation Projects
Sanitary Sewer Pipeline Rehabilitation 500,000 500,000
Total $ - 500,000 $ - $ - $ - $ - $ - $ - $ - $ 500,000 $ GRAND TOTAL 3,375,000 $ 660,000 $ 920,000 $ 100,000 $ 430,000 $ 210,000 $ 45,000 $ 300,000 $ 210,000 $ 500,000 $
CITY OF SOLANA BEACH
CAPITAL IMPROVEMENT PLAN
Revised FY 2025
Street, Traffic, & Storm Drain Projects
ADA Pedestrian Ramps 45,000 45,000 45,000 45,000 45,000 180,000 Annual Pavement Management Program 1,100,000 1,100,000 2,200,000 710,000 710,000 710,000 4,330,000 Cliff Street & Rosa Street Ped Bridge Repairs 75,000 75,000 75,000 Glencrest Sidewalk Installation 75,000 75,000 75,000
Lomas Santa Fe Corridor Project - East 7,000,000 7,000,000 7,000,000 Lomas Santa Fe Corridor Project - West - 8,000,000 8,000,000 Miscellaneous Traffic Calming Projects 50,000 50,000 50,000 North Highway 101 Pedestrian Crossing 45,000 45,000 45,000 Santa Helena Neighborhood Trail 450,000 450,000 450,000 Storm Drain Full Capture Devices 50,000 50,000 50,000
Storm Drain Improvements - Major 450,000 390,000 840,000 840,000 Traffic Signal Upgrades Phase 1 45,000 45,000 45,000
Traffic Signal Upgrades Phase 2 230,000 230,000 230,000 230,000 230,000 920,000 Total 1,825,000 495,000 8,785,000 11,105,000 985,000 8,985,000 985,000 22,060,000 City Facilities Projects
City Hall Deferred Maint 25,000 50,000 25,000 100,000 25,000 25,000 25,000 175,000 City Hall Elevator 100,000 100,000 - - - 100,000
Council Chambers Upgrades 50,000 50,000 50,000
FCCC and El Viento Parks Renovation 200,000 200,000 - - - 200,000 Fire Station Deferred Maint (floor/cabinets) 10,000 50,000 60,000 10,000 10,000 10,000 90,000 Fire Station Generator 250,000 250,000 250,000
Fletcher Cove Access Ramp 150,000 150,000 150,000
Fletcher Cove Dissipator 40,000 40,000 40,000
Fletcher Cove Showers 60,000 60,000 60,000
Glenmont Neighborhood Park 350,000 350,000 350,000
LCCC/Museum 60,000 60,000 60,000
Marine Safety Building 500,000 500,000 500,000
Marine Safety Deferred Maint 5,000 5,000 5,000 5,000 5,000 20,000 Total 100,000 160,000 1,665,000 1,925,000 40,000 40,000 40,000 2,045,000 Other Projects
ADU Ready Program 100,000 100,000
City-Wide Tree planting project 10,000 10,000 10,000 10,000 10,000 40,000 Climate Action Plan - Implementation 100,000 100,000 100,000 Climate Action Plan Update 20,000 (20,000) - 100,000 100,000 Highland Dr. Median Improvements 80,000 80,000 80,000
Hwy 101 Tree Grates 25,000 25,000 25,000
S. Acacia/S. Sierra Sidewalk Improvements 80,000 80,000 80,000 Total 30,000 265,000 100,000 395,000 10,000 10,000 10,000 100,000 425,000 Sanitation Projects
Sanitary Sewer Pipeline Rehabilitation 650,000 (150,000) 360,000 860,000 500,000 500,000 500,000 2,360,000 Total 650,000 (150,000) 360,000 860,000 500,000 500,000 500,000 2,360,000 GRAND TOTAL 2,605,000 770,000 10,910,000 14,285,000 1,535,000 9,535,000 1,535,000 100,000 26,890,000 FY 2024
Rollovers
CITY OF SOLANA BEACH
SUMMARY OF CAPITAL IMPROVEMENT FUNDS
5 YEAR CAPITAL IMPROVEMENT FORECAST
FY 2025 - FY 2029
FY 2025 Adopted
Budget
FY 2025
Adjustments
FY 2026
Forecast
FY 2027
Forecast
FY 2028
Forecast
FY 2029
Forecast TOTAL
FY 2025
Revised
Budget